Qvain User Guide

Publishing research data with Qvain Tool: Qvain introduction video

CONTENT

• • Getting started
  • Front Page
  • Dataset Description
  • Save Dataset as Draft
  • Publish Dataset
  • Edit Dataset
  • Share editing rights
  • Creating a new version
  • Delete Dataset

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GETTING STARTED

The research dataset description tool Qvain can be found at qvain.fairdata.fi. Qvain can also be accessed at etsin.fairdata.fi via the “Create/edit datasets” button in the page’s upper corner.

You need an active CSC customer account in order to use Qvain (instructions can be found here).

Once you have an active CSC customer account, you can log into the service at qvain.fairdata.fi by using your Haka, Virtu or your personal CSC account.

IDA, Qvain and Etsin use a common single sign-on/sign-off (SSO) service. This means that you will log into all of these Fairdata services when logging in once through IDA, Qvain or Etsin. Similarly, logging out will log you out of all of the services.

To log into Qvain, click the “Login” button in the page’s upper right corner. Choose “CSC Login” or “Haka Login” and follow the instructions.

Please note that your personal CSC customer account can be managed through MyCSC ( e.g. creating an account or changing the CSC account’s password).

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FRONT PAGE

Qvain’s front page lists all the datasets you have defined in the service. From the front page, you can either create a new dataset or edit an existing one.

Creating a new dataset

You can create a new dataset by clicking the “Create new dataset” button or or by clicking “Create dataset” at the top of the page.

Dataset list

In the dataset list, you will find the following information regarding each dataset: the dataset’s title, status, owner (you / someone else), when the dataset was created as well as the actions available for each dataset.

You can filter the datasets by name using the search box above the dataset list.

The status of a dataset is either “Published” or “Draft”. Published datasets are displayed publicly to everyone in Etsin (even when access to the data included in a dataset is restricted, the metadata describing a published dataset is always public). Datasets with a “Draft” status are only visible to the person who created the dataset when they are logged in to Etsin.

If multiple versions of the dataset have been created, you can view the older versions by clicking the “>” in front of the latest version of the dataset. All versions of a dataset can be edited.

When you view a dataset through Etsin’s search, the latest version of the dataset is shown by default. You can also switch to view older versions of the dataset.

In the “Actions” section on the front page’s dataset list, you can

• Click “Edit” to edit a published or draft dataset.
• See what the dataset looks like in Etsin by clicking “View in Etsin”.
• Share editing rights with other users by clicking “Editors”.
• Use an existing dataset as a template to create a new dataset by clicking “Use as template” from the “More” drop-down menu. In this case, Qvain copies all the descriptive information from the selected dataset to the fields of the new dataset form. NB! Files attached to a dataset will not be copied to the new dataset’s form when using the “Use as template” activity.

• Create a new version of the dataset by clicking the “Create new version” from the “More” drop-down menu. NB! When creating a new version of a dataset, old versions of the dataset will remain publicly visible in Etsin unless you delete them.
• Delete the dataset completely by clicking “Delete” from the “More” drop-down menu. If you delete a dataset that has a “Draft” status, the dataset will be permanently deleted. If, on the other hand, you delete a published dataset, it will be removed from Etsin’s search results and will no longer be visible in Qvain. The deleted material will, however, have a public description page in Etsin. You will be able to find this page in Etsin through the dataset’s permanent identifier.

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DATASET DESCRIPTION

Fill in the Qvain form to describe your dataset.

More detailed list of Fields to describe your dataset can be found in Qvain Fields.

 

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SAVE DATASET AS A DRAFT

You can save the information you have filled in on the form as a draft by clicking “Save” at the bottom of the page. When you save a dataset as a draft, you can preview it when logged in to Fairdata services in Etsin. Drafts are not visible to other users in Etsin.

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PUBLISH DATASET

Click “Publish” at the bottom of the page to publish your dataset. After publication, your dataset will appear in Etsin (etsin.fairdata.fi) and you can edit it in Qvain if you wish. Note that only cumulative datasets’ files can be added after publication. In other cases, the files attached to the dataset cannot be changed except by creating a new version of the dataset.

Datasets’ metadata published by Qvain are automatically CC0 licenced. You can however define your own licence for the data itself, this is done in the “Licence” field in Qvain.

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EDIT DATASET

You can edit the metadata of published or draft dataset. To edit the dataset, click “Edit” next to the dataset you wish to edit in the dataset list on Qvain’s front page.

You can edit the metadata of your datasets freely. If you have attached files to your published dataset from IDA, you will not be able to delete or add files to your dataset without first making a new version of it. (The exception to this are cumulative datasets to which files can be added.)

To make a new version of your dataset, select “Create new version” from the “More” drop-down menu in the dataset list.

You can publish the changes made or save them as a draft. Changes to a dataset saved as a draft will be visible only to you when logged in to Etsin, whereas published changes appear in Etsin publicly to all users.

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EDITING RIGHTS

By default, if a dataset is an IDA dataset (data is stored in Fairdata IDA) all members of a CSC project that uses the IDA service have equal rights to edit the dataset: all project members can edit, publish and remove the dataset. They can also add and remove editing rights for other users.

If the data is not stored in IDA but is a “remote resource”, only the user who created the dataset has editing rights to it.

In the dataset list you can see all datasets which:

• You have created yourself (Owner: Me)
• You have editing rights to, either via project membership or by someone giving you individual editing rights (Owner: )

You have equal rights to edit all these datasets’ metadata, publish the changes, make new versions, add new editing rights and even delete the dataset. If the dataset is an IDA dataset and the data belongs to a CSC project you are not a member of, you can only see the included data but you cannot make any changes to the dataset.

The given editing rights are inherited to a new version of the dataset if a new version is created.

Using a dataset as a template for a new dataset does NOT copy the editing rights.

Adding and removing editing rights

In addition to the default editing rights, you can add editing rights for individual users. In the dataset list click the button “Editors” and a modal window will open.

In the modal window you can either add a new user (Invite tab) or review/remove existing users (Members tab).

• Add a user (Invite tab) by starting to type his/her name: Qvain will auto-fill the user’s name once it finds a match. Click “Invite” to add editing rights for that user.

• Remove a user (Members tab) by selecting “Remove” from the Editor dropdown.
  • You cannot remove the original creator of the dataset nor the users that have been added as editors via CSC-project membership.

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CREATING A NEW VERSION

You can create a new version of a published dataset. To create a new version of a dataset, click “More” next to the dataset you wish to create a new version of in the dataset list on Qvain’s front page.

The new version of the dataset is visibly linked to the old version of the dataset in Etsin and it gets a new persistent identifier. The old version of the dataset will still be accessible through its persistent identifier.

Note:  If you have attached files to your published dataset from IDA, you will not be able to delete or add files to your dataset without first making a new version of it. (The exception to this are Cumulative datasets to which files can be added.)

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DELETING DATASET