Quick Access
Click on one of the following titles to directly access that section.
Edit Visibility of Record
Instructions
- Log in to Prism by clicking on the grey Log in button in the top right corner of the home page. PLEASE NOTE that a NetID is needed to access Prism.
- Click on the dropdown menu to the right of your name, then select My dashboard.
- Click on the grey Edit button to the right of the desired record –OR— click on the desired record from the list of uploads, followed by Manage record at the top of the page, then click on the yellow Edit button.
- Select the desired Visibility settings, according to Full record and Files only preferences.
- Setting the full record to public visibility makes the metadata and file(s) publicly accessible. This option allows anyone in the world to view the metadata of the deposit (such as the title, creators, etc.) and to view any files associated with the deposit.
- Setting the full record to restricted visibility makes the metadata and files only accessible to users specified in the permissions. This option allows the metadata for the deposit (such as the title, creators, etc.) and the files associated with it to be viewed ONLY by system administrators, users who receive a shared link, and if the record is submitted to a community, any community administrators and members. NOTE: Even restricted metadata is made publicly available on DataCite Commons as a requirement for assigning a DOI to a record. Apply an embargo to restrict accessibility for a specific period of time by checking the corresponding box and providing a date. On this date the metadata and the files will automatically be made publicly accessible.
- If the full record is to set to public, there are two options for the files (when the full record is set to restricted these options are not available). Setting the files only to public visibility makes the metadata and files publicly accessible. Setting the files only to restricted visibility makes the metadata publicly accessible, but the files can only be accessed by users specified in the permissions. This option allows anyone in the world to view the metadata for the deposit (such as the title, creators, etc.) but the files associated with it can ONLY be viewed by system administrators, users who receive a shared link, and if the record is submitted to a community, any community administrators and members. Apply an embargo to restrict accessibility for a specific period of time by checking the corresponding box and providing a date. On this date the files will automatically be made publicly accessible.
- Select the preferred Save draft/Preview/Publish option to properly store or view the record.
- Save draft will store the changes that have been made without publishing the record.
- Preview will provide an external view of the record without publishing it.
- Publish will finalize the record and its settings, at which point the record and files can no longer be deleted.
- Discard changes (bottom of page) will abandon the changes made and exit the page.
Roles with View or Edit Privileges
There are several system roles in the repository that impact who can view and edit a record. A record in Prism consists of metadata (such as the title, creators, etc.) and the associated files, unless the record is specified to be metadata-only.
- Depositor: The person making the deposit can view and edit the record at any time, regardless of the record status as a draft or published, or the visibility of a published record as public or restricted. They can also upload new versions of the files to the original record.
- System administrator: System administrators may view and edit the record, regardless of the record status as a draft or published, or of the visibility of a published record as public or restricted in any way, in order to properly administer the repository and preserve the contents of Prism for future use. While they can edit the record and upload new versions of files to the original record, the responsibility for this belongs to the depositor.
- Community owners: Community owners have full administrative access to the entire community. If a record is submitted to their community, they will be able to view and edit that record, regardless of the record status as a draft or published, or of the visibility of the record as public or restricted in any way. While they can edit the record and upload new versions of files to the original record, the responsibility for this belongs to the depositor.
- Community managers: Community managers can manage members, curate records and view restricted records. If a record is submitted to their community, they will be able to view and edit that record, regardless of the record status as a draft or published, or of the visibility of the record as public or restricted in any way. While they can edit the record and upload new versions of files to the original record, the responsibility for this belongs to the depositor.
- Community curators: Community curators can curate records and view restricted records. If a record is submitted to their community, they will be able to view and edit that record, regardless of the record status as a draft or published, or of the visibility of the record as public or restricted in any way. While they can edit the record and upload new versions of files to the original record, the responsibility for this belongs to the depositor.
- Community Readers: Community members are known as readers and can view a record that has been submitted and accepted into a community, regardless of the record status as draft or published or of the visibility the record as public or restricted in any way.
- Users with specific permissions: Once a record is published, the depositor can use the “Share” option to create a unique link that has “View”, “Preview”, and “Edit” privileges for whomever has the link.
|
|
Can Edit Record | Can View Restricted Record | Can View Public Record |
|---|---|---|---|
|
Depositor |
Yes |
Yes |
Yes |
|
System Administrator |
Yes |
Yes |
Yes |
|
Non-affiliated Viewer |
No |
No |
Yes |
|
If record is shared with Community by Depositor: |
|||
|
Community Owner |
Yes |
Yes |
Yes |
|
Community Manager |
Yes |
Yes |
Yes |
|
Community Curator |
Yes |
Yes |
Yes |
|
Community Reader |
No |
Yes |
Yes |
Visibility and Permissions FAQ
How can I edit the visibility of a current record?
See our guide on Edit Visibility of a Record.
When does the visibility go into effect?
The selected visibility option will go into effect once the record is published. If the record (the metadata and/or the associated files) has been published as public, any files associated with it can be viewed by anyone who finds them online. NOTE that even restricted metadata is made publicly available on DataCite Commons as a requirement for assigning a DOI to a record. For more detailed information see Visibility in Prism or Edit Visibility of a Record.
When can you change the visibility of a record?
The person making the deposit can change the visibility of the record at any time, regardless of the record status as a draft or published. In addition, any system administrator, any person you give a link to with edit privileges, and if you submit your record to a community, any community administrator, can edit the record or change the visibility of the record. See our guide to Edit Visibility of a Record.
How does visibility impact student-submitted work?
Students submitting their work (such as a thesis, dissertation, or course-related projects) to Prism waive any privacy rights granted by FERPA or privacy rights granted by any other law, policy, or regulation.
How do I delete an item that I've uploaded to Prism?
You are not able to delete an item that you've uploaded. As an institutional repository, Prism is meant to preserve items for the long term, which adds complexity to issues around users deleting files. If you have an item that you'd like to remove from Prism, please edit the visibility to private. If you feel you must have the item deleted, please contact prism@northwestern.edu to discuss the issue. For more detailed information see Visibility in Prism or Edit Visibility of a Record.
Who can see an item that has been made private in Prism?
The depositor and Prism administrators can see items that the depositor has made private in Prism. The item will not be viewable in the Prism search or catalog. The item will not be viewable to any viewers (other than the depositor and Prism administrators). For more detailed information see Visibility in Prism or Edit Visibility of a Record.
I want to share my collection and grant access permission to another user, but that user’s name does not appear in my search. What can I do?
For a user’s name to appear in the drop-down menu, that person must have a confirmed profile Prism. When the user logs in to Prism for the first time, a profile is automatically created and they must confirmed their account by clicking on "Confirm my account" in the Welcome email. (Click here to learn how to confirm Prism account.) Once they have done so, their name will then appear in the drop-down menu when you search for that person. You can also email a list of users (names and Northwestern e-mail addresses) to prism@northwestern.edu and we will create the profiles.
What happens to my files in Prism after I leave Northwestern University?
The files remain in Prism and continue to be discoverable, accessible, and citable, since Prism is a preservation as well as access service. If you have any questions or concerns about your files after you have left Northwestern University, please contact prism@northwestern.edu.
Can I deposit files and metadata in Prism even if I am not the creator?
Mediated deposits are permitted, meaning the depositor does not have to be the creator in order to deposit in Prism. However, the depositor must have the permission of the copyright owner (whether that is a faculty member or the publisher) in order to make the deposit.
How do I get proxy access from a faculty member to edit or add metadata to their records, or upload more documents with their permission?
The faculty member will need to log into Prism, use the dropdown menu next to their name and select My dashboard. From their dashboard, they should click on the "View" button for the record they wish to share. From the record's page, they should click on the "Share" button and select "Can Edit" and "Get a Link". This link can be used by anyone with the link to edit the record.