User Guide - circabc.europa.eu … · Web viewThis Request for publication process includes...

ESS-MH

USER GUIDE

Version 4.0 (ESMS)

April 2018

ESS MH Quick User Guide – Version 4.0 (ESMS)

Table of Contents

1 INTRODUCTION.....................................................................................................................................................3

2 LOGIN......................................................................................................................................................................5

3 CREATE A REFERENCE METADATA FILE - NEW.....................................................................................7

3.1 STEP 1 — INFO..................................................................................................................................................73.2 STEP 2 — CONTENT..........................................................................................................................................83.3 STEP 3 — ANNEXES..........................................................................................................................................93.4 STEP 4 — SUMMARY.........................................................................................................................................9

4 MANAGING REFERENCE METADATA FILE..............................................................................................12

4.1 GLOBAL ACTIONS............................................................................................................................................124.2 FILTERING.......................................................................................................................................................124.3 FLEXIBLE REPORT............................................................................................................................................134.4 IMPORTING......................................................................................................................................................14

5 REFERENCE METADATA FILE – ESTAT USERS.......................................................................................15

5.1 VALIDATION & REJECTION.............................................................................................................................155.2 REQUEST FOR PUBLICATION............................................................................................................................15

5.2.1 Step 1 -Preview...........................................................................................................................................155.2.2 Step 2 –Attachment.....................................................................................................................................155.2.3 Step 3 –Publication....................................................................................................................................17

5.3 PUBLICATION...................................................................................................................................................185.3.1 Publication report......................................................................................................................................18

6 SPECIFICITIES REGARDING ROLES...........................................................................................................20

6.1 SUPER PROVIDER AND PUBLISHER..................................................................................................................206.2 National Users and National Administrators..................................................................................................21

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1 INTRODUCTION The purpose of this document is to provide a short but complete overview of the ESS-MH web application from a user perspective.

Users are authenticated by their username and password (EU Login). Based on this personal information as well as domain/s of interest/s and duties, authorisation takes place and a role is assigned. There are multiple roles defined in the ESS-MH application1:

- Publisher (Eurostat): the user has full access to all domains for all metadata providers.

- Validator (Eurostat): the user has full access to all metadata flows belonging to his/her designated statistical domain.

- Super provider (ESS): the user has access to all domains and metadata flows across the different institutions placed in their country. In other words, access is country-based and not institution-based.

- Provider (ESS): the user is an end-user of an NSI (or any other national metadata provider), and has only access to the metadata flows pertaining to his/her specific domain.

Metadata files’ workflow

The web application follows the rationale shown in Figure 1. Thus, this application covers all the steps included in the lifecycle of a reference metadata file -from the creation (draft) to the publication of a file (published). The validation of the metadata file is a prerequisite that needs to be met before it becomes eligible for publication. Should it be required, the metadata file can be sent to the beginning of the process (draft) at any time2.

1 The ESS-MH application includes four other roles which are not covered by this user guide: Super Administrator, Administrator and Super Viewer and Viewer.2 That is true for the Eurostat and for ESS users.

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Figure 1: Metadata file’s workflow

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2 LOGIN

Figure 2: Login page

ESS MH users can access the web based tool by clicking on the Login button. Users will automatically be directed to the EU Login page in order to identify themselves. Please note that you will have to provide your email address and password. Other actions such as Create an account are available too.

Figure 3: ECAS page

Upon successfully login to the web application, the user will be redirected to the home page of the IT application3.

3 If not redirected automatically, the user will have to access the app manually by accessing the app URL.

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3 CREATE A REFERENCE METADATA FILE - NEWThe user can create a file by either clicking on the Add button or selecting New, located on the drop-down menu of the Metadata files’ tab.

Figure 4: New/Add Metadata file

3.1 STEP 1 — INFO

The first page of the wizard is displayed. The user will have to fill in the information as required bearing in mind that those categories marked with a red asterisk are mandatory. Once the information is completed the user should click on Next.

Figure 5: Creating a Metadata File – Info

The user can return to Step 1 of the wizard by pressing the Back button or by selecting the tab named “Info”. If the Close button is hit the user will lose all the information inserted until then and will be redirected to the homepage.

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3.2 STEP 2 — CONTENT

In Step 2 of the wizard, the user must also fill in all the mandatory fields needed to complete the metadata file. Mandatory fields are also marked with a red asterisk in the tree structure. Different functionalities are available such as the Expand all button, which enlarges the concept/sub-concept’s list.

Figure 6: Creating a Metadata File – Content I

Once an editable (sub) concept is selected by the user from the tree structure, there are two ways to enter data in the text-box4:• Enter data directly in the text box (not copied from another application).

• Paste text from Word/Excel by clicking on the corresponding icon /

The user can reuse the content of some or all concepts from other metadata file by pressing the Reuse button. This action will trigger a pop-up window with a full list of all metadata files that the user has access to.

4 If data to be entered is that of date type a calendar will become available to help the user choose the specific date. If the selection of a codelist is required, the list of available codelists will be shown.

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Figure 7: Steps 1 & 2 of the Reuse functionality

Users can decide whether an editable (sub) concept is publishable by ticking (or not) the appropriate box - . Additionally, Annexes can also be linked to the new metadata file at the (sub) concept level by using the and/or the button, depending on the format of the Annexe. If the information to be attached is not related to one (sub)concept but to the whole new metadata file please proceed to the next tab of the wizard (step 3).

Finally, if the user does not fill in all the mandatory fields and tries to proceed to Summary (step 4), an error message is displayed indicating all the mandatory field(s) that still need(s) to be completed.

3.3 STEP 3 — ANNEXES

Annexes can be added to a metadata file on step 3 of the wizard. They can be uploaded to the system as a regular file and/or using a link to specific location by means of an URL address. Please note that Annexes are not compulsory and therefore this step is not mandatory.

Figure 8: Creating a RMF - Annexes

3.4 STEP 4 — SUMMARY

This is the last step of the wizard and so for the creation of the new metadata file. The user sees all the information that was filled in, under the sub-tab Full view. The information remains the same under the Disseminated view sub-tab as long as the user has not activated the Restricted for publication functionality for any of the (sub) concepts (please see step 2). Otherwise, the locked (sub) concept(s) would be published replacing the content with a standard text.

The user can also activate the lock for the entire new metadata file by not ticking the box For publication (please see Figure 9). In other words, this box has to be ticked by the owner of the metadata file in order to be eligible for publishing at a later stage.

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Figure 9: Creating a RMF -Summary

If the user attemps to close the wizard at any of the four steps without saving the file, a pop-up windows will alert him/her. If the action is pursued and the file is deleted, the information inserted up to this point will be erased from the system.

Finally, the user will save the newly created metadata file by pressing the Save button at the top and/or bottom of the page. The file is saved as Draft. Only when all the required information have been inserted and saved the Send button (for validation) will become available.

Figure 10: Sending a RMF for validation

If the action was successfully completed the status of the metadata file would change from Draft to Ready for validation.

In order to ensure the correct display of metadata information the Quality measures button has been created. This functionality provides important information to metadata producers in relation to the formatting of information that was introduced up to this point. If the file does not contain any unwanted tags, the inserted metadata information should then be visible exactly the same by all parties regardless of the browser & other IT aspects that are involved.

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Figure 11: Quality measures box

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4 MANAGING REFERENCE METADATA FILE On the metadata file showing list there is a column named Actions. The functionalities included within this column are largely dependent on the status of the metadata file and the role of the user. The following are the total number of Actions available within the ESS-MH application: edit metadata file; publish metadata file; copy metadata file; send for validation; recall; delete; download; view history and preview.Thus, the functionalities or Actions available by status of the file are:

- If Draft, all actions are covered except for the Recall a metadata file; - If Sent for validation or Validated, the functionalities available are the

same as in Draft except for the Delete action which is not foreseen and the availability of Recall instead of Send for validation;

- If Ready for publication, the actions offered are the same as in the previous case except for the Recall,which includes two options: back to draft or validated status..

4.1 GLOBAL ACTIONS

Located under the metadata file showing list the system also contains a link to four key actions named as Global actions which all but Compare are available within the Action’s column. However, through this set of actions, the user can Download, Send for validation and Delete one or more metadata file(s) at once. Please note that in order to avoid the loss of information by mistake the Delete action only works when the status of the file(s) is(are) Draft. The Compare functionality allows users ckecking two metadata files against each other (or instances of the same metadata file by activating the View history function). The information that is not equal in both metadata files will be highlighted in red. A metadata file can also be compared against a previous version of the same file by clicking on the View history button and selecting the two versions of the document to be compared.

Figure 12: metadata file – results of the compare global action

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4.2 FILTERING

On the Home page, the system provides the full list of metadata files available to the user. In order to help the user retrieve a specific file the Filter function is accessible (on the left side of the screen). There are many parameters covered within the Filter function which can help us make a quick search. Thus a user can for example identify all the metadata files related to a specific year (for example 2012) by filling in the Reference year option from (2012) to (2012) and pressing on the Filter button. Please note that depending on the user’s role some of the filtering options will not be available.The Filter function also allows users to save the selected filtering options for future use by hitting the Save filter button. Saved filters can be retrieved by using the Select filter drop-down menu and then clicking on Load filter.

Figure 13: Filter function

4.3 FLEXIBLE REPORT

The Flexible report functionality allows users to adjust the structure of the metadata file to their needs and have as a result a tailor made report. This functionality is very useful when a user wants to check a limited number of (sub) concepts across time. In order to create a Flexible report a user has to specify the reporting structure (Typology) and Metadata flow. Consequently the list of (sub) Concepts available will greatly vary depending on the previous choice. Finally the user has to decide the Type of the report (list/ table) and the Output format (PDF, HTML, Doc, Docx or Excel) before he/she is able to create the Flexible report through Generate button.

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Figure 14: Generating a flexible report

4.4 IMPORTING

The user may upload to the ESS-MH application an existing metadata file through the Import functionality which is placed under the Metadata files tab. One can import only SDMX-ML files. The user may as well use the information to be imported in order to overwrite an existing metadata file by ticking the appropriate box.

Upon the successful importation of the file, the system will show an OK message with the name of the imported metadata file.

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5 REFERENCE METADATA FILE – ESTAT USERS

5.1 VALIDATION & NEED INFO

The ESTAT user can either Validate or put on hold by Need Info, a metadata file that is Ready for validation –the latter would revert the metadata file back to Draft status. Any file’s owner is able to Recall a file which is Ready for validation and revert it back to Draft status.In order to review the information provided by the ESS user5 the ESTAT user could enter the metadata file through the icon –other actions such as Preview and Flexible reports are available too. If the Edit Metadata File was hit the same wizard provided when creating the new metadata file would be available. The review process ends in step 4 when the ESTAT user decides to either Validate or request further information (Need info) the metadata file. The two buttons are located at the bottom of step 4.If the Validate button is hit the system will confirm that the action has been successful. The ESTAT user could also request further information the metadata file. If so, the system would provide a text box where the ESTAT user would be able to communicate in writing with the owner of the metadata file. The system sends an automatic email to the owner of the file when the file has been validated / put on hold pending further information.

5.2 REQUEST FOR PUBLICATION Once the file has been validated the system will allow the ESTAT user to trigger the Publish a metadata file action through the icon. Please be aware that this action is only available for those metadata files which have not been locked by the owner of the file. If the Publish a metadata file icon is available the ESTAT user is now ready to start the Request for Publication process.

5.2.1 STEP 1 -PREVIEW

This Request for publication process includes another wizard with 3 steps. Here it starts with Preview (step 1) which corresponds to last step (summary) of the new reference metadata file's wizard. There will be no differences between Full view and Disseminated view unless the lock was activated by the owner of the file for one/several (sub) concepts. The ESTAT user will click on Next, located at the button of screen.

5.2.2 STEP 2 –ATTACHMENT

In step 2 the ESTAT user will have to decide on:

5 Or the ESTAT user if it is a European metadata file.

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- Publication title: using either the same title as the node or creating a new one; - Attach/link: establishing which node will be the recipient of the metadata file.

Figure 16: Request for publication – Step 3

The metadata file can only be Attached to one node whereas it can be Linked to as many as the ESTAT user appropriately decides so. In other words, the metadata file will be physically placed only on one node (folder, sub-folder or dataset) through the Attached node function. However the metadata file can be re-used by other nodes through the Linked node function. When the ESTAT user has found the physical recipient to Attached the metadata file he/she will click on the icon and the title will then be highlighted in green (to detach the file from a node, the ESTAT user will use the icon). The metadata file is Linked to a node(s) through the icon, and the title will be highlighted in orange (to unlink the file from the node(s), the ESTAT user will click on the icon)6.

6 The legend is located at the bottom of the navigation tree.

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Please be aware that the button is also available under this step. If pressed it would automatically detach the previous metadata file and place this new one instead –only one metadata file per organisation and per reference year can be attached at a time.

5.2.3 STEP 3 –PUBLICATION

In order to access the final step of the Publication wizard the ESTAT user is requested to fattach the metadata file to a node on step 2 and click on Save. There is only one action covered in the final step: Request for publication.

Figure 17: Request for publication – Step 4

If the action is successfully completed the system will confirm it and the status of the metadata file will switch from Validated to Ready for publication on the Homepage menu.

Please be aware that the European metadata file will have to be republished whenever a National metadata file has been published. The ESS MH tool will alert the ESTAT user if he/she attempts to request the publication of National file which is covered by a European one which is already published. A similar text will be provided when the ESTAT user enters the European file –see below

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Figure 18: Automatic alert message: Republish EU file (from National and European files perspectives)

5.3 PUBLICATION

This action can only be performed by Publishers. It corresponds with the final process before the metadata file goes live on Eurostat website.

In order to get started the Metadata Administrator will click on the icon. The Publication wizard will then pop-up –being the same as the one filled in the Request for Publication section. The Metadata Administrator will review all steps. Only one action is foreseen in the last step: Publish the metadata file7.

7 The Need info option is available when the file cannot be published as it is and requires further work from the Validator.

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Figure 19: Publication's wizard– Publish

5.3.1 PUBLICATION REPORT

All the relevant information regarding publications is to be found on the Publication report, located under the Report tab. This functionality is only available for ESTAT users. The list of all published metadata files will be included here, including information on a number of items: Publication name, File name, Typology, Publication date, Responsible unit, Author and Action.

The filter functionality is also available here in order to help ESTAT users to locate/search the needed Published metadata file.

Figure 20: Publication report

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6 SPECIFICITIES REGARDING ROLES

6.1 SUPER PROVIDER AND PUBLISHER

Super providers and Publishers8 are able to manage users from within his/her country. This administrator role logically includes the possibility to grant access to new members. This action is available under the Administration tab, selecting on Users.

Super providers are now responsible for the management of their members. In other words, they are now able to see all members across their country as well as add new ones.

Please note that the prospective member has to have an EU login account before he/she can be granted access to the ESS-MH application. There are 6 fields (5 mandatory) included in this process:

- Login, refers to the ECAS login name;

- First name, of the prospective user;

- Last name of the prospective user;

- Phone;

- E-mail, of the prospective user;

- Notifications, refers to the automatic alerts sent by the system;

The role, which is an important field that will be limited by the administrator type, will be defined on the second step.

8 SUPADM are able to grant access to new members too.

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Figure 21: Publication report

6.2 NATIONAL USERS AND NATIONAL ADMINISTRATORS

In the new version of the ESSMH it is very likely that more than one user will be allow to create a new national metadata file for a specific flow. ESS users should be reminded that although there may be a need to have different users contributing to a new national file, only one person will become the owner of the file. That is, the person who last made any changed on the file i.e. Save/Send for validation/Recall. All pieces of communication, whether automatic alerts (such as validation/publication of the file) or handwritten ones (such as requiring further changes before the file can be validated) will be sent to the owner of the national file.

It is then the responsibility of the national team to distribute the exchanged information across their country accordingly.

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