Adding records

To access the records page, on the home page for the data management dashboard click “View, add or edit records” tile. There are two options for adding records: you can add records from a file which you have already mapped to our data model fields (go to “Field maps” section for more information), or add records manually.

Add records manually

Steps to add records manually:

• Click “Add records manually”. Some of the fields will be free text, so you can name the fields accordingly, and some will have drop down menus to make selections. If you have a large volume of records it might be better to upload via spreadsheet.
• The mandatory fields are Internal record ID, Name, Description and Manufacturer (Manufacturer is a mandatory field for equipment-type records only).
• Select the “Type” from a drop down menu. The types to choose from are “Equipment” and “Facility”. If you leave this blank the system will automatically assign it as “Equipment”.
• The Digital Object Identifier (DOI) field is for you to input an existing DOI. If you don’t have a DOI but would like one, you can use the “Request DOI” field. Just select “Yes” from the drop down menu here. Select “No” if you do not want a DOI. If you add an existing DOI the “Request DOI” field will automatically be set to “No” and you will not be able to change this value.
• You can add more records by clicking “+ Add another record” which sits just above the record table on the left.
• To remove any of these records you can select the check box on the left of the table and then click “Remove selected” above the table.
• If you would like a copy of any of the records you have added, you can select the records using the checkbox on the left of the table and then click “Export selected”. A pop-up window will allow you to select the fields you want included in the export file.
• The export format is only .CSV at the moment.
• Once you have finished adding the records manually you can click “Review DOI requests”. This will give you a list of the records you have just added, and it categorizes them based on which records will receive a DOI and which records will not.
• If you are happy with everything then click “Publish records” if you are a lead or “Submit for approval” if you are an editor. Once the record is published, it will then be added to the data management platform with a published status, and if you want to make any changes to it you can edit the text in field by clicking the field and changing the value.

Note – when adding multiple values to a multi-entry field, add each value, then select create. You will then need to click into the field and select the values you have added. As this is a multi-entry field, this ensures that each value appears individually.

Add records from a file

This option allows you to upload multiple equipment records in a single action, using the Data Management Platform’s file upload. You need to add records from a file which maps to our data model fields (go to “Field maps” section for more information).

Steps to add a record from a file:

• Go to “View, add or edit records” tile.
• Click “Upload file”. Here you can click “Select file” and upload your selected file to the system which you have already mapped and named.
• Then you must select the field map. If you have used the Standard Equipment Data template, then you can use the Standard field map, by selecting “Standard field map” from the dropdown menu.
• If you used a different spreadsheet, with different fields, then you can select the one that matches the spreadsheet you are using from the drop-down menu. If you want to preview it, you can click “Preview field map” which is just to the right of the drop-down box.
• If you don’t have a field map that matches the file, you can click “create new map”. This will open a new tab, and you can go through it to check that all the fields match.
• Once you have uploaded the file and selected the correct map, click “Review records”. On this screen you can review the records that you have just uploaded and if you need to, you can edit your records here.
• The mandatory fields are Internal record ID and Name. Description and Manufacturer are also mandatory fields for records that you would like to request a DOI for.
• The Digital Object Identifier (DOI) field is for you to input an existing DOI. If you don’t have a DOI but would like one, you can use the “Request DOI” field. Just select “Yes” from the dropdown menu here. Select “No” if you do not want a DOI. If you add an existing DOI the “Request DOI” field will automatically be set to “No” and you will not be able to change this value.
• If you are happy with your records you can click on “Review DOI requests” to go to the next step. This will give you a list of the records you have just added, and it categorizes them based on which records will receive a DOI and which records will not. Here you can still change the DOI request before you publish.
• If you are happy with everything then click “Publish records” if you are a lead or “Submit for approval” if you are an editor.

Note - values in multi-entry fields must be separated by a comma.

Note for file and data management:

• If you manually edit records on the platform, after you have uploaded them via a spreadsheet, please ensure that you also mirror these edits on your own file otherwise if you re-upload the same file without making the changes, it will overwrite the manual edit.
• We recommend you download the data (using the export data function) after making any manual edits and then use this download file to manage your source of truth. You can then further edit this file and also add new records before you upload again.