At PolyU Research Data repository, all datasets must be deposited inside a master folder or a sub-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.
Here is the overall workflow.
To manage your folder, please get to the folder page as below to access various functions.
You can manage your folder on the corresponding folder page. Folder management functions include customisations, assigning roles to other repository users, and deleting the folder.
On the folder page, select Edit and the drop-down menu provides you with a list of features for managing your folder.
General Information | Edit the basic information of the folder |
Theme + Widgets |
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Permissions | Assign Curator/Contributor roles with different rights to other repository users and user groups for managing the folder. |
Groups | Assign and manage roles for multiple users in bulk. |
Dataset Templates | Create templates, which allow the prepopulation of information when creating datasets deposited within this folder. |
Dataset Guestbooks | Enable the Guestbook function for capturing 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 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 create a sub-folder within your master folder for your research students or to better organise your datasets. Below are the steps to create a sub-folder.
Host Folder | This non-editable field is the default location hosting your newly created folder. |
Folder Name | Folders for research students are suggested to be named with the student's name 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 subdirectory in the URL of your folder. |
Category | Select your folder category, e.g. Department, Laboratory, Researcher, Research Group etc. |
The system has input your PolyU email by default. You may add more contact email addresses if necessary. | |
Description (Optional) | Input a summary describing the purpose, nature and scope of your folder. |
Metadata Fields (Optional) | Select additional metadata standard(s) as appropriate. |
Browse/Search Facets (Optional) | Select metadata fields as facets for browsing datasets and folders in the repository. |
You are recommended to publish a folder together with a dataset when both are ready. To publish a folder, select Publish on the folder page. Your folder will be visible to the public once it is published. Make sure your folder is ready before publishing, you CANNOT undo this action.
After publishing a folder, you can delete the folder only if it is empty (See Manage Your Folder). If you have published any dataset in the folder, you can no longer remove the folder. You can only delete or deaccession the dataset within the folder.