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Online Document Delivery Service (ODDS): An Open Source Software Initiative for DDS Management
SOFTWARE MANUAL
Prepared by
Dr. B.Sutradhar, Librarian
&
Mr. M.Manivannan, Information Analyst
Central Library Indian Institute of Technology Kharagpur
Kharagpur – 721302, West Bengal, India
Table of ContentsI. Introduction ...................................................................................................................................................... 1
II. About the Manual ............................................................................................................................................. 1
III. Installation Manual ........................................................................................................................................... 2
Hardware Requirements ............................................................................................................................ 2
Software Requirements: (LAMP/WAMP) ................................................................................................... 2
Installation on server ................................................................................................................................. 2
IV. Administrator’s Manual .................................................................................................................................... 5
Add Library/Institute .................................................................................................................................. 6
Manage Libraries/Institutes ....................................................................................................................... 6
System Options .......................................................................................................................................... 7
General Options: ................................................................................................................................ 7
E‐mail Notifications: ........................................................................................................................... 8
E‐mail Users: ...................................................................................................................................... 8
E‐mail Libraries/Institutes: ................................................................................................................. 9
Dashboard .................................................................................................................................................. 9
Request Administration ........................................................................................................................... 10
Edit User Details ....................................................................................................................................... 13
Reports ..................................................................................................................................................... 13
Detailed Report ................................................................................................................................ 14
Summary Report .............................................................................................................................. 14
V. User’s Manual ................................................................................................................................................. 15
User Registration ...................................................................................................................................... 15
Registration Status ................................................................................................................................... 16
VI. Limitations ...................................................................................................................................................... 16
VII. Future Developments in the System .............................................................................................................. 16
VIII. Conclusion ...................................................................................................................................................... 17
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I. Introduction
Document Delivery Service is one of the finest activities in any library and to fulfill the information
needs of library users. DDS delivers soft copies of journal articles, conference proceedings, book
chapters, and other materials, library users to request these items and have them delivered in digital
format through email. Now‐a‐days libraries are providing the DDS by manual, through email, and some
libraries having their own online process. So, an application software is needed to library managers and
library users for DDS in the technology enhanced moment.
In view of this, Central Library of IIT Kharagpur is designed and developed a general web
application software for DDS as an open source software to fulfill the information needs of library
mangers and library users. The name of the software is ‘Online Document Delivery Service’.
Online Document Delivery Service software is a free and open source automation software and it
is a web based application for management of documents (digital format) and its delivering. This web
application can use in any kind of library. And, this is a semi‐auto process system. Therefore, Library
users can register their required documents via online, which are available/not available in the local
library. After process of the document request, the user will get a download link of the requested
document in the registered email from the ODDS administrator or status of the document request will
be displayed in the system.
The software is user friendly, easy installation, easy maintenance and it can be used for any kind of
libraries. The system process is maximum automatic and it will generate and send email automatically to
the respective users and libraries/institutes.
II. About the Manual This manual describes the functions for working with the Online Document Delivery Service. It is
intend to help you to better understand the ODDS web application software and its functionalities and provide with support. This manual includes three parts
I. Installation Manual II. Administrator’s Manual III. User’s Manual
The installation part provides the steps to install and initial configuration of the software. The
administrator’s manual provides the steps to maintain, configure, and update the software data. In addition, The User’s Manual provides the information necessary for the user to use and access the ODDS software.
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III. Installation Manual
Hardware Requirements
Web Server with standard configurations.
Software Requirements: (LAMP/WAMP)
For Server:
Apache web server 2.4 (http://www.apache.org/)
MySQL Server 5.5+ (http://www.mysql.com/)
PHP 5.4+ compiled with PDO‐MySQL Support (http://www.php.net/)
For Client:
Recommend a current version of Firefox, Chrome, or Internet Explorer 8.
Installation on server
1. Download the ODDS zip file and unzip it into a folder in your web server documents directory.
/var/www/ ‐ (web server directory of linux or unix os)
C:\wamp\www\ ‐ (web server directory of windows os)
2. Create a MySQL database/username/password.
Example:
Database name : docdelivery (or as you like)
Username : root (or assigned by your administrator)
Password : as created
3. Rename the file ‘sys.config.sample.php’ exist in the folder ‘includes’, i.e.,
‘includes/sys.config.sample.php’ to ‘includes/sys.config.php’ and set your database connection
credentials there.
4. The sys.config.php file may be existed. Just you can change the database connection
credentials like DB_NAME, DB_HOST, DB_USER, DB_PASSWORD. These are in the following
lines
Note: Database name in the MySQL server and DB_NAME in the ‘sys.config.php’ file should be
same.
5. To able to connect with database, you must change the following constant values,
DB_NAME : MySQL database name created by you
DB_HOST : Web server host name or default host name (localhost)
DB_USER : Username of the database access
DB_PASSWORD : Password of the database access
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6. After successful completion of the database connection settings, Open your web browser and
go to http://<weburl>/<folder‐name>/install/index.php
For example, http://library.iitkgp.ernet.in/docdelivery/install/index.php or
http://localhost/docdelivery/install/index.php
The web page looks like
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7. The browser will show the following basic system options, fill and complete the form
a. Library name : The site name will be displayed as header of every web pages.
b. Online Document Delivery Service (address): The system generate web uri address
automatically. If you want to change the uri address, the system files should be copied in
proper destinations.
c. Full name: Administrator’s full name
d. E‐mail address: Administrator’s email address
e. Login username: Enter your preferred username as you like. It will be used when you login
as administrator.
f. Password: Enter your preferred password.
g. Confirm Password: Reenter the same password.
8. After complete the form fill, click the ‘Install’ button.
9. Wait for the installation confirm message. The confirm message should be ‘Congratulations!
Everything is up and running’.
10. Congratulations! Online Document Delivery Service software is now installed on your server.
11. You may login with your new username and password.
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IV. Administrator’s Manual After successful completion of the software installation, then you have to add some
libraries/institutes into the system. Follow the given below steps to add a library/institute.
1. Open your web browser and go to http://<weburl>/<folder‐name>/login.php. For example,
http://library.iitkgp.ernet.in/docdelivery/login.php
2. Enter your administrator user credentials in the appropriate boxes. You already have created
username/password in the basic option settings, when software installation. Then click
‘Continue’, you will get system ‘Dashboard’ web page. Initially this page will be blank and the
message will be ‘No document request is newly registered’.
3. After successful login, you will get web page like this
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Add Library/Institute
Now, you have to add some institutes or libraries into the system to send document request, the
documents are requested by user and which are not available in your library. Follow the given below
steps to add an institute/library.
1. Go to the menu ‘Library’ and then click the submenu ‘Add New Library’. You will get the page
like this
Note: In this data form, the star (*) marked inputs are mandatory.
2. After complete the inputs of library/institute details and then click ‘Add Library’, now the new
library/institute will be created.
3. You can create multiple numbers of libraries/institutes in the same method. But, you cannot
create with same email‐id for various libraries/institutes of ‘Email‐id to send Request’.
Manage Libraries/Institutes
You can modify/change the library/institute name, email‐ids, contact person name, active status and
other details time to time in this page.
1. Go to the menu ‘Library’ and then click the submenu ‘Manage Libraries’. The web page will be
listing all the libraries/institutes.
2. Library/Institute name, email‐id, and contact person can be searched. Enter search words or part
of the search words in the text box and then click ‘Search’ button, the required
libraries/institutes will be listed.
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3. If you want to list libraries/institutes by active enabled, select ‘Active’ from the option box and
then click ‘Filter’ button. Follow the same procedure to list the active disabled libraries/
institutes.
4. If you want to deactivate the library/ institute, put a tick mark (to be marked in check box) in the
corresponding library/ institute from the list, then select the ‘Deactivate’ from the option of
‘Selected libraries actions’ available in top right of the web page and then click ‘Proceed’ button.
Now, all selected libraries/ institutes will be deactivated and display ‘Inactive’ in the ‘Status’
column of the library/ institute list. Follow the same procedure to activate the libraries/
institutes.
System Options
Go to ‘Options’ menu, then click on the ‘System Options’, you will get the given below web
page. This is an auto filling option form, when the system installation the values/texts were already
updated.
In this system options, there are four tab options and they are
1. General Options
2. Email Notifications
3. Email Users
4. Email Libraries/ Institutes
General Options:
a. Library name: can be changed.
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b. System URI: This option is to be changed only if you are moving the system to another place.
Changes here can cause ODDS to stop working.
c. Maximum number of document requests to libraries/ institutes: can define maximum
number of document requests per email. You can increase or decrease this option. By
default, this option is five.
d. Auto Process on Requests: If this option is checked and the libraries/ institutes upload the
document requested by administrator, then automatic send an email with a download link
against the document requested by user.
e. User’s Email‐id Domain Names: can enter the user’s email‐id domain names. Users can
register their request only from the entered domain names and this will restrict document
request registration from other email‐id domain. You can enter different email‐id domain
names and it is to be separated by a comma.
E‐mail Notifications:
A. From Information
a. Name: It may be an administrator name or system name.
b. E‐mail Address: A valid email‐id and the email will be sent from this email‐id.
c. Email Copy To: One copy of email will be sent to these email‐ids. You can enter
multiple email‐ids and it is to be separated by a comma.
B. Mailer
Here you can select which mail system will be used when sending the notifications. If you
have a valid e‐mail account, SMTP is the recommended option. The mailer options are
SMTP and Gmail.
SMTP & Gmail Shared Options: You need to include your username (usually your email
address) and password if you have selected either SMTP or Gmail as your mailer.
SMTP Options: If you selected SMTP as your mailer, please complete these options.
a. Host (Example: IP address or Host Uri)
b. Post (Basic: 25)
c. Authentication (Default: none)
E‐mail Users:
Here you set up the header and footer of every email send to users, or use the default one
available in the system. Here you can use html tags here. Do not forget to also include and close
accordingly the basic structural html tags. ‘Use custom header/footer’ is for future
development.
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E‐mail Libraries/Institutes:
Here you set up the header and footer of every email send to libraries/ institutes, or use the
default one available in the system. Here you can use html tags here. Do not forget to also
include and close accordingly the basic structural html tags. . ‘Use custom header/footer’ is for
future development.
Dashboard
1. Go to the menu ‘Dashboard’. The web page will be listing all the document requests and its
transaction statuses. Initially the web page will be blak, i.e., after the system installation the page
looks like
2. The list contains the following request date, document title, source title, statuses of the
transactions and actions to be taken.
3. User’s email‐id can be searched. If you want to see/list a particular user’s requests enter email‐id
of the user in the text box and then click ‘Search’ button; document requests of the required
user will be listed.
4. After received the document requests from users, the dashboard will listed all requested
documents list and the dashboard looks like.
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Request Administration
Send Document Request to Libraries/Institutes
1. If the document requested by user is not available in your library, then you can send a
request for the document to other libraries/institutes or libraries through email from this
dashboard. Put a tick mark (to be marked in check box) in the corresponding documents from
the list, and then click the ‘Send Document Requests to other Libraries/Institutes’ button.
Now, you will be moved to ‘Document Request Send to Other Institutes/Libraries’ page.
Note: Maximum five document requests can select to send request. You can decrease or
increase the number of requests in the ‘System Options’ settings.
Send Document Request to Libraries/Institutes – Page
1. In this web page, first list is the document requested by users and the second list is libraries/
institutes for request sending. The document request sending page looks like the following
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2. Put a tick mark (to be marked in check box) in the corresponding library/ institute name from the
list, and then click the ‘Send Request’ button. A separate BCC copy of email will be sent to all
selected libraries/ institutes. If you want to select all libraries/ institutes from the list, put a tick
mark (to be marked in check box) in header row of the list. It will select all libraries/ institutes
automatic, and then click the ‘Send Request’.
3. Finally, you will get the confirm message ‘Document request has been sent successfully’.
4. To see status of the sent request, click the ‘Status’ button in the column ‘Request Sent’ of
‘Dashboard’ list.
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5. To reply, status update, document upload, and other transactions on the user’s request, click
the ‘Process’ button in the column ‘Actions’ of ‘Dashboard’ list.
1. The web page showing the requested document’s details, registered user’s details and the
transaction process details, if already updated.
2. ‘Update Options’ consists the approved/not approved, status, document upload, email sending
to user, and remarks, if any.
3. The logged in administrator can approve/not approve the document request for any reason. The
reasons may be the following 1. requested document may not be available, 2. the registered user
may not be authenticated, 3. requested document may be a large size, and 4. other valid
reasons.
4. The ‘Request Status’ updating in the ‘Update Options’ may select from the options list or
manually typing in the status input box.
5. To upload the requested document, if available, then click the ‘Choose File’ button from ‘Select
document file to upload’. The selected document file will be copied into the folder ‘documents’
with the name of transaction identification number followed by uploaded file name, when you
click ‘Update Process’ button.
6. If ‘Update with send email’ option is checked, an email with a download link will be sent to the
user and then the transaction process will be updated, when you click ‘Update Process’ button.
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7. Any remarks about this request or update process can be entered in the ‘Remarks’ input box.
8. Click the ‘Update Process’, this transaction process will be updated in database then you will be
returned to ‘Dashboard’.
Note: In this web page, right side panel is showing ‘User Details’ and ‘Document Details’. If there
is any modification on user details, click the ‘Edit User’ button. You will be moved into the page
‘Edit Registered User Details’ (See in the next section).
Edit User Details
Here, you can modify/change the registered users’ roll number, name, email‐id, and other
personal details entered by the user. The details of user are showing last registration of the document
request. After changes the user details, click the ‘Save User’, the modified/changed data will be updated
in the database. The web page like this
Reports
The system will generate two types of reports
1. Detailed Report
2. Summary Report
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Detailed Report
Initially this report is showing the transaction details between two dates, starting date of the
current month and current date. If you want to see the transaction details of different dates, change
‘from date’ and ‘to date’ in the date selection. In addition, you can change the transaction types from
option, and then click the ‘Go’ button; you will get the selected report. The detailed report will be like
this
Summary Report
Initially this report is showing the transaction details between dates, starting date of the current
month and current date with total number of requested, processed, request send, email sent, and
downloaded. The report is initially listing requested details. If you want to list the transaction details of
different dates, change ‘from date’ and ‘to date’ in the date selection. In addition, click on the numbers,
which are web page link; you will get the selected report. The summary report will be like this
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V. User’s Manual
User Registration
The ‘User Registration’ page of the system is
1. The ‘User Registration’ page is registration for document request.
2. There is two different data you have to input to register a document request
a. Document Details: bibliographic information of the document and the document’s source
title
b. Personal Details: like roll number/code, name, email‐id and these are mandatory to
input; remaining personal details inputs are essential for further communication.
3. After complete the registration filling, and then click the ‘Submit’ button. You will get the
confirmation message like ‘Your request has been registered successfully’. Now your document
request registration process is completed.
Note: No need to re‐enter the personal details of users. If, they have already registered. Enter the email‐id and then click ‘Click Here’ button in the personal details area. The form automatically will get the information from last registration of the email‐id.
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Registration Status
In this page, the registered users they can check their registration status of requested documents. To get
the page, go to menu ‘Registration Status’. The ‘Registration Status’ page is like this
1. Enter the user email‐id in the search input box; and then click the ‘Search’ button, the page will
be listing all the registration details and its status of the registered email‐id.
VI. Limitations The registration of the document request is open to all. However, administrator can restrict the
registration from user’s email‐id domain names.
System cannot send requested document files through email. Only it can send down load link of
document files. Users only can download the document files from his/her email with the down
load link.
Email configurations setup only on smtp and Gmail.
Reports are only on screen as web pages.
VII. Future Developments in the System
Possibilities of developments in the software in future
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Email configuration setup in PHPMailer, yahoo.com, and other mailing system.
System will provide facility to download the document from the ‘Registration Status’ page.
User login based authentication. So, users must have registered /signed to access the web pages
or the system.
Collaboration with other Libraries/Institutes.
System will be multilingual access.
Access through mobile.
VIII. Conclusion Through the manual, believed that the participants would be able to use this web application
software in his/her library/institute, which is enabling the participants as a information service provider
through web and internet and which will enable them to minimize the user and administrator time; and
to maximize the information service providing .
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