Welcome to your installation of intraLibrary.

Find out more about the system by reading these pages.

If you've never used the system, you should read these introductory pages first to help orient yourself. As you will discover, what you can do in the system depends on what role(s) you have been assigned by the administrator.

In general, any kind of digital resource is referred to as an "object" within the system and these help pages.

IntraLibrary is designed to be a library for learning objects, but it can be used to store digital objects of any kind.

In general, any kind of resource is referred to as an "object" within the system and these help pages.

IntraLibrary makes it easy to share and re-use objects within or between organizations. The library stores metadata with each object to make it easier to find objects that are relevant to your work.

This is where the different interfaces you will encounter in the system are explained. Just click on the link to the section you're interested in.

When you are using the library, clicking the icon will open a relevant section in the help interface.

In the library, users can have several different roles :

• Normal Users can search and browse the library to find objects they are interested in.
• Contributors have an Work Area, where they can upload and describe objects.
• Librarians can manage the classification system and manage the contents of the library.
• Administrators can manage user accounts, and configure the system.

If you are a normal user, the following sections will be relevant to you:

• Finding Objects
• Using Objects
• User Profile

If you are a contributor, the following additional sections will be relevant to you:

• Work Area
• Describing an Object

If you are a librarian the following sections will be relevant to you:

• Managing Classification Systems
• Managing the Contents of the Library

If you have been used to contributing objects to previous versions of the intraLibrary system, you will notice some changes. The most important ones are detailed here.

Work Area

What was the "Upload Area" is now called the "Work Area". This is to reflect the fact that you can now do much more in this area than just upload objects in a single step. You can still do everything you could in previous systems.

Publishing Objects

The system can now be configured with a multi-stage "workflow" for submitting and publishing objects. However, by default, the system will still work with the single stage you are used to. Some of the icons that control the publishing process have changed to reflect this new complexity:

New Icon	New Name	Old Icon	Old Name
	Complete Process		Publish Object
	Object hasn't met criteria for process completion.		Object hasn't met criteria for publication.

There are several ways to find objects in the library :

• Simple Search: This search is always avaliable from the persistent navigation bar at the top of the interface. It is designed to be as simple as possible to use, and give you useful results whenever possible.
• Advanced Search: This is more sophisticated search interface. It requires some understanding of the structure of the metadata fields. Its very useful for targeted searches, when the simple search returns too many hits.
• Browse Library: Explore the online library as if you were walking around the shelves of a physical library.

The result of any search or browse operation is a list of objects

Searching for objects

You can search the library for keywords and phrases wherever you see this simple form :

Simply type the keywords or phrases that apply to the object you are trying to find, and click "Search". The objects that match your search will be returned in the "Search Results" with the best matches listed first.

Keyword Search

You can search for objects which match a keyword, or list of keywords, such as :

history Rome Caesar

More keywords will give you more results, but also increase the relevance of the first results.

Phrase Search

You can search for objects which match a particular phrase, such as :

"history of Rome"

This is a more constrained search than using a list of keywords.

Richer Queries

Richer queries are supported, including wildcards and logical operators. For more information, see the full "Query Syntax".

Advanced Search allows you to do sophisticated searches using various fields in the library's catalogue. For example, you can search for an object by a specific author or for a specific type of object, such as a PowerPoint presentation.

Choosing Search Constraints

Select "Advanced Search" and you will see a form the left-hand pane for defining constraints on your search. Metadata fields can be selected from the "Choose Constraint" drop-down. Depending on the type of field you select, you will be offered either a box for text entry or a drop-down vocabulary (see below).

You can create a number of different constraints by click the button to add more. Remove constraints by clicking the button. Choosing to match "ALL" criteria will give you a narrow search. Choosing to match "ANY" criteria will give you a broad search.

Example:

• Choosing "ANY" criteria for a search for "title": fish and "title": chips will give you all objects in the library with either word in the title, including objects on computer chips and wood chips that don't even mention fish. Choosing "ALL" criteria for the same search will only return objects with the words "fish" and "chips" in their titles.

Collections

There may be multiple collections of objects in the library. By default, the system will search all collections you have access to. If you prefer, you can constrain your search to cover a specific collection only.

To constrain your search by collection, select "choose collection" from the drop-down list of fields. A box will appear containing a list of the collections which you have permission to search, so you can choose the collections you would like to search.

Text field

You can search many of the individual fields in the metadata for free text. If you select a text field from the drop-down list, and a text box will appear below it. Type the keywords or phrases you want to search for into the text box.

Example:

• In a collection of art objects, a Simple Search for "warhol" would return all objects with any mention of Andy Warhol in them. If you only want to see Andy Warhol's own work rather than works about Andy Warhol, you could type "warhol" into the text box for the "contributor" field.

Vocabulary field

Some fields in the catalogue use a standard vocabulary. You can constrain your search by selecting values from these vocabularies.

If you select a vocabulary field from the drop-down "Choose Constraint" menu, a box will appear below it allowing you to choose your search term from the standard vocabulary.

Example:

• To see all objects in PDF format, select Technical Format from the "Choose Constraint" menu on the left, and Adobe PDF file from the standard vocabulary list on the right.

You can combine searches of text fields and vocabulary fields. For instance, you could choose to search by both the above examples, matching "ALL" criteria, and the search will return all objects in PDF format by Andy Warhol.

Phrase Search

You can search for objects which match a particular phrase, such as :

"history of Rome"

This is a more constrained search than using a list of keywords.

Wildcards

You can use * as wildcard character in search queries, such as

Rom*

This example would match any word that started with "Rom", including Rome, Roman, Romany etc.

In search queries, the ? character is also a wildcard character, used to match a single character only. For example, you could search for

Br?an

This would match "Brian" and "Bryan" but not "Brendan".

Logical Operators

You can combine keywords and phrases using the logical operators AND, OR and NOT. For example:

Rome AND Caesar

This would find objects matching both "Rome" and "Caesar".

Rome OR Caesar

This would find objects matching either "Rome" or "Caesar" (default).

Rome NOT Caesar

This would find objects matching "Rome" but not matching "Caesar" (default).

Grouping Search Clauses

You can use brackets to group search clauses. This can give you more control over the logic for a query. For example:

(italian OR spanish) AND opera

This would find objects referring to "opera" including either the word "italian" or the word "spanish".

List of Objects

The result of a search operation is a list of objects which match the terms you entered. The most relevant objects are returned first. Each object is listed in the following format :

	Title of the object	size/format
	Description of the object... comments(1)

You can click on the icons alongside each object to initiate various operations on the object, such as previewing the object, or viewing its metadata. See the Icon Glossary for the meaning of each icon.

Viewing Image Thumbnails

The search results page may include a link labelled "display all images". Clicking on this link shows thumbnails of any image objects which match the search or browse criteria. Click on any thumbnail to see a larger version of the image, and to get access to other functions for that image object. Clicking the link labelled "back to full search results" takes you back to the detailed list of objects.

Monitoring the Results of a Search

For any search query you can create a news feed which can be used to monitor the changing results of the search query. The feed can be monitored in any compliant RSS reader, or feed aggregation service. Typically the feed will grow as new objects are added to the library which match your search criteria.

Search Filters are a way of storing and re-using previous search criteria. They help you get quick access to your commonly used searches, and then modify these criteria if you choose.

To save a search:

• Define a set of search criteria in the "Advanced Search" interface
• Try the search, and modify the criteria until your are happy you are getting the results you expect
• Enter a name for your search filter
• Click "save" to store the named search

To retrieve a saved search filter:

• Select your search filter by name from the list in the drop-down list below "choose search filter"
• The criteria you previously defined are now displayed in the advanced search interface
• Click "search" to see the search results

To modify a saved search:

• Select the saved search by name, as above
• Edit the search criteria in the "Advanced Search" interface
• Click "search" to test the new search criteria
• You can update the existing search filter by saving the modified search criteria under the same name
• Alternatively, you can save your modified search criteria as a new search filter by saving them under a different name

Library Browse Tree

The library can be browsed using a tree of classifications (or "taxonomies"). You can browse this tree wherever you are in the system by clicking on "Browse Library" in the navigation bar.

When you first open this interface you will see the following:

• The name of the library is given at the top left.
• Below that, the first "library" section represents the library as a whole.

If you open the "library" section (see below) you will see:

• One or more classification systems you can use to browse the library
• When there are multiple classification systems in use, they are displayed alongside each other using different colours.

To browse the library :

• Use the controls in the left-hand pane to navigate the tree structure.
• Sections can be open or closed using the and buttons.
• Click on the title of a section to display the list of objects it contains in the right-hand pane.

List of Objects

The result of a browse operation is a list of objects which match the terms you entered. The objects are listed alphabetically by object title. Each object is listed in the following format :

	Title of the object	size/format
	Description of the object... comments(1)

You can click on the icons alongside each object to initiate various operations on the object, such as previewing the object, or viewing its metadata. See the Icon Glossary for the meaning of each icon.

Finding Objects in the Library

When you click the title of a section you will see a list of objects which are classified in that section. The title of the section is displayed near the top of the right hand pane.

You have two choices:

• see a list of objects only within the section you are looking at
• see a list of all objects within and below that section, including any sub-sections.

The number of objects you would see is shown against each option. The second option is useful when you are browsing through the top-level of the classification tree, because it helps you decide which parts of the tree are going to most useful ones to explore.

Example:
A library might have a section called "History of Art" which contains 11 objects, but which has several subsections, such as "Art of the Twentieth Century", which in total contain 154 objects.

Please note that the numbers indicate the number of unique objects within or below a section, not the number of classifications of objects. An object may be classified in more than one sub-section, but it will only be counted once.

Monitoring a Section of the Library Classification

You can create news feeds to monitor the changing contents of a section of the library classification. The feed can be monitored in any RSS-compliant feed reader or feed aggregation service. Typically the feed will grow as new objects are added to that section of the library.

The result of a search or browse operation is a list of objects which match the terms you specified. The following actions are available to all users :

	Preview Object : open the object in your web browser.
	View Metadata : opens a pop-up which lists all the metadata recorded for the object.
	Download Object

The various possible Resource Types are previewed in different ways.

Single-file objects are simply returned as a file to the browser. Files in "web" formats will open in a new browser window. The settings in your browser determine how the files are handled, i.e. which applications you have configured as plugins or helpers.

Single .zip files are the exception to the above. The contents of a .zip file will be listed in the pop-up window. Each file in the listing can be previewed individually by clicking on the alongside its filename

Virtual objects will be previewed as a list of locations where the object can be found. These could be links to external websites, or descriptions of the physical location of the object.

Content packages have a complex internal structure. There is a special interface for previewing content packages.

When an content package is previewed, a pop-up window will open which gives you access to the structure of the content package. In the left hand frame of the pop-up, you can choose which view of the object you prefer:

• Navigation View: the structure the author(s) intended you to see
• Resource View: a list of all the "pages" and other essential components in the object.

These two views are described in detail below. They offer different ways of selecting which component you want to see. Components you select are displayed in the right hand frame.

Navigation View (default)

One or more organisation trees may have been defined by the author(s) of the content package. You can browse these trees to select which parts of the object are of most interest to you.

• Open and close parts of the tree(s) using the and buttons.
• Click on the title of a section to see its contents in the right-hand frame.
• If the object itself is "published" in the library, a Public URL pointing to an individual section can obtained by clicking the button.

Resource View

Each object contains a list of "resources". These are the building-blocks that are used to construct the navigation view. The resource view displays a list of these objects in the left-hand frame.

• Each object can be previewed individually by clicking on the button alongside its filename.

Viewing SCORM Content

The library system displays the "tree" view of SCOs by default. The system has client-side support for the SCORM Runtime API, but no information will be exchanged with the server.

This page lists the complete metadata record for the object

You can copy metadata so you can re-use it in the metadata editor by clicking the "copy this metadata" link

When you click on the download button, you see various options for downloading an object. The options that appear depend on the type of object that it is. There are "basic" and "advanced" options. More information about the "advanced" options is available in the User Guide for intraLibrary.

Download a Single File

If the object is a single file, you are given the option to download this directly to your file system by clicking this link. If your browser does not present you a download prompt when clicking on the link, you will need to right-click on the link to get an option to "Save Link As..." or "Save Target As...".

Download as Content Package

A stored object can be exported as a Content Package. This will return a .zip file for download. The zip file contains all the files in the object and the associated metadata records. The contents of the zip file will conform to one of two related specifications:

• The IMS Content Packaging specification.
• The SCORM packaging model

The package will be exported in the same format in which it was imported.

Public URL for Package Preview

The "Public URL" can be used to point to an object that is inside the library. You can use a Public URL as a link in web pages just like any other URL. Anyone will be able access the object from outside the library using the Public URL, not just registered users of the system.

There are two types of Public URL:

• A Public URL that returns the preview of the object
• A Public URL that returns a complete content package as .zip file

To copy and use a Public URL:

• Right-click on the URL with your mouse.
• Select "copy" from the menu that appears.
• Test the URL by pasting it into the location field of a new browser window.
• You can paste the URL into any HTML editor or web-design application.

A Public URL can be used to reference a web object. Using a Public URL to reference a web object means you are protected against any change in the location of the web-object. As long as the location of the web object in the metadata record is kept up-to-date, the Public URL will always "resolve" to the latest location of the web object.

Download the Metadata Only

The metadata record of the object can be exported as an XML file. An exported metadata record can be used in the following ways:

• importing metadata records into another cataloguing system
• copying or re-using metadata
• creating a metadata template

Metadata can currently be exported from the library in the following formats:

• Learning Object Metadata (LOM), using the IMS Metadata binding
• Dublin Core metadata, using the Open Archives Initiative (OAI) binding
• Learning Object Metadata (LOM), using the IEEE LOM XML binding.

This URL can be used as an external reference to call up the object from inside the library. For example, an image could be maintained in the library, and called up from multiple web-pages. Anyone will be able access the object using the Public URL, not just registered users of the system.

• Right-click on the URL with your mouse.
• Select "copy" from the menu that appears.
• Test the URL by pasting it into the location field of a new browser window.
• You can paste the URL into any editor or web-design application.

There are two types of Public URL:

• A Public URL that returns the preview of the object
• A Public URL that returns a complete content package as .zip file

This is where users of the library can share their thoughts about objects and how they have used them.

Viewing comments

Click the comments link in the object listing and a pop-up window will appear listing any existing comments.

Adding comments

You can make comments on any object that you see. Add your comment by:

• clicking on the comments link
• typing into the text field
• optionally add a star rating (see below)
• clicking "add comment"

Your name and the date when you make the comment will be automatically recorded.

Star ratings

You can record how valuable or useful you think an object is by rating it from one to five stars. "No rating" means you choose not to give a star rating, not "no stars".

If you want to monitor or publicise parts of the library, then you can create a news feed. Everytime you access a news feed, it will return an up-to-date list of objects which match the parameters of the feed. Each object will be listed with a title and description, and a link to the Public Preview URL. There are many applications that can automatically monitor news feeds for you, alerting you when new objects have been added. These applications include specialised "feed readers" or "RSS readers", but some browsers and email clients also now include this feature.

It's quite straightforward to create a news feed. Whenever you get a list of learning objects, as result of a search or browse operation, you will see a link to "create news feed". If you click on the link, you will see a pop-up window asking you to enter a title and description for the news feed. When you submit this information, the page will reload with a summary of the feed, and an image, which is a link to the URL of the feed.

You can drag the link into another application, such as an RSS feed reader. If you want to use the link in another way, such as post it on a website, or email it to someone, just right click on and select the menu item to "copy shortcut" or "copy link location"; the exact wording depends on your browser.

News feeds generated from intraLibrary conform to the "RSS 2.0" specification.

Your user "Profile" is an area where you can personalise parts of your user account. You reach it by clicking "profile" under your name in the persistent navigation bar.

This is where you record your own user attributes. Its important to get these right, because your details will be used when you comment on objects. These properties are also often used by metadata templates to create default metadata values when you are contributing new objects.

This is the part of your user profile where you can set various options about how you want the library system to behave.

Default Timeout

If you not active in the library for a certain time, you log-in "session" will expire (time out). You can change how long your "session" takes to time out through inactivity, by changing the value in this drop-down.
Warning: The longer you make this time, the more susceptible your account will be to interference if you forget to log-out when you leave your desk.

Send Notification Email

You can choose to be a sent a confirmation email whenever you publish an object so others can see it.

Metadata Template

If you are contributing objects to the system, you can select a default metadata template that will be applied whenever you upload a file or add a new "web resource". Your system administrator may have made a list of templates available for you to choose from.

License Pattern

If you are contributing objects to the system, you can select the licence pattern to be applied to objects when you upload them into the system.

Object List Size

Set the number of objects you prefer to see in a single page of your search results. A smaller number of objects will require less scrolling, but more moving between pages when you are viewing a large result set.

Show Thumbnails on Results

If your library system supports thumbnailing of images, you can choose to see thumbnails displayed next the object summary in the normal object listing.

Thumbnail list size

This controls the numbers of image thumbnails that are displayed in the "light box" view of images, shown when you click "Display all images".

Default object view

There are two options:

• simple view of single files: when the object only contains one file or link, this will be shown without the package structure view (default)
• always show package view: the package structure is used for all objects, including objects containing only a single file

Default Search Filter

You can create and store search filters. The administrator(s) of the library can make "Public Filters" available they think might be useful to their users. If you want to filter all of your search and browse results by one of these filters, you can select it by name from this drop-down list. You will see a warning in the search and browse listings that you have this filter switched on.

Reduce Mime-Type List?

This affects what you see when you are using technical format as a search constraint in an Advanced Search. Selecting "yes" here means you only be presented with a list of technical formats (mime-types) that have been applied to current objects in the library. Selecting "no" means you will see a longer list of technical formats.

Email Me When Someone Comments on One of My Objects?

The system can send you an email when other users add comments or ratings to objects you have contributed to the library. Select "yes" to enable this, or "no" to switch it off.

This section allows you to review any usage agreements you have accepted to get access to certain functionality in the library. You can choose to reject any of these agreements, but you will not have access to that functionality in future sessions unless you accept the usage agreement again.

If you are a contributor-class user, you will have a "groups" section in your user profile. This is where you can choose whether or not to subscribe to workflow-alert emails for the user groups you are a member of.

You see a list of groups in which you have a role in a submission workflow which would cause you to receive alerts. By default, you will receive alert emails when an object is moved into a stage of the workflow to which you have access. If you do not want to receive emails from a group, click the "no" button, and click "Update Group Alerts".

Once you have created a news feed you will always able to access it from the "news feeds" section of your user profile. Each feed you have created is accessible from this area. You can view the results of a saved news feed by clicking "view results". If you no longer want to expose a particular news feed, you can delete it by clicking the "delete" button.

If you want to use or share the URL of the news feed, it is available as a link from the image. You can drag the link into another application, such as an RSS feed reader. If you want to use the link in another way, such as post it on a website, or email it to someone, just right click on and select the menu item to "copy shortcut" or "copy link location"; the exact wording depends on your browser.

Introduction

For an object to be submitted to the repository, it must pass through all the stages of the chosen submission workflow. The workflow used by a user group is chosen by the administrator.

When all the processes at a workflow stage are marked as completed, the object will be moved on to the next stage. Users who have access to the object at the next stage will receive an email alerting them that there is a new object to work on. You can configure these alerts in groups section of your user profile.

The "upload" section

To add an object to the library, you use the "Upload" section Work Area. You can add several different types of object.

The "available" section

Users must reserve an object before they can work on it. Once they have reserved the object, it moves to their reserved area and the "actions" in the workflow processes become available.

The "reserved" section

The reserved area is where you actually work on objects. The user can work on the object in various ways: edit metadata, manage licensing etc. When you have completed your work, you can declare the process as completed, and/or unreserve the object again.

The "my objects" section

This section lets you keep track of all the objects you have previously contributed to the library.

The "reserved" section of the Work Area lists all the objects you have chosen to work on.

If you are a member of more than one group, and/or have been given access to more than one stage of a workflow, you might see a long list of objects. You can choose to list only some of these objects by using the drop-down lists labelled "Filter Objects". Follow the following steps to filter the list:

• optionally select a pre-defined search filter
• optionally select a group and workflow stage
• optionally choose how many objects you want to see in a single page
• click the "Filter" button

The resulting list of objects will include only those that match your filter criteria. The state of the filters will persist across the reserved and available areas during your current login session.

All the objects you have reserved are listed in the following format:

You can click the icon to "unreserve" the object. This sends the object back the "available" section of the work area.

The bottom line of the listing, where it says "Review Metadata" in this example, refers to the workflow processes that are available on the object:

• There will be one or more processes listed here.
• Each process is shown on a separate line.
• A button is shown for each of the actions that are part of the process.

There are separate instructions on how to complete a workflow process.

The "available" section of the Work Area lists all the objects you can choose to work on. This area is shared with other members of your group. You only see objects that your group and role membership give you access to.

If you are a member of more than one group, and/or have been given access to more than one stage of a workflow, you might see a long list of objects. You can choose to list only some of these objects by using the drop-down lists labelled "Filter Objects". Follow the following steps to filter the list:

• optionally select a pre-defined search filter
• optionally select a group and workflow stage
• optionally choose how many objects you want to see in a single page
• optionally choose to include objects that other users have reserved
• click the "Filter" button

The resulting list of objects will include only those that match your filter criteria. The state of the filters will persist across the available and reserved areas during your current login session.

In the "available" section, the objects are listed in the following format:

You can click the icon to "reserve" the object. This puts the object into the "reserved" section of your work area. No one else can now work on this object until you have "unreserved" it again.

The "upload" section of the "Work Area" is a form for adding objects to the library.

General Procedure

There are a few steps you may need to complete before you can add your first object.

Select a group: If you can contribute objects in the context of more than one group of users, you will need to select one of these groups before you can add a new object.

Select collection(s): The library may be divided into several separate collections. If there is only one available to you, it will be pre-selected, otherwise you need to select the collection(s) you wish your object to go into.

Reserved status: By default, uploaded objects will appear in your list of reserved objects. If you deselect the "reserve object" checkbox, uploaded objects will appear in your list of "available" objects.

Choose object type: You can add several different types of object. The procedure for adding each type of object is given below. If you are able to upload objects in the context of more than one user group, you need select which group you want the object to belong to.

File/Package

To upload a single file or content package (.zip) file :

• Select the "file/package" object type.
• Click the "Browse" button and select a file from your filesystem.
• Optionally enter the title you want to appear when the object is listed.
  • For a file, the default title is the name of the file
  • A content package may have a title in its metadata, which will overwrite any title you enter
• Click the upload button.
• There will be a delay while the file is uploaded. The length of the delay depends on the size of the file and the speed of your network connection.
• If an uploaded zip file is recognised as a content package, the contents of the package will be read into the system. If were are any issues (problems or warnings) in importing the package, a "details" link will be displayed. Clicking this link displays a conformance report for the content package.

To upload more than one file or package in one go:

• Select the first file or package as described above
• Click the link to "add another file"
• Another upload dialogue will appear below the first one
• Populate the second dialogue in the same way as the first
• You can add as many files or packages as you like
• Click the "upload files/packages" button, which you will find at the bottom of the page
• The conformance report (if any) will give information on all packages for which there were problems or warnings.

Web Resource

To add a reference to a web resource :

• Select the "web resource" object type.
• Optionally enter the title you want for the object.
• If you are a member of more than one group of users, you will need to select a group.
• Select a collection. If there is only one available to you, it will be pre-selected.
• Click the upload button.

Physical Resource

To add an entry for a physical resource :

• Select the "physical resource" object type.
• Optionally enter the title you want for the object.
• If you are a member of more than one group of users, you will need to select a group.
• Select a collection. If there is only one available to you, it will be pre-selected.
• Click the upload button.

Introduction

This page allows you to import files or packages that have been pre-loaded onto the repository server. This speeds up import into intraLibrary, because it removes the network delay you experience when you upload a file from you local computer to the repository server.

Importing objects

To import objects:

• Select one of your user groups from the drop-down list, labelled "choose a group" on the left-hand side of the page
• If you have access to more than one collection, select one or more collections to deposit the objects into. To select multiple values:
  • on Microsoft Windows, GNU/Linux or UNIX: hold down the "Ctrl" key
  • on Apple Macintosh: hold down the "Command" key
  • Click on highlighted items again to deselect them
• Select one or more objects from the list using the checkboxes, and/or the "select all/unselect all" checkbox at the bottom of the page.
• Click "import objects" button
• An import report is available to you when the import operation has been completed.

What determines which files I see here?

You see files in the folder which has been associated with your user group by the administrator of the repository system.

How can I get my files into this folder?

Depending on where the repository system is hosted, the people who manage the repository server can enable various ways for you to transfer files to a folder on the server, including:

• FTP
• Secure FTP
• WebDav
• Common Internet File System (CIFS), supported in a local Microsoft Windows network or using a "Samba" server
• Network File System (NFS) in a UNIX/GNU-Linux environment.

The different types of objects that can be stored in the library are as follows :

File

A single file, which has been uploaded into the library. This can be in any digital format.

The file could be a .zip file, which is a compressed archive of other files. However, if the system recognises the zip file as being a content package, it will attempt to import it as a package (see below).

Package

A package of files stored in according the IMS Content Packaging standard. This allows you store multiple files in a single learning object. For example you might have a series of web-pages which include images and interactions.

A content package is uploaded as a .zip file. Information about the purpose and structure of the object is stored in the "manifest" of the package. A compliant package must include the file "imsmanifest.xml", which must a be a valid according to the IMS Content Packaging specification or the SCORM Packaging specification.

A validation report will be returned each time a package is uploaded. If there are a lot of errors in the package, you will see a link to a pop-up where the errors are listed. If the errors are too fundamental, the package will be rejected entirely.

Web Resource

A record which stores information about an object which is located on a website outside the libray. You will be prompted with a field to enter a URL for web location of the object.

Physical Resource

An object which is used information about a physical resource. You will be prompted to fill in a location field with physical location of an object, like the shelfmark of a book or video tape.

The objects you are actively working on are listed in the reserved section of the work area. If you see the button on one of these objects, this means you have "work" to do to make your object available to other users of the library system. You can work on the object in various ways: edit metadata, select licence etc (see below).

When you have completed your work, and met any criteria on the metadata, the button is shown. You click this button to indicate that the process has been completed.

Typical actions you might be required to complete include :

• "Edit Metadata"
• "Select Licence"

See the summary of workflow actions for the complete list of actions and their associated icons. Also see the "Icon Glossary" for the meaning of any other icons.

Many installations of the intraLibrary repository will use the "default workflow". This simple workflow is enabled by default when the system is installed.

The default workflow replicates the one-stage workflow used in earlier versions of the intraLibrary repository system.

Introduction

When significant events occur during an object's progess through a workflow, these are recorded in the "history" record for that object. Events that are recorded an object's history include:

• Completing a workflow stage
• Being moved (e.g. rejected) with the workflow
• Being moved into a new workflow
• Being moved from one workflow into a different workflow
• Being moved into a different collection

Viewing the history for an object

There are two places where you can access the history of an object:

• By clicking the "view history" link on objects in your work area
• By clicking the "view full workflow history" link on the object status page.

Information recorded in the history

The following information is available in the history of an object:

• Date: The date the event occurred
• Time: The time the event occurred
• Previous Group: The group the object belonged to before the event
• Current Group: The group the object belonged to after the event
• Previous Stage: The stage the object was in before the event (if any)
• Current Stage: The stage the object was in after the event
• Collections: The collections the object was in after the event
• Process: The workflow process in which the event occured (if any)
• Action(s): What kind of event it was
• By User: The full name of the user who triggered the event

As part of certain events, such as moving the object into a new or different workflow, users can enter comments to explain what they are doing. These comments are also recorded in the workflow history, and displayed in a separate line for each event, below the above information. The comments are also included in alert emails sent out to users.

This page lists all the objects that you have previously contributed (i.e. uploaded) to the repository. The purpose of this area is to help you keep track of all your objects. Objects are listed in the exactly the same way as the normal search results, allowing you to:

• preview the object
• view the metadata
• view the object's status
• export the object

The "my objects" page is normally a complete list of all your published and unpublished objects. The only exceptions are objects that are in collections for which you do not have "search" permission.

When you overwrite an object in the library, the file content of the object is changed, but not the metadata or identity of the object.

An object must be in your upload area to be overwritten. Librarian users can "unpublish" published objects back into their "Work Area", but this facility is not available to normal users.

The procedure for overwriting an object in your upload area is as follows :

• Select the title of object to be overwritten from the "object titles" drop-down.
• Click the "Browse" button and select a file from your filesystem.
• Make sure the "file" object type is selected.
• Check the "overwrite" checkbox.
• Click the upload button.
• There will be a delay while the file is uploaded. The length of the delay depends on the size of the file and the speed of your network connection.

Metadata and Classification Editors

When you click on the "edit metadata" icon this takes you in to the metadata and classification editor. This always opens in the metadata editor first. Click on "classify" to see the classification editor

When you open it, the metadata editor shows a certain set of metadata fields. Further fields can be revealed by changing the "optionality" level in the drop down list in the toolbar of the metadata editor. The mandatory fields are always shown with a star against the field name.

Example:
If the editor opens with just the "mandatory" fields, you can choose to also see all the "recommened" and "optional" fields by selecting "optional" from the drop down list.

The library administrator can set the "optionality" the editor opens with. The optionality of each of the fields is configurable by the library administrator as part of the application profile.

Invalid Vocabulary

If an object has been imported with invalid vocabulary in its metadata the sign will displayed in the toolbar. Click this and you will go into the Invalid Vocabulary Editor

Metadata Editor

By default the metadata editor shows just the minimum fields - the "mandatory fields" - that are required to publish an object into the library. This list of fields is configurable by the library manager.

More fields can be revealed by selecting the "optionality" of the displayed fields in the drop-down list. Possible values are "mandatory", "recommended", "optional", "not-recommended" and "not-used". Each one reveals more fields than the last.

There will typically be some fields that have already been populated automatically by the system depending on the "template" you have selected in your user profile. Others need to be completed based on your knowledge of the object you are describing. It is important to save the changes you make to metadata fields before you exit the editor.

Fortunately, you don't have to create all metadata from scratch. The intraLibrary system includes various ways of re-using metadata, such as copying metadata from other objects.

Multiple Instances of Metadata Fields

Several metadata fields can occur more than once in a record. For example there may be more than one author of a resource, or it may have more than one technical format. Use the and buttons to add or remove instances of a field.

Sometimes whole sections of the metadata can be added and deleted in the same way. For example, there can be more than one type of "contribution" to an object. Each contribution can also be the work of more than one person or organisation. For example, a resource may be a joint publication of a commercial publisher and an educational institution, in which case both of these need to be recorded as "publisher" under "contribution".

This is where you choose where your object should appear in the library classifications. The left-hand pane shows the tree structure of the library classifications. The right hand pane shows a list of the sections of the library you have chosen. Every object must have at least one location in the structure of the library before it can be published.

Editing the Classification of an Object

To classify the object :

• Use the "+" and "-" buttons the move through the classification tree as when browsing for objects.
• When you have found a suitable category, click on its title, and then click the "Classify" button in the editor on the right-hand side. The category entry will now be added to the list on the right-hand side.
• You can remove the category from the list by clicking the "-" button.
It is important to save any changes, so you can see the state of the object change to being "publishable".
• You can add or delete categories from the list as you see fit
• The object can be in as many categories as you want

Finding Classifications

If you are not sure what classifications are available in the library, and want some hints, you can search for a word or part of a word that is likely to appear in the title of the section you are looking for. Click the "search" link, and type a search string in the search pop-up and click "Search". If there are any sections matching this string, they will be returned in a list. You can select the matched sections individually, or choose all or none of them.

To avoid you having to enter the same metadata over and over again, the library system enables you to re-use metadata in several ways. Any of these methods of re-using metadata may involve overwriting some of your existing metadata, including the classification information. The system will do its best to merge new metadata with your existing metadata in a sensible way.

NB: In the following operations, certain fields, called "live fields" will not be overwritten, unless you uncheck the "preserve live fields" checkbox. A list of these fields is given at the bottom of the page.

Apply Template

Any of the pre-defined metadata templates can be applied. Select the template by name from the drop-down list and click "apply template". Some of your existing metadata, including the classification information, could be overwritten if you do this.

Copy Metadata

Metadata can be copied from other objects in the library, or from external metadata files. You can copy metadata from any object that you have added to your metadata clipboard. When you first log-in your clipboard will be empty, and the drop-down list will only include the option "from external file".

To add an object to your metadata clipboard:

• view the metadata for the object and click the link to "Copy this metadata" at the top of the page.

To copy metadata from an object in your metadata clipboard:

• select the title of the object from the drop-down list; i.e. any value in the list except "from external file".
• click the "copy metadata" metadata

Metadata can be copied from external XML files which are compliant with the following metadata specifications:

• IMS Metadata
• IEEE LOM
• Simple (Unqualified) Dublin Core
• UK eGMS metadata (version 3.0)

To copy metadata from an external metadata file :

• Select "from external file" from the drop-down list. The "Browse" button will become active.
• Click the "Browse" button and select a metadata file from your filesystem.
• Click the "copy metadata" button.
• There will be a short delay while the file is uploaded.
• If the metadata file is valid, you will see the editor has been populated with the new metadata.
• You can now edit or save this new metadata as normal.

Clear Metadata

Click this button to clear all the existing entries in your metadata record, * including classification entries *.

Revert Metadata

Click this button to return to the version of the record that was most-recently saved.

Live Fields

There are some fields in the metadata, called "live fields" that are never overwritten, because they are normally very specific to an object. The live fields normally defined for the IMS metadata model are:

• general.title
• general.catalogentry
• metametadata.catalogentry
• technical.format
• technical.size
• technical.location

Metadata templates are used to automatically pre-populate metadata fields. The default value of any field can be defined in a metadata template, and many fields can be given values that are dynamically generated depending on properties of the user, and on the file or link that is added.

Your system administrator may provided a list of templates available for you to choose from. If you are contributing objects to the system, you can select a metadata template in your user preferences that will be applied whenever you upload a file or add a new "web resource" or "physical resource" to the library.

More information is available about how templates work.

The metadata templates are essentially sample metadata records, which contain some predefined values. Any field in metadata record can be defined in a template, including classification metadata. When the template is applied, these values are copied into the metadata record you are working on.

Some of the values that are inserted into your record could be generated from a "variable" in a template. There are a range of variables that can be used to populate metadata record, based on information the system knows about you, about the object you are working on, the time and date, and so on.

Default metadata template

The library system provides a default metadata template, called "default". When a new user is added to the system they will automatically be given this template as their chosen template. The properties of this template can be overridden by the administrator of the library system.

The "default" template supplied with the system populates the following fields of IMS/LOM Metadata.

metadata field	value populated from "default" template
general.title	the name of the uploaded file
general.catalogentry	an internally generated identifier, based on the OAI scheme.
general.language	the user's preferred language
lifecycle.contribute	user's name, recorded as the "Author" of the object, and today's date
metametadata.contribute	user's name, recorded as the "Creator" of the metadata for the object, and today's date
metametadata.metadatascheme	a reference to the LOM and the current application profile
technical.format	the "mime-type" of an uploaded file
rights.copyrightandotherrestrictions	"Yes", meaning the object is subject to copyright restriction

Variables that can used in metadata templates

Metadata templates can also contain variables which will be evaluated at the time the template is applied. The available variables include the following:

• NowCurrentDate

  Returns the current date.

• UserFullName

  Returns the full name of the user defined by their profile.

• UserAffiliation

  Returns the affiliation of the user defined by their profile.

• UserEmail

  Returns the email address of the user defined by their profile.

• UserUsername

  Returns the login name of the user defined by their profile.

• UserVCard

  Returns a vCard in simpleGram (spec) format, constructed using information available for the user.

• ObjectMimeType

  Returns a mime-type for the object being processed. This value is calculated by parsing the file extension if one exists.
  (returns an empty string if the mime-type cannot be calculated)

• ObjectPublicURL

  Returns a URL that can be used to access the object from outside the library.
  If the object does not contain any actual files then this will return an empty string. (note that this url contains information to identify the user that created this piece of metadata)

• ObjectFileSize

  Returns the size in bytes of the object being processed. (returns an empty string if a size cannot be calculated or the object size is less than 1 byte)

• ObjectAggregationLevel

  (reserved for future use)

• ObjectFilename

  Returns the filename the object being processed.
  (returns an empty string if the object is not a digital object)

• ObjectId

  Returns an id that can be used to identify the object by an OAI-PMH harvester.

• RepositoryId

  Returns a url that uniquely identifies this repository to an OAI-PMH harvester.

• RepositoryAdminEmail

  Returns the email address of the administrator of this repository.

• RepositoryName

Returns the name of the repository.

• ApplicationProfileName

Returns the label associated with the current active application profile.

• ApplicationProfileSource

Returns the source value of the current active application profile.

• ApplicationProfileVersion

  Returns the version string of the current active application profile.

• NowGuid

  Returns a globally unique identifier generated by the system based on the current date and time, and the unique identity of the server.

All the methods of re-using metadata involve merging existing metadata in the target record with new metadata from another source record. This page summarises the rules the library system applies when merging metadata from a source record and target record.

The rules for merging metadata are different for metadata fields which can have a single instance only, called "single fields" here, and metadata fields that can have multiple instances (cardinality), called "multiple fields" here. The intraLibrary system applies a general rule that information should be preserved whenever possible.

Case	Action
Single field: present in source and not present in target	Contents of field will be copied from the source record into the target record.
Single field: present in source and present in target	Contents of field will be copied from source record and overwritten in the target record, unless it is a "live field".
Single field: not present in source and present in target	Contents of field in the target record will be preserved.
Multiple field: present in source and not present in target	Contents of all instances of the field will be copied from the source record into the target record.
Multiple field: present in source and present in target	Contents of all instances of the field will be copied from source record and inserted into the target record after the existing instances of the field. The merged record contains all the values present in both the source and target records. Where there is cardinality at more than one level, copied values are inserted at the highest level possible i.e. as close to the document root as possible.
Multiple field: not present in source and present in target	The contents of all instances of the field in the target record will be preserved.

Metadata can sometimes be imported into the library which has values which are not part of the vocabularies the library system recognises. The Invalid Vocabulary Editor is used to fix these entries.

In the Invalid Vocabulary Editor, each field which contains any invalid entries will be listed. Fields which have an value which is not part of a recognised vocabulary will be marked with a symbol. Each field has a drop-down list of possible values alongside it.

To fix the invalid entries:

• Go to each invalid entry in turn
• Select a valid value from the drop-down list
• Save your changes
• When you have saved all the fields with valid values, the symbol will disappear from the metadata editor toolbar.

The licence editor allows you to select the licence conditions under which you make their object available to others. There will be a set of one or more licences from which you can choose to apply to your object.

First select a licence in the left hand pane. Then edit any properties that appear in this pane using the licence editor.

The available licences are listed in the left-hand pane. Each one whas a radio button next to it. There will be either icons or a text link to represent the licence. Clicking on the icons or link can take you to an online copy of the full licence agreement.

Click the relevant radio button to select your prefered licence. Sometimes other fields will appear in the right-hand frame. For example, you might be asked to supply the identity of the copyright holder(s) for the object. If so, you need to fill in these fields before the choice of licence is complete. When you have saved all the necessary information, the "edit licence" action has been completed.

For the licence you have chosen, there may be some fields that you need to complete. You edit these in exactly the same was as the normal metadata editor. Make sure you save your changes before you exit.

Some licence fields can be assigned multiple values. Use the and buttons to add or remove extra value for a field.

Users in the "librarian" role can manage the classification system and remove objects from the library. The folowing sections describe how to use these tools.

There are various issues you should consider when choosing classification systems for your library. There is more information about this in the "Librarian's Guide" for intraLibrary, which is provided with the system.

Adding a New Classification System

• Click on the "edit" button in the Browse Library view, and the editing tools will become active.
• Click on "Library" to select the top-level section.
• Click the "+" button to add a taxonomy.
• Enter a name and source for the classification system, and click the "add" button to insert it.
• The classification tree will reload, and you should find the root section of your classification system inside it.
• You will probably know if you want to add individual sections (see below) or import an existing classification system.

Source of a Classification System

The source of the classification system is the most important property it has. This ID is used by library systems to identify the classification system. Using a recognised code makes the classification parts of the metadata portable between systems.

The MARC subject codes are a recognised set of identifiers for classification systems. If you are not using a recognised source ID for your classification system, it is important to agree with other users of your chosen classification system on what the source ID should be.

These tools can be used by users in the "librarian" role to edit the structure of classification systems used in the library. Also see the instructions for adding a new classification system.

Entering "edit mode"

When you are browsing the contents of the library, the editing tools are deactivated, and appear like this :

To edit the structure of the classification systems, click the "edit" button. The editing tools are now activated, and appear like this :


When you are in edit mode, the properties of the sections "Properties of the Sections" will be displayed on the right hand side.

Editing the Strucure

Select a section by clicking on its title. You can choose to delete the section, add a sub-section, or cut-and-paste the section into a new position in the classification structure.

The following functions are available :

	Add : Create a new sub-section inside the selected section.
	Delete : Delete the section. Only allowed if a section is empty.
	Cut : Move the section and its contents to where "paste" is applied.
	Paste : Paste the contents of a "cut" into the selected section.
	Import : Import a classification system.

Adding Your First Section

• Click on the "edit" button in the Browse Library view, and the editing tools will become active.
• Click on the name of the classification system.
• Click "Add" to add a section at this level.
• Enter a name and ref id, and click the "add" button to insert it.
• The classification tree will reload, and you should find your section inside the root of your classification system.

Deleting a Section

You can delete any section, including sections which contain sections, or a whole taxonomy. To do this, click on the name of the section you want to delete, and click the delete button.

If any of the section(s) you want to delete have been used to classify objects in the library, you will get a warning asking if you want to force deletion. If you click "Ok", you will no longer be able to find these objects by browsing the deleted classification sections, but you can still find these objects in other ways.

When you are editing the classification systems used in the library, the properties of any section you select appear in the right hand frame.

Sections of the library classification have the following properties:

• name: the title of the section
• ref id: the reference number used to identify this section in a shared classification scheme.
• use for: one or more phrases that are alternative descriptions of the section. Any text entered here is shown in the tool tip that appears when you mouse over the section name. You can add multiple use-for entries.
• description: a longer description of the meaning or purpose of the section. Any text entered here is displayed at the top of the results page, when you click on the section name in browse mode.

When no objects are classified against this section, you can edit any properties that are displayed. To save your changes click "apply". To reject your changes and revert to the stored properties click "revert". The long description field can always be edited.

Classification systems have the following properties:

• name: the title of the section
• description: a short description of the origin, meaning or purpose of this classification system. Any text entered here is shown in the tool tip that appears when you mouse over the classification name.
• colour: the colour you want to use for the section icons.
• order by: whether you want to order the sections are listed in to be alphabetical by section name or by reference id.

When no objects have been classified, you can edit any properties that are displayed. To save your changes click "update". To start again, click "clear".

Users in the librarian role can import new classification systems into the library. To be understood by the intraLibrary software, a classification system must be defined in a format called ZThes.

To import a classification system:

• Add the root node of the classification system as described in "Editing the structure of the classification systems".
• Click on the name of the classification system and click edit in the classification toolbar.
• Click the icon to open the import window
• Browse your file system and select your ZThes file.
• Click the "Import Classification System" button.
• If your file is a valid ZThes file, you should see your classification structure appear below the root node of the classification system. Otherwise you will see an error message.

Users in the "librarian" role can control the published content of the library.

Librarian functions on objects

Users in the librarian role have access to extra functions on learning objects in an list of objects:

The "move" function. Enables you to send the object into a the workflow of a specified group, with comments attached. Also gives you the option of changing which collections an object belongs to.

Delete this object from the library.

Lets you see the current workflow status of the object, for example its group and workflow stage. Includes a link to "unreserve" objects that have been reserved by a user.

Collaborative management of the library contents

The "move" function creates a lot of options for managing the contents of the library. For example, the move function could be used to pass an object into a workflow with one of the following purposes:

• Reviewing the metadata on the object.
• Reviewing the content of the object.
• Reviewing the licence conditions on the object
• Deciding about unpublishing the object.
• Deciding about deleting the object.

A user in the librarian role can move a published object into any stage of any workflow in the library by clicking the button. They can attach comments to the object before they do this. These comments are included in the alert email that is sent to users who have access to this workflow stage.

Moving the object into a stage of a workflow where the state is "unpublished" causes the object to be "unpublished". This means users can no longer find the object in search and browser operations. A librarian user should therfore be conscious of the "published state" of the stage to which they moving the object to.

This feature also allows a user in the librarian role to change the collections an object is associated with. A librarian user should be concious that changing the collections of an object might affect which users can get access to the object.

If you have sufficient priviliges to delete an object, the system will display the delete button . If you click the delete button, you will be given a warning message, and the opportunity to click "Ok" to go ahead or "cancel". Clicking "Ok" causes the object to be irrevocably removed from the library.

If you want to stop an object appearing in its current location, but don't want to delete it altogether, you can use the move object button instead.

The "move" function enables users in the "librarian" role to send a published object into a the workflow of a specified group, with comments attached. Also gives you the option of changing which collections an object belongs to.

The "change collections" workflow action allows you change the collection(s) an object is associated with.

To put the object in different collections:

• Select one or more collections from the list of collections^*.
• Click "change collection.

^*To select multiple values:

• on Windows, GNU/Linux or UNIX: hold down the "Ctrl" key
• on Apple Macintosh: hold down the "Command" key
• Click on highlighted items to deselect them

These help pages provide some information about the features of the "Admin Tools". Detailed information is available in the separate "Administrator's Guide" document, supplied with the system. All users in the "administrator" role are advised to read this document before proceeding.

This is the where the users of the system are administered. In this area you can:

• add users
• edit properties of users
• delete one or more users
• assign one or more users to a group
• log-in using another user's account
• search for users

Searching for users

You can determine which users' accounts you see by changing the search parameters at the top of the page, and clicking search. The following parameters are available (from left to right):

• string matched in any of the following user properties:
  • first name
  • surname
  • username
  • affiliation
  • email address
• role(s) in the repository
• group membership
• number of results per page
• status (logged in/not logged in)

For example, to search for users with email addreses from the University of Edinburgh:

• type ed.ac.uk in the left-hand box
• choose how many results you would like to see
• click the "search" button to see the results

Further information

More detailed information about user management and authentication is availabe in the "Administrator's Guide" supplied with the system.

Administrators of the system can modify certain properties of new or existing users, including:

• password
• expiry date of user account, if any
• group membership
• user role(s)

This is the area where the user groups are managed. User groups are used to associate users together for the purposes of:

• enabling users to work together using workflows
• controlling users access to collections

They are two main parts to this area:

• adding, deleting and editing groups
• adding, deleting and editing group roles

Further information

More detailed information about managing user groups, roles and workflows is available in the "Administrator's Guide" supplied with the system.

The following properties can be edited:

• Group Name
• Description
• Workflow: The workflow to be applied when members of the group are collaborating on objects
• Application Profile: the application profile to be applied when editing metadata, if not determined by the equivalent property of a collection
• File Space Path: the path on the server filesystem, if any, to look for files for import into the library. Includes the option to automatically delete files from the file system after they have been imported.

This is where users who are members of a group can be assigned roles in that group, or removed from the group. The members of the group can be searched in the same way as on the user admin page.

You can change the properties of an existing group role here.

Further information

Detailed information about managing workflows is available in the "Administrator's Guide", supplied with the system.

Further information

Detailed information about setting the properties of a workflow is available in the "Administrator's Guide", supplied with the system.

This page displays a list of all the collections in the repository system.

To add a new collection, click the "add collection" button. You will be taken to the collection properties page to define the properties of your new collection.

To edit the properties of an existing collection, click the "edit properties" link for the collection.

To control access to a collection, click the "manage access" link for the collection.

Basic Properties

A collection has the following basic properties:

• Name: The name of the collection
• Description: Details of the origin, character, and purpose of the collection and its contents.

Relationships to the Rest of the Repository System

Collections have important relationships with other aspects and features of the repository. These relationships increase the utility of collections beyond access control.

• Application Profile: The metadata application-profile that must be applied to objects in the collection (optional).
• Licence Model: The licence model that contains the licences that must be applied to objects in the collection (optional).
• Default Permissions: The access permissions that any user in the system can have on the collection. Will normally be the lowest common set of permissions.
• Access to Taxonomies: A list of taxonomies (classification systems) that should be applied to objects in the collection. This determines which taxonomies a contributor-class user will see when classifying an object in the collection. If no taxonomies are listed here, users will not be able to classify objects that are part of this collection only.

Controlling Remote Access

The following options are available for controlling remote access to the collection:

• Search by external systems: If this option is selected, external systems will be able to search the contents of the collection, and retrieve metadata about the objects in the collection. Available search mechanisms include SRU/SRW and IMS DRI (ECL).
• Harvesting by external systems: If this option is selected, external systems will be able to harvest metadata about objects in the collection. Harvesting is supported under the Open Archives Initiative Protocol for Metdadata Harvesting (OAI-PMH).
• Public Preview of Objects: If this option is selected, the Public Preview URL will be active for objects in the collection. This means people who are not authenticated users of the repository system may be able to view and download the contents of objects in the collection.
• Public Download of Object Packages: If this option is selected, the Public Package URL will be active for objects in the collection. This means people who are not authenticated users of the repository system may be able to download complete packages of objects in the collection.

Introduction

This is where you can control who gets access to what in the repository. You can control what types of access each user group has to a collection.

Types of Access (Permissions)

The following permissions are available to members of authorised groups:

• Search: Search the contents of the collection and see metadata about objects in the collection
• Preview: Preview the contents of an object in the preview pane. NB: This does not mean the user cannot download the object, they can download and save any part of the object it they are previewing.
• Export: Export the object as a content package, or any other of the export options.
• Contribute: Potentially contribute objects to the collection and/or work on those objects.
• Comment: Add comments and star ratings to objects

Giving Additional Permissions to Specific User Groups

Members of all user groups will get the default permissions on a collection, unless specific permissions are assigned to their group(s). For a new collection, all these user groups are listed on the left-hand side of the page.

To give greater than the default permissions to a group:

• Click the "Use Specific Permissions" link for that group
• Check checkboxes for the permissions you want to add
• Click the "save permissions" button (important)

Giving Reduced Permissions to Specific User Groups

When you want to give specific user groups fewer permissions than the default permissions, it is important to remember that all users are always members of the "default" group. Users get the maximum permissions that membership of any group gives them. Therefore, if you do not remove the same permissions from the "default" group, all users will still have the default permissions on the collection.

To give fewer than the default permissions to a group:

• Click the "Use Specific Permissions" link for that group
• Uncheck the checkboxes for the permissions you want to remove
• Click the "save permissions" button (important)
• Repeat the same steps for the "default" group

This pages lists all the metadata application profiles that are currently available in the system. Application profiles that are "active" can be applied to collections and groups. The "default" application profile is the application profile that is pre-selected for new groups and collections.

Detailed information about application profiles is available in the separate "Administrator's Guide" document, supplied with the system. All user in the "administrator" role are advised to read this document before proceeding.

Changing the properties of the application profile

You can edit the following properties of an application profile:

• Name: The name of the application profile
• Description: Some details about the origin or purpose of the application profile
• Organisation: Name of the originating organisation
• Source: A pointer or id identifying the originating organisation, e.g. a URL
• Version: To distinguish between different versions of the same application profile
• Default optionality: In the metadata editor, the user can select what optionality level they want to work in. This property determines the level optionality that is pre-selected when the user opens the metadata editor.
• Show vocabulary source: Options on displaying the "source" property of individual vocabulary terms.

Optionality Labels

You can override the default labels for the various levels of optionality, by entering a new label in the relevant field. You can use this feature to make it clearer to users which fields they are required to complete.

Changing the properties of the metadata fields

In an application profile you can modify the following aspects of any metadata field:

• Field size: If this is more than 100 characters, a text-area box whill be displayed in the metadata editor.
• Cardinality: The maximum number of instances of the field that are allowed.
• Visibility: Whether not the field appears in the metadata editor.
• Editability: Whether or not the field is editable in the metadata editor. The contents of a visible, non-editable field will be displayed in the editor, but cannot be modified by the user.
• Optionality: Fields can be mandatory, recommended, optional, not-recommended, not-used.
• Vocabulary: Select a vocabulary from the list of available vocabularies.

Detailed information about application profiles is available in the separate "Administrator's Guide" document, supplied with the system. All users in the "administrator" role are advised to read this document before proceeding.

Controlled vocabularies are applied to various fields in the metadata. This is where you can add and delete vocabularies and manage their terms.

Existing vocabularies

This page includes a list of all the vocabularies known by the system. You can edit the properties of a vocabulary by clicking the edit properties link for the vocabulary. You can add, delete and edit the terms included in the vocabulary by clicking manage terms

Adding and deleting vocabularies

To add a new vocabulary, click the "add vocabulary" button, which will take you to a form where you can edit the properties of your new vocabulary.

To delete a vocabulary, click the "delete" button in the right-hand column. The system will prevent you from deleting any vocabulary that is being applied in an application profile or is an internal vocabulary of the repository system.

To change which vocabularies are applied to a particular field, you need to go into the application profile editor.

List of terms

This page lists all the terms in the selected vocabulary. Each term in a vocabulary is displayed with the following properties:

• The name (token) for the term, which is what is actually stored in the metadata
• The "source" property, which relates the term to a specific origin
• The label for the term (if any) in the users-preferred language

You can re-order, delete, add and import terms.

Deleting terms

To delete one or more terms:

• Select the term(s) by clicking the checkboxes in the left-hand column.
• Click the button to delete the selected terms

Re-ordering terms

To move one or more terms up or down the list:

• Select the term(s) by clicking the checkboxes in the left-hand column.
• Click the up or down arrow at the top of the left-hand column.

Adding a term

To add a new term:

• Click the button
• You will be taken to the vocabulary term editor to enter the properties of the new term.

Importing terms

Multiple terms can be imported into vocabulary from a separate file. The file must be in IMS VDEX format. Specifically, only terms in files which use the "flatTokenTerms" profile type of IMS VDEX will be imported. See the Administrator's Guide and Configuration Guide for more information about creating and importing vocabularies.

Editing vocabularies that are in use

The system allows you to edit vocabularies that are currently in use. This should be done with care, because changing a vocabulary will affect both the terms that can be applied to objects in cataloguing, and the terms users can use to constrain their searches.

A vocabulary can have two properties:

• The name of the vocabulary (mandatory)
• An identifer for the vocabulary (optional)

Properties of a vocabulary term

Each term in a vocabulary has the following properties:

• The name (token) for the term, which is what is actually stored in the metadata (mandatory)
• A "source" property, which relates the term to a specific origin (mandatory)
• One or more language-specific labels for the term (optional)

Editing current vocabularies

You can edit terms which are in vocabularies that are in use in the system. This should be done with care, as it will affect both the terms that can be applied to objects in cataloguing, and the terms users can use to constrain their searches.

Vocabulary source

The name and "source" of the term are used to match terms in metadata imported into the system. Unless you are sure you know what you are doing, its not a good idea to change properties of "standard" vocabularies, such as those which have a source of "LOMv1.0".

Administrators of the system can change which metadata fields are included in the simple search and advanced search. Select the required fields by clicking the checkbox in the appropriate column, and click the "submit" button at the bottom of the page to save the changes.

Changing the fields for the simple search changes which fields are indexed for this search. It is therefore necessary to go to the system page and re-index the metadata after changing these fields.

Changing the fields for the advanced search simply changes which fields appear in the drop-down list of fields in the advanced search interface.

This page lists the licence models that are currently available in the system. Each licence model consists of one or more "licence templates".

For more details about applying licence models to the system, see the "Administrator's Guide" document supplied with the system.

This page gives a list of all the licence patterns that are available in a licence model.

For more details about applying licence models to the system, see the "Administrator's Guide" document supplied with the system.

These are the properties of the licence pattern.

For more details about applying licence models to the system, see the "Administrator's Guide" document supplied with the system.

Usage agreements are used to enforce a policy on usage of the repository system or its contents. This page lists all the usage agreements currently in force in the system. For more information about creating and managing usage agreements, please consult the product documentation.

This page allows administrators of the system to edit the properties of a usage agreement. To do this, simply change any of the properties and click "save usage agreement". For more information about creating and managing usage agreements, please consult the product documentation.

This page provides some information about the state of the system, and allows various properties of the system to be changed. Detailed information about these features is available in the separate "Administrator's Guide" document, supplied with the system. All users in the "administrator" role are advised to read this document before proceeding.

This page enables the administrator to configure and test the mail server used to send out emails from the repository system. More information is available in the "Administrator's Guide" for intraLibrary.

If there is a problem with the intraLibrary system, an administrator-class user can switch on "Support Access". You should only do this if requested to do so by the Intrallect support team. This creates a temporary user account, details of which are emailed to the Intrallect support team at support@intrallect.com.

In order for the extra user account to be created, the application must have enough capacity on the licence to allow the addition of a new (temporary) user with administrator and librarian permissions.

These materials are supplied as a quick reference guide. More details are available in the product documentation.

Using Objects

Preview the object

View the metadata for the object

Download this object from the library

See details about the status of this object, including group, workflow and collection status

Work Area

The following are the most commonly used features in the work area. There is also a complete list of workflow actions and their icons.

This object has not met the process completion criteria (click to see the reasons why).

Complete the workflow process. This normally sends the object to the next stage of the workflow.

Delete this object from the Work Area.

Send the object to another stage of the workflow, with comments attached. Typically used at review stages.

Overwrite the existing object with an uploaded object

Describing an Object

Edit the metadata of this object.

Licence editor to define licencing conditions for an object

Librarian Functions (when seen outside "Work Area")

Send the object into a the workflow of a specified group, with comments attached. Can result in "unpublishing" the object.

Delete this object from the library

See the current workflow status of the object, for example its group and workflow stage. Includes a link to "unreserve" objects that have been reserved by a user.

Application Profile

An application profile of the LOM sets out which fields of the LOM are relevant to a particular group of users. Projects or institutions use an application profile of the LOM to make sure all their users are using at least a minimum set of metadata fields in common.

An application profile of the LOM can:

• define a core set of mandatory fields
• assign various levels of "optionality" to metadata fields
• require vocabularies for particular metadata fields which differ from the standard LOM vocabularies

Collection

The contents of the library system can be broken up into many "collections". A collection contains objects that have been grouped together for some reason, for example:

• They are the same type of object, such as a collection of images or past exam-papers.
• The objects come from the same source, such as a particular institution or publisher.
• The objects are made available under similar licensing conditions
• The same type of access control is required on the objects.
• A particular community requires access to the objects.
• A particular community is contributing the objects.

Group of Users

A group of users, often just called a "group", is just a set of users who are associated together for some reason, such as:

• They all come from the same department or organisation.
• They are all working together on the same project or same part of a project.
• They all need the same type of access to one or more collections.

IEEE LOM XML Binding

The IEEE LOM has been a recognised standard for metadata for learning objects since 2002. In 2005 the IEEE released a standard XML binding for the LOM, replacing the previous IMS binding. The latest versions of the IMS Metadata specifications, and the SCORM reference model (SCORM 2004) both apply the IEEE XML binding of the LOM.

IMS Content Package

IMS Content Packages consist of multiple files and their associated metadata, combined into a single .zip file. Content Packages are defined according to a specification by IMS Global. The latest specification is available for download from the IMS website.

See Also IMS Global.

IMS Metadata

IMS Metadata is an implementation of the LOM standard in XML. The latest specification is available for download from the IMS website.

See Also IMS Global.

IMS Global

The IMS Global Learning Consoritum is a leading body for creating specifications for interoperability in e-learning. For more information, see the IMS website

See Also Learning Object Model (LOM), Content Package.

Learning Object

There are many different definitions of a learning object. The most general is that it is any digital object that could be used in a learning scenario. The term implies that the object has a degree of reusability, and has been described using metadata.

IEEE Learning Object Metadata (LOM)

The LOM is a recognised standard for metadata for learning objects. The LOM standard is recognised by the IEEE and is used as part of the IMS and SCORM sets of specifications for e-learning interoperability.

The LOM metadata model consists of a large number of fields, not all of which are relevant to every scenario. According to the LOM standard, all the metadata fields are optional. The fields you use in practice are defined in an Application Profile.

See Also IEEE LOM XML Binding.

Metadata

Metadata is "data about data". It is used to record information about an object, to make it easier to find and re-use.

See Also Learning Object Metadata (LOM).

SCO

A SCO is a "Sharable Content Object". This is a package of interactive learning material, which conforms to the SCORM specification (see below).

SCORM

The SCORM reference model is developed by ADL. The SCORM reference model combines and extends various other learning technology specifications including IMS Content Packaging, IMS/LOM Metadata and the AICC's content runtime environment.

This repository system supports the import, preview and export of content packages which meet the SCORM 1.2 specification and the SCORM 2004 specification.

Workflow

A workflow defines a series of steps an object must go through to achieve a particular outcome, such as being published into the library. A workflow is necessary to enable multiple users to collaborate remotely to achive the outcome. The worklow defines the work that must be undertaken by users in different roles to achieve the outcome.

In this library system, a worklow has the following structure:

• The workflow is broken up into a series of "stages"
• Each "stage" can include one or more parallel "processes"
• Each "process" is assigned to one or more "user roles"
• Each "process" includes a set of "actions"
• An "action" makes a specific tool, such as the metadata editor, available to the user so they can complete part of their work.

This page lists all the "actions" that are available to be included in any workflow process. The workflow you are using may well only use a subset of these.

Some actions may have completion criteria such as conformance to a subset of an application profile, or matching one of a set of licence patterns.

Summary of Workflow Actions

Icon	Name	Description
	Edit Metadata	Metadata/classification editor configured by the chosen Application Profile, and an optional metadata subset.
	Edit Licence	Licence (rights management) editor
	Move	Send the object to another stage of the workflow, with comments attached. Typically used at review stages.
	Complete Process	Sends the object to the next stage of the workflow, unless there are other (parallel) processes that have not yet been completed.
	Download	Download the object in various ways
	Upload	Upload or add a new object to the system. Access to this action, activates the "upload" section of the Work Area.
	Overwrite	Upload a new version of an object to the system. You can undo this operate whilst the object remains in your reserved area.
	Delete	Remove an object completely from the system
	Preview	Package/file preview
	Return object to previous state	Puts the object back into the workflow with the published state it had before it entered the current workflow. Used to enable workflows to be used for withdrawing, revisioning or reviewing objects.
	Save to filesystem	Writes the a .zip package of the object to a pre-defined location on the server filesystem. Can be used to export object for ingest by a separate system.
	Save manifest to filesystem	Writes the package manifest of the object to a pre-defined location on the server filesystem. When present in a process, must be performed before process can be completed. Can be used as a trigger for a server-side alert mechanism.

The following table relates all the metadata fields used in IMS Metadata to the metadata fields used in IEEE Learning Object Metadata (LOM). The label the field is given in intraLibrary is also included in the central column.

IMS ID	IMS Field	Label in IntraLibrary	LOM ID	LOM Field
1	general	General Information	1	general
1.1	identifier	Identifier		<no equivalent*>
1.2	title	Title	1.2	title
1.3	catalogentry	Catalogue Entry	1.1	identifier
1.3.1	catalog	Catalog	1.1.1	catalog
1.3.2	entry	Catalog reference	1.1.2	entry
1.4	language	Language of resource	1.3	language
1.5	description	Description	1.4	description
1.6	keyword	Keyword	1.5	keyword
1.7	coverage	Where or when this is used	1.6	coverage
1.8	structure	Structure	1.7	structure
1.9	aggregationlevel	Aggregation Level	1.8	aggregationLevel
2	lifecycle	Lifecycle	2	lifecycle
2.1	version	Version	2.1	version
2.2	status	Status	2.2	status
2.3	contribute	Contributor	2.3	contribute
2.3.1	role	Role of contributor	2.3.1	role
2.3.2	centity	Contributor	2.3.2	centity
2.3.3	date	Date of contribution	2.3.3	date
2.3.3.1	datetime	Date	2.3.3.1	datetime
2.3.3.2	description	Description	2.3.3.2	description
3	metametadata	About This Record	3	metametadata
3.1	identifier	Record Identifier		<no equivalent*>
3.2	catalogentry	Catalog Entry	3.1	identifier
3.2.1	catalog	Catalogue	3.1.1	catalog
3.2.2	entry	Catalogue reference	3.1.2	entry
3.3	contribute	Contribution to Record	3.2	contribute
3.3.1	role	Role of contributor	3.2.1	role
3.3.2	centity	Contributor	3.2.2	centity
3.3.3	date	Date of contribution	3.2.3	date
3.3.3.1	datetime	Date	3.2.3.1	datetime
3.3.3.2	description	Description	3.2.3.2	description
3.4	metadatascheme	Format of Record	3.3	metadataScheme
3.5	language	Language of this record	3.4	language
4	technical	Technical Information	4	technical
4.1	format	Technical Format	4.1	format
4.2	size	Size of object in bytes	4.2	size
4.3	location	Location of object	4.3	location
4.4	requirement	System required for delivery	4.4	requirement
	<no equivalent>		4.4.1	orComposite
4.4.1	type	Type of system	4.4.1.1	type
4.4.2	name	Name of system	4.4.1.2	name
4.4.3	minimumversion	Minimum Version	4.4.1.3	minimumVersion
4.4.4	maximumversion	Maximum Version	4.4.1.4	maximumVersion
4.5	installationremarks	How to install this resource	4.5	installationRemarks
4.6	otherplatformrequirements	Special requirements for use	4.6	otherPlatformRequirements
4.7	duration	Duration of media resource	4.7	duration
4.7.1	datetime	Time	4.7.1	datetime
4.7.2	description	Description	4.7.2	description
5	educational	Educational Properties	5	educational
5.1	interactivitytype	Type of Interactivity	5.1	interactivityType
5.2	learningresourcetype	Type of resource	5.2	learningResourceType
5.3	interactivitylevel	Level of Interactivity	5.3	interactivityLevel
5.4	semanticdensity	Semantic Density	5.4	semanticDensity
5.5	intendedenduserrole	Intended for use by	5.5	intendedEndUserRole
5.6	context	Intended for use in	5.6	context
5.7	typicalagerange	Age or experience of intended user	5.7	typicalagerange
5.8	difficulty	Level of Difficulty	5.8	difficulty
5.9	typicallearningtime	Typical time required to complete	5.9	typicalLearningTime
5.9.1	datetime	Time	5.9.1	datetime
5.9.2	description	Description	5.9.2	description
5.10	description	How you can use this resource	5.10	description
5.11	language	Language of intended user	5.11	language
6	rights	Rights and Conditions	6	rights
6.1	cost	Payment required	6.1	cost
6.2	copyrightandotherrestrictions	Subject to copyright	6.2	copyrightAndOtherRestrictions
6.3	description	Statement of copyight and restrictions	6.3	description
7	relation	Relationships to other resources	7	relation
7.1	kind	Type of Relationship	7.1	kind
7.2	resource	Related Resource	7.2	resource
7.2.1	identifier	Resource Identifier		<no equivalent*>
7.2.2	description	Resource Description	7.2.2	description
7.2.3	catalogentry	Catalogue Entry	7.2.1	identifier
7.2.3.1	catalog	Catalogue	7.2.1.1	catalog
7.2.3.2	entry	Catalogue reference	7.2.1.2	entry
8	annotation	Comment on this resource	8	annotation
8.1	person	Comment by	8.1	person
8.2	date	On date	8.2	date
8.2.1	datetime	Date	8.2.1	datetime
8.2.2	description	Description	8.2.2	description
8.3	description	Comment	8.3	description
9	classification	Classification	9	classification
9.1	purpose	Classified by	9.1	purpose
9.2	taxonpath	Locations in library	9.2	taxonpath
9.2.1	source	Classification scheme	9.2.1	source
9.2.2	taxon	Section	9.2.2	taxon
9.2.2.1	id	Section identifier	9.2.2.1	id
9.2.2.2	entry	Section name	9.2.2.2	entry
9.3	description	Description in context	9.3	description
9.4	keyword	Keywords in context	9.4	keyword

^* When mapping IMS Metadata to IEEE LOM for output, intraLibrary maps the old IMS identifier fields to the "entry" field of the IEEE LOM identifier, leaving the "catalog" field blank. Likewise, identifiers in imported IEEE LOM metadata which have no value for "catalog" will be mapped to the equivalent IMS identifier field, instead of "catalogentry".