User type: Fund administrator
The template editor allows us to create XML files that have the function of establishing a pattern and normalizing the action of describing the transfer information packages, be they electronic files or electronic documents, that we want to enter into the platform and require the metadata information necessary for the correct management and preservation of these.
The function of templates is as follows:
- describe the structure of the information package, which can be:
- flexible file (which can include up to 1 year of documents and in which it is mandatory to report metadata at file and document level)
- basic flexible file (which can include up to 1 year of documents and in which only the metadata at the file level needs to be reported)
- rigid file (which includes an exact number of documents and in which it is mandatory to report metadata at file and document level)
- basic rigid file (which includes an exact number of documents and only requires reporting metadata at file level)
- a single document
- establish which metadata vocabularies are used to describe the information package and;
- limit the accepted file formats.
The tool will allow us to create a template from scratch, or load one to modify it.
To create a template, go to the “Administration” tab and in the “Templates” section click on “Creation”.
The first thing to do is indicate the name of the template and select what type of template you want to create:
- document (for single documents).
- rigid file (for files that include an exact number of documents and in which it is mandatory to report metadata at file and document level).
- flexible file (for files that include more than 1 year of documents and in which it is mandatory to report metadata at the file and document level).
- basic rigid file (for files that include an exact number of documents and that only need to report metadata at file level).
- basic flexible file (for files that include up to 1 year of documents and in which only the metadata at the file level needs to be reported).
In the case of selecting the template type "rigid file" or "basic rigid file", the "number of documents" field is enabled to inform the number of documents that are part of the file.
Once the name has been given and the template type defined, you can now customize the template, if necessary:
- Template levels that allow you to select which additional metadata vocabularies you want to use to describe, either at the document and/or file level.
- Vocabularies that allow you to customize the elements or fields of the different vocabularies that will be used in the template.
- File formats that allow you to restrict which file formats are accepted when making an entry.
If you do not want to customize any other template elements, click “save template” and save the XML file that is created locally. Afterwards, you will need to upload the template using the “template management” functionality.
Template customization example
If you want to customize the metadata elements to include default values, list of values, etc., you just need to click the "Vocabularies" button and on the next screen you can indicate whether the metadata vocabulary will be indexed or not (for searches) or customize its metadata elements with the aim of making it easier to fill them in when using the template to describe the PIT.
For each vocabulary, the user can:
- Indicate whether you want the vocabulary to be indexed or not by the platform's search engine, by clicking the "index/not index" button.
- Customize the different elements/metadata of the vocabulary.
In the “Custom elements/metadata” column, the elements that the administrator has wanted to customize or restrict in some way appear.
To customize the metadata elements, select the vocabulary and click on the “Customize Metadata” button. On the next screen, a drop-down list appears with all the metadata elements in the vocabulary and you can indicate their entry (optional/mandatory) and the data type of the element (prefixed value, default or composed of a list of values).
Once the element's particularization is established, it appears in the list of custom vocabulary elements:
You must repeat the same procedure for each of the metadata elements you want to customize. Once finished, click on the “Back” button to save the template or customize other template options (levels or file formats).