Navigation Tips
To move around the Archive, follow the links in the menu bar at the top of every AEI screen.
You can use your browser's "back" function in most places in the archive. However, when you are in the process of depositing a paper, be sure to use the "back" and "next" buttons provided at the bottom of each input screen to step through the process of describing your submission, instead of using your browser's back and forward functions.
Help screens will usually open in a new browser window separate from your AEI session. Closing the Help window will not affect your active AEI session.
The Archive does not have a logout function. If you have logged on to work in your user area, you can log out by simply closing the browser window.
Browsing
Browsing is a good way to access documents if you don't have a
specific idea of what you're looking for. There are four ways to
browse the archive, by year, conference, subject or series.
To browse the archive either select Browse from the front page or
from the navigation bar at the top of the screen. Then choose which
property you wish to browse (year, conference, subject or
series).
You will be presented with a list of possible values, select one
of these, and you will be given a list of references to documents in
the archive (if any) which match this value. To access a paper,
simply click on its reference in the display.
On the abstract page, you should be able to see what subjects are
pertinent to the current document. Clicking on one of those subjects
will take you back to the relevant browse by subject view.
Searching
The archive offers two levels of searching, simple and advanced.
They are similar, but the advanced form lets you perform a
finer-grained search using more fields. Access the simple search
using the Simple Search link on the front page, or using the Search
link in the navigation bar at the top of the screen. To perform an
advanced search, use the advanced search link at the top of the
simple search page.
Text Search Fields
These are used to search fields like abstract or author. These
are the fields where there is a text entry area, and a popup menu
just to the right of it. Type your search terms into the box. You
can decide how the system will use your search terms by selecting
one of the options from the popup menu just to the right of the
input box.
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Match all, in any order.
In the example shown, the system will search for records in which any
of the title, abstract or keywords fields contain both the word ``patient''
and ``care''.
Match any.
In the example shown, the system will search for any record with either the term
``patient'' or ``care,'' in any of the title, abstract or keywords fields.
Match as a phrase.
In this case, the system will search for your terms appearing exactly as you type them.
In the example, the system will return any record with the phrase ``patient care''
appearing in the title, abstract or keywords.
Lists of Values
With these you can select one or more values from a list of
values for the system to search for. If no value in the list is
selected, the system will ignore this field (i.e. it will retrieve
records with any value of this field.)
In cases where each individual record may have more than one
value attached to the list, you can also change search behaviour by
selecting ``Any of these'' or ``All of these'' from the popup menu
on the right of the list.
Any of these.
If this is selected, any record which has any of the values you select will be retrieved.
All of these.
If you select this option, a record must have all the values you choose associated
with it to be retrieved.
Years
When you're searching a year field, you can specify a single year or
range of years that you're interested in:
- 1999
- retrieves only records where the year is
`1999';
- 1987-1990
- retrieves records with years between 1987
and 1990 inclusive;
- 1995-
- retrieves records with years of 1995 or
later;
- -1998
- retrieves records with years up to and including 1998.
Yes/No Fields
Some fields can have the value yes or no, for example the ``Refereed'' field.
In this case, the search field lets you specify whether you want retrieved records
to have the value yes or no for this field, or whether you have no preference,
in which case the field isn't used to find records.
Registering
Certain services require you to register
with the system so that it can identify you, such as the document
depositing services. When you register with the system, you can
register a username, email address and password which must be
confirmed. The system will email you a confirmation URL to visit to
enable the password.
Before you can start uploading items, you need to fill out some
personal details into a form (http://aei.pitt.edu/perl/users/record),
the registration e-mail will contain instruction on how to do this.
This same form is used to change user details once registered.
Depositing Records
The first thing you'll need to do, after registering, is fill out
your user record using the form at http://aei.pitt.edu/perl/users/record.
When you click on ``Deposit Papers,'' you'll see an option saying
''View/change your user record'': Select this option. The user
record form is described below.
Once you've correctly filled out your user record, the ``Deposit
Papers'' page will show a number of options and any any items you
are working on or have submitted but are not yet approved by an
editor. The options are described below. Note that the options and
information that appear may vary slightly, depending on whether you
are in the process of depositing any papers and whether you have any
papers pending entry into the main archive.
Your User Record
Your user record is used to hold contact information about you.
Some of this information will be associated with eprints you upload;
some of it is purely for internal archive use. General information
like your name, URL, address and e-mail address are public, so it's
inadvisable to put down a home address. (Usually a postal address
isn't required.) Information about your operating system is purely
to help the archive administrators help you if you encouter
problems.
Enter the relevant information in the form. Those boxes where the
field name (on the left of the box) has an asterisk are required
fields that you must fill out before you can deposit papers in to
the archive.
Note that you cannot change your e-mail address here. This is
deliberate; if you inadvertently enter an incorrect e-mail address,
the site will have no way of contacting you. Instructions for
changing your e-mail address can be found on the ``Registered Users
Area''.
Rather than clicking in each box before you enter something into
it, you may find that your browser will let you use the tab key to
move the cursor between the boxes. In this way you can enter the
information much more quickly.
When you've entered the relevant information, click on the
``Update Record'' button at the bottom of the form. If the form is
filled out correctly, you'll be taken back to the ``Deposit Papers''
page. If there's a problem with the form, the form will be presented
to you again with a description of what's wrong. Correct the error
and click on ``Update Record'' again.
Your Workspace
If you start uploading a paper, you can decide that you wish to
wait until later before completing the upload, and you can start on
another paper. Papers that you are in the process of uploading are
in your workspace.
If your workspace is empty, which will be the case when you first
visit the page, you will see a button ``Click here to start
uploading a document.'' This button will add a fresh, empty record
to your workspace and allow you to start editing it.
If there are papers in your workspace, you will see a list of
those papers with some option buttons. The title of each paper you
are uploading will be shown in the list, or its ID if you haven't
yet given it a title. The option buttons are described below:
Delete
If you select a paper and click on this button, that paper will be removed
from your workspace and discarded completely. You will be asked for confirmation
first, so don't worry about accidentally clicking on it. Clones of any paper
you delete are unaffected.
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Edit
If you select a paper in your workspace and click this button,
you will be able to carry on depositing that paper.
Deposit
If you're satisfied that you've
completed uploading the paper and associated information as you had
intended, then you can select the paper and click on this button to
deposit the paper in the archive. Note that if there are problems
with the paper (for instance, if a document file upload hasn't
worked, or the associated bibliographic information is invalid), you
will be told what is wrong, and you won't be able to deposit the
paper until those problems are fixed.
The depositing process is described in a following section.
New
This button creates a fresh record and starts the depositing
process.
Clone
This button makes a clone of the paper
you have selected from the list. This is useful if you are
depositing a number of papers with similar information. You can fill
out the common information, clone that paper, and then edit the
clones so you aren't entering the same information twice.
The Depositing Process
The depositing process is divided into a number of stages. You
can move between these stages by using the ``Back'' and ``Next''
buttons at the bottom of each screen. This should be familiar to
those accustomed to using the ``wizard'' style of interface popular
on many modern operating systems.
Don't worry about losing information you've entered when you
press the ``Back'' button on a form: The system will store
everything you've entered when you press it. However, you should not
use your browser's ``back'' button when you are depositing
papers. Use the back button on the form instead of using your browser's back function.
Each stage of the process is described in the following sections.
Deposit Type
In this screen, you should select the one option on the list that best describes your paper. If none of the types named are accurate, choose "Other." The option you choose here will affect what bibliographic information about your deposit the system will collect in later stages and how it will be displayed in AEI. The following is a description of each Eprint Type:
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Book/Monograph
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Select for books and or other monographs which do not clearly fit into another category
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Thesis
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Select for any type of thesis, such as PH.D, LLD, Masters. Enter the degree or other descriptive information in the 'Thesis Type' box on the Bibliographic Information entry form.
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Conference Proceedings
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Select only if you are depositing an ENTIRE conference proceedings
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Conference Paper
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Select only if you are depositing a SINGLE conference paper
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Journal Article
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Select this for all journal articles.
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Policy Paper
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Select only if your title is labeled a policy paper.
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Working Paper
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Select only if your title is labeled a working paper.
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Discussion Paper
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Select only if your title is labeled a discussion paper.
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Review Essay-Literature
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Select only if the title is substantially a review of other titles, sometimes called a bibliographic essay
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Review Essay-Subject
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This category was created specifically for the series entitled EUSA Review Fora and Essays. Those titles are brief treatments of a subject (NOT primarily a review of other titles), not always with full references. Select if your title fits this description
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Preprint
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Select if your title has not been published and does not fit any of the other categories
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Other
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Select if your title does not fit into any of the other categories
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Then click on the ``Next'' button.
Succession/Commentary
The archive can link together different versions of the same
paper, as well as commentaries and responses to commentaries. These
enable a reader to move easily around those versions, commentaries
and responses.
You can leave either box empty if your paper is not a later
version of another, a commentary or a response. If this is the case, click
on the ``Next'' button and continue to enter the bibliographic
information.
If the paper you are depositing is a later version of a paper you
previously deposited in the archive, enter its ID code into the ``Later
Version Of'' box. If you used the ``Clone'' option on the ``Review Documents''
page, then this box will have already been filled out for you, but can be
overwritten.
To find the ID of a document, use the archive's Search feature to
find the archive. You may wish to have a second browser window
opened in which to perform this search, so that you can copy and
paste the ID code across to this form.
If you are depositing a commentary on a paper in the archive,
enter its ID code in the ``Commentary On'' box. If you are
responding to a commentary, enter the ID code of the commentary you
are responding to in this box.
You can make sure that you've entered the correct ID codes by
clicking on the ``Verify IDs'' button at the bottom of the page. The
system will then show you what papers the ID codes pertain to, so
you can make sure you've entered the right codes. Note that the
system will not let you proceed with the deposit if either ID code
you enter is invalid.
Note that you cannot deposit a later version of a paper that has
been submitted by someone else.
Click on the ``Next'' button when you're sure the information
you've entered is correct.
Bibliographic Information
Next you will be asked to enter bibliographic information about
your paper. The exact details that are required will vary depending
on the deposit type you selected in the first stage.
Above each input field will be a short explanation of what should
be put in the field. To the left of each input field is the field
name. If the field name has an asterisk, the field must be filled
out before the paper can be deposited; other fields are
optional. For optional fields, if you are unsure of what to enter, then skip
that field and move on to the next one.
The following are the types of input field you may see:
Text boxes.
Fairly straightforward. Just type the relevant information in, or copy
and paste direct from your document.
Popup menus.
Just select the most appropriate option from the popup menu.
Checkboxes.
Used to indicate a yes or no value.
Lists.
Select one or more appropriate options from the list.
Page ranges.
Type the first page in the range into the box on the left, and the last
page in the box on the right. If the range consists of a single page, just
enter the page number into the left-hand box, and leave the right-hand box
empty.
Names.
You can enter title, given name, family name and lineage. Title and
lineage can be ignored if you wish. Sometimes you can enter a list of
names. In these cases, you can add more boxes for names by clicking on the
``More Spaces'' button on the right. Note that empty boxes are
ignored.
To remove names from a list just remove the name from the relevant
boxes and leave it empty. Don't worry about leaving a blank box in the
middle of the list; the system will ``bunch up'' the list.
Once you've entered the relevant information, click on the ``Next''
button. If there are any omissions from the data, the system will explain
what is wrong and re-present the form so you can fix the problems.
As with user records, most browsers will allow you to use the tab key
to move between the input fields, allowing you to enter the information
quickly.
Subject Categories
In the subject categories stage, you should select one or more
subjects from the list that best represent the content of your
paper. Please try and be as accurate as possible here. If you are
not sure if a subject category matches your deposit, it's better to
select only the categories you are sure of.
A good strategy is to review the full list of
subject categories in advance. The list on this page is easier
to read than the drop-down box and you can take your time selecting
the right ones.
You may enter more than one subject category,
however, please select at least one "disciplinary background of
paper" subject category and optionally other subject categories you
think are appropriate for your submisson.
In some browsers you may have to hold down the CTRL or SHIFT key to select
more than one subject.
If you think there's a serious omission from the subject category
list, you can suggest a new category in the two boxes below the
subject list.
Once you've selected your subject categories, click on the
``Next'' button.
Document Storage Formats
This page shows you an overview of the document files you have
uploaded to the archive. The table shows the list of formats you can
upload on the left, and the number of files you have uploaded in
that format in the middle column.
If you want to upload some files for a format, or remove some
files you've already uploaded for a format, click on the relevant
``Upload/Edit'' button. When you do this, you'll be presented with
the ``Document file upload'' screen described in the next section.
To remove all of the files for a format completely, click on the
relevant ``Remove'' button.
Note that you must upload files for at least one of the formats
shown in bold type.
The ``Other'' format allows you to upload the document in any
other format you think may be useful. For example, you may wish to
upload a Microsoft Word document.
When you're happy that you've uploaded all of the document files,
click on the ``Finished'' button. Later, you'll have a chance to
make sure that the uploads have all worked, and to come back and fix
anything that's amiss.
Once you've clicked the ``finished'' button on this page, you'll
be taken to the ``Deposit Verification'' page described in a later
section.
Document File Upload
If there are no files uploaded in a particular format, you will
be presented with an upload menu from here you can select how you'd
like to upload files to the archive.
File Upload.
Choose this option if you want to upload files you have on your
computer as-is. For example, if you have a PDF file on your hard
disk, you would choose this option. If you have to upload more than
one file using this method (for instance, an HTML file and a
corresponding .gif figure image file,) then type the number of files
you wish to upload into the ``Number of files to upload'' box.
Capture from URL.
If your paper is up on the Web already, this option will let you
specify the URL of that paper. The archive software will copy your
paper from that Web site. You should be careful with this option,
though; and read the ``Uploading from an existing Web site'' section
below.
ZIP archive / Compressed TAR archive.
Your paper may be stored in several separate files. This is often
the case if your paper is stored in HTML format and contains
figures. These two options let you use the ZIP tool (available on
all operating systems) or the ``tar'' and ``compress'' tools
(commonly used on UNIX systems) to collect all of those files into
one compacted file. Now click on the ``Upload'' button.
If you selected ``File Upload'' or are uploading a compressed
file, you will be presented with a screen where you can either type
in the full filename and path of the document file or compressed
file into the text field, or (recommended) click on the
``Browse...'' button, and select the relevant file using the file
selector1. If you're
uploading more than one file, there will be a corresponding number
of these fields to fill out.
If you selected ``Capture from URL,'' enter the full URL of the
first page of the actual document; don't just enter the URL of the
Web site the document appears in or the URL of an index or contents
page. See the section ``uploading from an existing Web site'' below.
When you've entered the filenames or URLs, click on the
``Upload'' button. You'll then be taken back to the ``Document File
Upload'' screen.
At least one file needs to be shown first. In many cases (e.g.
PDF, Postscript) there will only be one file; if you've uploaded
many files you will need to select the one to be shown first. This
should be the first file in the document that a reader should be
presented with; the .html file if your document is in HTML format,
or the contents page if your document is spread over several
uploaded several HTML documents. Use the ``Show First'' button to
tell the system which file should be shown first.
The ``Delete'' buttons on the right of the table can be used to
remove individual files that you've uploaded in error. ``Delete all
files'' will wipe the slate clean (for this document storage format
only) so you can start again.
You can continue to upload more files as before. If you've
uploaded all necessary files, click on ``Finished''. This will take
you back to the ``Document Storage Format'' page.
Uploading From an Existing Web Site
The archive gives the option upload multiple files in a
hyperlinked structure from an existing Web site. When you give the
archive a URL to retrieve your document from, the archive stores a
copy of the file stored at that URL. If the URL is an HTML file, the
archive will also copy the images associated with that HTML file,
and other HTML files that it links to.
Use caution when using this upload method. You may find that the system
may upload many more files than you intended.
You must supply the URL of the first page of document itself: NOT
the URL of the whole Web site, or the URL of any contents page
listing multiple documents, index page or abstract page. For
example, use:
http://www.myinstitution.edu/~myhomepage/paper.html
and NOT
www.myinstitution.edu/~myhomepage/
In order to prevent the archive from trying to copy the whole
World Wide Web by following every single link, some rules are
applied when the system collects your document:
Only files reached by ``relative'' links are retrieved. For
example, if the HTML contains a link to node1.html then node1.html
will be copied. If the link points to
http://somewebsite.edu/bar.html, then that URL will not be copied.
Only files at the same depth or deeper in the Web site file
hierachy are retrieved. For example, if a link points to /index.html
or ../index.html, the file will not be copied.
This method of uploading papers cannot have a guaranteed 100%
success rate. If something does go wrong, it's normally best to
select ``delete all files'' from the ``Document File Upload''
screen, and try another uploading method.
For instance, you may wish to save an .html document first to your local hard disk and then use
select ''File Upload'' rather than ''Capture from URL'' as your upload
method.
Deposit Verification
This page will display the abstract page for your document as it
will appear in the archive. You should carefully check that all
information has been uploaded correctly. Note that your paper will
not appear in the ``available versions'' or ``commentary/response''
lists at the bottom of the page; this is normal.
You should also check that the document files have been uploaded
correctly, including any associated figures and links. If you spot a
mistake, you can use forms' ``back'' buttons (not the browser's
``back'' button) to cycle back through the depositing process and
fix any mistakes.
If you're satisfied that everything is correct and has been
uploaded correctly, and have read, understood and complied with the
agreement at the bottom of the page, click on the ``Deposit'' button
to deposit your paper in the archive. It will then be put in the
archive buffer.
Once your paper is deposited in the archive, it will be reviewed
by the editorial staff of the archive.If approved, your paper
should appear in the archive within two business
days.
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