Library Introduction

Configure the View mode

Filter sections/documents

Context Menu


Document Related functionalities
  • View Document
  • Document Info
  • Modify document
  • Replace Document
  • Delete Documents
  • View History of Document
  • Auto Upload
  • Documents Bulk Administration

    Download Documents
  • Download Single Documents
  • Download Multiple documents
  • Linguistic Document - Version Control - Locking
  • Access Linguistic or non-Linguistic Documents
  • Access Document Versions
  • Upload a Linguistic Version
  • Convert to Non-Linguistic
  • Convert to Linguistic
  • Upload Document Metadata in Another Language
  • Document Locking
  • Version Deletion
  • Language Deletion
  • Creating Document Versions
  • Upload documents
  • Upload Single documents
  • Multiple document Upload (bulk upload)
  • Auto Bulk Upload
  • Email Interface for Uploads - WEB Version
  • Email Interface for Uploads - FTP Mail Version

  • Save Archive

    Restore Archive

    Create Library Dossiers

    Create Library Sections

    Create Library Shared Sections

    Section Administration
  • Modify the Section Information
  • Set-up Access Controls
  • History Information
  • Share Section
  • Move Sections/Documents

    Copy Documents

    Delete Sections / Documents

    Section Notifications

     

    Library Service

    Introduction

    The Library service contains documents organised in sections (directories) and subsections (sub-directories). Documents can be multilingual and version control can apply. You may configure the Library to your preferred View mode and browse through the different sections to identify and retrieve documents either by Downloading them or receiving them via E-mail (i.e. sent to your E-mail address).

    There are three types of documents in Library:

    • Files
    • URLs
    • Dossiers
    Files and URLs document types are self-explanatory of their nature. However, 'Dossiers' is a new concept that is introduced in the library service. Users who have 'Full Edit' access to library service can create a 'dossier', which is a compound document that contains an ordered set of named, protected (from alteration) linguistically identified versions of library documents. A dossier has all the same Meta information fields as a document library object (refer to Create Library Dossiers section.)

    Associated to every document in the library there is a set of attributes (the "metadata"), containing Information about the document such as the owner, the version, the upload date, etc. If you are an authorised user, you may upload new documents or Create new library sections. Documents can either be uploaded one-by-one, bulk-uploaded, or uploaded via email. In addition documents can be Administrated, Replaced, Deleted, Moved, and Copied as well as Auto-uploaded at regular intervals. Finally documents and/or sections can be saved (Library Save) and restored (Library Restore). All the above features (except the last two, i.e. Library Save and Restore) are complemented with a Notifications mechanism so that members may be automatically informed via E-mail on any new document uploaded in a particular section.

    Depending on your Profile Access Rights you may have:

    • No Access to the Library Service
    • Access Only (Read-only Access) to the Library Service i.e. access for downloading all documents
    • Edit Own Document to the Library Service i.e. Access Only rights (see above) as well as Write/Modify documents uploaded by you even though upload access has been removed from you after uploading the documents. Version control mechanisms (checkout/commit) are enabled only for documents owned by the user
    • Full Edit privileges (Read/Write) to the Library Service i.e. Edit Own Document rights (see above) as well as upload document rights. Version control mechanisms (checkout/commit) are enabled for all documents (provided that they are not already checked out by another user)
    • Administrate privileges to the Library Service. i.e. i.e. grant additional users with additional rights via the Access Control Mechanism or modify other users' notifications

    Configure the View mode

    You can configure the view mode of the Library section through the View Mode menu.

    Compact List: Press the button to display the Sections and Document Titles followed by a detailed information list like the example depicted hereafter.

    Detailed List: Press the button to display the Sections and Document Titles followed by a compact information list.

    * The default View mode is defined by each user in his/her preferences. Once the default View mode is Compact (or Detailed), the user can only change the View to Detailed (or Compact). Thus, when a user is in Compact View mode, only the button (to change to View mode to Detailed) appears. Likewise, in Detailed View mode, the button (to change the View mode to Compact) appears.

    Section List: Press the button, and you will be prompted with a separate window with all the available sections and sub-sections in the Library. Expand or collapse each branch to access any section by following its corresponding link. Use section list to rapidly navigate through the tree structure of your library.

    Additionally, in order to view the listing sorted by a specific column, you can click on the corresponding column name (which is a link) at the top of the listing. Thus the listing gets sorted in ascending order according to that column and the column name appears with a plus ('+') sign next to it (signifying the ascending order). A second click on the same column name link sorts the listing in descending order (and a minus sign is depicted next to the column name). The listing cannot be sorted by every single column, but only by those columns whose name is a link.

    Finally, the number and the order of the columns shown in the library listing is configurable by administrators of the library service. (This also means that it is quite possible for the Library listing in your IG to differ considerably from the listings shown here).

    In this snapshot we can see four items.

    • Two Sections 'First' and 'Second' which contain 3 and 0 items (Sections or Documents) respectively. You can enter the sections by clicking on the icon or on the section title.
    • Two Documents 'My Text File' and 'Performance Improvement Method'. The first is a text file, (denoted by icon) while the second is a PDF file (denoted by icon).
    • Both documents have been recently uploaded (denoted by icon). Apart from recently uploaded, a document may also have expired (denoted by icon). If none of the two cases apply no icon is displayed.
    • A library document may have a newsgroup discussion. If this option has been set, it is denoted with the review icon . When pressing on the icon, a new browser window will open, showing all the document discussions on this particular document only.
    • Finally, at the end of the line corresponding to each document, you can see an envelope icon which is for emailing the document to your email address. Note that, if user has not an email address, the envelope icon is missing.

      * Security issues: The envelope icon is also missing in case the ranking of the document is 'Internal' or higher. Exception is the case where the email security is enabled for the site and the user has stored the public key of its certificate in the directory server. Then the email download for the documents with 'Internal' or higher ranking is enabled in secure mode, encrypted with the user's public key.

    You can checkout or commit a document by clicking the hyperlink on the version number of the document in the detailed library listing.
    You can use the ! and i links in order to view the actual data or the information of a document respectively, selecting the desired language from the corresponding 'Language' selection list. For example, if a document exists in three languages [ EN (English), FR (French), GR (Greek) ] and you want to access the Greek version of the document you should select the 'GR (Greek)' item from the 'Language' selection list of the particular document and then you should click on the ! or i link depending on what you want to view; the actual data or the metadata of the document.
    In case that the * mark is depicted beside the afore-mentioned links, it indicates that the particular document is non linguistic and the existing language(s) correspond to the languages that document's metadata are available. Consequently, you can view the metadata of the document in an existing language if you select one language from the corresponding 'Language' selection list and click on the i link. Clicking on the ! you will view the actual data of the document (non linguistic) regardless of the selected language.

    * The above instructions apply to documents that exist in more than one language or, in case of non linguistic documents, have metadata in more than one language. If a document exists in only one language, only a text label is shown under the Language column. In order to view such a document's data and metadata you have to follow the instructions below.

    * You should not use the afore-mentioned links for creating bookmarks pointing to the actual data or the meta-data of a document. On the contrary, you may use the hereafter described links in order to bookmark the actual data or the meta-data of a document in the preferred language.

    You can use the document icon link (e.g. the icon link) or the "title" link in order to view the actual data of the document in the language that is presented as default selection in the 'Language' selection list. Furthermore, you can use the i link in order to access the metadata of the particular document. This group of links is plain 'http://...' links and you can drag and drop them anywhere you want to reference the corresponding document or its metadata, respectively. For example you can drop to your bookmarks/favorites folder of your browser or drop it in an empty browser window. You can also use the 'Copy' facility of your browser (move your mouse cursor above the link and click on the right button) in order to copy/paste the specific link to a document or even an email message.
    It is recommended to keep the link to the information page of the document by dragging the information link. For instance, click on the left mouse button on the i next to the document Icon and drag it to your browser's bookmarks or favorites.

    Filter sections/documents

    You may filter the Sections and Documents contained in a specific section as follows:

    1. Insert a data argument for filtering in the data field beside "items containing".
    2. Select the specific fields on which the filtering argument will be applied. Available options are: "Any field", "Title", "Abstract" and "Author/Owner".
    3. Select the "List" button for the filtering to take place. You will be presented with a page containing the filtering results.
    * If the data field is left empty then all available sections and documents are returned through the filtering process. Filtering applies with any view mode configuration.

    Context Menu

    Context menu is a custom menu that pops up in place of the default context menu when you right click your mouse over an item, either section or document, in the library service listings. To use it, Internet Explorer 5 or Netscape 6.1 (or newer) browsers must be used. The functions available via the context menu are: Download, Email Download, Info/Mod, Check-out, Copy, Move, Delete and History. These functions are also available from the toolbar. Note that the Check-out and Copy functions are available only to document items.

    Option Action for Section Action for Document
    Download Downloads the particular section and its content. Downloads the selected version(*) of the document.
    Email Download Downloads the particular section and its content via email. Downloads the selected version(*) of the document via email.
    Info / Mod Diverts (authorised) user to section administration. Diverts user to the information page of the selected version(*) of the document.
    Check-out No Action Checks out the document.
    Copy No Action Diverts user to the Copy page having the particular document selected.
    Move Diverts user to the Move page having the particular section selected. Diverts user to the Move page having the particular document selected.
    Delete Deletes the particular section. Deletes the particular document.
    History Diverts user to the History page of the particular section. Diverts user to the History page of the particular document.

    (*) The last version of the document in the Language which is selected in the "Language" selection list in the document's row.



    Document related functionalities

    The functionalities available to you at a document level depend on your Access Rights.

    To access the set of document related functionalities proceed as follows:

    1. Browse down to the section where the target document is located.
    2. Click on the corresponding i or i icon and you will be presented with a tab control with the following options: "Info", "Modify", "Replace", "Delete", "History" and, if the document type is file, "Auto upload".
    3. The default selected tab (and page presented) is the document Info tab (see below).

    The following table states the availability status for downloading document data and viewing document metadata for the various document ranks, user Sign in status, user Profile access rights, library access control overwrites.

    Library Document Ranking User Sign in Status User Access Rights Library Access Control Overwrites Document �Data Download and Metadata View Availability Status.
    Public Public or
    Logged in
    Access Only & above   The user can access the document data and view the metadata.
    Public Public or
    Logged in
    No Access Access Only & above for specified sections The user can access the document data and view the metadata only for those documents which are in the sections he has been given access overwrites.
    Public Public or
    Logged in
    No Access None The user can not access the Library service
    Internal Public     The user can not access the document data or view the metadata.
    Internal Logged in Access Only & above   When a user selects to download the document or view the metadata, the system will perform the operation over SSL. SSL will not be used when the user is accessing CIRCA from the Intranet or VPN.

    Documents will be transferred by email in encrypted mode only in case the email encryption is enabled for the site. In order for the encryption to take place, the public key of the user's certificate is also needed. This has to be stored in the directory server. Email notifications may be sent in clear.

    Internal Logged in No Access Access Only & above for specified sections In the sections that the user has been given access overwrites the user can access document data and view metadata.

    When a user selects to download the document or view the metadata, the system will perform the operation over SSL. SSL will not be used when the user is accessing CIRCA from the Intranet or VPN.

    Documents will be transferred by email in encrypted mode only in case the email encryption is enabled for the site. In order for the encryption to take place, the public key of the user's certificate is also needed. This has to be stored in the directory server. Email notifications may be sent in clear.

    Internal Logged in No Access None The user can not access the Library service
    Limited Public     The user can not access the document data or view the metadata.
    Limited Logged in Access Only & above   When a user selects to download the document or view the metadata, the system will perform the operation over SSL. SSL will not be used when the user is accessing CIRCA from the Intranet or VPN.

    Documents will be transferred by email in encrypted mode only in case the email encryption is enabled for the site. In order for the encryption to take place, the public key of the user's certificate is also needed. This has to be stored in the directory server. Email notifications may be sent in clear.

    Limited Logged in No Access Access Only & above for specified sections In the sections that the user has been given access overwrites the user can access document data and view metadata.

    When a user selects to download the document or view the metadata, the system will perform the operation over SSL. SSL will not be used when the user is accessing CIRCA from the Intranet or VPN.

    Documents will be transferred by email only when there is a standard email encryption built into the CIRCA while email notifications may be sent in clear.

    Limited Logged in No Access None The user can not access the Library service.
    EU-Restricted
    In-Confidence
    EU-Confidence
    EU-Secret
    EU-Top
      Documents with these rankings will not be present in the Library service, because the application will not allow any user to upload such documents.

    View Document

    Press on the document's title to view its actual contents. If the document type is 'dossier', the system will list the dossier meta-information and the contained references to the documents. The references to the documents are denoted by the icon. You can select desired references and press the icon to download the referenced documents or press the icon to delete the references in the dossier. You can also press the "Exit" button to return to the parent Library section.

    * As with the Information Service entries, you can drag and drop any desired Library Service entry by pressing and holding down the left mouse button over the chosen Library entry name.

    Document Info

    Press the i (Info) tab control to access the selected document information table. This contains the "metadata" or document information that was added by the owner of the document when he uploaded the document in the Library. The available fields are:

    • Language: A two-letter abbreviation (e.g. EN, FR or DE) indicating the language of the document.


    • Version: The document's version number


    • Keywords: The keywords associated to the document.


    • Expiration: The date when the document expires. The expiration hour in that day is 0:00 a.m. After this Expiration date has passed, the document is marked with the icon in the library listing page and it can be listed in the "Expired Files Management" administration, which is available to the IG Leaders


    • Author: The full name of the author of the document. To facilitate the sorting of documents, you should adopt naming conventions.


    • Owner: The user ID of the owner of the document (i.e. the user that has uploaded the document in the library section). This is automatically entered by the system and can be changed by the Leader of the Interest Group.


    • Abstract: A brief abstract of the document.


    • Issue Date: The issue date of the document. This date may be different from the date the document was uploaded to the library section.


    • Reference: The document reference number.


    • Status: The status of the document (e.g. Draft, Final, Released etc.).


    • Upload Date: The date that the document was uploaded. This is automatically entered by the system.


    • Ranking : The classification of the document.


    • File Name: The filename of the document (appears when the document type is a file). This is automatically entered by the system.


    • Size: The size of the document (appears when the document type is a file). This is automatically entered by the system.


    • URL: The URL of the document (appears when the document type is a URL). This is automatically entered by the system.


    • Number of Files: The number of files in the document (appears when the document type is a dossier). This is automatically entered by the system.


    • State of document's data: Indicates whether the selected document exists in various linguistic versions. Possible values are:
      • Linguistic is the kind of file that can be uploaded in many languages, a document for example. The linguistic files could have linguistic attribute data (e.g. title provided in different languages) in the language of its data.
      • Non-linguistic is the kind of file whose content has no linguistic sense such as pictures, binary files etc. The non-linguistic files may have linguistic attribute data (e.g. title provided in three different languages) in any language.

    • Checked out by user: Indicates the user that has checked out the document. This field appears only in case that the document has been checked out by a user (see Version Control section hereafter).


    • Automatically uploaded by user: Indicates the user that has set the automatic upload feature for this document. This field appears only in case the document has been set for automatic upload (see auto upload section hereafter).


    • Document Discussions : Indicates that there is a newsgroup discussion for this document. The hyperlink redirects you to the newsgroup service to view the articles on this document. The reviews of the day are listed at the top of the page. The user is also able to submit a review by selecting the corresponding hyperlink.
      For a newly uploaded item with a document discussion thread the first posting of the thread may delay to appear. This is because the upload procedure and the newsgroup posting procedure are separate. You can see the review by reloading the page after a while.
    It is important to keep in mind that the document attributes that appear on your screen may be different from the ones presented above due to the fact that your Interest Group Leader has the option to remove some of the metadata or add new ones, thus customising the Library Document Attributes. If this is the case, the information table of any document or the upload form of any document will contain these new attributes.

    Modify Document

    1. Follow the document's info link to access the file, URL or dossier you wish to modify.
    2. Press the "Modify" tab control to access Document Modification Form.
    3. The document language, version and metadata are displayed. You can modify any of the metadata fields: Title [valid values: all characters except <, >], Keywords [valid values: predefined values], Author [valid values: all characters], Expiration Date [valid values:all numeric characters and / (dd/mm/yyyy), values in the range 01/01/1901 - 31/12/2037], Ranking [valid values : predefined values], Owner [valid values: all characters], Abstract [valid values: all characters], Issue Date [valid values:all numeric characters and / (dd/mm/yyyy), values in the range 01/01/1901 - 31/12/2037], Reference [valid values : all characters], Status [valid values : predefined values], Start a newsgroup discussion on this document [valid values: checked/not checked].
    4. Press the "Modify " button.
    5. Return to the Library section and verify that the attributes of the selected item have been modified.
    The keywords field is associated with a "Pick" button, which provides a pop-up menu that presents a list of all the IG leader-specified-key words, out of which the user can easily select the desired keywords.

    Replace Document

    1. Follow the document info link to access the document you wish to replace.
    2. Press the "Replace" tab control to access Replace Form. You will be presented with a message of the form "you are about to replace version 'X.X' in language 'XX'"
    3. If the document type you have selected is a file, a "Browse" button will appear. Press it to choose a new file for uploading. If the document type is a URL, simply enter the URL in the textbox provided. Finally, if the document type is a dossier, a textbox with the dossier document references and two buttons "Add Document" and "Delete" will appear. Press 'Add Document' to open a popup window and add a new reference to a document. Alternatively, select an existing reference and press 'Delete' to remove it from the dossier.
      When finished, press the "Replace" button.
    4. Check the "Disable the notification mechanism for this upload" if you wish the system not to send notifications for the document upload.
    5. Press the "Replace" button and verify that the document has been replaced.

    Delete Documents

    1. Follow the document's Info link to access the document you wish to delete
    2. Press the "Delete" tab control to access the document Delete Form. You will be presented with a message of the form" you are about to remove version 'X.X' in language 'XX'"
    3. Press the "Delete" button and verify that the document has been deleted.
    * If the document is the last one in the X.X version i.e. if for this version, the document is only available in one language, then the whole version is deleted while the other versions are retained. Deletion of the only remaining version of a document leads to the deletion of the document pool.

    To perform a multiple deletion, proceed as follows:

    1. Go to the Library section where the target documents are located. Once you have identified the documents to be deleted place a check mark at the appropriate box.
    2. Press the button and you will be prompted to the Library Bulk Delete page that contains:
      • The table of selected documents including Type, Title, Owner and Size.
      • A Warning indicating that the deletion is unrecoverable.
    3. Press the "Delete" button and the selected documents will be deleted.
    * Please note that if the document that is going to be moved or deleted, belongs to a 'dossier', then the document's reference will be disappeared from the specific dossier.

    View History of Document

    If you have 'edit' access rights you can view the History information of a document.

    1. Follow the document's Info link to access the document you wish to view its History Information
    2. Press the "History" tab control to access the Library - document history page. In this page you are presented with a table listing all actions performed on the document with the dates, the user and the actions associated with this document since it was initially uploaded (e.g. LIB_BULK_DOWNLOAD describing a bulk upload action).
    3. Press the "Exit" button to return to the main Information page.

    A detailed list of the possible actions along with a description is presented within the following table:

    ^M ^M ^M ^M ^M ^M
    ActionDescription
    LIB_AUTO_UPLOAD Library Service Auto (Bulk) Upload of document(s) (Followed by: the destination path)
    LIB_AUTO_UPLOAD_DISABLED Disable (remove an existing crontab entry) the specified entry for Auto (Bulk ) Upload of document(s) within the Library Service (Followed by: the destination path path)
    LIB_AUTO_UPLOAD_ENABLED Enable (add a new crontab entry) the specified entry for Auto (Bulk) Upload of document(s) within the Library Service (Followed by: the destination path)
    LIB_AUTO_UPLOAD_FAILED ERROR: Failed to properly execute the Auto (Bulk) Upload mechanism in its entirety (Followed by: the destination path)
    LIB_CHECKOUT Library Service selected document has been successfully checked out for editing (Followed by: the doc's version for 'ANY' language)
    LIB_CHECKOUT_FAILED ERROR: Failed to check out a Library Service document for editing (Followed by: the doc's version for 'ANY' language)
    LIB_DELETE Library Service selected document has been successfully deleted (Followed by: the doc's path)
    LIB_DELETE_FAILED ERROR: Library Service selected document has not been successfully deleted (Followed by: the doc's path Reason: reason-of-failure message)
    LIB_DOWNLOAD Successfully fulfilled a user's request about downloading the document item from the Library Service (Followed by: the doc's path)
    LIB_EMAIL Sent the Library Service document via email (Followed by: the doc's path)
    LIB_EMAIL_COMPRESSED Sent the Library Service document via email in compressed format (Followed by: the doc's path)
    LIB_EMAIL_FAILED ERROR: Failed to send the Library Service document via email (Followed by: the doc's path Error: reason-of-failure message)
    LIB_COPYA Library Service document has been copied (Followed by: the item's path)
    LIB_MOVEA Library Service document has been moved (Followed by: the item's path)
    LIB_MODIFY Library Service item modification (metadata and/or item itself) has occurred (Followed by: the item's path)
    LIB_NOTIFY_AUTOUP_FAILURE_FAILED ERROR: Failed to notify the IG user that his/her auto-upload mechanism has failed to execute
    LIB_NOTIFY_AUTOUP_FAILURE_SUCCEDED Successfully notify the IG user that his/her auto-upload mechanism has failed to execute
    LIB_NOTIFY_DOWNLOAD Successfully notify the subscribed IG members that a new document has been uploaded to a (sub)section by also attaching the actual document onto each such email (Followed by: the doc's path)
    LIB_NOTIFY_DOWNLOAD_FAILED ERROR: Failed to notify the subscribed IG members that a new document has been uploaded to a (sub)section by also attaching the actual document onto each such email (Followed by: the doc's path: reason-of-failure message)
    LIB_NOTIFY_INFO Successfully notify the subscribed IG members that a new document has been uploaded to a (sub)section (Followed by: the doc's path)
    LIB_NOTIFY_INFO_FAILED ERROR: Failed to notify the subscribed IG members that a new document has been uploaded to a (sub)section (Followed by: the doc's path: reason-of-failure message)
    LIB_UNLOCK Library Service selected document has been unlocked without being modified (Followed by: the doc's version for 'ANY' language)
    LIB_UPLOAD Successfully uploaded a document to a document pool (Followed by: the doc's path)
    LIB_UPLOAD_FAILED ERROR: Failed to upload a document to a document pool (Followed by: the reason-of-failure message)
    LIB_VIEW_HISTORYLibrary Service item history view request (Followed by: the item's path)

    Auto Upload

    The auto upload function enables you to automatically replace the content of an existing document by a document uploaded from a FTP server at predefined intervals. To achieve this follow the steps presented below:

    1. Follow the information link of the document you wish to set the auto-uploading function and click on the "Auto upload" tab control.
    2. The Library - Auto Upload Configuration page appears and you are required to complete the following fields:
      • FTP host: Provide the Server name which hosts the source document to be uploaded [valid values: all alphanumeric characters and ., -,_]
      • User name: Provide the userID to log-on on the source FTP server [valid values:all alphanumeric characters and -,_]
      • User password: Provide the Password to log-on on the source FTP server [valid values: all ASCII characters]
      • Verify [valid values: all characters but they must match those of password]
      • Remote Path: Provide the path of the source document on the source FTP server. You can enter a Unix style path (Directories separated with '/'). Also you can enter a Dos style path (Directories separated with '\\'). Long file names as well as spaces are also acceptable. But a path which contains both '/' and '\' or contains double quotes will not be accepted. [valid values: all characters except "]
      • File will be uploaded: Select how often auto-upload will take place [here there are two fields with predefined values]
      • Enable Automatic Upload: Select Enable/Disable
    3. Press the "Save Configuration" button.
    * In the case where the document exists in many versions (called a document pool), only the last version of the document pool can be auto uploaded.

    * The remote 'filename' is renamed to 'filename.old' after every successful auto-upload. This means that you have to restore the remote file in case you want to update it and continue the auto-upload procedure.

    The user must have administrative permissions on the section to use the "Auto Upload" function.

    Documents Bulk Administration

    Users or User Profiles with Administrate access mode can modify the attributes of more than one document at the same time.

    1. Select the documents for which you want to modify the attributes by clicking on the checkbox left to each document.
    2. Press the "Documents bulk administration" icon button to open a new form with the attribute names. Fill only the attribute fields which you want to modify, leaving the rest empty. An empty attribute field will not make any changes to the attribute. To modify the versions or the linguistic versions for each document click on the corresponding check boxes. To modify the documents from linguistic to non linguistic or vice versa click on the appropriate radio box.
    3. Press the "Modify" button and verify that the attributes of the documents have been modified.

    Download Documents

    You have two ways to download documents:

    • Single document download
    • Multiple documents download

    Documents can be downloaded to your workstation either via FTP (on-line) or alternatively via E-mail sent to your mailbox (your registered CIRCA E-mail address).

    Download Single Documents

    You may download a single document from any Library section in a number of ways:

    • Browse down to the section where the target document is located, and click on the document "Title" link or on the document "format" icon and the document will be automatically downloaded to your PC.
    • Click on the "Info" icon to access the selected document's information table. Once you have accessed the document information table you may proceed and download it either via FTP or SMTP. The first option will automatically display the document on your screen whereas the second will send the selected document to your mailbox.
    • Via FTP

      Press the "View now" button. Depending on your browser configuration you will be prompted either to save the document in your file system or automatically launch the associated application for opening the file.

      Via E-mail

      Press the "Send via Email" button and the selected document will be sent to your email address registered in the Directory Service.

      Before sending a document, it will be mime-encoded and compressed depending on its size. Usually above 500 KB, documents are compresses. Note that very large emails may not be delivered successfully due to possible size restrictions on email hubs between the CIRCA server and your email box. Along with the document email you will receive a confirmation of your request.

      The subject of the email you will receive should be the full path of the requested document.

      * If you don't have an Email address, the email transfer of the selected document is not possible (and the email icon will not appear at the far right of a document entry in the Library).

      Security issues: The email transfer is not possible in case the ranking of the document is 'Limited' or greater. Exception is the case where the email encryption is enabled for the site and the user has stored the public key of its certificate in the directory server. Then the email download is enabled in secure mode, encrypted with the user's public key, but only for the documents whose ranking is 'Limited'.

    Download Multiple Documents

    You may download multiple documents from any Library section as follows:

    1. Go to the Library section where the target documents are located.
    2. Select the documents by placing a check mark in the appropriate box next to the Title entries.
    3. Select the button and you will be presented with a table of the selected documents showing their: Type, Title Size, Owner and finally any Comments. In addition you will get confirmation that the selected files have been archived and compressed.
    4. You have two options: "Download now" or "Send via E-mail"

    Depending on your selection you will either download or get as an attached document to an email, a compressed file named "download.zip" that contains your selected documents.

    Linguistic Document - Version Control - Locking

    Access Linguistic or non-Linguistic Documents

    Linguistic files are those that can be uploaded in many languages (a document for example). The linguistic files may have linguistic attribute data (the title for example) in the corresponding language.

    Non-linguistic files are those whose contents have no linguistic sense. These files could be pictures, binary files, etc. Although non-linguistic, those files may however have linguistic attribute data (title for example) in several languages.

    Presence of the * asterisk before "Send via Email" icon implies that the document is non Linguistic. The attributes of the document may still be listed in other languages but not its content. Absence of the * asterisk indicates that the document is Linguistic.

    Presence of a Language pull down menu below the document's language column entry indicates that either the document information or the document metadata are available in more than one languages.

    Access to the Linguistic or non-Linguistic document and document information is provided through the Version Control section.

    Linguistic Documents:

    1. Press the "Version Control" button from the document's information page. You will be presented with a table that contains the available versions of the document.
    2. Press the i button of one of the available languages and you will enter the document's Information page from where you can download the document in that particular language.
    * A document, which is linguistic, can be turned to non-linguistic and vice-versa.

    Non-Linguistic Documents:

    1. Press the "Version Control" button from the document's information page. You will be presented with a table that contains information on whether the document's Information (the attributes) exists in other languages.
    2. Press the i button of one of the available language and you will enter the document's Information page from where you can download the document.
    * Any Languages entries associated with the icon, means that the selected document's Information is not available in this language (i.e. the metadata, not the content of the document). You may press this button to upload document attributes (e.g. version, title, keywords etc.) in this other language.

    * A document that is non-linguistic can be turned to linguistic and vice-versa.

    Access Document Versions

    Version Control and locking is applicable to any document whether Linguistic or non-Linguistic.

    1. There are two ways to access this functionality.
      The first is to select (check) a document from the Library service table listing and press the button.
      The second is to Press the "Version Control" button from the document information page.
      In both cases you will be presented with a table that contains available languages and versions associated with the selected document.
    2. Select the version and the language you are interested in and you will be presented with the document's Information page.

    Example (linguistic document, versioned from 1.0 to 1.1): An example of a multilingual, versioned document is presented below. You may select the language and the version that you wish to access.

    How to understand the above document pool table:

    1. Initially the document was uploaded in English, with the document's version being 1.0. The French and Greek versions were subsequently uploaded in version 1.0 (The pull-down menu shows this).
    2. Version (1.0) in English had been Checked-out, and a new version (1.1) has been created.
    3. Version (1.1) of the document exists only in English.

    Upload a Linguistic Version

    Choose the language from the pull-down ISO language list that resides in the corresponding Upload column entry, and then press the button to upload the corresponding linguistic version of this document. The document's upload form will automatically appear on your screen and the Language and Document Version fields will automatically be committed to the selected language and version. By doing so the language will be added in the Information language pull down list. This is an indication that the document exists now in the new language in the selected version.

    * It is of major importance for the user to understand that accessing the IG using a particular GUI language is irrelevant from the languages in which he/she is permitted to work for uploading/deleting/modifying library documents. Thus, a document can be uploaded and furthermore modified for any language that belongs to the ISO specification.

    Convert to Non-Linguistic

    Press the "Convert to non-linguistic" button to turn the linguistic document pool to a non- linguistic one. The message "Document Pool has been converted successfully" will be displayed and the document pool will be automatically updated.

    Example (non-linguistic document, versioned from 1.0 to 1.1): An example of a non-linguistic, versioned document is the following. You may select the version that you wish to access.

    How to understand the above document pool table:

    1. The non-linguistic document exists in versions 1.0 and 1.1. Document Pool has been checked-out. This means that no other user, but the one who has performed the check-out, can upload a new version of the document.
    2. The metadata (the attributes) for that document exists only in English.

    Convert to Linguistic

    Press the "Convert to linguistic" button to turn a non-linguistic document pool to a linguistic one. The message "Document Pool has been converted successfully" will be displayed and the document pool will be transformed (allowing you to subsequently upload new linguistic versions of the document), as follows:

    Upload Document Metadata in Another Language

    Select the image to upload a new linguistic version of document's attributes (e.g. version, title, keywords etc.).

    Document Locking

    If you are the author of an existing document, or if you have library administration privileges, you can create new version of documents as follows:

    1. Select the document "Info" link to access the Document Information page
    2. Press the "Version Control" button and select the button to access the Document Checkout form.
    3. Press the "Checkout" button and verify that the document version is locked as indicated by the button. At this stage the document version is locked and cannot be modified anymore by a Member of the I/G.

    * The icon, next to a document version indicates that the existing document's version is still active (unlocked) and has not been checked-out. Likewise, the icon indicates that the version is locked, thus it has been checked-out. The user who has the document pool checked out can proceed with the creation of a new version as described below.
  • Only one user can have a document pool checked out at a time.
  • All the other users, depending on their access rights, can download and modify existing versions of the document or upload the document in a new language although they cannot create new versions in the pool.
  • Once a version is locked you cannot upload documents in this version any longer but rather you have to create a new document version (see next section). However, you may still upload documents in the other languages of the locked version, if not already uploaded.

    You may also decide at a later stage to unlock an existing version or even delete an existing version. In the fist case you can only unlock the last document version to further process it. If it is not the most recent one, you have to delete the most recent one prior to be able to unlocking the older version.

    Version Deletion

    In order to delete a version, select it and press the "Delete Selected Versions" button. The message "You are about to remove version 'X.X' in all languages" will be displayed.

    Press the "Remove Version" button. The previous document version will automatically be unlocked and will remain the active one.

    Language Deletion

    In order to delete a linguistic version of a document, select the respective check box and press the "Delete Selected Languages" button.

    Creating Document Versions

    Once a document is locked you may proceed and upload a new version by following the steps presented below:

    Press the button to display the version control tab. You are presented with the following options:

    • To unlock the document and work on its existing version
    • To commit (create) a new version of the document

    In order to Unlock and work on the existing version proceed as follows:

    1. Select the "Unlock" tab control and you will be prompted to a page indicating that "You are about to unlock version 'X.X'".
    2. Press the "Unlock" button and finally verify that the document version is now represented with the icon. Now you are ready to work on the existing document version.

    To commit and create a new version of the document, proceed as follows:

    1. Select the "Commit" tab control and you will be prompted to upload a new document version. Note that the new version number is automatically incremented by the system, but you are free to enter another number.
    2. Press the "Browse" button to select the document and fill the document information fields.
    3. Press the "Commit" button and verify that a new document version has been created and is unlocked as indicated by the icon.

    Upload Documents

    If your access rights (default or customised) are set to "Access and Post" mode for the Library service or if you belong to the default Author or Leader access Profiles you are presented with the following four options:

    • Upload single documents,
    • Upload multiple documents,
    • Automatic upload of multiple documents,
    • E-mail interface for uploads - WEB version,
    • E-mail interface for uploads - FTP Mail version.

    Upload Single documents

    You can upload single documents in the Library, or create web links that will be listed in the Library or even create dossiers containing references to other documents in the library (refer to Create Library Dossiers section).

    Web link creation takes advantage of the Document Pool mechanism to help users organize their web links. Each link, created in the Library, is accompanied by attributes (i.e. Title, Abstract, the Author's name, etc). Also the version control mechanism enables the creation of one unique web link that points to more than one linguistic versions of a document in the web.

    In order to upload a document or create a web link proceed as follows:

    1. Go to the library section in which you wish to upload the document
    2. Select the button and you will be presented with the CIRCA upload options
    3. Select the "Upload" page to enter the Library Document Upload Form
    4. Fill in the fields:
      • Language [valid values: predefined values],
      • Version [valid values: Two integers separated by a "." (otherwise the default 1.0 will be used)],
      • Upload Document [valid values:all characters except &, (, ), [, ], `, ``, <, >] or, for web link,
        URL [valid values: http://and a sequence of characters except <,>, space],
      • Linguistic [valid values:predefined values],
      • Title [valid values:all characters except <, >],
      • Keywords [valid values: predefined values],
      • Author [valid values: all characters],
      • Expiration Date [valid values: dd/mm/yyyy, values in the range 01/01/1901 - 31/12/2037],
      • Ranking [valid values: predefined values],
      • Abstract [valid values: all characters],
      • Issue Date [valid values: dd/mm/yyyy, values in the range 01/01/1901 - 31/12/2037],
      • Reference [valid values: all characters],
      • Status [valid values: predefined values].

      These are the default fields and it is possible that there may be more or less fields depending on the configuration that the Interest Group Leader has done to the Document Information table as described in the Customised Library Document Attributes section. The "Upload" field is always mandatory. If 'Upload URL' is selected, the "Title" field is also mandatory.
    5. Check the checkbox with label 'Start a newsgroup discussion on this document.' if you want to start a newsgroup discussion on this document.
    6. Check the checkbox with label 'Disable the notification mechanism for this upload.' if you want to deactivate the notification mechanism for the current upload only.
    7. Click the "Upload" button and the following message shall be displayed "SUCCESS: Document 'xxxxx.xxx', language 'XX (XXXX)' uploaded, XXXX bytes".
    8. Press the "OK" button to return to the library section where you have initiated the upload. The document list (sorted by upload date) now contains the uploaded document. The icon that appears before the "Title" depicts the file format of the document. The icon next to the "Title" indicates that this is a newly uploaded document.
    It is important to keep in mind that the document attributes that appear on your screen may be different from the ones presented above due to the fact that your Interest Group Leader can customise the Library Document Attributes. In this case the information table of any document or the upload form of any document will contain these new attributes.

    In the case of uploading a URL into the Library, this entry can be both linguistic or non-linguistic, depending on the contents of the document the URL refers to. Moreover, all attributes will remain the same (except for filename and size), and the downloading of such library entries means that the document the URL refers to shall be downloaded. Finally, sending by e-mail a library URL will only email the URL and not the document it refers to.

    In the case of uploading a Dossier into the Library, this entry can be both linguistic or non-linguistic, depending on the contents of the Dossier documents. Moreover, all attributes will remain the same (except for filename and size), and the downloading of such library entries means that a list with the Dossier documents will be presented. Finally, sending by e-mail a library Dossier will only email the URLs of the Dossier documents and not the actual documents.

    Depending on whether the IG Leader (through the File Configuration option under IG Administration Service) has enabled the usage of predefined keywords, the user who uploads a library document will be forced to use the predefined entries in the keywords list. In case the IG leader has disabled the usage of predefined keywords, the user who uploads a library document will be free to add new entries in the keywords list

    Review icon for a newly uploaded file having document discussion thread will be visible as soon as the newsgroup posting is done. The user has to refresh library listing after a while in order to have access to the document discussion thread that has just started by the upload procedure.

    Multiple (Bulk) Documents Upload

    The bulk upload mechanism is a two-fold process.

    1. Create a Text tab delimited Index file that contains all the attributes associated the documents you want to upload. This step is optional and shall be performed if you want to explicitly define attributes for the documents or the location where the document will be uploaded. If you skip this step, CIRCA will assign the default attributes.
    2. Compress both the documents you want to upload and the index file to create an archive that will be subsequently uploaded.

    The Server will extract the Index, read its content and extract the documents accordingly. Eventually, all the documents are uploaded to the server in one step, which vindicates the name "bulk-upload".

    In order to implement documents bulk upload :

    1. Go to the library section, where you want to upload the documents.


    2. Select the button and you will be presented with the CIRCA upload options.


    3. Select the "Bulk Upload" tab control to display the Bulk Upload Form.


    4. If it necessary to use an Index file, you may retrieve the "Index file template block", by pressing the "download" button. This file represents the suitable format of the header fields of the index file that should be contained in the bulk upload zip file [valid values: all characters except &, (, ), [, ], `, ``, <, >].


    5. Save the template as index.txt and open it with a suitable editor. We suggest using a Spreadsheet, like MS-Excel, to open this file since it is tab delimited. Here is an example Index file template, where all field values are separated by a tab.

      * When this tab-separated file is opened with MS Excel, in Step 2 of the "Text Import Wizard", there is an option for the "Text qualifier", which by default is the double quote, but the user is cautioned to select the {none} option from the relevant menu, to avoid any problems from the presence of double quotes in the file contents.

      Hereafter is given a description of the default template block's fields:

      • Language: A two-letter abbreviation (e.g. EN, FR or DE) indicating the language of the document's content and/or attributes.

      • Version: The document's version number.

      • Linguistic: Select 0 (zero) for non-Linguistic and 1 (one) for Linguistic Documents. This attribute effects only newly created document pools. Bulk upload can not change the linguistic status of existing document pools.

      • File Name: The filename of the document (as it is named in the zipped file).

      • Overwrite: The library path of the section or pool, where the document will be uploaded. You can use this attribute to upload the document in a specific section, or document pool. In case that the specified library path does not exist a new document pool, with this path, will be created and the document will be installed in this pool. The library path is the string presented in the URL between library?l= and &, excluding language and version information in the case of a document pool.
        You can retrieve the URL of a section if you go to the WEB page that presents the content of the section. Respectively, you can retrieve the URL of a document pool if you go to the 'Library Document Summary' page of a document. The following two examples explain how to retrieve the library path of a section and a document pool by the respective URLs.

        If the URL of the section is: http://circahost.org/Members/irc/virtualcirca/ig/library?l=/new_library_path&vm=detailed&sb=Title Then the library path of the section is: /new_library_path . [The top library section is denoted by the / character.]

        If the URL path of the document pool is: http://circahost.org/Members/irc/virtualcirca/ig/library?l=/my_docs/country_txt/_EN_1.0_&a=i
        Then the library path of the pool is /my_docs/country_txt .

      • Title: The document's title.

      • Keywords: The keywords associated to the document, separated by comma (,).

      • Author: The author's name.

      • Expiration: The document expiration date.

      • Ranking: The document classification.

    It is important to keep in mind in order to use the 'index.txt" file with the bulk uploading process that the first line of the 'index.txt" file must contain the names of one or more of the Library attributes translated in the default GUI language of the CIRCA installation.

    One entry may be included for each file to be uploaded.

    • If there is no "index.txt" file, default values will be used for all the documents' attributes.
    • If there is no entry for a particular document in the "index.txt" file, default values will be used for this document.
    • If there is an entry for a particular document:
      • The "Filename" attribute associates the particular entry with the actual document and it is mandatory.
      • All other attributes are optional. If an attribute is not included in the "index.txt" file or it is included but the entry is empty or not acceptable, default values will be used.
      • Any attribute present in index.txt, which is not valid for the particular interest group, will be ignored. A non-fatal error will be returned to the user and the bulk upload procedure will continue.

    Comprehensive Examples and sample files

    Here are provided six examples with increasing complexity in the corresponding sample Index Files. All of these examples can be performed at the root section of a particular Library.
    1. Simple Bulk Upload - no Index File:
      Construct a ZIP archive file containing the directories and files, but no Index File at all. Use the bulk upload functionality to upload the directory structure in CIRCA.

      No Index File - Sample ZIP File

      After uploading this sample ZIP file, there will be six new documents in two Library sections as well as an additional empty section.

    2. Bulk Upload with an Index file without "Overwrite":
      Here is an Index file with sample entries for all the default document attributes except "Overwrite", e.g. Language, Version, Linguistic, Filename, Title, Keywords, Author, Expiration, Ranking, Abstract, Issue Date, Reference, Status.
      The Filename attribute must be an exact match of the corresponding filename (even including the file path) as it appears in the ZIP file.

      Sample Index File - Sample ZIP File

      By uploading this ZIP sample, there will be added two more documents in the Library sections. The Titles of the documents as well as the rest of the attributes will be those included in the Index file.

    3. Bulk Upload with an Index file, using "Overwrite" to place documents in predefined locations:
      The Overwrite attribute is a library section path, like '/upload', wherein the file will be placed. Please note that this must be the path of an existing section.

      Sample Index File - Sample ZIP File

      After uploading this ZIP file, the documents, although they reside in different directories in the ZIP file, they will be both placed in the "/upload" section, as instructed by the "Overwrite" attribute.

    4. Bulk Upload with an Index file, using "Overwrite" to replace existing documents:
      The Overwrite attribute is a library Document Pool path, like '/upload/2-13022004-en-ap-enhtml', where the file will replace an existing document. Please note that this must be the path of an existing document.

      Sample Index File - Sample ZIP File

      After uploading this ZIP sample, the two documents in the "/upload" sections, will have been overwritten by the documents in the ZIP file.

    5. Bulk Upload with an Index file, using "Overwrite" to upload new versions:
      The Overwrite attribute is a library Document Pool path, like '/upload/2-13022004-en-ap-enhtml', where the file will be added as a new Version of an existing document. Please note that this must be the path of an existing document and the new Version should be one higher than the current one.

      Sample Index File - Sample ZIP File

      After uploading this ZIP sample, the two documents in the "/upload" sections will remain as Version 1.0, and the documents in the ZIP file will be uploaded as Version 1.1 Users will get by default the latest version (1.1)

    6. Bulk Upload with an Index file, using "Overwrite" to upload linguistic translations:
      The Overwrite attribute is a library Document Pool path, like '/upload/2-13022004-en-ap-enhtml', where the file will be added as a new Linguistic translation of an existing document. Please note that this must be the path of an existing document and the Language must be a valid Data language, while the Linguistic attribute must be 1 (true).

      Sample Index File - Sample ZIP File

      After uploading this ZIP sample, the two documents in the "/upload" sections will get a linguistic (French) translation in Version 1.1, which will actually be the documents in the ZIP file. Users will get as default the translation of the latest version (1.1) according to their preferred Data language, but they may easily choose to see the other linguistic translation, if desired, by selecting from the 'Language' attribute menu in the Library listing page.

    Final Instructions

    After you have successfully created the Index file:

    1. Save the Index file as a "text file tab delimited" (e.g. index.txt).
    2. Execute a compression software utility (i.e. WinZip) in order to create a new file and name it accordingly (i.e. upload.zip).
    3. Add to this compressed file:
      • The "index text tab delimited" file containing the document attributes.
      • The documents to be uploaded. Their names should be identical to the field "Filename" in the Index file. (e.g. Report.html, Present.ppt and Meeting.doc)
      • Start the compression process.

    In order to upload multiple linguistic versions of document, first you have to create a document pool by uploading an initial document via the single upload function. Then edit the "index.txt" file and provide the "Language" and "Version" attributes for each document you want to upload. Also, fill the "Overwrite" attribute with the library path of the document pool you have just created. Then create a ZIP file, as described above and proceed with the "Bulk upload" procedure.

    When uploading new linguistic versions in non linguistic document pools only the attributes are uploaded. The contents of the uploaded documents are ignored.

    * If the compressed file contains documents without a corresponding entry in the Index file, a warning will be issued that these documents will be uploaded with the default attributes. Press the "Continue" button to continue with upload, or alternatively press "Cancel" to terminate the library uploading process. Similar warning messages will be displayed when the Index file refers to documents not contained in the compressed file provided for upload. In this case, a warning will be issued for these documents and they will not be uploaded.

    Auto Bulk Upload

    The auto upload function can also be used to update the content of multiple documents under one section, by providing a ZIP file with the same format as in Bulk Upload function. The "Auto bulk upload" mechanism will periodically accesses an FTP site and downloads the ZIP file if it exists. To achieve this operation follow the steps presented bellow:

    • Download an empty "index.txt" file. The same "index.txt" as in "Bulk Upload" function can be used.
    • From the document's Info link select the "Upload" link and press the "Auto Bulk Upload" Tab.
    • Create a ZIP file containing the documents you want to upload and the "index.txt" file. Optionally, by adding an entry for one or more files in the "index.txt" file, you can explicitly define the library path of the document pool ("Overwrite" column) and the specific linguistic version ("Language" & "Version" columns) of the document that you wish to be overwritten by this file. The library path of the document pool is described in "Multiple (Bulk) Documents Upload" section.
    • Fill the form of the "Auto Bulk Upload" tab, which is identical to the form of the "Auto Upload" function by filling the following fields:
      • FTP host [valid values: all alphanumeric characters and ., -,_],
      • User Name [valid values: all alphanumeric characters and -,_],
      • Password [valid values: all ASCII characters], Verify [valid values: all characters but they must match those of password],
      • Remote Path [valid values: all characters except "],
      • File will be uploaded [valid values: there are two fields with predefined values].

    The documents in the ZIP file will be uploaded in the section updating existing documents in the selected Section. To ensure that a specific ZIP file will be used only once (and not uploaded several times even if the documents it contains have not been modified), it will be renamed in the FTP server by appending the �ld� extension to it. If the user on the FTP server wants to change to content of one or more documents he/she will create a new ZIP file with the original name in the FTP server.

    * The "Auto Bulk Upload" function can be used to update the existing linguistic versions of document. Document versions that do not exist will not be created.

    * The user must have administrative permissions on the section to use the "Auto Bulk Upload" function.

    Email Interface for Uploads - WEB version

    The Web version of the E-mail interface for uploads allows for uploading a document via an email interface.

    This mechanism can be found:

    • In the "Library Section" form, by pressing the button, to create a new document.
    • In the "Version Control" form, by pressing the button, to upload of a new linguistic version.
    • In the "Document Commit" form, by selecting the "Commit via e-mail" tab, to commit a new version.

    After clicking on each of the above links two new windows are created. The first is an e-mail client window, initiated to send e-mail to CIRCA user. The second window provides the proper information needed to perform the task, as well as instructions to the user. An example is depicted below.

    To properly build a valid email for uploading a particular document, the user should perform the following steps:

    • Copy the text presented in the new browser window, after the sequence of # characters and paste it in the e-mail client window,
    • Attach the desired document to email form (Consult your Email Client manual on how to attach a file to an email form),
    • Optionally fill any of the provided document attributes (Language, Title, Author, Issue Date, Ranking and Disable Notifications) in the following way:
      • Language: The ISO code of the desired language. A single entry is only permitted (i.e. Language EN),
      • Title: The title of the document (i.e. Title My New Document),
      • Author: The name of the author of the current document (i.e. Author John Smith),
      • Issue Date: The date that the document was issued (i.e. Issue Date 10/06/2000). If left empty the current date will be automatically placed instead.
      • Ranking: Choose one of the available values of Public, Internal.
      • Disable Notifications: The Library service notification mechanism can be disabled for this email upload only. Enter 1 for Yes and 0 or nothing for No.
    • Send the mail.

    An example of a ready to send email form is presented below.

    Your email address in your mail client configuration should be the same with the email address that corresponds to your CIRCA user name.

    If the process is unsuccessful it may be due to the following reasons:

    • The user does not have access permissions for uploading the document,
    • The email address of the user (specified in the CIRCA Directory) does not match with the originator of the email sent to CIRCA (i.e. the originator email address of your mailer is not the one corresponding to your CIRCA user name).
    • The user tried to perform a "Commit via email", but the document pool was checked out by another user.

    E-mail interface for uploads - FTP Mail version

    A user can upload documents via E-mail without accessing the CIRCA web site. User shall send the email to the CIRCA installation user email address (ask the CIRCA administrator or your Leader for this email address), providing the desired document attached. There are three types of emails a user can create for uploading documents:

    • Email for uploading a document in a new document pool.
      • The subject of the message must be: "UPLOAD_DOC REQUEST"
      • The body of the message must include the following lines:
        user <user name>
        top <Top name>
        group <Interest Group name>
        put <The library path of the section>
        language <the language of the document>(Optional)
        
      The "Top name" is the string presented in the URL of the current page between /Members/irc/ and the next / character.

      The "Library path of the section" is the string presented in the URL of the current page between library?l= and &.

      For example, if the URL of the section is http://circahost/Members/irc/virtualcirca/ig/library?l=/new_library_path&vm=detailed&sb=Title the "Top name" is virtualcirca the "Library path" of the section is /new_library_path . The top library section is denoted by the / character.


    • Email for uploading a new linguistic version in an existing version of a document.
      • The subject of the message must be: "UPLOAD_LAN_REQUEST"
      • The body of the message must include the following lines:
        user <user name>
        top <Top name>
        group <Interest Group name>
        put <The library path of the document pool>
        version <The version of the document>
        language <the language of the document>
        
    • Email for uploading a new linguistic the next version in an existing document pool.
      • The subject of the message must be: "UPLOAD_VER_REQUEST"
      • The body of the message must include the following lines:
        user <user name>
        top <Top name>
        group <Interest Group name>
        put <The library path of the document pool>
        language <the language of the document>
        version <the version of the document>
        
      * Your email address in your mail reader configuration should be the same with the email address that corresponds to your CIRCA user name.

      Optionally attributes "title", "author", "ranking" and "issue date" can be defined as in WEB version of E-mail upload.

    One example of each email form is depicted below:

    If the process is unsuccessful it may be due to the following reasons:

    • The email originator did not provide the information required by CIRCA to perform the task.
    • The user, as appears in the "user" line in the message body, ("gsmith" at the example) does not exist in the Who is who or is not a member of the Interest Group.
    • The user does not have access permissions for uploading the document,
    • The email address of the user (specified in the Who is who) does not match with the originator of the email sent to CIRCA (i.e. the originator email address of your mailer is not the one corresponding to your CIRCA user name).
    • The user tried to perform a "Commit via email", but the document is currently checked out by another user.

    Save Archive

    A user with the appropriate permissions (e.g. leader) can select documents and/or sections within a specific section for saving locally as an archive by following the steps presented below:

    1. Go to the Library Section that contains the document(s) and/or section(s) that you wish to save.
    2. Select the document(s) and Section(s) to be saved. You may save both document and sections simultaneously.
    3. Press the button. A table with information about the document(s) and section(s) selected will be presented, along with information about the created archive and two buttons.
    4. Press the "Download Now" button to initiate the download, or the "Exit" button to cancel the operation.
    * The Archive's Format: The archive created is a zip file. This archive contains a file named index.txt that contains information about the attributes of the sections and the documents in the archive. These attributes are all the relevant attributes including the user defined ones.
    The attributes for the library sections are 'Language, Filename, Title, Abstract', where the Filename is the unique name of the section in the zip file, while the Language attribute defines the data language in which the title and abstract is given.
    The attributes for the library documents are 'Language, Version, Linguistic, Filename, Title, Keywords, Author, Expiration, Ranking plus the configurable attributes present in the Interest Group (if there are no IG library attributes set, then the CIRCA configurable library attributes are used). Finally, the library documents' filename field contains (as a prefix) the unique subsection name (if any) where this document file is located.

    Restore Archive

    A user with the appropriate permissions (e.g. leader) can restore a directory structure in a section from an archive previously saved (with the procedure described above), by following the steps presented below:

    1. Go to the Top Library Section.
    2. Press the button. A screen titled "Library Restore" will be presented.
    3. Enter the filename of the previously saved archive in the "File to Upload" text field, or select the archive by clicking on the "Browse" button.
    4. Press the "Upload button" to initiate the upload, or the "Exit" button to cancel the operation.

    Create Library Dossiers

    Dossiers are used as folders containing references to documents in the Library, helping users group together any documents in Library. Each dossier, created in the Library, is also accompanied by attributes (i.e. Title, Abstract, the Author's name, etc).

    1. Go to the library section in which you wish to create the dossier
    2. Select the button and you will be presented with the CIRCA upload options
    3. Select the "Upload" page to enter the Library Document Upload Form
    4. Fill in the fields:
      • Language [valid values: predefined values],
      • Version [valid values: Two integers separated by a "." (otherwise the default 1.0 will be used)],
      • Select the 'Dossier:' option and press the 'Add Document' button to open a popup file selection window containing documents located in any section of the library. Then, select the files to put in the dossier [valid values: predefined values],
      • Linguistic [valid values:predefined values],
      • Title [valid values:all characters except <, >],
      • Keywords [valid values: predefined values],
      • Author [valid values: all characters],
      • Expiration Date [valid values: dd/mm/yyyy, values in the range 01/01/1901 - 31/12/2037],
      • Ranking [valid values: predefined values],
      • Abstract [valid values: all characters],
      • Issue Date [valid values: dd/mm/yyyy, values in the range 01/01/1901 - 31/12/2037],
      • Reference [valid values: all characters],
      • Status [valid values: predefined values].

      These are the default fields and it is possible that there may be more or less fields depending on the configuration that the Interest Group Leader has done to the Document Information table as described in the Customised Library Document Attributes section. The "Title" field is mandatory.
    5. Check the checkbox with label 'Start a newsgroup discussion on this document.' if you want to start a newsgroup discussion on this document.
    6. Check the checkbox with label 'Disable the notification mechanism for this upload.' if you want to deactivate the notification mechanism for the current upload only.
    7. Click the "Upload" button and the following message shall be displayed "SUCCESS: Dossier 'xxxxxx', language 'XX (XXXX)' uploaded".
    8. Press the "OK" button to return to the library section where you have initiated the upload. In the Library listing of the section where you uploaded the dossier item, now contains an entry with the dossier document you uploaded (sorted by upload date). The icon that appears before the "Title" depicts the file format of the document. The icon next to the "Title" indicates that this is a newly uploaded document.
    It is important to keep in mind that the document attributes that appear on your screen may be different from the ones presented above due to the fact that your Interest Group Leader can customise the Library Document Attributes. In this case the information table of any document or the upload form of any document will contain these new attributes.

    Create Library Sections

    If you have 'edit' access rights you can create new Library sections by following the steps presented below:

    1. Select the button within any Library Section. You will be prompted to the "Library New Section" form.
    2. Select the "Language" in which you provide the information. The available options are included in a drop-down menu containing 136 languages.
    3. Provide a "Title" for the new Section and if appropriate a short description "Abstract" [valid values: all characters]. The Title is a mandatory field [valid values: all characters except <,>].
    4. Optionally, you can set an "Expiration" date for the new Section. Click on the button to get the Calendar popup window and select the desired date. After this Expiration date has passed, the section is marked with the icon in the library listing page and it can be listed in the "Expired Files Management" administration, which is available to the IG Leaders
    5. Press the "Show additional language.." button to provide information in an additional language, other than the one(s) that is/are already displayed. You can also modify the current displayed language(s).
      • Select a new Language
      • Type a title(compulsory) and an abstract(optional)
      • Press the "Show additional language.." button again to add a new language and repeat the last two steps
    6. Press the "Create" button to submit the form. A second screen will inform you that the section has been successfully created, displaying the title and the abstract of the New Section.
    7. Press the "OK" button to return to the home library section index page. The new section is created and an entry is displayed in the index page.

    Create Library Shared Sections

    If you have 'edit' access rights you can create a new Library section that links to an existing section shared by another IG. The existing section is also referred as original section. The steps to complete this task are presented below:

    1. Select the button within any Library Section. You will be prompted to the Library New Section form.
    2. Select the "New Shared Section" tab.
    3. If any section(s) is (are) made available (i.e. shared) by other IGs, then they will be presented in a new form.
    4. Choose the desired shared section from the list, to which your actual section will link to.
    5. Press the "Create" button to submit the form. A second screen will inform you that the section has been successfully created (actually a link to the original section is created), displaying the title and the abstract of the New Section.
    6. Press the "OK" button to return to the parent library section index page. The new section is created and has an entry in the index page.

    Section Administration

    If you have 'edit' access rights (usually only the Leader has) you can manage the existing Library sections. From the Library Service home page or from any other section select the button. You will be prompted to the "Section Administrate Tab Control page" where you are presented with the following options:

    • Modify
    • Access Control
    • History
    • Share Section

    Modify the Section Information

    1. Press the "Modify" tab control link
    2. Modify the Language, Title and/or the Abstract of the selected section.
    3. You can modify the Owner of the section (unless you are in the Top library section). If the newly defined owner is not a member of the specific Interest Group, the previous owner will be used instead.
    4. Modify the Expiration date of the selected section.
    5. Press the "Show additional language.." button to provide information in an additional language, other than the one(s) that is/are already displayed. You can also modify the current displayed language(s).
      • Select a new Language
      • Type a title(compulsory) and an abstract(optional)
      • Press the "Show additional language.." button again to add a new language and repeat the last two steps
    6. Press the "Submit" button in order to proceed with the modification or alternatively press the "Exit" button to exit. The section attributes will be modified accordingly.

    Set-up Access Controls

    You can set Access Control rules for a selected section through the following steps:

    1. Select the "Access Control" tab control. You will be presented with the "Library Access Control List" page, where you can view/configure the permission overwrites of any "User" or "User" Profile for the selected section. Within this page you can see: The "Access Control List" indicating the library path, the "existing Access Control List" displaying the permissions overwrites status of "Users" or "User Profiles", and the "Add to the Access Control List".
    2. Go to the "Add to the Access Control List" within this table and select the "User" or "User Profile" and the suitable "Access control" to be applied. For selecting which User access rights you want to change, do the following:
      • Press on the "Add" button next to the "User" text field. A pop-up window will be presented containing the "Show Users" Form.
      • Enter a full or partial User Name in the corresponding text field and press the "Search" button. A list of Users that match will be presented right beneath the text field (the results will contain only users that are not already in the Access Control List and cannot administrate this Service).
      • Check the box next to the Users you want to select and their names will be listed on the "Selected Users" text field on the top.
      • Press the "Add" button to copy the list back to the "Access Control List" page, or press the "Exit" button to cancel the selection and close the window.
      Available Access Control options are:
      • Revoke Permissions
      • Access only
      • Edit Own Documents
      • Full Edit
      • Administrate
    3. Press the "Save" button and a message of the form "Access Control List has been saved successfully" will appear indicating that the Access Control rules has been successfully applied.
    * You may modify the permission overwrites of a "User" or a "User Profile" by selecting the new permission overwrites mode that you wish to assign for this particular "User" or "User Profile". The permission overwrites are valid for the current section and they are recursively applied to all its subsections. The Access Control mechanism can not be used for diminishing permissions of a "User" or a "Profile"

    The following table give all the possible combinations of access control list settings and current user profile permissions. The cell with the dash symbol denotes an impossible combination. You cannot assign an access right to a user or a profile which already have it. Only additional access can be granted through the access control mechanism.
    The columns represent the current permissions of a user or profile and the rows the assigned by the Access Control mechanism permissions. The cells in the inner of the table represent the effective permissions of the user or profile which are produced by these two sources of permissions.

    Access
    Controls
    permissions
    User Profile permissions
    No Access Access Only Edit Own Documents Full Edit Administrate
    Revoke Permissions No Access Access Only Edit Own Documents Full Edit Administrate
    Access Only Access Only - - - -
    Edit Own Documents Edit Own Documents Edit Own Documents - - -
    Full Edit Full Edit Full Edit Full Edit - -
    Administrate Administrate Administrate Administrate Administrate -

    Depending on your Access Rights, you may Enable or Disable Anonymous Access for a particular Section by making the appropriate selection from the provided drop-down menu.

    When you apply permissions overwrites at an individual user level, only the selected user(s) will be automatically granted the assigned access mode for the selected section.

    When you apply permissions overwrites at an Access Profile level, all the users of the selected Profile will be automatically granted the assigned access mode for the selected section.

    In the case where you apply permissions overwrites to a user and a Profile to which this user belongs, the one that grants more access privileges will take precedence.

    The "All Entries"button will generate a list of the currently available access control rights that apply to the selected directory.

    History Information

    If you have 'edit' access rights you can view the History information of the Selected section.

    1. Press the "History" tab control to access the Section history page. Within this page, you should see a long table listing the dates, the users the actions and the versions associated with this section since it was initially created (e.g. LIB_NEW_SECTION describing section creation).
    2. Press the "Exit" button to return to the Information page.

    A detailed list of the possible actions along with a description is presented within the following table:

    ActionDescription
    LIB_ACL_UPDATELibrary Service Access Control List Modification (Followed by: the updated item)
    LIB_AUTO_UPLOADLibrary Service Auto (Bulk) Upload of document(s) (Followed by: the destination path)
    LIB_AUTO_UPLOAD_DISABLEDDisable (remove an existing crontab entry) the specified entry for Auto (Bulk) Upload of document(s) within the Library Service (Followed by: the upload path destination)
    LIB_AUTO_UPLOAD_ENABLEDEnable (add a new crontab entry) the specified entry for Auto (Bulk) Upload of document(s) within the Library Service (Followed by: the upload destination path)
    LIB_AUTO_UPLOAD_FAILEDERROR: Failed to properly execute the Auto (Bulk) Upload mechanism in its entirety (Followed by: the upload destination path)
    LIB_BULK_DOWNLOAD_FAILEDERROR: Cannot bulk download the selected set of documents and/or (sub)section(s) (usually if a chosen file is found to be unreadable or the Email Service has been disabled by the IG Leader) (Followed by: filename path: Unreadable filename(In the former case))
    LIB_BULK_EMAILSuccessfully sent the selected document(s) and/or (sub)section(s)
    LIB_BULK_EMAIL_FAILEDERROR: Cannot send the selected document(s) and/or (sub)section(s) via email to user that has placed the request (because either the email address of the user does not exist or a different internal error) (Followed by: Either:No email for user (userID) or the reason-of-failure message)
    LIB_DELETELibrary Service selected document(s) and/or (sub)section(s) have been successfully deleted (Followed by: section's path)
    LIB_DELETE_FAILEDERROR: Library Service selected document(s) and/or (sub)section(s) have not been successfully deleted (Followed by: section's path Reason: reason-of-failure message)
    LIB_DISABLE_SHARING_FAILED ERROR: The attempt for disabling a library section from being shared has failed because cannot tie with the appropriate DB
    LIB_DOWNLOADSuccessfully fulfilled a user's request about downloading an item from the Library Service (Followed by: the item's path)
    LIB_ENABLE_SHARING The request for making a library section shared has been successfully satisfied (Followed by section's key)
    LIB_ENABLE_SHARING_FAILED ERROR: The attempt for enabling a library section to be shared has failed because cannot tie with the appropriate DB
    LIB_KEYWORD_ADDLibrary Service keywords list updated with a new entry (Followed by: the new keyword entry)
    LIB_MODIFYLibrary Service item modification (metadata and/or item itself) has occurred (Followed by: the item's path)
    LIB_NEW_SECTIONLibrary Service new (sub)section has been successfully created (Followed by: the section's path)
    LIB_NEW_SECTION_FAILEDERROR: Could not create new library section object (Followed by: the section's title in parent path name)
    LIB_NEW_VM_SECTIONLibrary Service new Virtual Meeting (sub)section has been successfully created (Followed by: the section's path)
    LIB_NOTIFICATIONSLibrary Service (sub)section notifications' list has been successfully updated (Followed by: the section's name: the comma separated users ID list)
    LIB_NOTIFY_AUTOUP_FAILURE_FAILEDERROR: Failed to notify the IG user that his/her auto-upload mechanism has failed to execute
    LIB_NOTIFY_AUTOUP_FAILURE_SUCCEDEDSuccessfully notified the IG user that his/her auto-upload mechanism has failed to execute
    LIB_SHARE_SECTION Successfully made the selected Library Service (sub)section shared (Followed by the section's name)
    LIB_VIEW_HISTORYLibrary Service item history view request (Followed by: the item's path)

    Share Section

    An IG Leader might decide to share a Library section i.e. make it available to other IG that can decide to link. Thus allowing the sharing of a section will provide all the other IG library administrators the ability to render it visible from within the library area of their IGs, by creating a link to the original one. It should be noted that members of an IG that link to a shared section will have the same right on this section as they have on any of their local section (e.g. library administrators can read, remove and create library items on this section, Authors can upload documents...). Nevertheless if at any time, the IG administrator of the shared section decides to cut the link to the shared object, then all the data remains at the original IG.

    When a section is shared, it is presented with the icon in Library Service Index.

    Administration of Shared Sections

    Before administrating a link to a section, the administrator should take under consideration that:

    • Information found in the "Modify" tab corresponds to the original section. Also every modification will be applied to the original section and will influence every link to the original section.
    • Information found in the "Access Control" tab corresponds to the link. Also every modification will be applied only to the link and will not influence the original section.
    • Information found in the "History" tab corresponds to the link. Also every action (i.e. Document Upload, Download, Delete...) in the link will be recorded in the history file of the link, but not in the history of original section.

    Move Sections/Documents

    Depending on your access rights, you may move documents or sections within the Library. In order to perform these actions you need to follow the steps presented below:

    1. Go to the Library Section that contains the document(s) and/or section(s) that you wish to move.
    2. Select the document(s) and Section(s) to be moved. You may move both document and sections simultaneously.
    3. Press the button to initiate the move process. You will be prompted with a table indicating:
      • The Selected documents and Sections with information "Type", "Title", "Size", "Owner", "Comments"
      • All possible target destinations where you should choose the preferred one
      • The Sections and Sub-sections that comprise the entire Library.
    4. Select any of the target sections and press the "Move Item" button. Verify that the selected documents and/or sections exist now under the new library section.
    When you move a section, its entire content is moved as well.

    When you move a document that is of type url, the reference to the url is preserved.

    When you move documents after having included them in a dossier, the links in the dossier are not updated and the dossier looses the reference to these documents.

    When you move a document that is of type dossier, the references of the dossier to other documents are preserved.

    Copy Documents

    Depending on your access rights, you can select and copy documents within the Library. To do this, follow the steps presented below:

    1. Go to the Library Section that contains the document(s) that you wish to copy.
    2. Select the document(s) to be copied.
    3. Press the button to initiate the copy process. You will be prompted with a table indicating:
      • The Selected documents information "Type", "Title", "Size", "Owner", "Comments"
      • The Sections and Sub-sections that comprise the entire Library.
    4. Select any of the target sections and press the "Copy Items" button. Verify that the selected documents exist now under the new library section.

    Delete Sections

    If you have 'edit' access rights over the Library service, you may delete any of the existing Library sections. In order to perform this action you need to follow the steps presented below:

    1. Browse through the Library sections to locate the sections to be deleted and place a check-mark next to their entry. You may select to delete more than one items in one-go.
    2. Select the button to proceed with the deletion process. You will be presented with a table containing the "Type", "Title Size", "Owner", and "Comments" of the item(s) selected.
      A Warning will be issued:" Deletion is irrecoverable". If one or more sections are selected for deletion the following text will be appended to the Warning message: "Deleting a non-empty section will delete all its documents and subsections".
    3. Press the "Delete" button to initiate the deletion process or alternatively press the "Exit" button to abort this operation.
    4. Verify that the selected item(s) has been removed.
    * You are not allowed to delete the main Library section.

    Section Notifications

    CIRCA may notify you via e-mail about new documents that have been uploaded to the Library or any of its sub-sections. There will also be a notification issued upon upload of a new version of existing documents. (On the other hand, the restoring of files and/or sections by an authorized person does not trigger any notification). The following options apply:

    • Notify, meaning that you are notified by E-mail whenever someone adds a new document to the current section.
    • Download, meaning that you will automatically receive the newly uploaded document as attached file via E-mail.

    When uploading a zip file containing many documents, with bulk upload, "Notify" will attach the file "index.txt" (included in the zip file) to the email, while "Download" will attach the zip file. Therefore the users will receive one email notification and not a separate one for each document inside the zip file. To enable either of the above notification option, follow the steps presented below:

    1. Go to the main Library section or any particular sub-section for which you wish to be notified and select the button. (If you ask for notification in a particular sub-section, you will only be notified if documents are uploaded/updated in that particular section and all its sub-sections). Note that this button does not appear if you don't have an email address.


    2. You will be prompted to the Library Section Notification Information page.


    3. Select from the given drop-down menu the notification Status that suits your needs:
      • Download in order to automatically receive by E-mail the document whenever someone adds a document to that particular section or its sub-sections.


      • Subscribe in order to receive information on any document that has been uploaded to that section. The notification will be send to your E-mail address registered in the CIRCA Directory. The E-mail will contain the following information:
        • The first name, surname and e-mail address of the user who uploaded the document.
        • The server name, the service name (or "Top name") and the interest group name defining exactly the IG where the document was uploaded.
        • The name of the library section, of the above IG, where the document was uploaded.
        • A list of the document attributes.
        • A link to download directly the new document.

      • Unsubscribe to cancel your notification subscription for that particular section. CIRCA will stop sending notifications for this section even though notifications are set in a parent section.


      • Not Specified, means that no particular notification applies to this section.


      • Auto Subscribe, Auto Download, Auto Unsubscribe mean that the notifications of the 'parent' section will be used. For example, if one of the parent sections has notification status Subscribe, then the notification status of the current section will be set to Auto Subscribe.


      • If you have Administrative rights over the Library Service, you can set your Profile's Notification status, as well.




    4. * Profile's notification status is not displayed in the following cases:
      1. if it is not defined and you have no Administrative rights over the Library Service,
      2. if you are the CIRCA Administrator.

      Profile's notification status is considered only when the User's notification status is Not Specified. In all the other cases, User's notifications override Profile's notifications.

    5. Press the "Save" button to display the Library Change Notification Information page with the new entries at the sections subscription fields.


    6. Apply the previous steps, every time you wish to view and modify your Library notification settings.


    If you have administrative rights over the Notifications features (usually as Leader) then you are entitled to display and set the Library notification status for any user in your IG that has Library access and a valid E-mail address. In this particular case follow the steps presented below:

    1. Go to the Library section you wish to view and modify the E-mail notification status of a particular user(s).


    2. Click on the button to enter the Library Notification Information page.


    3. Select the "User" or "User Profile" that you wish to modify the Library notification status. For selecting which User Notification Status you want to change, do the following:
      • Press on the "Add" button next to the "User" text field. A pop-up window will be presented containing the "Show Users" Form.


      • Enter a full or partial User Name in the corresponding text field and press the "Search" button. A list of Users (IG Members) that match will be presented right beneath the text field (The results will contain only users that are not already in the Notification List and they can access the service having valid email addresses).


      • Check the box next to the Users you want to select and their names will be listed on the "Selected Users" text field on the top.


      • Press the "Add" button to copy the list back to the Notifications page, or press the "Exit" button to cancel the selection and close the window.

    4. Select the notification status for the selected User(s) or User Profile


    5. Press the "Save" button for the notifications to be activated.
    * Once the notification Status is set it can be modified by making an appropriate selection from the drop-down menus next to each notification table entry. Keep in mind that you can modify more than one notification status in one-go via multiple selections.

    * If the section is a Link to an original section, notifications form corresponds to the link not to the original section.