DSPACE HELP

Help Contents:

Close this window
Browse
Search
Communities & Collections
Sign on to  RIA
Submit
File Formats
Handles
My Account
Edit Profile
Subscribe to E-mail alerts
 
RIA, the Institutional repository of the University of Aveiro (UA), is an information system that captures and preserves the research outputs of UA scientific community and make them available over the Web, increasing visibility and impact. It ensures open access to the full text version of documents whenever the authors authorize it.

The Repository is structured in Communities that correspond to the departments, services, polytechnic schools, research units and associated laboratories of the University. Within each community, the RIA is organized into collections, which correspond to document types. Each collection can contain an unlimited number of documents.

BROWSE top

Browse allows you to go through a list of items in some specified order:

Publication date: through a list of all documents in the Repository, in chronological order.

Author: An alphabetical list of all authors of documents in the Repository.

Advisor: through an alphabetical list of all advisors of documents in the Repository.

Title: through an alphabetical list of all the titles of documents in the Repository.

Subject: through an alphabetical list of keywords assigned to documents in the Repository.

Document type: through a list with the assigned document type in the Repository.

Access type: through a list with the levels of access to documents in the Repository.

You may sign on to the system if you:

Submit is the function that enables users to add an item to RIA. The process of submission includes filling out information about the item on a metadata form and uploading the file(s) comprising the digital item.

My account is a personal page that is maintained for each member. This page can contain a list of items that are in the submission process for a particular member, or a task list of items that need attention such as editing, reviewing, or checking. 

Edit Profile allows you to change your password.


SEARCH top

To search all of Repository, use the search box at the top of the navigation bar on the right.

search RIA


Some search hints:

What is searched in the general search 
The word(s) you enter in the search box will be searched against the title, author, subject abstract, series, sponsor and identifier fields of each item's record.
If your site is enabled for full-text searching, the text you entered will also be searched against the full text of all archived documents. 

What is not searched - Stop Words
The search engine ignores certain words that occur frequently in English, but do not add value to the search. These are:
"a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" , "in" , "into",
"is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" , "was"

Truncation
Use an asterisk (*) after a word stem to get all hits having words starting with that root, for example:
Sele*   will retrieve selects, selector, selectman, selecting.

Stemming
The search engine automatically expands words with common endings to include plurals, past tenses ...etc.

Phrase Searching
To search using multiple words as a phrase, put quotation marks (") around the phrase.
"organizational change"

Exact word match
Put a plus (+) sign before a word if it MUST appear in the search result. For instance, in the following search the word "training" is optional, but the word "dog" must be in the result.

Eliminate items with unwanted words
Put a minus (-) sign before a word if it should not appear in the search results. Alternatively, you can use NOT. This can limit your search to eliminate unwanted hits. For instance, in the search
  or   you will get items containing the word "training", except those that also contain the word "cat".

Boolean searching
The following Boolean operators can be used to combine terms. Note that they must be CAPITALIZED !

AND - to limit searches to find items containing all words or phrases combined with this operator, e.g.
will retrieve all items that contain BOTH the words "cats" and "dogs".

OR - to enlarge searches to find items containing any of the words or phrases surrounding this operator
will retrieve all items that contain EITHER the words "cats" or "dogs".

NOT - to exclude items containing the word following this operator, e.g.
will retrieve all items that contain the word "training" EXCEPT those also containing the word "cat".

Parentheses can be used in the search query to group search terms into sets, and operators can then be applied to the whole set, e.g.


COMMUNITIES & COLLECTIONS top

The RIA content is organized into communities that correspond to university departments, services, polytechnic schools, research units and associated laboratories. Within each community, the RIA is organized into collections, which correspond to document types. Each collection can contain an unlimited number of documents.

Each community has its own entrance page, which can contain information, news and links according to the interests of that community, as well as a list of collections within the community.

SIGN ON TO RIA top

When you access an area of RIA that requires authorization, the system will require you to log in. All users can register to become subscribers.

To register / login you must select one of the options "my account" or "edit profile" in the upper menu "sign on to".
    Universidade de Aveiro user (login with Universal User credentials of Universidade de Aveiro)
    external users (after registration enter the Username and Password)

Some functions, such as the deposit of documents, are restricted to the professors and researchers of the University of Aveiro and require authorization. To request deposit permissions, send email to ria-repositoiro@ua.pt.

SUBMIT top
Submitt documents in the RIA involves deposit permissions. Professors, researchers, students, employees, collaborators in projects with affiliation to the University of Aveiro may take on the role of depositor.

To login you must select the "my account" option in the upper menu.
     Universidade de Aveiro user (login with Universal User credentials of Universidade de Aveiro)

In the personal area and in case of verifying that you don't have deposit permissions, you must send an email to ria-repositorio@ua.pt.

TYPES OF SUBMISSION top of submit top

With deposit permissions, and clicking "Start a New Submission" in your area, you can choose from 3 different types of deposit:

   1. Default mode submission - Select the collection and click on "Manual submission".
   2. Search for identifier - Enter a publication identifier to retrieve the metadata (PubMed ID, DOI, arXiv ID, CiNii NAID) and click "Search". On the results page click "see details & import the record" in order to proceed with the deposit process.
   3. Upload a file - Before starting the process of importing one or more records, you must collect them in an external system (eg Web of Science, SCOPUS, Mendeley) in one of the formats indicated in the "Select file format" field and export them to a folder on your local disk. Then select the file format, choose the file, select the collection and click on "Import". After importing, the deposit form of the first registration will appear by default. The remaining records will be imported into your personal area as "Unfinished Deposits".

Whatever the type of submission, you can add or edit the various fields in the submitted forms. Submission of documents in the RIA always implies the association of a digital file (eg, PDF of the article).

Progress bar - Buttons at the top of the page:
At the top of the page of submission form you will find 6 buttons that represent each of the steps in the deposit process. As you progress, the colors of the buttons change. Once you get started you can use these buttons to walk back and forth inside the deposit process by clicking on them.

progress bar

Interruption of the deposit process:
At any step in the deposit process you can stop and save your work to return later by clicking the "cancel/save" button. The data already entered will be stored until you return the process, at that time, your "Personal Area" page will remind you that you have a task in progress. If you accidentally leave the deposit process, you can always return it from your "personal area" page. You can also cancel the deposit at any time.


SUBMIT: Describe Your Item - Page 1 top of submit top

The information you fill in on these two screens will form the metadata record that will enable users to retrieve your item using search engines. The richer the metadata, the more "findable" your item will be, so please take the time to fill in as many fields as are applicable to your item.

author:

Enter the name of the person(s), organization or service responsible for creating the document or contributing to its content. By clicking on the "Add more" button you can associate as many authors as necessary.

This field has the functionality of validation of authors/co-authors/advisors of a document. Authors' validation is mandatory and allows the unambiguous identification of an author with affiliation to the UA and allows the respective association of the set of documents on RIA personal area of an author and in other internal information systems.

The insertion of the names of the authors in the field must be according to the form of name present in the document (eg Pacheco, O.). When you entering the name of the author in the box, is presented a list with all the UA users with possible correspondence to the name. After identifying in the list the correct author just click on the full name of the author in the list and immediately will be associated the UA email.

To facilitate this search, you can enter the author's e-mail address (eg: orp@ua.pt) or an complete form of the name (eg Osvaldo Rocha Pacheco), after clicking on the correct author's name (will be associated UA email) you can edit the information for the form of name that is displayed in the document (eg Pacheco, O.).

In the case of co-authors who do not belong to the UA or who can not obtain results should select the option "External user".



title:

Enter the document title. The title should not end with punctuation. You can not enter it in italics. If you have a subtitle, put [:]. Use capital letters only for the first letter and proper names.
Eg: ICT and literacy: information and communications technology, media, reading and writing

other titles:

If your item has a valid alternative title, for instance, a title in another language or an abbreviation, then enter it here. 


title of the journal, book, event or publication:

Enter the title of the journal, book, event, publication where the document was published.


date:

If your item was previously published or made public, enter the date of that event here. If you don't know the month, leave the default "no month"; otherwise select a month from the drop-down box. If you don't know the exact day, leave that box empty.


volume:

Enter the volume number or series of the publication where the document was published.


Issue number:

If the record has an associated issue number, enter it in this field.


first page:

Enter the first page number of the document.


last page:

Enter the number of the last page of the document.


publisher:

Enter the publisher's name for the publication.


identifiers:

Enter the record identifier:

    ISSN - International Standard Serial Number, e.g: 0028-0836
    e-ISSN - International Standard Number of Electronic Serial Publication, e.g.: 1476-4687
    DOI - Digital Object Identifier, e.g.: 10.1016/j.ensm.2018.04.026
    ISBN - International Standard Book Number, e.g.: 978-972-789-530-4
    e-ISBN - International Standard Electronic Book Number. e.g.: 978-972-675-267-7
    TID - identifier of thesis composed of 7 numbers, assigned by RENATES. e.g.: 201564289
    Doc.Gov. - Government document number, e.g.: NASA SP 8084
    ISMN - International Standard Number of Music, e.g.: M-53001-001-3
    URI (Uniform Resource Identifier) ​​- Persistent Address. e.g.: http://www.dspace.org/help/submit.html
    Other - Unique identifier assigned to the document using a different system than the above.

peer-review:

Please indicate if the version you are depositing has been peer reviewed.


document type:

Select the type of content you submit.

publication status:

Indicate the current state of the publication.

language:

Select the language of the main content of the document. If the language does not appear in the list below select "Other". If the content does not apply a language (for example, an image) select "N/A".


SUBMIT: Describe Your Item - Page 2 top of submit top

keywords:

Enter your keywords. Use an entry box for each subject term. You can get more entry boxes by clicking the "Add More" button.


abstract:

Enter the abstract in the main language of the document. If you have a abstract in another language click the "Add more" button.


projects:

If the publication is the result of a project(s) funded by the European Commission (FP7, H2020, ERC), Foundation for Science and Technology or Wellcome Trust, identify the project(s) here. Such identification is generally a requirement of funders. To identify the project(s) insert one of its identifying elements (number, name, acronym or reference) and select from the list.

sponsors:

Enter the names of possible sponsors in the box below.

access level:

This collection is open access, you must take into account publication copyright policy. The policies of the scientific journals can be found at http://www.sherpa.ac.uk/romeo/.

embargo date:

If you have indicated "embargoed access" in the "access level" field, indicate the end date of the embargo, from which the document will become available in open access. Must indicate at least the year and the month.


licence of Creative Commons (CC):

Associate a Creative Commons 4.0 International license to your work by choosing it from the list presented. In the case of works funded by FCT the use of the CC-BY license is recommended.


SUBMIT: Upload a File top of submit top

There are two methods of entering the name of the file you wish to upload:

  1. Type the full path and file name into the input box and then click on the "next" button in the lower right hand corner of the screen.

  2. Click on the "browse" button and a window showing your files will appear. You can navigate through your directories and folders until you find the correct file to upload. Double-click on the file name you wish to upload, and the name will be entered into the input box.

Once the correct file name is in the input box, click on the "next" button to proceed.

File Description

If you specified at the beginning of the submit process that you had more than one file to upload for this item, you will see an input box marked "File Description". The information you provide here will help users to understand what information is in each file, for instance, "main article" or "images" or "computer program" or "data set". Enter file descriptions for each item, and click on the "next" button to proceed.



SUBMIT: File Formats top of submit top

To properly archive and give access to a file, we need to know what format it is, for example "PDF", "HTML", or "Microsoft Word". If the system does not automatically recognize the format of the file you have uploaded, you will be asked to describe it. If the format of the file appears in the list offered, click on it and then on "Submit". If you can't see the format in the list, click on "format not in list" and describe the format in the text box lower down on the page. Be sure to give the name of the application you used to create the file and the version of that application, for example "Autodesk AutoCAD R20 for UNIX".

For more information about file formats, see DSpace Supported Formats.

Uploaded File

After you have uploaded a file, check the information in the table to make sure it is correct. There are two further ways to verify that your files have been uploaded correctly:

  • Click on the filename. This will download the file in a new browser window, so that you can check the contents.
  • Compare the file checksum displayed here with the checksum you calculate.

If you're only uploading one file, click on "Next" when you're happy that the file has been uploaded correctly.

If you're uploading more than one file, click on the "Add Another File" button (this will appear if you checked "The item consists of more than one file" on the "Submit: Describe Your Item" page). When you are satisfied that all files for this item have been successfully uploaded, click on the "Next" button.

If you're uploading an HTML page with embedded files, click on the "Add Another File" button, and upload all files or bitstreams referenced in the html page. After all the are uploaded, in the column marked "Primary Bitstream", select the bitstream or file that is the index page or the top page for the web page. This will ensure that all of your embedded files will display properly on the HTML page. Then click on the "Next" button.

Checksums

DSpace generates an MD5 checksum for every file it stores; we use this checksum internally to verify the integrity of files over time (a file's checksum shouldn't change). You can use this checksum to be sure what we've received is indeed the file you've uploaded.

If you wish to verify the file using checksums, click "Show checksums" on the "Uploaded File" page. The DSpace-generated MD5 checksum for every file we've received from you will show to the right of the filename. You will then need to use a local program to generate your own checksum for these files, and verify that your results match ours. On most UNIX-like systems (including Mac OS X), use md5sum. For instance, type "md5sum MYFILE" for every file you want to check; the summary should print on your screen. For Windows machines, MD5 tools are freely available: try md5 (from http://www.fourmilab.ch/md5/), or md5sum, available via the textutils package in Cygwin (http://www.cygwin.com/). All of these utilities will need to be run from a command-line, or terminal, window. The entire digest printed out when you run the md5 tool on your local copy of the file you're uploading should be exactly equal to what DSpace reports.


SUBMIT: Verify Submission top of submit top

This page lets you review the information you have entered to describe the item. To correct or edit information, click on the corresponding button on the right, or use the oval buttons in the progress bar at the top of the page to move around the submission pages. When you are satisfied that the submission is in order, click on the "Next" button to continue.

Click on the "Cancel/Save" button to stop and save your data, or to cancel your submission.


SUBMIT: License top of submit top

RIA requires agreement to this non-exclusive distribution license before your item can appear on the Repository. Please read the license carefully. If you have any questions, please contact RIA- Helpdesk (ria-repositorio@ua.pt).


SUBMIT: Submission Complete top of submit top

Now that your submission has been successfully entered into the RIA, will go through the workflow process designated for the collection to which you are submitting. Some collections require the submission to go through editing or review steps, while others may immediately accept the submission. You will receive e-mail notification as soon as your item has become a part of the collection, or if for some reason there is a problem with your submission. If you have questions about the workflow procedures for a particular collection, please contact RIA- Helpdesk (ria-repositorio@ua.pt). You can check on the status of your submission by going to the My Account page.


HANDLES top

When your item becomes a part of the RIA repository it is assigned a persistent URL. This means that, unlike most URLs, this identifier will not have to be changed when the system migrates to new hardware, or when changes are made to the system. RIA is committed to maintaining the integrity of this identifier so that you can safely use it to refer to your item when citing it in publications or other communications. Our persistent urls are registered with the Handle System, a comprehensive system for assigning, managing, and resolving persistent identifiers, known as "handles," for digital objects and other resources on the Internet. The Handle System is administered by the Corporation for National Research Initiatives (CNRI), which undertakes, fosters, and promotes research in the public interest.


MY ACCOUNT top

If you are an authorized user (depositor) you will find in My Account (personal area) page:

  • A list of submissions in progress - from this list you can either return pending deposit processes or remove/cancel deposits.
  • A list of deposits awaiting validation.
  • A link to the list of deposits you have submitted and have already been accepted.


EDIT PROFILE top

This page allows you to change the information we have for you. You must be authenticated with your log-in to change any of your personal information.


SUBSCRIBE TO E-MAIL ALERTS top

Users can subscribe to receive daily e-mail alerts of new items added to collections. Users may subscribe to as many collections as they wish. To subscribe:

  • go to the RIA registration page by clicking on the sign-on link in the navigation bar on the right of the home page
  • fill out the registration form
  • navigate to a collection for which you would like to receive e-mail alerts, and click on the "subscribe" button (repeat for other collections)
  • to edit your subscriptions, go to the "Subscribe" page.

FOR MORE INFORMATION...

top

For help with using RIA and questions about your specific site, please contact RIA- Helpdesk (ria-repositorio@ua.pt).

For general information and news about DSpace, visit the DSpace Website.