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Standing Meetings

Join us for our monthly Scholars Portal Dataverse contacts meeting. The SP team will share updates about development work, platform upgrades, and other projects. There will be lots of opportunity to ask questions and participate in discussions!

These meetings occur on the last Thursday of every month at 1PM EST.

Contact dataverse@scholarsportal.info for more information or to suggest agenda topics.


Next meeting: October 29th, 2020, 1PM EST

Meeting slides and documentation

2020

2019

  • 2019-12-26 (Cancelled)
  • 2019-11-28
  • 2019-10-31 (Cancelled)
  • 2019-09-26
  • 2019-07-03
    • Meeting slides
    • Topics included permissions recap, new login plans and shibboleth pilot, updates from Dataverse community meeting, Portage updates, CANARIE project update + new blog, RDM summit planning.
  • 2019-04-17
    • Meeting slides and meeting notes
    • Topics included service agreement with BCI, Archivematica-Dataverse integration overview (with Grant Hurley), latest release testing, plans for institutional login, permissions update.
  • 2019-02-21
    • Meeting slides and meeting notes
    • Topics included SP Dataverse support list procedures and local support, Institutional Dataverse permissions, plans for the group.

Known issues and common questions in SP Dataverse

IssueStatus/Recommended Solution
Unable to upload a zip file in Dataverse without being unzippedRecommended to double-zip the file to maintain as a zip or use a tar package.
I did not receive an email for approval to publish a dataset

Confirm that you are still an admin for the Dataverse where the data was published, particularly if it's in a sub-dataverse. Verify the permissions to ensure that users are "submitting datasets for review"

Error uploading file "Tabular ingest failed" 

For tabular file types (e.g., excel, csv, SPSS, etc), Dataverse tries to produce a non-proprietary format (tab-delimited) as part of its tabular ingest process. Users can still download the original format, in addition to this derivative file. More details can be found here:  http://guides.dataverse.org/en/latest/user/tabulardataingest/ingestprocess.html

The tabular ingest can fail for a number of reasons. Common issues include commas within the cells. If the data is a text string, you could wrap the text in quotation marks. 

However, you can also ignore the error. The file will still be downloadable by other users as is and users won’t be able to see the caution symbol (viewable only by admins/curators/contributors of the dataset). Just so you know, if Dataverse cannot convert it into a tab file, it won’t be able to be used with the Data Explorer or the Data Curation tool, for example.

Why isn't my institution in the drop down menu upon login/sign-up?The drop-down menu is only for institutions who have registered for the Shibboleth Research & Scholarship entity profile, so their users can login using their institution’s single sign-on. More details below.
Can users who are not affiliated with an institution create an account?Anyone can sign up for an account in Dataverse and will receive an affiliation of "OTHER." Those who are not affiliated with a participating institution need to request access to deposit by the Dataverse admins or the collaborators who are affiliated with a participating institution.
How do I create file hierarchies for my dataset?

We found the easiest approach is to zip up the folder that contains the files within the hierarchy. Dataverse will unpack the zip and the directory structure will be stored in the metadata (you can view this by looking at the file name paths). Once you save the dataset, you can toggle between the flat file structure “table view” and the “tree view” to see the hierarchy. You can also edit the file metadata to make any changes to the file hierarchy.

I logged in with Shibboleth/single sign-on and no longer have the same permissions level.In some cases, the email address that your initial account was created with and the email used by Shibboleth may be different - in this case, you may end up with 2 accounts in the system. To resolve this issue, contact the Scholars Portal team to merge these accounts.
Can I create a custom permissions role for my dataverse?Custom roles can be created through the API by super users. To create a custom role, contact the Scholars Portal team.
Can I change the year used in a dataset citation?The year in the dataset citation can be changed with the Dataverse API as long as it exists in the dataset's metadata record (e.g. as the date of distribution, or date of deposit). If you are not familiar with how to use the API, contact the Scholars Portal team to run the command. In your email, please include a link to the dataset and which metadata field you want to use for the citation date.

You can find out more about the API command used here: https://dataverse.scholarsportal.info/guides/en/latest/api/native-api.html#set-citation-date-field-for-a-dataset
What external sources are harvesting SP Dataverse metadata records?

SP Dataverse and Shibboleth

When a user goes to the "Log In" page for Dataverse, they are presented with a list of institutions that they can login with. These institutions listed have implemented Shibboleth with SP Dataverse.

SP Dataverse allows for Shibboleth (single-sign on) login through integration with the CAF Research and Scholarship (R&S) Entity Category. This category is required to use Shibboleth within Dataverse - this is because the email, first and last name of user are required to be sent back to Dataverse for a successful Shibboleth login, and these attributes are released within this category.

In order to use Shibboleth with SP Dataverse at your institution, you will need to be registered with the Canadian Access Federation (CAF), be using Federated Identity Management with CAF, and then also be in the Research and Scholarship (R&S) Entity Category. There is no extra cost associated with the R&S category, but you will need to coordinate signing up for this with your institution's IT department. If you are not sure what your institution is using with CAF, you can review this table on the CAF website.

Depending on the local setup at your institution, your IT group managing Shibboleth may need to release these attributes to https://dataverse.scholarsportal.info once you have signed up for the R&S category. In some cases this is done automatically, but it varies based on local configuration.

You can find out more about the R&S entity category and how to join on the Canarie website.

SP Dataverse Support Email List

  • The purpose of the “dataverse-support-l” listserv is to provide an open messaging system for local contacts to view and respond to Scholars Portal Dataverse incoming end-user requests;
  • Local contacts can view all users questions, respond to their own users questions, and / or engage in exchange with other local contacts and SP staff about issues reported.

Getting setup with Dataverse Support 

Protocol/Rules 

  • Scholars Portal Dataverse staff will provide basic and technical end-user support services to institutional Dataverse contacts and library staff that request support; 
  • Institutional Dataverse contacts  will provide end-user support to users, and if needed escalate to SP; 
    • The institutional contact will respond to the user and cc the list;
    • If 48 hours (2 business days) have passed since the email has been received, Scholars Portal Dataverse staff will respond to the user (list cc’d).
    • If the institutional contact prefers to respond off-list to the user, letting the list know that you are doing so required.

Responsibilities of schools

  • Responding to end users in a timely manner is very important, please try to respond within 48 hours (2 business days)
  • If responding to a user, institutional contacts must cc the list in first response;
  • Where possible, institutional contacts should include the list on subsequent end-user follow-up messages to provide additional information to list subscribers and possibly assist with future requests that are similar. 
  • Example response when the request requires further technical investigation and is not immediately solvable by local staff and/or support from SP Dataverse staff:
    • “Hello. Thank you for getting in touch with us. We are looking into the issue and will get back to you with a response in a timely manner.” 

Listserv message responsibility workflow

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