ASU Digital Repository Management - Adding Content

Open ASU Digital Repository in another browser window to work through this tutorial side by side.


Welcome to the ASU Digital Repository! We're excited for you to be using this incredible resource.

Before we start:

Do you already have a collection started in the repository? If so, select the arrow below and keep going!

If not, complete the New Collection Request Form before you begin.

So You Want to Add Content?

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Make sure you are logged into the repository by selecting LOGIN at the top of any repository page. You'll be prompted for your ASURITE ID.

ASURITE Sign In example

If this is your first time logging in you will be asked to agree to the user terms.

So You Want to Add Content?

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Step one can be a tricky one! Start by selecting DEPOSIT YOUR WORK in the dark gray bar at the top of the Repository page:

Deposit Your Work link

Tip: If you are on a mobile device, or your browser window is small and you don't see the link, select the three bar icon and select DEPOSIT YOUR WORK from the drop down.

Three line drop down icon 

 Deposit Your Work mobile link

So You Want to Add Content?

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On the next page, you can choose to request a new collection in the red bar or SUBMIT TO AN EXISTING COLLECTION and choose the collection you wish to using the drop-down selection. Any collection you have editorial access to is available. 

Request or submit to a collection options

For this tutorial you should already have a collection. Choose from your available collections and select the "Add Item" button.

Submit Add Item button

You will then be taken to a new item editing form for describing and uploading the file you wish to add to the repository.

Adding New Content

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First we are going to describe the item so people can find it and get some basic information.

You must give your item a title in order to create an item. Fill in the TITLE field with the item name. The field is repeatable by clicking the plus button to add alternate or subtitles. At least one title must be entered to save an item.

Digital Repository Title Field with +/- buttons

All fields are repeatable except for date. 

Tip: The question mark next to a field's name is help info. Hover over a "?" for information about each field. 

Adding New Content

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Next fill in the DESCRIPTION for the object(s) you are uploading.

Description field with +/- buttons

Tip: You have the option to indicate if the description is an abstract or a table of contents by selecting the drop down. 

Adding New Content

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If you know who created or contributed to the item add their name to the CONTRIBUTOR field

Digital Repository Contributor Fields

Add what role they played. i.e. Author, producer, director, performer, etc.

Contributor Roles

Adding New Content

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Use the + button to add additional contributors and - to remove them. 

plus and minus buttons

Tip: When you describe your content (including the title) you are creating metadata. See the Repository Library Guide for more information about the importance and use of metadata.

Pro Tip: You can also drag contributors to adjust the order they appear. Dragging the order works on all repeated fields. Just grab the red arrows and move up or down.

Field up and down move Selector

Adding New Content

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Add SUBJECT information next. Add the topics the item represents by using keywords and key phrases. These should be the main points covered by the item.

 Repository Subject Field

Use the the + button to add to add more than one subject.  Each subject must be added in an individual subject field.

Important! Do not paste a list of comma separated terms into the box as they will be treated as a single subject.

We are skipping a few fields but you are welcomed to fill them out.

Adding New Content

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Date Field

Now add the date the item was published, performed, or created. (NOT the date you are uploading it)

Use the YEAR-MONTH-DAY model for best results (YYYY-MM-DD). The year is a basic requirement. Create a date range by using a slash. 

Adding New Content

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Now upload a file.

Select the ADD FILES button or simply drag the file onto the web page.

Add Files

Adding New Content

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Set Access on All Attachments button

The default for the repository is open access but the "Set Access on All Attachments" button allows you set a rule for who can see or download all the files you upload. We will cover that in our advanced tutorial. For now just upload the file. 

Got more files? Follow the same steps.

Adding New Content

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We are just adding the items but are not ready to publish just yet so set the visibility to private.

Visibility Private

Adding New Content

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Choose the a Rights Statement for your content. All Rights Reserved means users must contact in before reusing your content. A Creative Commons license allows people to reuse your content without written permission. 

More information about Creative Commons and Copyright are available on our Scholarly Communications Library Guide.

Tip: You can always go back and edit the form, so if you made a mistake or want to add more description, go right ahead.

Adding New Content

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Embargo set

If you need to apply an embargo set the expiration date. Once this is applied data files and any of its disseminations will be restricted from public view until the expiration date. The descriptive metadata is still published. 

Adding New Content

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Almost done, now most importantly, select SAVE.

Save Button

If you forget to save all of your work will be lost. If for some reason you do not want to keep the changes or additions select DISCARD CHANGES and they will not be saved and the item will not be created if it did not already exist.

Your item is created

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Now you are done. Your item is still private until you change the visibility to the public.

If you need to make any changes simply select the EDIT button on the item page and make your changes.


ProTip: You can jump to the edit page from the collection listing by selecting the pencil Edit Pencil next the title.

Your item is created

2 of 3If all of the metadata and files are in place and you want to publish change the visibility to PUBLIC.

Visibility Public

Select the SAVE button and you are done.


TIP: If your collection is still private all items are not available for public viewing. However, once you publish the collection all items designated as public will be made available. If the individual viewing settings were set to private you will need to manually change each item.

Your item is created

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Thank you for completing this ASU Digital Repository collection management tutorial. Refer to the ASU Digital Repository Library Guide for information on basic author rights, open access, metadata help, and more. Go to the next page to request to get a completion certificate or leave feedback.


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