Documents

Adding Documents to the ODP Repository

Documents are separate files that represent various kinds of media such as memos, reports, spreadsheets, pictures, images, videos, etc.  When you add a document to the ODP repository, you will need to describe the document by providing a title and optionally a description, citation, and physical location of the original. Uploaded documents can be associated with data packages.

To add documents to the ODP:

  1. From the Data & Documents tab, click on Add Data or Documents in the tab’s menu bar.
  2. Click on Documents or Reports to open the Document Details page in edit mode.
  3. Enter information about your document by either typing directly into a text box, or by selecting an option from a drop-down list.  If the option you need to characterize your document is not in the drop-down list, contact the TRRP Data Steward to request that it be added. The Title field is mandatory, and you must upload your document file or provide a link to the file (the Document source field) before the entry can be saved.
  4. When done, Save your new entry Save icon or click on Cancel Cancel icon to abandon your changes.

The fields on the Document Details page are:

Citation Full reference for the document, including author, year, title, journal details or publisher information as appropriate.
Document Source The uploaded document file, or a link to it (mandatory).  Click on the Browse button to search for and select your document, or enter a URL into the text box provided.
River system Specifies the system covered by the documentation, e.g., Trinity.
Title Report title (mandatory).
Document type Specifies the type of document, e.g., report, audio file, map, etc.
Status Public or secure.  Secure items can only be seen by users who are logged into an account.
Category Specifies the category of document, e.g., technical report, presentation, planning document, etc.
Publication date Year, month, day of publication.
Physical location Where the document can be found, e.g., a particular library.
Description An abstract containing the document’s main messages.
Author Last name, first name of the document’s author(s).
Organization The organization with which the author is affiliated, or the organization responsible for publishing the document.
Is visible A checkbox called Is visible in external links to ODP. When this option is checked, the document will be accessible to viewers of other, related, web sites (e.g., the TRRP web site).

Viewing and Editing Document Details

The Document Details page opens when you click on the hyperlinked text of an item returned by a search for Documents, and displays detailed information about the selected document. Click on the printer icon Printer Icon to open a “printer friendly” version of the page that can then be printed using your browser’s controls. 

Users logged into the ODP with an account can also:

  • edit  Edit Icon document details;
  • categorize documents to a finer degree by associating them with existing tags; and
  • delete Trash Can documents from the repository. 

To edit document details:

  1. From the list of documents returned by your search, open the one you wish to edit by clicking on the hyperlinked text.
  2. On the Document Details page, click on the Edit icon Edit Icon to launch the editor.
  3. The fields can be edited either by typing directly into a text box, or by selecting an option from a drop-down list.  If the option you need to characterize your document is not in the drop-down list, contact the TRRP Data Steward to request that it be added.
  4. Click on Change to add or change the document associated with the entry (Document source field).
  5. When done, Save your new entry Save icon or click on Cancel Cancel icon to abandon your changes.

At the bottom of the list of fields, the date on which the item was Added to the repository, the last date on which the item was Updated, and the ODP username of the individual responsible for adding/updating the item are shown.

To add a tag to a document:

  1. From the list of documents returned by your search, open the one to which you wish to add a tag by clicking on the hyperlinked text.
  2. At the bottom of the Document Details page, open the Tags drop-down and select the tag that best characterizes the document. If the tag you need to characterize your document is not in the list, contact the TRRP Data Steward to request that it be added.
  3. Click on the green Add button Add Item Button to establish an association between the selected tag and the open document.

You do not need to be in edit mode to add a tag to a document.

To delete a document from the repository:

  1. From the list of documents returned by your search, open the one you wish to delete by clicking on the hyperlinked text.
  2. On the Document Details page, click on the trash can icon Trash Can to delete the document from the repository.