a*star srdb user guide · raghuveer jeremias added workflow for update profile module. added forum...

User Guide

Version 5.0

Document name: ASTAR_UserGuide_5.0.doc of 43 Category: Documentation

A*STAR SRDB User Guide

Document Version: 5.0

Revised Date: 23rd March 2010

User Guide

Version 5.0


Revision History

Date Version Author Review By Summary of Changes

9th July 2008 v1.0 Fedly Jeremias

29th August 2008

V2.0 Fedly Jeremias

9th October 2008

V2.1 Jeremias Easwari Added sending remind password module for Administrator

6th January 2009

V 3.0 Fedly Jeremias

12th January 2009

V 3.1 Fedly Jeremias Added Clean Organisation Format

5th March 2009

V 4.0 Raghuveer Jeremias Added Workflow for Update Profile

module. Added Forum module

23rd March 2010

V 5.0

Siva Jeremias Updated Manage Researcher, Manage Non-Researcher. Added

Manage Role, Assign Role, Manage Email Content, Manage Files

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Table of Contents

1 Introduction .................................................................................................................. 5

2 System Modules ........................................................................................................... 6

2.1 Login Module................................................................................................................................ 7 2.1.1 Logging in................................................................................................................................................ 7 2.1.2 Register a New User ................................................................................................................................. 7 2.1.3 Retrieving Password ................................................................................................................................. 9

Unlocking Accounts ......................................................................................................................................... 9

2.2 Search Researchers Module ....................................................................................................... 10

2.3 Update User Profile .................................................................................................................... 12 2.3.1 Main (Edit User Profile) ..........................................................................................................................13 2.3.2 Enabling and Disabling Collaboration ......................................................................................................14 2.3.3 User Account Password Change ..............................................................................................................15 2.3.4 Research Area .........................................................................................................................................16 2.3.5 Education ................................................................................................................................................17

Add Education Record .....................................................................................................................................17 Edit Education Record .....................................................................................................................................18 Delete Education Record .................................................................................................................................18

2.3.6 Appointment ...........................................................................................................................................19 Add Appointment Record ................................................................................................................................19

2.3.7 Employment ............................................................................................................................................20 Add Employment.............................................................................................................................................20 Edit Employment Record .................................................................................................................................21 Delete Employment Record .............................................................................................................................22

2.3.8 Publication ..............................................................................................................................................22 Add Publications .............................................................................................................................................22 Edit Publication Record ...................................................................................................................................23 Delete Publication Record................................................................................................................................24

2.3.9 Accomplishment .....................................................................................................................................24 Add Accomplishment ......................................................................................................................................24 Edit Accomplishment Record...........................................................................................................................25 Delete Accomplishment Record .......................................................................................................................26

2.3.10 Collaboration ......................................................................................................................................26 Add Collaboration ...........................................................................................................................................26 Edit Collaboration Record................................................................................................................................27 Delete Collaboration Record ............................................................................................................................28

2.3.11 Grant ..................................................................................................................................................28 Add Grant .......................................................................................................................................................28 Edit Grant Record ............................................................................................................................................29 Delete Grant Record ........................................................................................................................................30

2.3.12 My Page..............................................................................................................................................30 2.3.13 Manage Files.......................................................................................................................................32

2.4 Dashboard................................................................................................................................... 33 2.4.1 Adding Collaborator ................................................................................................................................33 2.4.2 Approving Add Collaborator Request ......................................................................................................34

2.5 Forum User Guide ...................................................................................................................... 36 2.5.1 Add New Topic .......................................................................................................................................36 2.5.2 Reply Topic ............................................................................................................................................37

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2.5.3 Links .......................................................................................................................................................38 2.5.4 My Profile ...............................................................................................................................................39

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1 Introduction This User Guide will give you detailed explanation and step-by-step guides on using the portal. It covers an overall scope of getting to know the portal and its functionalities and modules.

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2 System Modules In the following sections we will guide you through the process of using SRDB modules.

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2.1 Login Module

The Login Module is accessible at https://researchers.a-star.edu.sg. It provides a secure entry point for Authorized Users and Administrator to access the Singapore Researchers Database System and Administrative Modules respectively.

2.1.1 Logging in

To login to the portal access the Main URL: https://researchers.a-star.edu.sg

Figure 1

Enter a valid User Name and Password into the respective textboxes and click the <Login> Button.

2.1.2 Register a New User

Figure 2

At the Login Module click the <Register> link. This will redirect you to the Preferred User Information page.

https://researchers.a-star.edu.sg/

https://researchers.a-star.edu.sg/

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Figure 3

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Fill in all the fields with your preferred User Information and key a new password twice into the Password fields. Click <Register> link. The system saves the new user registration and awaits authorization/approval by the System Administrator

Note: * indicates a Mandatory Field.

2.1.3 Retrieving Password

Figure 4

At the Login Module click the <Forgot Password?> link. This will redirect you to the Retrieve Password page.

Figure 5

Enter your Email Address and click <Submit>. The password will be sent via email to the email address you specified.

UNLOCKING ACCOUNTS

The Forgot Password feature can also be used to unlock locked accounts. For users who have exceeded 5 tries to login, the system will automatically lock the account as a security feature. In this case the user can Unlock the account and have the correct password sent to them via the above feature.

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2.2 Search Researchers Module

The Search Research Module as the name implies provides an easy-to-use search engine function for users to search for researchers. Search input can be given in the following 5 categories:

o Researcher Name o Keyword o Appointment o Organisation o Area of Research ( 2 Areas – Biomedical Science and Science and Engineering)

Figure 6 Search Researchers Module

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Figure 7 Search Results

Mousing over the Researcher picture will reveal a pop up showing more information on the researcher.

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2.3 Update User Profile

Upon logging in as a researcher, the Edit Profile link will appear at the top right corner above the announcements section. Click the Edit Profile link to access the module.

Figure 8 Edit Profile Module

The Edit Module provides a basic console for maintaining and managing researcher’s Profiles e.g. Research Area, Publication and Collaboration. This Module is accessible to administrators and researcher. Administrators are able to access all researcher Profiles using the Manage Users module, whereas researchers are only able to access their own account profiles. In the next few sections we will be looking at the following features:

Figure 9 Edit Profile Features

o Main

o Research Area

o Education

o Appointment

o Employment

o Publication

o Accomplishment

o Collaboration

o Grant

o My Page

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2.3.1 Main (Edit User Profile)

The Main tab of the edit user profile module provides a console to edit the basic information on the researcher such as his/her email address, contact information, account password & photo.

Figure 10 Main Tab

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Here’s how to edit user profile information:

1. In the Edit User Profile Module Main Tab, make changes to the user profile information.

2. Click Update, to save the changes. This saves the new information into the database.

2.3.2 Enabling and Disabling Collaboration

The researchers are allowed to enable or disable the collaboration feature of their own account. Enabling collaboration, allows other researchers to search, communicate and add him/her as a collaborator and vice versa. Enabling collaboration activates the Dashboard tab to appear on the navigation bar. Disabling collaboration, on the other hand removes the dashboard and he/she will not be able to receive messages or collaborate with other researchers. Here’s how to Enable/Disable Collaboration:

1. In the Edit User Profile Module Main Tab, enable or disable the “Enable Collaboration”

checkbox. 2. Click Update, to save the changes.

This saves the change to the profile into the database.

Figure 11 Enable Collaboration

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2.3.3 User Account Password Change

Here’s how to change password to current researcher account.

1. Enter the Old Password.

This is the password that is currently being used.

2. Enter the New Password.

This is the password that you want to change to.

3. Verify the New Password by entering it a second time in the Verify Password textbox.

This is to ensure that you have entered the password correctly, as the password fields are masked and you may not detect an error whilst keying in the new password.

4. Finally, click Change Password.

A message pops up saying Password Changed. You will have to subsequently log in with your New Password.

Figure 12 Password change

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2.3.4 Research Area

The Research Area tab allows researchers to add the discipline and research areas they are in. Researchers are allowed to add more than 1 research areas to their own account via this console.

Here’s how to add/remove a new research area:

1. In the Research Area tab choose and click a discipline.

This will refresh the page and load the Research Area box with related areas of research.

2. Click the Area and Sub-Area.

This will refresh the page and load the Research Area box with related areas of research. This will filter further the research areas according to your choice.

3. Click the respective checkbox Research Area of you choice.

This will refresh the page and display under Selected Research Area it will also add the research areas to your account.

4. To remove a selected Research Area, just uncheck its respective checkbox.

Figure 13 Adding Research Area

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2.3.5 Education

The Education tab of the edit user profile module provides a console to add, edit and delete researcher’s education background.

Figure 14 Education History

ADD EDUCATION RECORD

Here’s how to add a new education record.

1. Click the Education Tab.

Displays existing education records if any.

2. Click the Add New button.

This displays the Add new education record console as shown in Figure 15.

3. Fill in the Education details.

4. Finally, click Insert. The new record is added to the table of education records.

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Figure 15 Add New Education Record Console

EDIT EDUCATION RECORD

Here’s how to edit an education record.



2. Click the respective edit icon of the records that you wish to change.

This displays the edit education record console as shown in Figure 16.

3. Make changes to the records.

4. Finally, click the icon to save the changes. The changes are saved and displayed in table of education records.

Figure 16 Edit Education Record

DELETE EDUCATION RECORD

Here’s how to remove an education record.



2. Click the respective delete icon of the records that you wish to remove.

This removes the record.

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2.3.6 Appointment

The Appointment tab of the edit user profile module provides a console to add, edit and delete researcher’s appointment records under 5 capacities namely Scientific, Board of Director, Singapore based Committee, International Editorship and International Advisorship.

Figure 17 Appointment Records

ADD APPOINTMENT RECORD


1. In the Appointment tab, click the sub tab/category where the appointment falls under

eg. Scientific Appointment. This displays existing appointment records if any.


This displays the Add new education record console as shown in Figure 18.

3. Fill in the Education details.

4. Finally, click Insert.

The new record is added to the table of education records.

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Figure 18 Add New Education Record Console

2.3.7 Employment

The Employment tab of the edit user profile module provides a console to add, edit and delete researcher’s employment records.

Figure 19 Employment Records

ADD EMPLOYMENT


1. In the Employment tab, add new button.

This displays the Add New Employment Record console as shown in Figure 20. 2. Fill in the Employment details in the fields.

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The new record is added to the table of education records.

Figure 20 Add New Employment Record Console

EDIT EMPLOYMENT RECORD

Here’s how to edit an employment record.

1. Click the Employment Tab.

Displays existing employment records if any.


This displays the edit employment record console as shown in Figure 21.


4. Finally, click the icon to save the changes.

The changes are saved and displayed in table of education records.

Figure 21 Edit Employment Record

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DELETE EMPLOYMENT RECORD

Here’s how to remove an education record.

1. Click the Employment Tab.

Displays existing employment records if any.



2.3.8 Publication

The Publication tab of the edit user profile module provides a console to add, edit and delete researcher’s publication records.

Figure 22 Publication Records

ADD PUBLICATIONS

Here’s how to add a new publication record.

1. In the Publication tab, add new button.

This displays the Add New Publication Record console as shown in Figure 23.

2. Fill in the Publication details in the fields.


The new record is added to the table of Publication records.

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Figure 23 Add New Publication Console

EDIT PUBLICATION RECORD

Here’s how to edit a publication record.

1. Click the Publication Tab.

Displays existing publication records if any.


This displays the edit publication record console as shown in Figure 24.



The changes are saved and displayed in table of publication records.

Figure 24 Edit Publication Record

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DELETE PUBLICATION RECORD

Here’s how to remove a publication record.

1. Click the Publication Tab.

Displays existing publication records if any.



2.3.9 Accomplishment

The Accomplishment tab of the edit user profile module provides a console to add, edit and delete researcher’s accomplishment records, categorized into 2 sections: Awards and Patents.

Figure 25 Accomplishment Records

ADD ACCOMPLISHMENT

Here’s how to add a new accomplishment record.

1. In the Accomplishment tab, select either the Awards or Patents tab.

This displays the Awards or the Patents accomplishment records respectively.


This displays the add Accomplishment console as shown in Figure 26 and Figure 27.

3. Fill up the fields


The new record is added to the table of accomplishment records, to either the Awards or

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Patents tab.

Figure 26 Add Award Accomplishment Console

Figure 27 Add Patent Accomplishment Console

EDIT ACCOMPLISHMENT RECORD

Here’s how to edit an accomplishment record.

1. In the Accomplishment tab, select either the Awards or Patents tab.

This displays the Awards or the Patents accomplishment records respectively.


This displays the edit accomplishment record console as shown in Figure 28.


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The changes are saved and displayed in table of accomplishment records.

Figure 28 Edit Accomplishment Record

DELETE ACCOMPLISHMENT RECORD

Here’s how to remove an accomplishment record.

1. Click the Accomplishment Tab.

Displays existing accomplishment records if any.



2.3.10 Collaboration

The Compilation tab of the edit user profile module provides a console to add, edit and delete researcher’s collaboration records, categorized into 5 sections: Company, Hospital, Industry, University, Research Institute and Others.

Figure 29 Collaboration Records

ADD COLLABORATION

Here’s how to add a new collaboration record.

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1. In the Collaboration tab, select from either 5 of the sections.

This displays the respective collaboration records respectively. 2. Click the Add New button.

This displays the add collaboration console as shown in Figure 30.



The new record is added to the table of collaboration records, to the selected section.

Figure 30 Add Award Accomplishment Console

EDIT COLLABORATION RECORD

Here’s how to edit a collaboration record.


This displays the respective collaboration records respectively.

2. Click the respective edit icon of the records that you wish to change. This displays the edit Collaboration record console as shown in Figure 31.


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The changes are saved and displayed in table of collaboration records.

Figure 31 Edit Collaboration

DELETE COLLABORATION RECORD

Here’s how to remove a collaboration record.


This displays the respective collaboration records respective. 2. Click the respective delete icon of the records that you wish to remove.


2.3.11 Grant

The Grant tab of the edit user profile module provides a console to add, edit and delete researcher’s grant records.

Figure 32 Grant Records

ADD GRANT

Here’s how to add a new grant record.

1. In the grant tab click the Add New button.

This displays the add grant records console as shown in Figure 33.



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The new record is added to the table of collaboration records, to the selected section.

Figure 33 Add Grant Console

EDIT GRANT RECORD

Here’s how to edit a grant record.

1. In the Grant tab, click the respective edit icon of the records that you wish to change.

This displays the edit Grant record console as shown in Figure 34.



The changes are saved and displayed in table of collaboration records.

Figure 34 Edit Grant

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DELETE GRANT RECORD

Here’s how to remove a grant record.

1. In the Grant tab click the respective delete icon of the records that you wish to

remove.


2.3.12 My Page

The My Page tab provides a Rich Text Editor for researchers to insert information on themselves and their work. The Rich Text editor works as in MS Office, allowing text formatting, inserting images, movies, attachments, and flash, linking to URLs (blogs or external websites) etc.

Figure 35 Grant Records

The information entered here will appear on the My Page of the researchers profile page as shown in Figure 36.

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Figure 36 My Page

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2.3.13 Manage Files

The Manage Files Tab displays a console to create folder, delete folder, upload file and delete file. There is maximum 5 MB limitation for file size for upload.

Here’s how to upload file: 1. Click Browse button in Upload File Panel. 2. Choose the file to be uploaded. 3. Click Upload button.

Here’s how to delete file:

1. Click beside empty file.

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2.4 Dashboard

Upon logging in as a researcher, the Dashboard link will appear in the top navigation bar.

Figure 37 Dashboard Page

Researcher can use the dashboard module to search and view other researchers’ profiles and also add them as collaborators.

2.4.1 Adding Collaborator

Researchers may search other collaborators and view

Here’s how to add a researcher as your collaborator.

1. In the Dashboard Module page, use the search engine (refer to Section 2.2 Search

Researchers Module for instructions) to find other researchers. This will retrieve all researchers that match your search criteria as shown in Figure 37.

2. Click the Add Collaborator icon of the respective researcher that you wish to add as your collaborator.

3. Click ok on the message box that appears.

The selected researcher will be sent a notification of request to add as collaborator. He / She will either approve or reject the request for collaboration.

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Figure 38 Search Collaborator

2.4.2 Approving Add Collaborator Request

Researchers may search other collaborators and view

Here’s how to approve an add collaborator request, when you get a collaboration request from another researcher.

1. In the Dashboard Module page, under the Updates section, click the Collaborator

Request link as shown in figure 68.

Figure 39 Collaborator Request notification

This will take you to the Collaborators request page.

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2. Click the approve icon of the Collaborator request and click ok on the confirmation message that appears.

The researcher is added as a collaborator to your account.

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2.5 Forum User Guide

2.5.1 Add New Topic

Groups contain forums, forums contain sub-forums and topics, topics contain posts. At any point if you need

to get back to a previous page, you can click its name in the breadcrumbs link at the top.

The first button you will use when posting in the forums is the “Add New Topic” button. Clicking this button will take you to the “Add New Topic” input interface.

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The “Subject” is simply a short description of your post.

The Topic Status is an optional method of further describing your post.

Choosing a “Post Icon” can set your post apart from others in the forum listing. The “Message” box contains no character limit, so this is where you type the body of your post. Expanding

the “Attachments” will allow you to browse and upload attachments to your post.

Clicking the “Create Thumbnail” button will create a smaller version of the same picture. Clicking “Insert Image” will input a text placeholder for your image. The image will appear in that position after you hit submit. The display link option will simply add a hyperlink to your file at the foot of your post. Files you have uploaded previously will be on the “My Files” tab, and can be added to your current post, without re-uploading. Adding a “Poll” is achieved by naming it, choosing the answer type, and providing the choices in the “Poll Options” box. Each option must be on a separate line. Polls require that you have entered text into the body of your message, but if you wish to only have a poll, you can enter a blank character such as and it will still allow you to submit your post. Under Additional Options, The author of the post can decide to lock, pin, or announce the post. An announcement will appear in a section above the rest of your topics. It will only appear up there during the dates specified. Many of these options will only be available to certain security roles. After your post is completed, click “Submit” and it will appear in the forum.

2.5.2 Reply Topic

Now other users can view and reply to it. There are two types of replies: standard and quick. A quick reply is accomplished by simply using the form at the bottom of the screen when viewing a post. Quick replying does

not allow the user access to advanced formatting options.

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To use a standard reply, click the “Add Reply” button. This form is very similar to the Add New Topic

interface. You can add Smilies, or if HTML is enabled, format your post however you desire. Attachments can

be added to any reply; however, a poll can only be in the original topic post.

There are several options once a message has been posted. Editing, Deleting, and Moving can all be accomplished by clicking the respective buttons. Locking a topic disables all replies. Pinning a topic will

make it stay at the top of the topic list no matter how active it is. The replies and views count are a fast way to

determine how active a particular topic is.

Then viewing a post, there are two buttons in the top right corner. The printer will allow you to view a simplified version for printing. The Envelope Button will allow you to send a link to that post to any email

address. When browsing the forums, there are a few quick link buttons that will take you to the last post you

read or the last post in the topic.

2.5.3 Links

There are a number of links above the forums. The links will change depending on what options you have enabled in the control panel and what type of account you are logged in under.

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2.5.4 My Profile

Another very important link is the “My Profile” link. If profiles are enabled, this will take the user to an interface where they can edit their user information. Basic profiles are included and they contain the following information:

Profile: Member Since

– The date the user account was created.

Last Visit

– When the user last logged in.

Posts

– This number is the amount of posts and replies the user has made.

Website

– The user’s website, this can link to any website, not necessarily a private homepage.

Occupation, Location, Interests, Contact Info

– User defined text.

Avatar

– This is a small picture uploaded or linked by the user that will display beneath their user name.

Signature

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– This text or HTML will show up under every post the user makes.

My Preferences:

Sort Order

– This option will change whether posts are listed in forward or reverse chronological order.

Items per Page

– Determines the number of posts and topics shown on a single page.

Show Replies

– This option will show other posts when a user is drafting a response.

Jump To First Unread Post

– This option makes the browser skip over previously read posts.

Subscribe to Topics

– If enabled, a user will receive emails when topics are updated.

Subscription Type

– Different options depending on forum settings.

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Use AJAX

– Improves interaction with forums. Recommended.

Hide Avatars and Signatures

– This option will block other users Avatars and Signatures.

Forum Tracking

This section allows you to manage your forum subscriptions and sharing options.

Administrator Settings:

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Only Administrators can view this page.

Reward Points

– Use this to change a user’s rank based on the point system.

User Caption

– This short description will display beneath a user’s name on their posts.

Disable Signature or Avatar

– Use this if the signature or avatar is inappropriate.

Trusted User

– Check to give a user certain access

Monitor Activity

– Sends email notifications whenever this user posts.

Disable Attachments

– Stops this user from attaching any files to posts or topics.

User Account

This read-only tab allows administrators to view the user accounts associated with each forum user.

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Search

The Search interface is a tool for finding a particular post based on keywords or a username. There are also a few links for quick searches. Unanswered, Not Read, My Topics and Active Topics will all go to separate lists

of topics depending on what the user has viewed previously.

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