Authors||Citations||Link-Only||Conference Paper||Cover Sheet||Mapping More Collections||Organizations that are Authors||Creative Commons License||Embargos

1. Log in to MD-SOAR.
2. Work through the spreadsheet in order. If you don't like the order, you can sort it differently, but you must add your sorted file to your "check work" subtask in Workast.
3. Open the published version of the work if there is one and any websites which might provide information that can be copied and pasted. The spreadsheet is also an important information source.
4. Duplicate search to ensure that the item isn't already in ScholarWorks following the Duplicate Searching Procedure.
5. Find the collection in the Collections  spreadsheet (download so that you can sort and find). Use the link in it to go directly to the collection.
6. For entering data, you can use this chart which tells what you what information to find, and where to put it when you find it. It also includes information on which Dublin Core elements to use when entering data in administration. An abbreviated form of most of the information here will be on the top of the spreadsheet you're working on for the first few sets that you input.
7. Locate the Authors on the spreadsheet. Copy and paste to enter them in ScholarWorks. The last name is entered in the last name field. The first name, middle name, and any suffixes are entered in the first name field, e.g. Last name: Abrams First name: Jasmine A. Authors must be given in the order they appear on the work. Organizations that are authors and et al must be entered in adminstration.
8. Locate ORCIDs on the spreadsheet. Copy and paste to enter them in ScholarWorks. 
9. Copy and paste any contributors into ScholarWorks. Enter names as described above.
10. Copy and paste any advisers into ScholarWorks. Enter names as described above.
11. Locate the title in your information sources. If the title differs across sources, different versions it should be entered as alternate titles. Copy and paste to enter the title. Check for problems with line breaks or with subscript or superscript, and unusual characters. Problems can sometimes be resolves by downloading, opening with Adobe Acrobrate, switching to edit mode, and copying from there.  If there are still character problems, search for the correct character in the unicode tables, here: https://unicode-table.com/en/. If you can't find it or it doesn't display correctly, search the web for the unicode character. If you find it, or something you can use in it's place, use what you find. When you find the character, copy and paste or find and replace it in the title. If you don't find the character, consider alternatives to use instead, and if you think of something, go with it, if not, ask Michelle.
12. If the title appears different elsewhere, or if two or more titles are listed in the titles column in the spreadsheet, enter the other form(s) of the title into Other title(s).
13. In your information sources, locate the date of issue or publication date and enter it.
14. Locate the publisher. Copy and paste to enter in ScholarWorks. If there is more than 1, additional ones are entered in administration.
15. Locate the citation on the spreadsheet . Copy and paste to enter it in ScholarWorks. Check for problems with line breaks or with subscript or superscript, and unusual characters. Problems can sometimes be resolves by downloading, opening with Adobe Acrobrate, switching to edit mode, and copying from there.  If there are still character problems, search for the correct character in the unicode tables, here: https://unicode-table.com/en/. If you can't find it or it doesn't display correctly, search the web for the unicode character. If you find it, or something you can use in it's place, use what you find. When you find the character, copy and paste or find and replace it. f you don't find the character, consider alternatives to use instead, and if you think of something, go with it, if not, ask Michelle.
16. Locate the publishers DOI on their record and enter it as an identifier.
17. Copy and paste the publisher's record URL into the external link field. This can also be the URL for the work on a lab or departmental page, or from another source.
18. In type of work, select the appropriate type. It is text for articles.
19. In format, enter the format(s) of work from the spreadsheet. 
20. In extent, indicate the length of the item. For articles it's the number of pages. 
21. In language, select English (United States).
22. Click next.
23. Copy and paste the abstract from your information sources in the abstract box. An abstract is a summary of the work, so a summary can be put in the place of an abstract. Check for problems with line breaks or with subscript or superscript, and unusual characters. Problems can sometimes be resolves by downloading, opening with Adobe Acrobrate, switching to edit mode, and copying from there.  If there are still character problems, search for the correct character in the unicode tables, here: https://unicode-table.com/en/. If you can't find it or it doesn't display correctly, search the web for the unicode character. If you find it, or something you can use in it's place, use what you find. When you find the character, copy and paste or find and replace it . If you don't find the character, consider alternatives to use instead, and if you think of something, go with it, if not, ask Michelle.
24. Copy and paste keywords or subjects from the spreadsheet into ScholarWorks.
25. Copy funding agencies, grants, etc. into the sponsor field.
26. Copy and paste any additional rights statements in the rights field removing the standard one that appears by default.
27. In the description field, copy and paste anything given on the spreadsheet. Also add conference information if the work is a conference paper. If there is more than 1 value, enter additional values in administration.
28. Click next.
29. If column C in the spreadsheet indicates that you should submit a PDF, fill in and add a cover sheet to the work.  To add the cover sheet to the PDF, in Acrobat click “Combine Files.” Then click “Add Files” and find and add the coversheet. Click “Add files” again, and find and add the work. Click the bright blue “Combine” button. Save the new file named “binder1”using the original file name of the work and overwrite it.  Then upload into ScholarWorks.
30. Click next.
31. Check your work. Records must include all of the above information, and should be without any errors at all. Ensure that everything given in column J, publisher's requirements, is included in the metadata and on the coversheet.
32. Click next.
33. If column L indicates if the item is on a Creative Commons license, select Creative Commons license, then choose the options to best match the information given in column L. If there is nothing in column L, choose no Creative Commons License. 
34. Click next.
35. Click I grant the license.
36. Click "Complete Submission".
37. Highlight the item you just completed in the spreadsheet so that you've entered it.

Approve Submissions

1. Login to MD-SOAR.
2. Click on "Submissions"
3. Scroll down to Workflow Tasks, and below that, Tasks in the Pool.
4. Take only the item you just entered. Click "Take Selected Tasks."
5. Scroll down to Workflow Tasks and Tasks You Own. Click on the title of the item.
6. Scroll to the bottom and click "Commit to archive".

Map to the additional collections and add additional collections to the metadata 

1. Find each additional collection on the Collections Spreadsheet and open it. Click "Item Mapper." Using the item mapper search box, search for the item. Locate the item in the search results list and click the box next to it. Click "Map Selected Items"
2. After the items are mapped to additional collections, go to the Edit Item Metadata screen in the record that you just enetered.
3. Enter each additional collection into a new dc.relation.ispartof field by going to the top, selecting dc.relation.ispartof, and entering the additional collection into the value field (copy and paste from the Collections Spreadsheet then click "Add New Metadata". 
4. When you've finished with the metadata, be sure to click "update".

Et al and Organizations that are Authors

1. Enter this into a new author field by going to the top of the Edit Item Metadata screen, selecting dc.contributor.author, and pasting the organizations into the value field.
2. Be sure to click "Add New Metdata."
3. When you've finished with the metadata, be sure to click "update".

1. Creative Commons License

1. On the Edit Item Metadata screen scroll down to the dc.rights fields.
2. Open the link in the spreadsheet to the correct creative commons license.
3. Copy the license name from the Creative Commons license, and paste it over the incorrect license name in the dc.rights field.
4. Copy the URL of the Creative Commons license, and paste if over the incorrect link in the dc.rights field.
5. When you've finished with the metadata, be sure to click "update".

Embargoes

1. On the Edit Item Metadata screen, add a rights statement  to the metadata that states "Access to this item will begin on date."

2. When you've finished with the metadata, be sure to click "update".

3. Click on "Item Status"
4. click "Authorizations".
5. Find the bitstream with the file name on it. Check the box next to it. Scroll to the bottom and click "Delete Selected."
6. Find the bitstream with the file name on it again. Use the "create new bitstream" button next to t it to create a new bitstream.
7. Select "Read"
8. In Select a group, Select "anonymous"
9. In the start date field, fill in the date after the embargo ends.
10. Click "save".

Corrections After Approval

1. Click on "edit item"
2. Click on "Item Metadata"
3. To add a new field, use this chart: MetadataChart.docx to determine the correct Dublin Core element to use (these are in bold in the 2nd column), then use the drop-down to select it.
4. To edit an existing field, scroll down to it then make your change.
5. To delete a field, check the "remove" box next to it.
6. When finished, be sure to click "update."

Extra Licenses

1. Click on "edit item"
2. Click on "Item Bitstreams"
3. Click on "Upload a new bitstream"
4. Under "Bundle" select "License".
5. Click choose file and select the extra license file
6. Click "upload"