Guides & Tutorials: The PolyU Research Data Repository: 3. Add, Edit & Publish Data

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Add, Edit & Publish Data

Reminders

Before depositing your datasets, please ensure:

You have read guidelines and agreed the terms of use.
You have created a folder OR a folder has been assigned to you. If not, please go back to Create & Manage a Folder.

Login and go to the folder which will host the dataset. To locate the folder page, follow the steps here. On the folder page, select Add Data > New Dataset.

Complete the form for the metadata of your data file.

(a) Host Folder: This non-editable field is the folder location where you add your dataset.

(b) Citation Metadata & PolyU Metadata
These are some required fields that you must complete to proceed:

Title	Provide a descriptive title for your dataset. If your dataset is associated with a publication, it is recommended to use one of the following prefixes: "Replication Data for" followed by the publication's title, if you are uploading the complete set of data, code, scripts, and documentation that enables others to replicate your study and obtain the same findings. "Related Data for" followed by the publication's title, if you are sharing less than what is required for replication.
Author	Enter the name(s) and affiliation(s) of the author(s) or data creator(s). If possible, include the ORCID, a unique identifier for researchers.
Point of Contact	Provide the contact information of the person responsible for the dataset, usually the data creator. This allows users to inquire about the dataset if needed.
Description	Input the summary describing the purpose, nature and scope of the dataset. You are also recommended to include: Type of the data, e.g. textual data, survey data, experimental data, program source code, etc. Software: The name and version of software used to generate the data files or should be used to open the data files.
Subject	Select the area of study relevant to the dataset.
RGC-funded Project	Indicate if the dataset originates from RGC-funded projects.

Some suggestions for the optional fields:

Related Publication	You may input the citation with the URL or DOI, of the related publication.
Notes	You may include your supervisor's name here for data related to the thesis, dissertation and FYP.

Before uploading your data files, please ensure that they adhere to the specified file size and format requirements.

Upload the data file(s).

After uploading, you can rename, add description, and add tags via File Options for each file.

You can also click Edit to set up Restricted Access for individual file(s) or delete unwanted file.
Click Save Dataset to complete the upload form. Publish the dataset when it is ready. If you would like to further add information and control the settings of the dataset, you may further Edit the Dataset.

To manage your dataset, please locate the dataset page as below to access various functions.

Locate your dataset page

To further edit your dataset files, information and settings, choose an option in the pull-down menu under Edit Dataset on the dataset page.

Edit Dataset

The table below explains the options in the Edit Dataset menu. Remember to publish the dataset again after editing!

Files (Upload)	Select this to add more files to the dataset.
Metadata	Edit the metadata that you have inputted previously.
Terms	By default, your uploaded data is under the CC-BY-NC license under the Terms of Use of the Repository. You may change license to others here.
Permissions	Assign Curator/Contributor roles to repository users and user groups for different rights on the dataset.
Private URL	Select this option to generate a URL to share your data privately. A Private URL can only be generated if your dataset has never been published or contains any unpublished changes.
Thumbnails + Widgets	Select this to give an optional thumbnail image to your data. When your data has been published, you can also select Widget in this option to generate HTML code of your dataset and dataset citation, which you can embed on other websites.
Delete Dataset	This option allows you to delete unpublished dataset. It is ONLY available when your dataset is still unpublished. After deleting the dataset, you CANNOT undo this action.After you have published the dataset, you can only deaccession the dataset.
Delete Draft Version	This option is ONLY available when your dataset has any unpublished changes. After deleting the draft version, files will be reverted to the most recently published version. You CANNOT undo this action.
Deaccession Dataset	An option for you to remove published dataset. This option is ONLY available when you have published your dataset. After deaccession, your dataset will no longer be publicly available, but the metadata of the dataset will still be available to you after you have logged in. After selecting deaccession, you will be asked to choose the version(s) to deaccession and to state the reason of deaccession.

If a dataset is a collaborative work, the dataset owner can link the dataset to another folder which allows the dataset to appear in another folder without actually hosting the dataset. This enhances the discoverability of a dataset.

Link Dataset to another folder

You can link any dataset (including datasets of other users) to your folders, however, this action does NOT transfer any dataset editing rights to you. You can only link datasets to folders created or managed by you. To link a dataset:

Log in and go the the page of the target dataset.
Select Link Dataset option on the right of the page.
Input and select your folder to display the dataset.
The dataset will then appear in your folder.

The dataset will remain hidden from the public until both the dataset and its hosting folder are published. It is crucial to ensure that both the dataset and folder are ready before proceeding with publication, as once published, the actions CANNOT be retracted. The only available option is to deaccession the dataset, which permanently stops its public sharing.

When both the dataset and host folder are ready, select Publish Dataset and you will be prompted to confirm its publication. If the host folder has not been published, you will be asked to publish this host folder too. Please ensure you have the right to publish it before proceed. If the host folder is a master folder and you do not have the right to publish it, please request your supervisor, who holds an admin role, to publish the folder first.

When a dataset has been published, it is important for you to Re-Publish the Dataset after your further revision to make the changes visible to the public. When you re-publish your dataset, you will confirm if it is a Minor or Major Release for versioning purpose.