README.txt - A brief user's guide to IsoveraDL

Other documents in this package:
	INSTALL.txt - an installation guide
	VERSION.txt - the official version number
	RELEASE.txt - release notes
	README.txt - this file

To use IsoveraDL:

1. Log in as admin 
	i.   Open your preferred internet browser and go to the IsoveraDL index page: http://www.yourserver.com/IsoveraDL/
	ii.  Login with username "admin", password "admin".
	iii. You will see your personal home page: http://www.yourserver.com/IsoveraDL/users/myhome
		This page will be referred to as "the home page" throughout this document.
		While you are logged in, you can also visit it by going to http://www.yourserver.com/IsoveraDL/
		You may return to this page at any time by clicking the "home" link at the bottom of your screen.

Once you are logged in as the admin you can do the following from your personal home page

2. Setup users
	For each user of the system
	i.   Click the "Add a user" link
	ii.  Fill in the form
	iii. Click "save"
	iv.  You will receive confirmation of the addition of the new user and provided with a list of all the users of the system 

	Note that users may also add themselves to the system by clicking the "Register" link on the login page.

	Once new users have been added, you can view them and change their permissions by going to
		http://www.yourserver.com/IsoveraDL/users/viewAll

	There are five types of users on the system:
		Collection Administrator is the super-user
		Collection Manager may do anything the Collection Administrator can do, except for managing users
		Validator may create and validate metadata records
		Cataloger may create metadata records
		Browser may view metadata records.  All users are Browsers by default upon registration.
		Guest is an anonymous (i.e. not logged-in) user.

3. Setup your metadata structure
	i.  From the home page, go to "View the metadata structure" to view the BEN-LOM v1.0 metadata structure.
	ii. Click "Add a custom metadata structure field" link to add custom fields to the structure.

	NOTE: It will not be possible to change your metadata structure fields once they have been incorporated into the metadata record cataloging formes, and once you have created metadata records, so please be sure to finish setting up your metadata structure before proceeding to step 5.

4. Manage the controlled vocabularies
	i.   Click on the "View controlled vocabularies" link
	ii.  This page lists all of the controlled vocabularies needed to support the BEN-LOM v1.0 metadata structure.
	iii. If you have vocabularies you need to add, click "Add Controlled Vocabulary"
	iv.  To edit existing controlled vocabularies, click the "Edit" or "Delete" link next to each vocabulary.
		NOTE: It is not safe to edit or delete controlled vocabularies that come pre-installed with IsoveraDL.

	v.   You can also map one vocabulary onto another.  This can be useful if, for example, you have a more specific vocabulary that you would like to use in place of a standard BEN vocabulary, or your have a vocabulary which is a subset of a BEN vocabulary. 

		For example, suppose your discipline taxonomy contains just three terms:
			Water pollution
			Air pollution
			Endangered species

		Further, suppose that you want each of these terms to map to the BEN discipline term "Ecology".

		Create the three term vocabulary and give it an appropriate name, e.g. "Ecologic disciplines"

		Then, in the row for the "Ecologic disciplines" vocabulary, select "Life Science Discipline" from the drop down list on the right, and then click "Map To".

		You will see a screen listing the three terms in "Ecologic discipline", and all the terms in "Life Science Discipline".

		Choose all three of the terms in Ecologic discipline, and choose "Ecology" from Life Science Discipline.

		Now, click "Map these terms".

		Click "save mappings" to save the mappings.

5. Manage metadata record cataloging form 
	i.   Click the "View metadata record cataloging formes" link to view all the existing cataloging processes
	   	The predefined "BEN Cataloging Process" is the name of an metadata record cataloging form which creates records which comply with the BEN-LOM v1.0 metadata structure.
	ii.  You can preview, edit, copy or delete this process by clicking the appropriate link right under the "BEN Cataloging Process" heading

		It is recommended that you not make any changes to the "BEN Cataloging Process".
		Instead, make a copy of the process, and make changes to that copy.

		It is also recommended that you not delete an metadata record cataloging form once you have created
		metadata records with it.

		If you click the "edit" link for an metadata record cataloging form, you will be presented with a page 
		that allows you to make necessary changes to any number of fields and any number of
		pages of the process. Simply use the different buttons to move fields, remove fields
		or manage and navigate between different pages

6. Begin cataloging
	For each metadata record cataloging form in the system, you will see a link to add a metadata record using that metadata record cataloging form under "Cataloging" on the home page.  The caption for this link depends on the properties of the metadata record cataloging form, which you may edit by clicking the "Edit" link on the metadata record cataloging form management page.

	Click one of these links to begin cataloging a record.  "Add a new record" is the link for the "BEN Cataloging Process" metadata record cataloging form.

	Provide input as instructed, and click "Save and finish" when you are done.

	You will be presented with a screen asking you to confirm your input.  To save the record, you must click "Yes" on this screen.

7. Quality Control and Validation
	i.   From the home page, click the "View all records by validation stage" to see all the records in the system according to their validation stage
		There are 6 validation stages:
		1. Uncreated - records whose creation hast not yet been confirmed
		2. Unassigned - records which have been created but not assigned to validators
		3. Assigned - records which have been assigned but not validated
		4. Validated - records which have been validated and are part of the collection
		5. Unvalidated Archive - records which have been removed from the collection before validation
		6. Validated Archive - records which have been removed from the collection after validation
	
	ii.  From the home page, click "Assign unvalidated records" to assign unvalidated records to validators
	iii. From the home page, click "View all validations assigned to you" to view and then validated the records/fields you have been assigned to validate

8. Metadata Records
	Click the "View metadata records" to view all the metadata records in the system.  Note that this screen displays all records in the system, regardless of their validation stage.  It is meant as a tool for administrators and catalogers to keep track of the records on the system, not as a browse tool for external users.  A future browse plugin may provide this functionality.


To use the Peer Review System:

1. Access the Peer Review main page:
	After login, click on the "Peer Review" link in the task bar at the top of the IsoveraDL Home page.
	This page will provide you with links to all Peer Review tasks that are permitted for the user group you belong to.
	Throughout this document this page will be referred to as the "Peer Review main page"

2. Create/Edit forms for Peer Reviewers:
	i .   In the Peer Review main page click on the "Add Review Form" link.
	ii.   Provide a name, description and help text for the form and click the submit button. 
		Throughout the system this form will be identified by the name you provide here.
	iii.  After you submit the form information you will be able to add questions/fields to the form.
	iv.  Add one question at a time by filling in the "Add Question" form and then clicking the submit button.
	v.   A preview of the form is available at the bottom left corner of this page.
	vi.  Once you have added all the questions to the form click on the "Save" button to save the form.
	vii. After saving a form you can access/edit the form from the "View Review Forms" page which is accessible via the "View Review Forms" link form the Peer Review main page.

3. Create/Edit workflows for Peer Review:
	Once you create a workflow and associate it with an metadata record cataloging form (see below), any Record you upload through the metadata record cataloging form will initially be subject to Peer Review before it is read to be validated through the Quality Control and Validation module.
	If you have an metadata record cataloging form that you use to upload both Records that need to be peer reviewed and Records that don't need to be peer reviewed, then please create a copy of that metadata record cataloging form (see section 5 above) and associate the copy with the workflow. This way you will be able to use the Original metadata record cataloging form to upload Records that do not need to be peer reviewed and use the Copy of the metadata record cataloging form to upload Records that do need to be peer reviewed.
	i.   In the Peer Review main page click on the "Create a new peer review workflow" link.
	ii.  Provide a name for the workflow and select metadata record cataloging form(es) for the workflow by checking the check box next to each metadata record cataloging form you want to associate with the workflow.
	iii. The page will contain buttons for adding/deleting steps and saving or canceling the workflow. Add one step at a time to the workflow by clicking on the available "Add a STEP" buttons.
		- The available steps are Assignment, Single Review and Parallel Review.
		- The first step must be an Assignment step, therefore initially only the "Add an assignment step" button will be available.
		- An Assignment step may be followed by another Assignment Step, a Single Review Step or a Parallel Review Step, therefore after adding an Assignment Step you will see buttons to add Parallel/Single Review steps. 
		- All Single and Parallel Review steps must be preceded by an Assignment step.
		- The final step of the workflow has to be a Single Review Step, otherwise it will not be possible to save the workflow.
	iv.  Add an Assignment Step:
		- Clicking on the "add an assignment step" button will take to the Add/Edit Assignment Step form
		- Provide a name for the step, e.g."Admin assigns to Peer Reviewers". This step will be represented by this name throughout the system.
		- The Assigning Group filed allows you to select the User Group(s) eligible for assigning the tasks for the next step in with workflow when a Record reaches this assignment step.
		- The Working Group field allows you to select the User Groups(s) eligible for working in the next step of the workflow. 
		- Set the minimum and maximum number of assignments. If the next step is a Parallel Review Step then using the minimum value you set here will be used to progress the record further along the workflow.
		- Set the time the Assigning Group will have to assign tasks for the next step to the Working Group
		- Save the step by clicking on the "Add Step"
		- You will see the name of this step appear near the top of the page where a summary of the workflow is available. Click on the name to edit the step. 
	v.  Add a Parallel Review Step:
		- Clicking on the "add a parallel review step after this step" button will take to the Add/Edit Parallel Review Step form
		- Provide a name for the step, e.g."Peer Reviewers Perform Review". This step will be represented by this name throughout the system.
		- Select the form you want the reviewers to see when they come to perform the review. If you do not have the required from available please create it first (see above for details on form creation)
		- Set the assessment options for the reviewers’ one per line, e.g. they could be Good, Average, Poor or 5 stars, 4 stars, 3 stars etc. 
 		- Set the time limit for the Parallel Reviewers to complete this step.
		- Save the step by clicking on the "Add Step"
		- You will see the name of this step appear near the top of the page where a summary of the workflow is available. Click on the name to edit the step. 
	vi. Add a Single Review Step:
		- Clicking on the "add a single review step after this step" button will take to the Add/Edit Single Review Step form
		- Provide a name for the step, e.g."Final Single Review Before Validation". This step will be represented by this name throughout the system.
		- Select the form you want the reviewers to see when they come to perform the review at this step. If you do not have the required from available please create it first (see above for details on form creation)
		- Specify redirect options for the Single Reviewers. This will allow reviewers at this step to redirect the review to one of the previous assignment steps you check here. 
 		- Create a template for the email the reviewers at this stage will be able to use to send emails to the author of  the Record if they have any questions.
		- Set the time limit to complete this step.
		- Save the step by clicking on the "Add Step"
		- You will see the name of this step appear near the top of the page where a summary of the workflow is available. Click on the name to edit the step. 
	Once you have added all the steps to the workflow, click on the "Save Workflow" button to save the workflow. 	
	You can edit your workflow from the View Workflow List page accessible through the "View peer review workflow list" link in the Peer Review main page.
	If you edit a workflow, Records that were already being reviewed using the old workflow will continue to use the old workflow. Therefore when you edit a workflow a copy of the workflow will be created and saved. New Records will use this workflow.
	Note about "time to complete step": if steps are not completed by the specified time limit for the step the system will need to send Reminder Emails to the personnel assigned for to do the task in the step. 
	However you will need to set up a Cron job (or schedule a task) to run the "Send Reminder Email" module every day to make sure the system does it automatically. Basically your cron job needs to run 
	http://www.yourserver.com/peerreview/PeerReviews/reminder_email every day. If you choose not to do so, you can make sure that the reminder emails are sent by clicking on the "Send Reminder Emails" link on the Peer Review main page once every day.
	
4. Perform Reviews:
	i.   Click on the "View reviews awaiting assignment" to assign reviews that are at Assignment steps.
	ii.  Click on the "View assigned reviews" link to re-assign already assigned reviews.
	iii. Click on the "view pending reviews" link to perform reviews that have been assigned to you.

5. Monitor Peer Review System Activities:
	i.   Click on the "View summary statistics" link to see a report of Peer Review activities in the system
	ii.  Click on the "Monitor User Workload" link to see a report of user workload in the Peer Review system.
	iii. Click on the "Peer Review Progress" link to see details of all the Peer Reviews performed in the system. 
	    You will be able to access reviews performed by reviewers, see the completed review forms for each review through this page.

		
Please email Isovera Support team at support@isovera.com with subject: IsoveraDL support, with any questions.