Document Database

CLASSE runs a central document database (also known as EDMS - Electronic Document Management System) to store public and private documents, publications, procedures, and figures. https://documents.classe.cornell.edu). Here are brief instructions to complement Invenio's help system (https://documents.classe.cornell.edu/help/).

Features

Our document database is run using Invenio, a digital library solution developed by CERN. It has a large and active user base, is very actively developed and supported, and is extremely flexible, scalable, and powerful. It's in use at CERN, hosts the LHC document database, is used to run the ILC document database, and many more (http://invenio-software.org/showcase).

• customizable ways of flexibly organizing documents into collections
• ability to customize and assign metadata to documents
• fast searching through records, including both metadata and the actual attachments
• customizable workflows (reviewing, approving, publishing, etc.)
• flexible access control lists to support public and private documents and control who can see and edit what.
• full version control of documents
• ability to define and assign keywords to documents, and search using those keywords
• customizable document id's, with support of multiple id's for documents and linking related documents
• multimedia support (thumbnails and browsers for images, videos, etc.)

For more, please refer to Invenio's "flexible framework" description and the "main features" you'll find on its home page at http://invenio-software.org

Logging In

You must be logged in to submit documents or view restricted collections. Users with CLASSE computer accounts must login using their CLASSE Username and Password. The "login" link can be accessed from the upper-right corner of any EDMS page.

• CLASSE users should 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.

Browsing to and Searching for Records

1. Enter the Invenio web interface at https://edms.classe.cornell.edu or https://documents.classe.cornell.edu
2. Browse to the desired record using the collection tree. For example, click on "Pictures", "Public Pictures", and then "Detailed record" for the record you wish to view.
   • Please note that if you browse to a restricted collection, you will need to click on "Search" before you will see a listing of any documents.
3. Alternatively, search for a 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". Please keep in mind the following, and refer to the comprehensive search guide and search tips for more information.
   • Searches from the EDMS home page (https://edms.classe.cornell.edu or https://documents.classe.cornell.edu) will only search public (non-restricted) documents. To search for restricted documents, browse to the desired collection before attempting to search. For example, to search through all Internal Documents, click on Articles & Preprints, check the box next to Internal Documents, and then perform your search.
   • Use an empty search to view the entire contents of a restricted collection. For example, 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 (if you have permission to view that collection). You can then click on "Detailed record" for the record you wish to view.

Images

Invenio fully supports the following image types (file extensions): 'pdf', 'gif', 'jpg', 'jpeg', 'ps', 'png', or 'bmp'. All publicly available pictures can be viewed from https://edms.classe.cornell.edu/collection/Public%20Pictures . If you are a member of the CLASSE community, all available public and restricted images can be found in https://edms.classe.cornell.edu/collection/Pictures . For instructions specific to working with images, please see ImageGallery.

Adding or Modifying Records

Note that it may take up to one hour for any submissions to be available from the web interface.

Submitting New Records

1. browse to https://edms.classe.cornell.edu
2. click on Submit (https://edms.classe.cornell.edu/submit or https://documents.classe.cornell.edu/submit)
3. click on the desired submission type
4. select the desired category, and click on Submit New Record
5. fill in the necessary information, and click on finish submission.
   • Keywords should be chosen to enable others to easily search for your new image
   • click on Choose File to browse to and upload the new file.

Submit New and Delete Existing Files

In some cases, it is appropriate for multiple files to be associated with a single record. Use the following procedure to add extra files to an existing record, to update a file with a revised copy, or to remove a file from a record.

1. browse to https://edms.classe.cornell.edu
2. click on Submit (https://edms.classe.cornell.edu/submit)
3. click on the desired submission type
4. select the desired category, and click on Submit New File
5. Enter the desired document id (for example, "SAFETY-PROCEDURES-2011-049"), and click on finish submission.
6. To revise a document:
   1. change the first Select menu to Revise Document
   2. click on Choose File to select the revised document.
   3. click on the round selection button to the left of the document you would like to replace
   4. click on Click to send file
7. To add an additional document:
   1. change the first Select menu to Add Additional Document
   2. click on Choose File to browse to the file you would like to add.
   3. click on Click to send file
8. To remove a document, click on the small "trash can" icon to the left of the document you would like to remove.
9. click on End Submission.

Modify Records

Use the following procedure to modify the fields of a record you have submitted.

1. browse to https://edms.classe.cornell.edu
2. click on Submit (https://edms.classe.cornell.edu/submit)
3. click on the desired submission type.
4. select the desired category, and click on Modify Record
5. Fill in the desired Picture Reference Number and select the fields you would like to modify before clicking on Continue.
6. Edit the desired fields and click on End

Deleting a Record

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

Groups

Restrictions are generally made using CLASSE Groups. Please see ClasseGroups for more information, and submit a ServiceRequest for help setting up or managing a group.

Troubleshooting

A Document Revision Doesn't Appear

Sometimes it looks like a document or revision that you just uploaded isn't available. Please be patient. It may take as much as an hour for any new or revised document to be available from the web interface. If you've waited an hour and the document (or revision) still doesn't appear, please submit a ServiceRequest to the Computer Group.