Quick Access
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Create/Edit New Version of Record
*Versioning a record preserves the original record(s), tracks changes, and facilitates the input of new or updated metadata and files. When a new version is published, the previous version(s) remains accessible. NOTE: Each version is assigned a unique DOI. These instructions cover versioning. To watch a video demonstration of this process, click here.
*Editing a record overwrites the original, replacing the record’s information with any changes made. Once an edit is published, the previous record and information is no longer accessible. NOTE: Editing a record does not change its DOI. (Click here to learn how to edit a 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, then click on the green New version button on the next page –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 green New version button.
- Upload any new files (or import the files from the previous version), and edit the desired fields to accurately describe this updated version. The new version also requires a new publication date. NOTE that a separate DOI is generated for each version.
- Select the preferred Save draft/Preview/Publish option to properly store or view the version.
- Save draft will store the version without publishing it.
- Preview will provide an external view of the version without publishing it.
- Publish will finalize the version and its settings, at which point the version can no longer be deleted.
- Discard version (bottom of page) will abandon the version and exit the page.
Version FAQs
How can different versions be accessed?
Search results will by default only display the latest published version of a record. However, toggling the flip switch in the versions facet enables users to view and search all versions.
The landing page for previous versions of a record clearly displays that a newer version exists, with a link to it.
In the right-hand column there is a link to view all published versions.
How does versioning affect visibility?
Each version of a record has its own visibility options for metadata and files. For example, the visibility of one version can be restricted while the visibility of another version is public. Likewise, embargo dates also apply to specific versions. (Click here to learn more about visibility.)
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.
Does a record retain one DOI despite the presence of different versions?
Each version of a single record receives its own unique DOI. Therefore the visibility of each version must be carefully considered. Restricting a version of the full record, including metadata and files, will cause users to reach a page saying that version of the record cannot be found. To encourage users to use a new version, consider restricting access to previous files while leaving the metadata publicly visible.
When should versioning be used instead of creating a brand new record?
When dealing with the same project, dataset, etc., versioning offers a dynamic and manageable method for updating progress and preserving changes. One record housing different versions makes toggling back and forth between past and current metadata and/or files more convenient than moving between separate records. Creating a brand new record is better suited for projects, datasets, etc., that are independent from prior records and remain more static in nature. If there is no benefit to connecting a new upload to a previous record’s stages and progress, opt for creating a brand new record.
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.