User Manual – MDweb administration
Introduction to MDweb administration
Creating or modifying a catalog
Managing a geographic database
Introduction to MDweb administration
Our tool includes a module called ‘Administration module’ which is only available to those users having the role of administrator (see Concepts of roles and associated functionalities).
The administration module offers a set of sub-modules for the tool’s administration (configuration, user management, customization of pages and text labels), for managing databases used by MDweb – metadata bases (definition of templates), spatial databases (for the cartographic client) and thesauri (entry of and search by keywords) – as well as for configuring the cartographic client.
To be able to do this, the administrator is given special privileges under MDweb because he can read/write all the references of other users as well as modify contacts, predefined values and keywords defined by each user, within a framework of maintenance and consistency of catalogs.
This section of the user manual covers all the features available in the administration module.
Accessing the administration module
After logging in as administrator, click on Administration. This menu item appears only if you are logged in as administrator.
Configuring MDweb
Menu > Options
MDweb is configured using a sub-module. The administrator can:
· Modify the rule for validating metadata records
· Add or delete a language
· Manage contacts and predefined values of the users
1- Modifying the rule for validating metadata records
The MDweb administrator can choose one of two rules for validating metadata records in catalogs:
· Manual
· Automatic
Manual validation rule: With the first rule selected, before a record can be published, i.e., become accessible to users via the search form (search module), it should first be validated by a user with suitable rights, either an administrator or a validator. Until this is done, the record is not published.
Automatic validation rule: With this second option selected, a record becomes automatically accessible from the search form as soon as it is created and entered. Naturally, we recommend that the manual validation rule be selected.
Description of the procedure
1 – Go to Menu > Options > Publication rule.
2 – Click the Modify button to toggle between Automatic and Manual. When you toggle to Automatic, all existing records are automatically validated.
2. Adding or deleting a language
MDweb is an application that can be configured for use in several languages. The default language is English; it cannot be deleted. Other languages, however, can be added and deleted. In this version, two additional languages are offered: French and Portuguese.
Deleting a language from this menu will mean that all the text labels in that language will be permanently deleted from the MDweb database; it will not be possible to restore them.
Adding a language from this menu will create a new language entry in the database. All the text labels will have to be translated into this new language and added using the Menu >Labels> Add command.
Description of the procedure for deleting a language
1 – Go to Menu > Options > Language.
2 –
Click the 
beside the language
you want to delete.
3 – Warning: Before the language is definitively deleted, a dialogue box will warn you and ask you to confirm your action.
4 – Confirm by clicking OK if you really want to delete the language. All the text labels of that language will be permanently deleted.
Description of the procedure for adding a language
1 – Go to Menu > Options > Language.
2 – Defining the language to be added: Two fields (both required) in the ‘Add another language’ form have to be filled in:
- the name of the language or its descriptor
- the three-letter code for the language.
For the latter field, it is recommended that the ISO 636-3 standard be consulted; it lists three-character codes for most world languages.
3 – Add. After filling in both fields, click Add. The language is created. Now you will have to translate all the text labels that appear in the MDweb interface by using the Menu >Labels> Add sub-module.
3. Managing users’ predefined values
Using the Menu >Options > Predefined values command, the administrator can modify MDweb users’ predefined values (the concept of predefined values is presented in §5 of the Management guide in this document). This feature allows the administrator to verify the consistency of predefined values and to correct them if necessary.
Description of the procedure
1 – Go to Menu > Options > Predefined values.
2 – Selecting the user and resource type: The form on the first page allows you to filter predefined values based on the user’s login name and resource type. Once you do so, the list of predefined values is displayed. By default, all users’ predefined values are selected.
3 –
Viewing predefined values and selecting the one to modify: In the list
of predefined values that meet your filtering criteria, you will see each
predefined value’s properties, resource type and the last update date. Click
on 
to edit the chosen
values.
4 – Modifying the predefined values: To modify the values, use the forms in the three tabs (Metadata, Dataset and Distribution), corresponding to the three sections of the standard in which predefined values are extracted.
5 – Validate your modifications: Note that you have to validate your changes by clicking Submit before going to the next tab. Should you not do so, your changes will not be taken into account.
4. Managing users’ contact details
In a manner similar to that for changing users’ predefined values, the administrator can change the MDweb user’s contacts (the concept of contacts is presented in §5 of the Management guide in this document). This feature allows the administrator to verify the consistency of the contact information attached to a metadata record and to correct it if necessary.
Description of the procedure
1 – Go to Menu > Options > Contacts.
2 – Selecting the user: The form on the first page allows you to filter contacts based on the user’s login name. Once you do so, you will see the user’s contacts. By default, you will see the contact information entered by all the users.
3 –
Viewing contacts and selecting one to modify: The contact list displayed
will be either for the selected user or for all users. Each contact will show
the owner’s login name and when it was last updated. Click to edit
the contact.
4 – Modifying the contact information: A form corresponding to contact information as specified in the ISO 19115 standard will allow you to modify existing entries. Fields marked by red asterisks* are required fields.
5 – Validate your changes: Note that you have to validate and save your changes by clicking Submit. Should you not do so, your changes will not be taken into account.
Managing users
Menu > Users
The MDweb administrator is in charge of managing authenticated-user accounts (management and administration module). The Menu > Users sub-module allows him to manage user accounts, i.e., to modify the properties of user accounts, most notably the role assigned to the user within MDweb. He can also add or delete users.
1. Adding a new user
A new user is added to MDweb via a two-stage process:
a) Online registration by a prospective user
|
The prospective user registers himself or herself using a registration form which is accessible from the menu on the left on the MDweb home page. When the user Submits the filled-in form, an e-mail is sent to the administrator informing him of the request and a confirmation e-mail is sent to the prospective user. This action creates a user account in MDweb. |
|
b) Activation of the account by the administrator
For the user account to be usable, it has to be activated by the administrator who will assign a role to the user (administration, validation, cataloging, consultation).
Description of the procedure
1 – Go to Menu > Users > Udapte.
2 – Select an account to modify in the user list.
3 – Allocate to him a role and a working catalog by default.
4 - Submit. An e-mail is sent to the user informing him of his login name, password and MDweb role.
2. Modifying the properties of an existing user account
The administrator can modify the properties of an existing user account in a manner similar to that described above. All the properties of an account can be changed.
Note: The e-mail address of the user is the identifier of the account.
3. Deleting an account
To delete a user account use the Menu > Users > Delete command.
Description of the procedure
1 – Go to Menu > Users > Delete.
2 – Select an account to delete from the list of users.
3 – Click on the cross to delete the account. A dialogue box will seek confirmation.
4 – Click OK to delete the account.
Note: A user cannot be deleted if the catalog contains one or more of his records.
Managing text labels
Menu > Labels
What is meant by label management in MDweb?
All html pages with which the user interacts are constructed using PHP scripts that use text labels stored in the MDweb database. Depending on the language selected by the user, the script for label management will display the pages in English, French or other language. By default, if a label does not exist in the database for a particular language, it will be displayed in English.
In the database, the labels are divided into categories so each can be easily located when it needs to be modified. The following table lists the label types and their descriptions.
|
Label type |
Description |
|
Help page |
Labels on the home pages of the management and administration modules that describe the available sub-modules |
|
Tooltips |
Labels that appear when the mouse overs over certain elements of the pages |
|
Catalog |
Labels of the catalog(s) as they appear in the search results |
|
Items of the standard |
Labels relating to the items of the ISO 19115 standard |
|
Items of the thesauri |
Labels relating to the items of the thesauri included with MDweb, by default the Global Change Master Directory (GCMD) of NASA |
|
Predefined lists of the interface |
Labels relating to the items for list control in pages, except those that appear in the forms that are predefined lists of the ISO 19115 standard |
|
Predefined lists of the standard |
Labels relating to the items for list control that appear in the forms which are predefined lists of the ISO 19115 standard |
|
Menu items |
Labels relating to the menu items in the management and administration module |
|
E-mail messages |
Words and sentences of e-mails that are sent when a prospective user submits the online registration form |
|
Interface messages |
Labels relating to messages displayed to users when executing an operation and all other labels that do not belong to other categories |
|
Resource types |
Labels of resource types or templates used in MDweb |
The Menu > Labels command allows labels to be added or modified. These commands are rarely used though it may be necessary to modify labels to make pages more comprehensible for a particular targeted group of users.
Modifying an existing label
Labels can be modified using the Menu >Labels> Modify command.
Description of the procedure
1 – Go to Menu > Labels > Modify
2 – Select the type of label to modify from the drop-down list and Submit.
3 – A filter with four criteria allows you to refine the search of your label: language, label text, label description and label name. If you do not know the exact label text, you can use the % meta-character in one of the filter fields. It will result in all the labels corresponding to the type selected being displayed.
4 – Select the label to
modify from the list. 
If there are more than 10 labels that meet your search criteria, you can skip to the next 10 labels by using the ‘next’ arrow at the bottom.
5- Modify the label and submit. The description of the label is compulsorily required. The modification is immediately applied and will be visible when the concerned page is next displayed.
Adding a label (when a new language is added)
Labels are added with the Menu >Labels> Add command.
The use of this command is limited to the translation of labels when a language is added to MDweb. By default, MDweb is supplied with English and French. When a language is added (see MDweb configuration, section on adding/deleting a language), all the labels have to be translated into the new language. This command allows an administrator to do so.
Description of the procedure
1 – Go to Menu >Labels > Add.
2 – Select the language and the type of label to translate and Submit your choice.
3 – Filtering: In the same way as described for modifying a label, you can use a filter based on three criteria to refine the search for your label, using preferably the label text, the label description or the label name. If you do not know the exact label text, you can use the % meta-character in one of the filter fields. It will result in all the labels corresponding to the type selected being displayed.
4 – Select the label to translate from the list.
5- Translate the label and submit. The label description is compulsorily required.
Creating or modifying a catalog
Menu > Catalog
Concept of the catalog
In MDweb, each reference (metadata record) is part of a catalog. MDweb can contain several catalogs. The decision to store references within catalogs was taken to facilitate their management. In fact, we can define for each user a working catalog where his or her reference will be stored. The creation of several catalogs allows easy management of a large number of references and to divide them thematically: by team, project or organization, etc.
To allow the entry and addition of a reference in MDweb, at least one catalog has to exist.
The Menu > Catalogs sub-module allows the administrator to create, modify or delete a catalog.
Adding a catalog
For adding a catalog, the Menu > Catalogs > Add command is used.
Description of the procedure
1 – Go to Menu > Catalogs > Add.
2 – Enter the name of the catalog and select a country.
3 – Submit. The catalog is created and can be used to store references.
Modifying a catalog
For modifying a catalog, the Menu > Catalogs > Modify command is used.
Description of the procedure
1 – Go to Menu > Catalogs > Modify.
2 – Select the catalog to be modified by clicking on the tick mark in the Modify column.
3 – Modify the name and Submit.
4 – A modification is validated only if the catalog in question is empty.
Deleting a catalog
For deleting a catalog, the Menu > Catalogs > Delete command is used.
Description of the procedure
1 – Go to Menu > Catalogs > Delete.
2 – Select the catalog to be deleted by clicking on the cross in the Delete column.
3 – Confirm the deletion of the catalog by clicking OK.
4 – The catalog is deleted only if it is empty.
Managing a metadata profile
Some basic ideas before we start…
Concept of profile or metadata profile
Concept of metadata sheets or references
Concept of data-entry levels of a metadata sheet
What does it do and who should use it?
Limitations of the current version
Accessing the profiles manager module
Some basic ideas before we start…
A profile, or adaptation, is a document or schema (in the sense of a data structure) that specifies the implementation options of a standard for a particular purpose. In essence, a profile does not contradict the standard to which it refers and does not introduce, in principle, new concepts. Rather, it describes the standard or a sub-set of it so that it can be implemented and used in a particular context. However, elements that do not exist in the standard (extended elements) can be included in it. These description elements will complement the standard and will be useful in the specific context in which the profile is going to be used. In addition, a profile of a standard allows an international standard to be adapted culturally or linguistically for a particular national or regional context.
A community can thus define profiles for particular types of data sets. For example, a profile for matrix or ‘raster’ data sets will retain only those elements specific to this data type. A profile can also manage certain specifics or rules that an organization may want to apply to metadata elements. A profile, for example, could specify which elements are mandatory and which are optional in a metadata sheet.
MDweb includes 9 profiles as standard. They correspond to 9 data types:
- Types of data series :
o Geographical database or geodatabase
o Temporal databases
o Digital map
Types of data series :
o hardcopy map
o Vector layer
o image – aerial picture
o Text document
o Spreadsheet data
o Bibliographical references
In principle, metadata standards, the international standard in particular, apply to digital data but they can also be applied to analogue documents such as maps, plans, aerial photographs, etc. In such cases, the documentation of the data and its cataloging always reference the actual document. Moreover, data sets of this type usually consist of a clearly identifiable collection of documents. On the other hand, for digital data, the definition of what is data, or a data set, is more difficult and often depends on the institutional or technological context of the organization that produced the data. In general, digital data can be broken up into a hierarchy going from data attribute to entity type to data set to, finally, data series. This perspective of data can be more simply described with the general term ‘resource’. It covers all the concepts associated with the data hierarchy shown in the figure.
To illustrate this concept, we have chosen as example the land use maps of a territory, in this case that of Oued Mird (Morocco). This resource, of type ‘digital map’, can be broken up into the hierarchy of resources mentioned above in a perspective of UML formalism. If we consider the highest level, we can speak of a data series. This is represented here by the collection of maps on the same theme but produced during different observation periods, those for land use in the 1990s, those for land use in the 2000 decade, etc. At the data set level, we will consider just one item from this collection, for example, the land use map of the 1990s. The next lower level, entity type, will correspond to all the thematic layers that make up the land use map of the 1990s. In our example, we have selected the ‘polygon’ layer of land-use classes. Other layers, such as the village layer, can be part of the map. Finally, the most basic level, or attribute type, is the set of properties of the ‘polygon’ layer. An example of this attribute type is given by the attribute ‘percentage of ligneous cover’.
The levels handled by MDweb are limited to:
- data series
- data sets
Definitions
Data series: A collection of distinct data sets related to each other by common characteristics such as their mode of acquisition or processing (satellite images), their spatial extent, the type of their contents, for example, a data series is synonymous with a data collection. This denomination is used in MDweb for the data types: ‘digital map’, ‘geodatabase’ and ‘Temporal database’.
Data set: Set of related data, unmistakeably identifiable as connected to each other by common characteristics such as their mode of acquisition or processing, their spatial extent, etc. A data set can be considered as a small set of data or a sub-set of it. This denomination is used in MDweb for the data types: ‘hardcopy map’, ‘vector layer, ‘image – aerial photo’, ‘text document’, ‘Spreadsheet data’ and ‘bibliographical reference’.
Hierarchy between data series and data sets
MDweb establishes a hierarchy between data types using the concept of parent and child profiles (see Concept of profile or metadata profile).
In the standard version, this is the hierarchy:
In this document, the concepts of the metadata sheet and of the reference are used in the same way. They both apply to the same object. A metadata sheet or reference is defined as a set of metadata elements filled in by a user to describe a data collection or data set or, more generally, a resource.
The concept of a metadata sheet relates to the structure and nature of the metadata elements that it consists of, with these elements originating from the ISO 19115 standard.
The concept of a reference additionally relates to a perspective of metadata as an item of a data catalog managed by MDweb.
The data-entry level relates to the number of elements (and their characteristics) used for describing a resource. It corresponds to different levels of metadata usage. In fact, the information required to describe a resource depends on the purpose of the metadata usage. For example, for purposes of searching and locating resources, information that is less detailed and less complete will suffice as compared to for documentation purposes, which will need greater detail and completeness because resources will need to be distributed and transferred. Thus, for cataloging of resources, which is the basis of searches for them, simplified metadata could be sufficient.
These different contexts or levels of metadata usage can lead to the definition of several metadata-detail levels. The international standard defines two levels of details or conformity. The first conformity level or ‘basic’ level corresponds to the purposes of resource cataloging. For this, it proposes a set of mandatory elements or ‘metadata core profile’ that consists of elements necessary to identify the resource and to provide a summary of its contents. It can only be used for cataloging services and as a basis for metadata services designed for locating resources. A second conformity level or ‘complete’ level includes metadata elements necessary to fully document a resource. This conformity level defines metadata elements necessary to identify, evaluate, extract, use and manage geographic resources.
On the basis of the international standard’s definitions, we have identified three levels of detail in the profiles for the metadata:
ü a basic level,
ü an extended level,
ü and a complete level.
The basic level is based on the minimum metadata elements specified in the standard.
The extended level is based on the basic level and additionally includes those metadata elements that would allow the exchange and transfer of the resource and the accurate description of the resource’s origins (source data and processes used). This latter requirement is essential for the reuse of a resource for scientific purposes. For data types offered in the standard MDweb version, the extended and the complete levels are one and the same.
Metadata profiles manager
The profiles manager is the core of the MDweb tool because it allows the user to define the structures and descriptive elements on which the entry forms and the search engine are based.
Because of its powerful nature, its use should be limited to the application’s administrator having an in-depth knowledge of metadata and associated standards. Ill-advised changes in these structures and their modifications in the MDweb database can lead to serious malfunctioning of the tool.
General features of the profiles manager
The administrator can use the profiles manager to define (add) a new profile, modify the structure or properties of existing ones or delete them.
Concepts of metadata profiles and of the hierarchy between profiles are provided in this document’s introduction.
The profiles manager is currently in its initial version. Several limitations exist:
- Choice of the standard: the ISO 19115 (TC/211) standard in its FDIS 2003 version (http://jc.desconnets.free.fr/mdweb/docs/FDIS-19115.pdf) is the only standard we can currently use to construct a profile. All the sections of this standard are not described completely in MDweb. This is the list of the sections with the degree of completeness:
· MD_Identification (only the MD_DataIdentification class)
· MD_Constraints
· DQ_DataQuality
· MD_MaintenanceInformation
· MD_SpatialRepresentation
· MD_ReferenceSystem
· MD_ContentInformation
· MD_PortrayalCatalogueReference
· MD_Distribution
· MD_MetadataExtensionInformation
· MD_ApplicationSchemaInformation
- Definition or modification of predefined lists attached to the elements: the capability of modifying or defining lists of predefined values associated with the metadata elements has not yet been implemented. So additions or modifications have to be made directly in the MDweb database in the elmnt_mtd tables (list_short_name field used to define a predefined list for an element), code_list (definition of a new list of values) and the elmnt_code_list table (definition of elements). An added element is translated into other languages by the insertion of a new label in the label_stand table.
- Operations for the definition or modification of a standard have not been implemented in this version. If you want to add a standard or complement the existing one, you have to insert elements in the elmnt_mtd and est_inclus tables and translate labels of the added elements in the label_stand table.
- The requirement of defining a minimal sub-set (metadata core) is not enforced. You have to study the ISO 19115 standard and ensure that the profile you build respects the standard’s core if you want to be compatible with it (this sub-set is discussed in the following section).
Before running the profiles manager
The definition and editing of a profile are crucial stages that require you to select descriptive elements that are relevant to the data set you want to catalog. In collaboration with your project partners, you have to carefully arrive at a correct and functional definition o