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PolyU Library

The PolyU Research Data Repository (Beta)

This guide introduces key features of the PolyU Research Data Repository.

Create a master folder (for first-time depositor)

At PolyU Research Data repository, all datasets must be stored within a master folder or a sub-folder in the master folder. Only Academic, Research & Administrative staff (ARA) have the admin role and are initially authorized to create a master folder. 

To get started, create a master folder by completing the online form. 

Online Form

 

What to do after submitting the online form?

  • The master folder will be immediately created
  • The folder will be named after the ARA staff and his/her ORCID, e.g., Tai Man CHAN (0000-003-1925-9602) Research Group
  • The folder will serve as the designated space for the ARA staff, as well as general staff and research student that he/she supervised, to deposit research data within the repository
  • ARA staff can then grant roles to other repository users, enabling them to manage the folder(s) and dataset(s)

Find the overall workflow here and find details below in managing a folder.

To manage your folder, please get to the folder page as below to access various functions.

  1. Select your name > My Data.

     
  2. You will be directed to a list of your folder(s) and dataset(s) with their status, and your role(s) for each item.
    To get to a folder page, select the desired folder from the result list.

     
  3. Upon arrival at the desired folder page, you will see the folder name in grey on the upper left of the page, a result list of items within this folder, and the available option(s) according to your role. 

At the corresponding folder page, you can manage your master folder, or any sub-folder created by yourself. Folder management functions include customisations, assigning roles to other repository users and deleting the folder. Find more details below.

At the folder page, select Edit and find functions from the drop-down menu.

 

General Information Edit the information of the folder that you have input in the form when creating the folder
Theme + Widgets
  • Theme: Customise the header and footer of your folder page
  • Widgets: Find the code for embedding the folder on your website
Permissions Assign Curator/Contributor roles to repository users and user groups to grant different rights on the folder and content within the folder. Learn more about different roles and rights here. 
Groups Assign and manage roles for multiple users in bulk.
Dataset Templates Create templates, which allow the prepopulation of information when creating a dataset placed within this folder.
Dataset Guestbooks Enable the Guestbook function to capture information from individuals downloading your datasets.
Featured Folder

Select sub-folder(s) to be featured on the top of your folder page. You must have at least one published folder to enable this function.
Delete Folder

This option is ONLY available when your folder is still empty. After deleting the folder, you CANNOT undo the action.

Once you have added any dataset to your folder, this delete function will no longer be available, even if the datasets are removed (deaccessioned).

 

You can also create a sub-folder within your master folder for your research students, or to better organise your related datasets. Check the steps below in creating a sub-folder.

  1. At the master folder page, select Add Data > New Folder.

     
  2. Complete the form to create a folder.
    Host Folder The system has input for you by default and do not edit this field. This is the folder of your unit. It will host your newly created folder.
    Folder Name Folders for research students are suggested to be named after the student and his/her ORCID, e.g., Tai Man CHAN (0000-003-1925-9602)
    Affiliation (Optional) Recommend to input the full name, Hong Kong Polytechnic University
    Identifier Input an abbreviation for the URL of your folder.
    Category Select your folder category, e.g. Department, Laboratory, Researcher, Research Group etc.
    Email The system has input your PolyU email by default. You may add more contact email addresses if necessary.
    Description (Optional) Input the summary describing the purpose, nature and scope of your folder.
    Metadata Fields (Optional) Select additional metadata standard(s) if your field as appropriate.
    Browse/Search Facets(Optional) Select metadata fields as facets for browsing datasets and folders in the repository.
  3. After completing the form, click Create Folder. You will be directed to your newly created folder page. 
    After creation, your folder is not available to the public yet, indicated as Unpublished. You are recommended to publish the folder together with the dataset when both are ready. However, if you would like to publish your folder alone, check further instructions below. 

You are recommended to publish the folder together with the dataset when both are ready. However, if you would like to publish your folder alone, check further instructions below. 

Your folder will be visible to the public once it is published. To publish a folder, select Publish at the folder page. Make sure your folder is ready before publishing, you CANNOT undo this action.

After publishing a folder, if the folder is empty, you can still delete the folder (See Manage a folder above). If you have added any dataset to the folder, you can no longer remove the folder. You can only delete or deaccession the dataset within the folder.