How-to
Files and Access
Adding full text, cover and supplementary files to a catalogue record, setting a file's access, embargo and licence, and uploading a new version.
You add a record's full text, cover and supplementary files on the record's Files tab. You choose the file's settings first and then upload the file.
Adding a file
- On the record's page, open the Files tab.
- In the Add file section, select the type of the file from the File type list.
- Set the File language and Access fields.
- If needed, fill in the Display name, Rights holder, Permission reference and File licence fields.
- Drag the file onto the upload area or select it from your computer.
The panel checks the settings before the upload. If the embargo date is missing, an open access file has no licence, the file does not fit the kind or a current file of that kind exists, the upload does not start and the field is marked. Correct the setting and press Try again in the upload area. If the server refuses the file after the upload, the same button attaches the uploaded file without sending it again. Changing the settings during an upload does not change that file's settings.
After the upload the file goes through a virus scan. While the scan runs, the row says Scanning and the page refreshes by itself. The file is not served to anyone before the scan finishes. If the upload stops halfway, the Try again button in the upload area sends the file again. You do not need to select it again.
File types
| Type | Accepted file |
|---|---|
| Full text (PDF) | |
| EPUB | EPUB |
| Cover image | JPG, PNG or WEBP, at most 10 MB |
| Table of contents | |
| Supplementary file | PDF, EPUB, DOCX, ODT, ZIP or an image |
| Other | PDF, EPUB, DOCX, ODT, ZIP or an image |
For the full text, EPUB, cover and table of contents there is one current file in each language. Instead of adding a second file of the same type, upload a new version of the existing file.
Access and licence
In the Access field you select Same as the publication, Open, Embargoed or Restricted. For an embargoed file, Embargo ends is required.
A file's access cannot be more open than the publication's access. The effective access label on the row and the Public or Not public label show the result. The cover image and the table of contents appear on the record page unless their own access is restricted.
File licence stays The publication's licence by default. For a file under a different licence, such as a supplementary file, select the file's own licence. An open-access file needs its own licence or the publication's licence. The rules are explained in Access Statuses and Embargo.
Changing settings, new version and removal
- File settings changes the file's language, display name, access, embargo, rights holder, permission document and licence.
- Upload a new version uploads a new file. The earlier file is not deleted. It is archived and stays in the Earlier versions list.
- Remove (archive) removes the file from the public page. The file stays in the record's history.
A change to access, licence or embargo takes effect on the file links at once. The SHA-256 value of the file at the moment it became public is stored and appears on the row as SHA-256 when published. Changes to file access are written to the audit log.
Display on the public site
An open-access full-text PDF is shown on the publication page in a built-in PDF preview. The reader turns pages, zooms and uses the Fit width button. The preview also works on a phone. If the viewer cannot open, the page shows the browser's own PDF view and an Open PDF link.
If a file does not appear on the site, see A file does not appear on the public page.