Doc-U-Lib: an Introduction Simon Hood, ISD simon.hood@umist.ac.uk

DocULib

What is it (for)?

• Document respository:
  
  
  • store documents;
  • share documents with others by means of Web interface --- share documents with anyone who has access to the Internet/Web.
  
  
  
• Upload and download documents to server using Netscape or Internet Explorer.
  
  
• Search facilities.
  
  
• Storage on dedicated machine/server --- backed up.

About

• Portable: s/w will run on most platforms (Perl, pure CGI).
  
  
• "Open source" (at least for us!) so changes can be made, additional functionality added, easily.
  
  
• Here!

Features of Doc-U-Lib

Remote access: Web-Based

Accessible on any platform from anywhere...

Document Trees

Separate collections of documents.

Access Control

• usernames/passwords;
• read/write control;
• permissions may be different for each tree and directory.

Version Control

All (previously) uploaded versions of a document accessible.

A Library Entry

Definitive Document

Editable version, e.g., doc, xls...

View-only Document

Viewable/printable version, e.g., pdf, ps or eps...

Author, Uploader

Author of a document and the person who uploaded it are recorded (not necessarily same).

Date

Date of upload --- used in version control.

Keywords

Each entry contains a set of keywords on which searches may be based, e.g., image, finance, draft...

Readme

A short description of the uploaded documents; displayed during navigation without necessity of downloading and opening.

History

All fields are "archived" when new versions of documents are uploaded; old version of documents may be accessed.

Logging In (Choosing a Tree)

• Enter username and password;
• Choose tree --- menu r.h.s.;
• Click "Enter";
  
  
• Error messages: incorrect username/password, cookie problems...
  
  
• Browser must be configured to accept cookies:
  • Netscape: Edit/Preferences/Advanced/Accept (Warn?)
  • IE: [???]

Navigating Through a Tree

• Down: select a branch.
• Up: Parent field in header.
  
  
• Permissions...

Reading/Viewing a File

• Recognized MIME-types: click.
• Unrecognised types: shift-click.

Uploading a New Entry

Click on "new document" (near top-right-hand corner):

1. fill in fields;
2. send/cancel/reset;

Entry (required)

Name of entry in docUlib.

File def/view (one required)

Paths and names to file(s) to be uploaded. (Simplest to use Browse.)
(Must be different from eachother.)

Author

Defaults to current user (the uploader).

Keywords

Can search on these. (Perhaps classify in future?)

Readme

A short description of the uploaded documents: displayed during navigation; searches too.

Uploading a New Version of an Entry

• Click on link for particular Entry.
  
  
• Same as "New Entry", except:
  
  
  • Entry name fixed.
  • Keywords default to previous.
  • Readme --> "Reason for change" (added to History).

Search Facilities

Currently, of current document versions:

• keywords.

• author;
• upper/lower date.

• readmes;
• document body (closed formats, e.g., xls, a problem; doc ok);
• search of histories;

Authentication

• Enter username and password...
• ...a cookie is set;
  
  
• the cookie lasts for the current browser session.

Logging Out (Timing Out)

Currently...

• there is no explicit logout mechanism;
• closing down your browser deletes the cookie.

To-Do, Plans

• Finish search facilities: search content of READMEs and documents bodies.
• Search HISTORIES?
  
  
• Personal trees with "publication" utility?
  
  
• Different permissions for definitive and view-only documents?
• Permissions by file, not just directory?

Admin Tool

• create new accounts (username/passwords);
• new trees;
• new branches;
• delete Entries;

Comments/Questions/Suggestions