Prism

Click on one of the following titles to directly access that section.

• Submit New Record to Community
• Submit Existing Record to Community
• Check Status of Submitted Record
• Browse Community Records

How to submit a new record to a community

1. Log in to Prism by clicking on the grey button in the top right corner of the home page. PLEASE NOTE that a NetID is needed to access Prism.
   
2. Click on the + (plus sign) icon next to your name at the top, then select New upload from the dropdown menu
   
3. At the top of the page click on the purple Select a community button
   
4. Locate the desired community by either browsing the listed options, using the search bar to input text, or toggling the option in the top left corner of the window to My communities. Click on the grey Select button to the right of the community.
   
5. Now the community appears in a grey ribbon at the top of the upload page. Click on the purple Change button to select a different community, or click on the grey Remove button to eliminate it altogether.
   
6. After completing the upload’s metadata, click on the green Submit for review button on the right.
   
7. In the pop-out window check the first box to acknowledge and accept that the community’s owners, managers, and curators will have access to view and edit the upload’s metadata and files. Check the second box to acknowledge and accept that if the upload is accepted to the community, it will be immediately published. The submitter and the community’s owners, managers, and curators can edit and update the record under review both before and after it's published. NOTE: once published the record is owned by both the submitter and the community.
   
8. It is then optional to enter a message to the community curators in the empty field. To enlarge the field, click its bottom right corner and drag downward.
9. Click on the green Submit review button to complete the process, or click on Cancel to abandon the action. Curators of the community will receive the review request under the "Requests" tab, and can have a conversation with the submitter as well as preview the submitted record. NOTE: By publishing, you confirm that you have read and you agree to Prism's deposit agreement. The deposit will create a record in Prism, which consists of metadata (information such as the title, creators, etc.) AND the associated files if any are uploaded with the deposit. If you are the copyright owner of the deposit, by accepting this agreement you do not give up the copyright to your work, and you do not give up the right to submit the work to publishers or other repositories. Northwestern University and Galter Library bear no responsibility for the contents of the deposit. If, at any time, you learn that your acceptance of this deposit agreement is inaccurate, you must contact prism@northwestern.edu immediately.
   
10. If the submission is accepted, the record will appear within the community itself and the community name will be linked on the record home page; if the submission is declined or cancelled, no changes to the community or the record occur, but the record will remain a draft which can then be published individually by the user (without the community). 

How to add an already existing record to a community

1. Log in to Prism by clicking on the grey button in the top right corner of the home page. PLEASE NOTE that a NetID is needed to access Prism. 
   
2. Click on the dropdown menu to the right of the name, then select My dashboard.
   
3. Locate and click on the title of the desired record.
4. On the right side of the record home page, click on the grey cog icon under Communities; then click on Submit to community.
   
5. Toggle between "All" communities and "My communities" depending on preference, or use the search field to locate the desired community. Then click on the grey Select button to its right.
   
6. Check the curator access permission box, then enter a message to the community curators or leave the field blank. Click on the purple Submit to community button.
   
7. Once submitted, the pending submission request can be found by navigating to My dashboard and clicking on Requests. If the submission is accepted, the record will appear within the community itself and the community name will be linked on the record home page; if the submission is declined or cancelled, no changes to the community or the record occur, but the record will remain a draft which can then be published individually by the user (without the community). For more instructions concerning pending submission requests please refer to the box directly below this one.

How to check the status of a submitted record

1. Log in to Prism by clicking on the grey button in the top right corner of the home page. PLEASE NOTE that a NetID is needed to access Prism.
   
2. Click on the dropdown menu to the right of your name, then select My dashboard.
   
3. Click on the Requests tab.
   
4. Sort through requests by using the provided filters. The Open and Closed toggle buttons differentiate between pending and resolved requests respectively. Pending requests require the user to accept or decline the request, while resolved requests are complete and require no further action. NOTE there is no way to reopen a closed request.
   
5. Use the search bar to search requests by inputting text. NOTE results will match records with the searched term(s) in any field. Stemming is applied, so e.g. “science” will also match “sciences,” and search results are ranked according to an algorithm that takes your query terms into account.
6. The Sort by dropdown menu facilitates queries by offering results organized by Best match, Newest, or Oldest. 
   
7. Filter requests by type by checking the boxes next to the desired types on the left. To the right of each type is a number, which represents the total requests that fit within that categorization. In this case, check the box next to New submission, which will limit the list to only the user's community submissions. To reset this filter click on the white Clear button above the type options.
   
8. Filter submissions by status by checking the desired boxes next to the status options on the left. To the right of each option is a number, which represents the total submissions that fit within that categorization. To reset this filter click on the white Clear button above the status options.
   
9. After locating the desired submission(s), click on the title; this will open a conversation thread between the submitter and the receiving community. Users can address questions, concerns, etc., by messaging the community here. NOTE conversations occur solely within Prism and no notifications are sent via email or otherwise regarding new messages.
   
10. Pending submissions are closed once a community admin accepts or declines the request. If the submission is accepted, the community will be linked on the record home page under Communities (and the record will appear within the community itself); if the submission is declined or cancelled, no changes to the record or the community occur, but the record will remain a draft which can then be published individually by the user (without the community).

How to browse records within a community

1. Log in to Prism by clicking on the grey button in the top right corner of the home page. PLEASE NOTE that a NetID is needed to access Prism. 
   
2. Click on Communities at the top left of the page –OR— go to My dashboard and then select the Communities tab.
   
3. Locate and click on the desired Community from the options.
4. To view all versions of records in the community, toggle the View all versions option on the left. This will display each version of each record separately in the community’s library. NOTE the default display only shows the most recent version of each record.
   
5. Filter records in the community by access status by checking the desired box next to the Open or Restricted options on the left. To the right of each option is a number, which represents the total records in the community with that particular access status. To reset this filter click on the white Clear button above the access status options.
   
6. Filter records in the community by resource types by checking the boxes next to the desired types. Broader resource types may be broken down into more specific categories by clicking on the horizontal arrow directly to the left of each checkbox. This function facilitates a more focused filter (such as limiting an “Articles” search to just case reports). To the right of each resource type is a number, which represents the total records in the community that fit within that categorization. To reset this filter click on the white Clear button above the resource types options.
   
7. In order to search for records in a community by inputting text, use the search bar at the top of the browser. After entering the desired text into the field, two search options will drop down directly below the search bar. The first search option contains a grey box that says In this community, while the second search option contains a grey box that says All Prism. To search only the community for results, and not all of Prism, click on the first dropdown search option. NOTE results will match records with the searched term(s) in any field. Stemming is applied, so e.g. “science” will also match “sciences,” and search results are ranked according to an algorithm that takes your query terms into account.
   
8. For more details regarding advanced search queries with easy to understand examples, click here.