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Contents

1. Home

          1.1. Login

2. Collections

          2.1. Collection List
          2.2. Create a Collection
          2.3. Create a Metadata Profile
          2.4. Manage Items in a Collection
          2.5. Edit the Metadata Profile
          2.6. Edit the Collection Metadata
          2.7. Share a Collection
          2.8. Release a Collection
          2.9. Delete /Discard a Collection
          2.10. Assign a DOI to a Collection
          2.10. Change a Collection DOI

3. Albums

          3.1. Album List
          3.2. Create an Album
          3.3. Add Items to an Album
          3.4. Edit the Album Metadata
          3.5. Remove Items from an Album
          3.6. Share an Album
          3.7. Release an Album
          3.8. Delete /Discard an Album

4. Search

5. Support



1. Home

This website uses the imeji software - an open source and community driven development. imeji creates citable research assets by describing, enriching, sharing, exposing and linking data. For a more comprehensive introduction, please check the imeji community homepage.


1.1. Login

Please enter your user name and password to view your private items and to use the full set of functionalities. If you have forgotten your password, please contact the support team.

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2. Collections

Collections provide the main folder structure in imeji and are required to upload and organize items. All items in a collection are described by a shared set of metadata elements, as specified by the metadata profile for the particular collection.


2.1. Collection List

The list displays all collections accessible to the user, including: all collections created by or shared with the user (identified via the user account) and all collections released by other users. If the user is not logged in, the list contains released collections only.

In the Collection List, users can change the number of hits displayed per page. Further on, the sorting can be modified and following filters can be applied:

  • All (except discarded) = all collections visible to the user, except discarded collections
  • My (except discarded) = all collections created by or shared with the user, except discarded collections
  • Only private = all collections in the state "private", created by or shared with the user
  • Only published = all collections in the state "released"
  • Only discarded = all collections in the state "discarded", created by or shared with the user

The status of the collection is indicated by the icon right to its name: Private collections are tagged with a lock, discarded collections with a trash bin and released collections are not accompanied by an icon.


2.2. Create a Collection

Note: Users require the appropriate authorization to create new collections. Please contact the support team with any question regarding your account.

  • Go to + New and click on Create collection.
  • Enter the required information (collection name, author name and organization). Information on further authors and a description of the collections content can be added optionally.
  • Via the plus (and minus) buttons, further fields for authors and organizations can be added (or removed).
  • Decide to define a metadata profile later or select an existing profile.
  • Click on Save.

Note: The newly created collection is automatically set to state "private".


2.3. Create a Metadata Profile

  • Go to Collections.
  • Select Metadata Profile for the corresponding collection.
  • Click on Add a metadata profile on the right hand side.
  • Choose weather you want to create a new or select an existing metadata profile.
  • When you choose to define a new metadata profile, please provide a title and a description for the metadata profile. In addition, you will need to define the specific set of metadata elements for the collection. Each element consists of:
    • a data type (e.g. person, date, number, text)
    • one or more labels (please choose the plus button to add labels for other languages)
    • [optionally] an online available vocabulary the element is linked to
    • [optionally] a list of predefined values for the element
    • the setting "Multiple" (to be set if an element can occur more than once for an item)
    • the setting "Preview" (to be set if an element should be displayed at mouse over in the item list)
  • When you choose to select an existing metadata profile, please select an entry from the list of available profiles. Afterwards, you have the choice to reuse the exact same profile or to use the selected metdata profile as a template.
  • Click on Save or Select.

2.4. Manage Items in a Collection

Upload Items to the Collection:

  • Go to Collections.
  • Select Upload content for the corresponding collection.
  • Add files via selecting them on your system and then start the upload.
  • Click on Edit uploaded images at the bottom of the screen to start assigning metadata.

Delete /Discard Items:

  • First you have to consider the state of your collection.
  • If your collection is private, you can delete items within the collection.
    • Go to Collections.
    • Click on View items for the corresponding collection.
    • Select the items you want to delete.
    • Go to Selected and click on Delete selected items.
    • If you want to delete all items: Go to Action and click on Delete all items.
  • If your collection is released, you can only discard items within the collection.
    • Go to Collections.
    • Click on View items for the corresponding collection.
    • Select the items you want to discard.
    • Got to Selected and click on Discard selected items.
    • If you want to discard all items: Go to Action and click on Discard all items.
    • Enter a comment explaining why the item has been discarded.
    • Discarded items are not listed and cannot be retrieved in the system any longer. Some basic metadata and the discard comment will be displayed if the item is requested via its URL.

Assign /Edit metadata values:

  • Go to Collections.
  • Click on View items for the corresponding collection.
  • Select the items you want to assign metadata to.
  • Go to Selected and click on Edit selected.
  • If you want to edit all items: Go to Edit and click on Edit all items.
  • On the next screen:
    • Select a metadata element from the drop-down list.
    • Either assign the same metadata value to all selected items via the work area at the top. Select if the new entry should overwrite existing values and click on Add to all.
    • Or add values directly to each item separately.
    • Click on Save.
  • To modify the metadata for one item only, click on it. Then go to Edit and click on Edit metadata.

2.5. Edit the Metadata Profile

  • Go to Collections.
  • Click on Metadata Profile for the corresponding collection.
  • Go to Edit and click on Edit profile.
  • To change the profile used by the collection, go to Action and click on Change your metadata profile.

2.6. Edit the Collection Metadata

  • Go to Collections.
  • View the collection by clicking on the name of the collection.
  • Go to Edit and click on Edit collection metadata.
    • Upload Logo: Here you can upload a picture which will be used (if available) as preview picture for the collection in the collection list.

2.7. Share a Collection

Note: Collections can only be shared with existing users or user groups. Please contact the support team to request additional accounts or groups.

  • Go to Collections.
  • View the collection by clicking on its name.
  • Go to Share and click on Share collection.
  • Decide to share the collection with an individual user or a user group.
  • Enter the email address of the user or select the user group.
  • Choose the grants you want to assign to the user or the user group.
  • Click on Save.

2.8. Release a Collection

Note: You can only release private collections. A release makes the collection visible to the public and therefore it cannot be deleted any longer. Afterwards, new items still can be added, but items no longer required need to be discarded instead of deleted.

  • Go to Collections.
  • View the collection by clicking on its name.
  • Go to Action and click on Release collection.
  • The collection is now released and visible to the public.

2.9. Delete /Discard a Collection

  • First you have to consider the state of your collection.
  • If your collection is private, you can delete your collection.
    • Go to Collections.
    • View the collection by clicking on its name.
    • Go to Action and click on Delete collection.
    • The collection and all included items are now deleted.
  • When your collection is released, you can only discard your collection.
    • Go to Collections.
    • View the collection by clicking on its name.
    • Go to Action and click on Discard collection.
    • Enter a comment explaining why the collection has been discarded.
    • The collection is now discarded. That means the collection and all included items are not listed and cannot be retrieved in the system any longer. Some basic metadata and the discard comment will be displayed if the collection is requested via its URL.

2.10. Assign a DOI to a Collection

Note: You can only assign a DOI to a released collection and you can only assign one DOI per collection.

  • Go to Collections.
  • View the collection by clicking on its name.
  • Go to Action and click on Add DOI to collection.
  • Now you can decide wether you want to add a DOI manually or to get a new DOI from the MPDL DOI service.

2.11. Change a Collection DOI

Note: You can only change a DOI if you already have assigned a DOI to the collection.

  • Go to Collections.
  • View the collection by clicking on its name.
  • Go to Action and click on Change collection DOI.


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3. Albums

Albums are similar to photo albums in the non digital world or baskets in an online shops. In an album, the user can collect items from one or several collections, thus the items may have been described by different metadata profiles. Albums can be used to group items according to a thematic aspect.


3.1. Album List

The list displays all albums accessible to the user, including: all albums created by or shared with the user (identified via the user account) and all albums released by other users. If the user is not logged in, the list contains released albums only.

In the Album List, users can change the number of hits displayed per page. Further on, the sorting can be modified and following filters can be applied:

  • All (except discarded) = all albums visible to the user, except discarded albums
  • My (except discarded) = all albums created by or shared with the user, except discarded albums
  • Only private = all albums in the state "private", created by or shared with the user
  • Only published = all albums in the state "released"
  • Only discarded = all albums in the state "discarded", created by or shared with the user

The status of the album is indicated by the icon right to its name: Private albums are tagged with a lock, discarded albums with a trash bin and released albums are not accompanied by an icon.


3.2. Create Album

  • Go to + New and click on Create album.
  • Enter the required information (album name, author name and organization). Information on further authors and a description of the albums content can be added optionally.
  • Via the plus (and minus) buttons, further fields for authors and organizations can be added (or removed).
  • Click on Save.

Note: The newly created album is automatically set to state "private".


3.3. Add Items to an Album

  • Go to Albums.
  • Make the Album you want to add items to as active (in the right column of the album list).
  • Search or browse for the relevant items.
  • Select items.
  • Go to Selected and click on Add to active album.

3.4. Edit Album Metadata

  • Go to Albums.
  • View the album by clicking on its name.
  • Go to Edit and click on Edit album information.

3.5. Remove Items from an Album

  • Go to Albums.
  • Click on View items.
  • Select item you want to remove.
  • Go to Selected and click on Remove from this album.

Note: Deleting items from albums does not affect the item. It is still available via the collection it has been uploaded to.


3.6. Share Album

Note: Albums can only be shared with existing users or user groups. Please contact the support team to request additional accounts or groups.

  • Go to Albums.
  • View the album by clicking on its name.
  • Go to Share and click on Share album.
  • Decide to share the album with an individual user or a user group.
  • Enter the email address of the user or select the user group.
  • Choose the grants you want to assign to the user or the user group.
  • Click on Save.

Note: Sharing albums does does not share all included items automatically. Thus, the receiving user can only access the album's items if they are visible to him.


3.7. Release an Album

Note: You can only release private albums. A release makes the album visible to the public and therefore it cannot be deleted any longer.

  • Go to Albums.
  • View the album by clicking on its name.
  • Go to Action and click on Release album.
  • The album is now persisted and visible to the public.

3.8. Delete /Discard an Album

  • First you have to consider the state of your album.
  • When your album is private, you can delete your album.
    • Go to Albums.
    • View the album by clicking on its name.
    • Go to Action and click on Delete album.
    • The album is now deleted.
  • When your album is published, you can discard your album.
    • Go to Albums.
    • View the album by clicking on its name.
    • Go to Action and click on Discard album.
    • Enter a comment explaining why the item has been discarded.
    • Discarded albums are not listed and cannot be retrieved in the system any longer. Some basic metadata and the discard comment will be displayed if the album is requested via its URL.


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4. Search and Browse

imeji offers two different searches, the simple search and the advanced search.


4.1. Simple Search

The Simple Search is displayed as a free text field on top of every page. Here the user can decide to either search for item, collection or album metadata.


4.2. Advanced Search

The Advanced Search is currently restricted to item metadata. First the user has to select the appropriate metadata profile. Afterwards the search scope can be restricted to a specific collection. Please choose a metadata element and enter or select the term you are looking for. Further search fields can be added via the plus button.


4.3. Browse

Click on Browse to display all items available to you.



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5. Support

For further support, please contact the support team.



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