University of Lincoln staff users have two separate identifiers on our systems: an account ID (based on a user’s name – mine is “pstainthorp”), and a separate, six-digit internal University employee ID.

Normally, an internal employee ID number never changes. However in a small number of circumstances, an individual’s employment status changes to the extent that they are given a new, different employee ID by Human Resources.

Employee IDs are used ‘behind the scenes’ to persistently identify a user in a number of Library/ICT systems, including:

• Athens (authentication system)
• EPrints (the Lincoln Repository)
• Horizon (Library Management System)
• RefWorks
• SafeCom (printing system)
• Talis Aspire (reading lists)

[The user doesn't see their employee ID at work in these systems; they will log in using their normal account ID and password.]

If their employee ID changes, they may well lose access to their original profile on all of the above systems. This will seem mysterious to the user, because they will still be logging in to the system with an unchanged account ID (and being granted a new profile associated with their new employee ID).

In RefWorks, it’s possible to recover the contents of a user’s original profile (i.e. their stored references) like this:

N.B. this is a bit of a ‘nuclear option’ and should only be done if there’s no other way round the problem. If you don’t understand the instructions below then you definitely shouldn’t attempt it!

1. Log in to the RefWorks administrators’ site and go to Usage > Account Activity/Inactivity.
2. (You may need to change the drop-down list to view profiles that have not been accessed in a while).
3. Locate the user’s old, original profile by decoding the “Login” identifier (starts with PUID-…). It should decode to an employee ID that is no longer associated with the user. If you don’t know how to decode RefWorks PUIDs, please speak to me.
4. Click on the hyperlinked “# Logins” number to view the details of that RefWorks profile.
5. Hit the “Reset Password” button then click “OK”.
6. Make a note of the “Login” identifier (PUID-… etc.) and the new, reset password.
7. Go to http://lncn.eu/bgt3 and log in to the user’s old RefWorks profile using the PUID identifier and new password.
8. Within this RefWorks profile, go to Tools > Backup & Restore. Under “Backup”, make sure that all the “Backup Options” are ticked, and hit “Perform Backup”.
9. Once the backup is complete, download and save the resulting .rwb file.
10. Log out of RefWorks.
11. Now log in to RefWorks the ‘normal way’ via Athens, with the user’s login credentials – account ID and password (this will connect you to their new, replacement RefWorks profile associated with their new employee ID).
12. Go to Tools > Backup & Restore again. Under “Restore”, tick all the “Restore Options”, click the “Choose File” button and select the .rwb file you saved earlier.
13. RefWorks will warn you that everything in the current profile will be overwritten. If the user is happy with this, hit “OK”. The contents of the user’s new RefWorks profile will be entirely replaced with that of the old, redundant profile.
14. Now the user can continue to use RefWorks as normal.

I’ve removed all of the links below from the sidebar of my website.

If you can find a profile at any of these addresses, it’s not me.

• ACM (http://member.acm.org/~pstainthorp)
• Blogger (http://blogger.com/profile/09480156575692685770)
• Delicious (http://delicious.com/pstainthorp)
• Diaspora* (http://joindiaspora.com/u/pstainthorp)
• Flavors (http://flavors.me/pstainthorp/)
• Formspring (http://formspring.me/pstainthorp)
• Foursquare (http://foursquare.com/pstainthorp)
• Friendfeed (http://friendfeed.com/pstainthorp)
• GetSatisfaction (http://getsatisfaction.com/people/pstainthorp)
• Google+ (http://gplus.to/pstainthorp) – my actual Google profile is at: https://profiles.google.com/pstainthorp/
• Google Reader (http://www.google.com/reader/shared/pstainthorp)
• Identi.ca (http://identi.ca/pstainthorp)
• Lanyrd (http://lanyrd.com/people/pstainthorp)
• Last.fm (http://www.last.fm/user/pstainthorp)
• Library 2.0 (http://library20.org/profile/pstainthorp)
• LinkedIn (http://www.linkedin.com/in/pstainthorp)
• Myspace (http://www.myspace.com/pstainthorp)
• Paper.li (http://paper.li/pstainthorp)
• PicPlz (http://picplz.com/user/pstainthorp)
• Posterous (http://posterous.com/pstainthorp)
• Rollyo (http://rollyo.com/pstainthorp)
• Scribd (http://www.scribd.com/pstainthorp)
• Yammer (https://www.yammer.com/lincoln.ac.uk/users/pstainthorp)
• Youtube (http://www.youtube.com/user/pstainthorp)

“One important piece of work that we’re undertaking at the moment in Orbital is the facility to deposit the existence of a dataset, from CKAN and the University’s new Awards Management System (AMS), into our (EPrints) Repository via SWORD – at the same time requesting a DOI for the dataset via theDataCite API. The software at the centre of this operation is what we refer to as Orbital Bridge.”

This deposit workflow is now broadly working as it should – I think only a few tweaks would be necessary now to turn this into a working tool for the University of Lincoln.

Most urgent is the need for the University to sign up with the DataCite DOI service, which would secure a DOI for each dataset record deposited from CKAN and hence formally published by the University. This subscription should form part of the new research information service.

The underlying code could be used for other SWORD-enabled deposit from sources of metadata (e.g. the Library’s discovery system, Find it at Lincoln), to the Lincoln Repository as the University’s bibliographic ‘system of record’.

Warning: this is an extremely screenshot-heavy blog post! Click on any one of the screenshots below to view a larger image.

Here’s a step-by-step walkthrough of the entire process of adding a dataset to CKAN, and depositing it as a record in the Lincoln Repository.

1. Go to the Researcher Dashboard at: https://orbital.lincoln.ac.uk/ and click on “Sign In”.
   
   
2. Enter your staff accountID and password to sign in to the Researcher Dashboard.
   
   
3. Once you have been signed in and returned to the Researcher Dashboard, click on your name (in the top right-hand corner) and then click on “My Projects”.
   
4. You will see an overview of your research projects – both funded projects (derived from the AMS), and unfunded projects you have added locally. Click on the name of the project you want to add data to.
   
5. You will be taken to a page for that research project. On the right-hand side of this page, under the heading “Options”, click on “Create Research Data Environment”.
   
6. You will be taken to the University’s CKAN research data platform, where a page/group will have been created which corresponds to your project in the Researcher Dashboard. Sign in to CKAN using your staff accountID (there is currently no single sign-on between the Researcher Dashboard and CKAN) and password and you should be returned to the same page. However you will probably be sent instead to the CKAN home page, in which case you will have to look again for your project under the “Groups” menu.
   
7. Toward the top of the project screen in CKAN, click on “Add Dataset” > “New Dataset…”.
   
8. Fill in the form with information about the overall dataset, including the following fields:
   • Title
   • URL
   • License (N.B. US spelling!)
   • Description
     
9. Then click on “Add Dataset”
   
10. If you now click on “Further information” tab on the left-hand menu, you can add the following additional information about the dataset (this is not obvious from the initial dataset form):
    • Author
    • Author email
    • Maintainer
    • Maintainer email
    • Version
    • Summary [of changes]
      
11. To attach individual data document(s)—which CKAN refers to as “resources”—to the dataset, scroll down the page and click on “Upload a file” (there are other options) > “Choose file” > “Upload”.
    
12. Then fill in the form with the following basic information about the “resource”:
    • Name
    • Description
    • Format
    • Resource Type
    • Datastore enabled (ticked by default)
    • Mimetype
    • Mimetype (Inner)
    • “Extra Fields” (user-defined, or used by Orbital)
      
13. To deposit a record for this dataset in the Lincoln Repository, go back to the Orbital Researcher Dashboard at: https://orbital.lincoln.ac.uk/ and navigate to your project. Toward the bottom left of the page you should now see a table containing the dataset(s) you have created in CKAN for this project. Choose which dataset you want to deposit, and hit the “Publish to Lincoln Repository” button.
    
14. The Researcher Dashboard will then display a deposit form containing the following fields (some of which should be being autopopulated from CKAN fields but which do not appear to be):
    • Title
    • Description
    • Type of Data
    • Keywords
    • Subjects
    • Divisions
    • Metadata visibility [Show|Hide]
    • People
      “Publishing will publicly announce the existence of your dataset on the Lincoln Repository, as well as start the process of long-term preservation of your data.“Usually you should only publish a dataset either at the end of a research project, or if the data is being cited in a paper. Publishing a dataset will place some restrictions on the changes you can make to the dataset in the future, such as removing your ability to delete the data. It will also generate a DOI, which allows your dataset to be uniquely identified and located using a simple identifier.“Please check the information in this form and make any necessary changes, as this is the information which will be entered into the published record of the dataset.“If you have any questions about this process please contact a member of the research services team for advice or assistance.”
15. When you hit the “Publish Dataset” button, the dataset record from CKAN will be used to create a record in the Lincoln Repository. The record will be submitted for review by the Repository team, who will then make it live. N.B. for the time being, you will see an error “Validation errors: [doi] is a required string“ – this happens because the University does not currently have access to the live DataCite DOI service, which would secure a DOI for each dataset record deposited from CKAN. This should form part of the new research information service.
    
16. Here’s an example of a record in the Lincoln Repository, created from a CKAN dataset and made live by the Repository team.
    

Problems with the deposit process as it currently stands:

1. Permissions are not correctly cascaded from a project the Researcher Dashboard to a group in CKAN.
2. There is currently no single sign-on between the Researcher Dashboard and CKAN.
3. When CKAN challenges a user to log in to a group, they should be redirected back to the group page after logging in – instead they get sent back to the CKAN home page, in which case they will have to look again for their project under the “Groups” menu.
4. A minor one – in CKAN ”License” (noun) appears in US spelling (should be “Licence”).
5. In order to add all the information needed to deposit a dataset from CKAN, user has to click  ”Further information” tab on the left-hand menu (this is not obvious from the initial dataset form).
6. Some of the field labels in CKAN are a bit opaque or use technical terms (“Mimetype”) which could do with explanation.
7. When depositing to EPrints, some of the deposit fields should be being autopopulated from CKAN fields – this does not appear to be happening. The fields affected are:
   • “Description” (could be derived from CKAN dataset/resource Description fields)
   • “Type of Data” (could be derived from CKAN resource Format field)
8. Repository records created from CKAN have the data “Creator” attached, but not the “Maintainer”.
9. Repository records created from CKAN don’t have a link back to the CKAN dataset (should go in the EPrints “Official URL” field) – this will be required to provide access to the data.
10. After deposit, users see the error message “Validation errors: [doi] is a required string” – the University does not currently have access to the live DataCite DOI service, which would secure a DOI for each dataset record deposited from CKAN.

We intend that these materials will continue to be maintained and developed as part of the new University-wide research information service mentioned in a previous blog post.

The training materials can be accessed at https://orbital.lincoln.ac.uk/ and cover the following areas:

1. What is research data?
2. The research data lifecycle
3. Policies affecting your research data
4. Data Management Planning (DMP)
5. Data search and discovery tools
6. Data storage and security
7. Legal and ethical issues
8. Tools for working with your data
9. Data publishing and citation
10. Licences for sharing your data
11. Data curation and preservation
12. Workshops and training events
13. Help and support

The source text for each page is stored in an open Github repository (at http://github.com/unilincoln/rdm) in Markdown format. The page admin tools in the Researcher Dashboard can then be used to link to the source document, which is then formatted in the University’s Common Web Design.

These web pages will be used to support the ongoing RDM training for postgraduate students, which will shortly be rolled out to University staff.

(Screenshots below: correct and incorrect display of ebook pages.)

Here are some ways to stop this from happening:

1. Make sure Adobe Reader or a browser Adobe PDF plugin is installed. If a different PDF reader (e.g. Foxit) is installed, you may need to un-install it and replace with Adobe Reader. If you get errors installing the latest version of Adobe Reader (arising from residual config files left by an old PDF reader), try installing a previous version of Adobe, then upgrade to the newest version.
2. For the newest version of Adobe Reader, version XI: The newest version of Reader doesn’t include a preference setting to open web-based PDFs. Instead, you have to change your browser’s plugin settings.
3. For older versions of Adobe Reader: Older versions of Reader include a preference setting to change this behaviour. Launch Adobe Reader and go to Edit > Preferences… (Ctrl+K). Under “Categories” select “Internet”‘, then from the “Web Browser Options” section tick “Display PDF in browser” and hit OK. If it is already ticked, try un-ticking it, close down Adobe Reader, then follow the process again – this can nudge PDFs into behaving.
   
4. Try a different web browser. PDFs can stubbornly refuse to display in one browser, but behave fine in another. You may also need to close down and restart the browser, and/or delete cookies and clear the cache.
5. Check to see if the computer has download manager / download accelerator software—e.g. Internet Download Manager (IDM)—installed. If so, you may need to alter the file type settings so that the download manager does not interfere with PDF files. (Screenshot below from IDM configuration options.)
   
6. All of the above can be problematic if the user is on a work laptop which is locked-down (i.e. they can’t change settings or install software). In that case, see if they can connect to the Cloud Desktop instead.
7. Still not working? Try these pages from Adobe Acrobat Help: page one | page two.

These e-journals used to be accessible through the SwetsWise platform. This platform has now been switched off, and the University of Lincoln no longer has access to e-journals via SwetsWise.

Instead, the same e-journals can now be accessed on familiar “native” publisher platforms such as:

• Cambridge Journals Online
• Duke University Press Journals
• Edinburgh University Press
• Kluwer Law International Online
• Oxford University Press
• Palgrave Macmillan Journals
• Sage Journals
• SpringerLINK Journals
• Taylor & Francis
• Wiley Online Library

…plus a host of smaller, single-title publishers’ websites.

We know that SwetsWise has been a familiar platform for e-journals that some people will miss(!) – and while it does/did provide some consistency of access to journals across multiple publishers, there are a number of advantages to moving toward using the native publisher link for all titles, including:

1. Reduced platform costs for the Library;
2. Improved E-Resources Management (ERM) procedures for keeping e-journals up to date;
3. A better idea of exactly which titles we have access to from which publishers;
4. Academic staff tend to value the “native” publisher platform over aggregator platforms like SwetsWise;
5. Publisher platforms provide access to valued Early Publication content and extra features.

Inevitably with such a large change to so many e-journals at once, there will be the odd problem title which comes to light. If you spot any errors, inconsistencies, or problems with accessing e-journal content at the University of Lincoln, please report it.

What’s different (better!) about the new version?

• Now running the newest version of EPrints software (v.3.3);
• Styled using the University of Lincoln corporate blue Common Web Design;
• Includes the REF2014 plugin (http://www.eprints.org/ref2014/);
• Includes access to the EPrints “Bazaar” plugin store for extending the Repository (http://bazaar.eprints.org/);
• Has a greatly improved system for managing staff users (developed by David Whitehead), which should make the Repository run much faster;
• Will provide faster updates to the Staff Directory (http://staff.lincoln.ac.uk/);
• Provides a better platform for future development and integration with other University services.

Inevitably there will be a few oddities and teething problems with the new Repository. If you spot anything that doesn’t seem to be behaving, please report it using the Feedback form on the library website (http://lncn.eu/nty) and we’ll investigate.

For posterity’s sake: a screenshot of the old, green, EPrints 3.1 Repository (including the message we put on it warning of the upgrade):

And the new, CWD-blue, EPrints 3.3 version:

This replaces v.2 of Write-N-Cite which was available on the XP desktop until recently. ICT services and the Library are also working on a plan to upgrade the Cloud Desktop to the newest version of Write-N-Cite (version IV) in the near future.

Now that students & staff can connect to the Cloud Desktop from their own computer or device remotely, they can use Write-N-Cite III from off campus without having to install the software locally.

If you’re used to using Write-N-Cite v.2, you’ll find that there a few differences with version III. In particular:

“…Write-n-Cite III works with one Word document. You can make changes in the document and then click ‘Bibliography’ again. RefWorks will make the changes. Write-n-Cite v.2 works with two versions of the Word document; when you click ’Create Bibliography’ a new Word document that contains the references is made. This new document automatically gets the name Final-(title of original document).”

(Taken from the website of Erasmus Universiteit Rotterdam.) There are also differences in the way you use text switches / the Edit Citation feature to modify in-text citations between the two versions.

How to log in to Write-N-Cite:

1. On the Windows XP corporate desktop

• Click on the “Start” menu, then on All Programs > Research Software > Write-N-Cite.

  

• Click on “Athens users” to begin the login process.

  

2. On the Cloud Desktop

• Click on the Windows icon, then on Research Software > Write-N-Cite.

  

• Click on “Athens users” to begin the login process.

  

3. Alternatively, you can download Write-N-Cite IV to your own computer

To download Write-N-Cite IV:

• Log in to RefWorks via the Library website;
• Go to Tools > Write-N-Cite;
• Download and install the appropriate version (Windows/Mac) of Write-N-Cite IV;
• Copy-and-paste the Write-N-Cite Login Code – you will need this to access Write-N-Cite once it is installed;
• There is a help guide for working with Write-N-Cite on the RefWorks website.

ICT services and the Library are working on a plan to upgrade the Cloud Desktop to Write-N-Cite IV in the near future.

If you have any questions or problems with Write-N-Cite, please email: RefWorks@lincoln.ac.uk

The Lincoln Repository exists for the permanent deposit of research materials produced by our community of staff and students. Repository content can be browsed or searched through http://eprints.lincoln.ac.uk/ or through searching Google. Wherever possible, repository content is freely available for download and re-use.

As part of a project to upgrade and improve the Repository, including work to support the University’s REF (Research Excellence Framework) submission, the Repository software will be upgraded between 11-13 March 2013.

During the upgrade, material posted to the Repository will still be publicly accessible, but the Repository will be “locked”, meaning you will not be able to log in or add any new content.

The upgraded Repository will become accessible again on 13 March.

If you have any questions or concerns about this upgrade process, please email: eprints@lincoln.ac.uk

These resources tend to be smaller magazines and professional membership services, which aren’t really aimed at academic libraries, but which nevertheless our users are entitled to access.

In the old days we kept these generic usernames/passwords on a sheet of paper; later a secure web page which students and staff could log into to look up the password they needed.

Since 2005, the University of Lincoln has provided access to these resources using a “Form Capture Utility“, developed by ICT Services and running on the University Portal. This system hides the username/password from the user and logs in on their behalf. This means that generic passwords are kept secret (reducing the risk that they could be “leaked” to non-students), and has the benefit that users get one-click access to the resources, without having to look up a password from a list and fill it in themselves.

We’re now starting to phase out the Form Capture Utility, instead using EZproxy to protect access to these generic-passworded resources. The EZproxy mailing list and documentation have been very useful in helping us work out how we can use EZproxy to replicate the functions of the FCU. Using EZproxy rather than the Form Capture Utility will mean one less system to maintain, and simpler, more consistent logins for users of the library.

Technical note: this method of access via EZproxy involves using Google Chrome’s developer tools—or similar—to analyse the resource’s login method. EZproxy then provides “stanza” configuration commands for injecting the generic username/password into each resource. There are two different ways of doing this, depending on the nature of the resource. The first is simple and fairly stable, but requires that you access the resource via as specific login point. The second method is more complex, relies on JavaScript, and is more brittle (i.e. liable to break easily) – but users can link to the resource from any point e.g. using this EZproxy bookmarklet rather than having to use a special login link. Again, the username/password details are hidden from the user, and they get one-click access to the resource.

A list of the updated resources is below. Please contact me if you have any questions or comments about these new login links. As long as they prove stable, the library website and e-journals A-to-Z will be updated to use the new links.

The Form Capture Utility will then be withdrawn.