Document Database

Invenio has been chosen as the electronic document management systemfor CLASSE. Please see DocumentDatabase for general documentation maintained by the Computer Group.

Logging In

To ensure these documents are only viewable by current CLEO Collaborators, users must login using their LEPP Network Principal and be a member of the cleo group maintained in Invenio by the CLEO Spokes. To access any restricted documents, you should login to W4restrict using your LEPP username and your LEPP Network password.

• This is required for Invenio's personal account information and to keep track of changes, etc. After clicking on the login link in the upper-right corner, users should use the W4restrict login method (the default option).
• Please do not use the "register" link to create a new account. When logging in for the first time as described above, a new account will automatically be created using the proper information. This account will use your LEPP email (which is the unique identifier for an account) and LEPP userid (as the Invenio "nickname"). Because the Invenio CLEO group is also used to restrict access to CLEO documents not stored in Invenio, it is important that your Invenio nickname and email address are not changed. Forwarding of locally generated emails to local accounts will continue to be supported, so there should be no need to modify the email address stored in Invenio.

Accessing CLEO documents

To access restricted CLEO documents, you must be a member of the CLEO invenio group. Please follow these steps to request admission to the CLEO group:

1. log into https://documents.classe.cornell.edu as spoke.
2. click on groups in the upper-left hand corner of the screen
3. click on Join new group
4. select the CLEO group from the dropdown menu, and click on Join group.
   • a notification will be sent to the administrator of the CLEO group.

Approving access to the CLEO group

The CLEO Spokes must approve requests to join the CLEO group as follows:

1. log into https://documents.classe.cornell.edu
2. click on groups in the upper-left hand corner of the screen
3. click on Edit members for the CLEO group.
4. select the desired user from the Members awaiting approval drop down list, and click on Accept member (or Reject member)

CBX Reports

The CLASSE Documents can be accessed from https://documents.classe.cornell.edu.

Submitting or Modifying CBX Notes

After logging into the Invenio web interface:

1. click on Submit
2. click on CLEO Submission
3. select CBX Notes
4. click on the button corresponding to the action you want to perform
   • click on Submit New Record to submit a new CLEO CBX Note
   • click on Modify Record to modify the fields (Title, Author, Abstract, ...) of an existing record. The "Report Number" is the CBXYYYY-NNN number of the document you wish to modify.
   • click on Submit New File to upload a new file, or update an existing file, to an existing record. Note that old versions of updated files are preserved.
5. (The remainder of these instructions assume you are submitting a new CBX note.) On the next page, fill out the Title and Authors. No LaTeX is needed. Note the format for authors: Family Name, Initial(s).
6. Add a few keywords (one per line) that will help someone find your paper in a search.
7. Click finish submission
8. You should now have the CBX number assigned to your document.
9. Edit your document to include the correct CBX number.
10. Return to the Submit window via the tab near the top of the page (second from the left). As before in this window, click on CLEO CBX Reports.
11. On the next page click on Submit New File.
12. On the next page enter the number of the revised document and click finish selection.
13. Again, the Submit New File window invites you to input the pdf file. At Line 1 (drop down window), choose Add Main Document. At Line 2 use Choose File to provide the file name to the program. At Line 3 click on Click to send file. Click on End Submission. A window comes up warning you that you are about to submit the files and end the upload process. Respond by clicking OK.
14. You should see a new page with a message stating that your document was successfully revised.

Please note the following concerning new submissions:

• The system automatically generates a unique CBXYYYY-NNN number which the submitter sees (and receives via email).
• New submissions or modifications may not be searchable (or appear in a collection) for up to one hour.

Paper Drafts

Paper drafts (not preprints!) are maintained in the same restricted area of the document database as CBX reports, which can be accessed from https://documents.classe.cornell.edu. Authors are encouraged to use this area to maintain the most current version of a paper in development. At minimum, all papers should be deposited here in advance of the paper vote, updated prior to the 7-day post, and updated one final time before submission.

Submitting a New Paper Draft or Modifying a Paper Draft

After logging into the Invenio web interface:

1. click on Submit
2. click on CLEO Submission
3. select Paper Drafts
4. click on the button corresponding to the action you want to perform
   • click on Submit New Record to submit a new CLEO Paper Draft
   • click on Modify Record to modify the fields (Title, Author, Abstract, ...) of an existing record. The "Report Number" is the CPDRAFTYYYY-NNN number of the document you wish to modify.
   • click on Submit New File to upload a new file, or update an existing file, to an existing record. Note that old versions of updated files are preserved.
5. (The remainder of these instructions assume you are submitting a new Paper Draft.) On the next page, fill out the Title and Authors. No LaTeX is needed. Note the format for authors: Family Name, Initial(s).
6. Add a few keywords (one per line) that will help someone find your paper in a search.
7. Click finish submission
8. You should now have the CPDRAFT number for your document.
9. Edit your document to include the correct CPDRAFT number.
10. Return to the Submit window via the tab near the top of the page (second from the left). As before in this window, click on CLEO Paper Drafts.
11. On the next page click on Submit New File.
12. On the next page enter the number of the revised document and click finish selection.
13. Again, the Submit New File window invites you to input the pdf file. At Line 1 (drop down window), choose Add Main Document. At Line 2 use Choose File to provide the file name to the program. At Line 3 click on Click to send file Click on End Submission. A window comes up warning you that you are about to submit the files and end the upload process. Respond by clicking OK.
14. You should see a new page with a message stating that your document was successfully revised.

Please note the following concerning new submissions:

• The system automatically generates a unique CPDRAFTYYYY-NNN number which the submitter sees (and receives via email).
• New submissions may not be searchable (or appear in a collection) for up to one hour.

Browsing to records

1. Enter the Invenio web interface at https://documents.classe.cornell.edu
2. Search for the record using the search box. You can search any field (the default), or specific fields (including the file's fulltext). For example, try searching for "measurement" or "CBX2008".
3. Use an empty search to view the entire contents of a collection. When in the "Internal Documents," "CLEO CBX Notes," or "CLEO Paper Drafts" collection, just click on "Search" without putting anything in the search box to view the entire collection. You can then click on "Detailed record" for the record you wish to view.

Deleting a Record

In order to delete a record, please submit a service request to the Computer Group.