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Self-Archiving in Digital Commons: Managing Content

The purpose of DigitalCommons@UMaine is to provide long-term access to the scholarly and creative output of University of Maine faculty and staff. Consult this suite of tutorial pages to learn how to archive your work.

Manage Unpublished Submissions

When the work to upload content in Digital Commons is distributed, a series administrator may wish to review submissions prior to publication for quality control purposes.  To manage UNPUBLISHED SUBMISSIONS
Manage Submissions Link Illustration
  • Log in to Digital Commons via the My Account link.
  • Click the “Manage Submissions” link under the appropriate series title
  • Select the default “Not yet posted” status from the “State” dropdown (see illustration below).
  • Click “Search.”
Not yet posted search option
  • Click on the title of the document you wish to review from the list of search results.
  • Review the existing metadata in the Submission Metadata page (see illustration below).

If revision or edits are required:

Location of Revise Submission Link

  • Click on the “Revise Submission” text link in the left-hand menu (note red arrow in illustration above).
  • Scroll through the metadata upload interface, making edits as necessary.
  • Double-check to confirm all desired edits and changes are in place, then click “Submit” at the bottom of the form. 
  • Click “Manage Submissions” from the top menu bar.
  • Repeat the previous steps for each unpublished submission that requires review.

Publish Previously Unpublished Submissions

To publish submissions that have been reviewed and approved for posting, from the MANAGE SUBMISSIONS page:
 
Upload Submission Link illustration
 
  • Click “Upload Submission” in the menu bar across the top of the page.
  • Scroll to the bottom of the interface and click the “Cancel” button.

Illustration of Cancel button

  • Check the tick mark next to each title read to be published to public view.
  • Click the “Publish & Update selected” button only once to avoid duplication.
Congratulations! You have successfully edited and published the selected files to the public view in Digital Commons.  Allow 20-30 minutes for the papers to become visible in the public interface.  New content may not be indexed until the following day.

Edit Published Submissions

When a PUBLISHED record in Digital Commons requires edits, changes, or corrections: 
  • Log in to Digital Commons via the My Account link.
  • Click the “Manage Submissions” link under the appropriate series title
  • Scope your search to “All” in the “State” dropdown menu and select the appropriate field to search, typically by author “Last Name is” or “Title” is or “Title” includes and enter the appropriate information in the text box.
  • Click “Search.”
  • Click on the title of the document you wish to review from the list of search results.
  • Review the existing metadata in the Submission Metadata page.
  • Click on the “Revise Submission” text link in the left-hand menu, if edits are needed or if you need to replace the attached electronic file (PDF).
  • Scroll through the metadata upload interface, making edits as necessary.
  • Double-check to confirm all desired edits and changes are in place, then click “Submit” at the bottom of the form.
  • Publish your edits to the public view by clicking “Update ir_series” in the left-hand menu.
  • Click “Update ir_series” in the subsequent Series Configuration page.
Despite the message you will see that, “A parent of this level is currently being updated, so there is no need to update this level,” it is necessary to click on both “Update ir_series links” for changes in published documents to become visible. If, after 24 hours, your revisions are not visible to the public, repeat this two-step process.  If the changes are still not visible after an hour, contact Technical Services at Fogler Library

Attach a New Digital File

To attach a new or revised PDF to a metadata record in Digital Commons:

  • Log in to Digital Commons via the My Account link.
  • Click the “Manage Submissions” link under the appropriate series title
  • Scope your search to “All” in the “State” dropdown menu and select the appropriate field to search, typically by author “Last Name is” or “Title” is or “Title” includes and enter the appropriate information in the text box.
  • Click “Search.”
  • Click on the title of the document you wish to review from the list of search results.
  • Click on the “Revise Submission” text link in the left-hand menu, if edits are needed or if you need to replace the attached electronic file (PDF).
  • Scroll down the metadata form to the “Upload File” heading and follow the numbered steps illustrated below.

Illustrated steps to attach a new pdf

  1. Select the appropriate radio button and click “Choose File” to navigate to the appropriate document.
  2. Scroll to the bottom of the form and click the “Submit” button.
  3. Wait for the Submit action to complete then follow steps to update published submissions, above.

Attach New Supplemental Content

To attach supplemental files to a record that has been submitted and published:
Location of supplemental content link illustrated
 
  • Log in to Digital Commons via the My Account link.
  • Click the “Manage Submissions” link under the appropriate series title
  • Scope your search to “All” in the “State” dropdown menu and select the appropriate field to search, typically by author “Last Name is” or “Title” is or “Title” includes and enter the appropriate information in the text box
  • Click “Search.”
  • Click on the title of the document you wish to review from the list of search results.
  • Click on the “Supplemental Content” text link in the left-hand navigation menu to revise or attach new or additional supplemental content. Follow the numbered steps illustrated below.
Steps to attach supplemental content illustrated
 
  1. Upload a new file, click “Choose File” and navigate to the file you wish to attach.
    • PLEASE NOTE that both the file name and description will be visible to the public
  2. Add an informative text “Description.”  
    • Repeat the previous two steps until all supplemental content is attached.
  3. Click “Save.”
  4. Click the “Revise Submission” link in the left-hand menu.
  • Scroll to the bottom of the metadata form and click “Submit.”
  • Publish your edits to the public view by clicking “Update ir_series” in the left-hand menu.
  • Click “Update ir_series” in the subsequent Series Configuration page. 

Contact

Kimberly Sawtelle's picture
Kimberly Sawtelle
Contact:
5729 Fogler Library
University of Maine
Orono, ME 04469-5729
Phone: 207-581-1692
Fax: 207-581-1653
Website

5729 Fogler Library · University of Maine · Orono, ME 04469-5729 ; (207) 581-1673

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