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CUHK Research Data Repository: Data Folder & Dataset Management

This Guide introduces the CUHK Research Data Repository.

Data Folder & Dataset Management

Manage Your Folders

You can manage the features of your folders with the following steps. 

1. With the Edit pull-down menu on your folder page, you can edit the following features:

Edit folder

Features Fields for Editing
General Information Edit name, affiliation, identifier, category, contact email, description, metadata fields, and browse/search facets of your folder
Theme Customized the theme: logo, footer image, and color of your folder, and link of your department or personal website
Widgets Get code to add to your website for folder display
Permissions Manage users with permissions to your folder
Groups Manage users/groups to different roles
Dataset Templates Create dataset metadata templates
Dataset Guestbooks Allow you to collect data about who is downloading the datasets from you
Featured Folders Feature your sub-folders at the top of this folder page
Delete Folder As long as your folder is not published and have no draft datasets, you can delete your folder


2. Publish your folder with the "Publish" button when it is ready to go public. Datasets inside a folder are not published until the datasets are published. (Refer to point 8 of Deposit and Publish Your Datasets.)

Publish folder

Manage Your Datasets

1. To manage your dataset, navigate to the dataset page.

Navigate to the dataset page

2. From the "Edit Dataset" pull-down menu on the right hand side of the page, you can choose the following features:

Edit dataset

Features Functions
Files (Upload) To upload files to the dataset
Metadata To edit the metadata of the dataset
Terms To edit Terms of Use, Restricted Files, Terms of Access, and the Guestbook of the dataset
Permissions Grant permissions to users and groups to dataset and file(s)
Private URL Create a private URL to allow others to access unpublished dataset (Useful for peer review of your manuscripts!)
Thumbnails + Widgets Customize your thumbnail image and get code for dataset display on other websites
Delete Dataset Delete unpublished datasets


3. To upload more files to the dataset, use the "Upload Files" button under the "Files" tab.

Upload files


4. Edit the setting of all files in a dataset at once with the "Edit Files" button;

Edit file setting


  or edit the setting of one file by choosing “Metadata” under the three-dot pull-down menu.

Edit metadata of one file

    You can edit the metadata of the file and set the restrictions.

Edit metadata and set restrictions


5. Edit the metadata of the dataset with "Add + Edit Metadata" under the "Metadata" tab.

Add and edit dataset metadata

    You can edit the metadata of the dataset here:

Metadata template


7. The default Terms of Use is CC BY-NC. Edit the terms of use with "Edit Terms Requirements" under the "Terms" tab, if necessary.

For details about Creative Common Licenses, please refer to the LibGuide Creative Commons (CC): Types of CC License.

Edit terms of use


8. Create a guestbook.

9. The "Versions" tab informs the details of different versions of the dataset.

View different versions of the dataset

Granting a Role to Others to Work In Your Folder/Dataset

If you are a CUHK teaching or research staff and would like to assign a colleague to manage your folders/datasets or permit your students to deposit their data, you can assign a role to them at your personal or a designated folder.

1. Go to the page of the folder/dataset that you would like to assign a role for your colleagues or students; click "Permissions" under the "Edit" pull-down menu.

Edit permission


2. Click "Assign Roles to Users/Groups" under the tab "Users/Groups"

Assign roles to users/groups


3. Search the names of your colleagues or students in the field "Users/Groups". It is the best to search with their username which could be found on their Account Information page.

    Note: Administrative staff and students must log into the Repository before you can find their names.

Search user by name


4. Assign the colleagues or students a role: Admin / Publisher / Editor. 

Roles and their descriptions


Rights of different roles:

Rights on Folder and Datasets Admin Publisher Editor
Permission Management Y    
Publish / Delete Y Y  
Add / Edit Y Y Y

Link your Folder/Dataset to Another Folder

1. To link you dataset to another folder, click “Link Dataset” on the dataset page.

Link dataset


2. Type in the search box to find the folder that you would like to link your dataset. Select the folder name and click “Save Linked Dataset.”

Link by selecting folder


3. You can find the dataset under the selected linked folder. A chain icon is placed at the right top of the dataset box. The source location of the dataset is indicated after the date.

Linked dataset shown


If you would like to link a project folder to another folder, please contact the Research Data Team.

Create a Guestbook

A guestbook allows you to learn who have downloaded your datasets.  It can be set up after your dataset is published.

1. Navigate to your dataset. Click “Terms” under “Edit Dataset.”

Edit dataset terms


2. Towards the bottom of the page, select a Guestbook and click “Save Changes.”

Select a Guestbook

3. You can customize your guestbook.

Customize your Guestbook

1. Navigate to the folder where the dataset is deposited. Under “Edit,” click “Dataset Guestbooks”.

Edit dataset Gusetbooks


2. Click “Create Dataset Guestbook.”

Create Dataset Guestbook


3. Design your Guestbook Form and click “Create Dataset Guestbook.”

Design Guestbook


4. You can see the new Guestbook in the Dataset page, by clicking "Terms" under "Edit Dataset".

View selected Guestbook

Files Types Not Being Accepted for Upload

ade, adp, app, asp, aspx, asx, bas, bat, cer, chm, cmd, cnt, com, cpl, crt, csh, der, diagcab, exe, fxp, gadget, grp, hlp, hpj, hta, htc, inf, ins, isp, its, jar, jnlp, js, jse, ksh, lnk, mad, maf, mag, mam, maq, mar, mas, mat, mau, mav, maw, mcf, mda, mdb, mde, mdt, mdw, mdz, msc, msh, msh1, msh2, mshxml, msh1xml, msh2xml, msi, msp, mst, msu, ops, osd, pcd, pif, pl, plg, prf, prg, printerexport, ps1, ps1xml, ps2, ps2xml, psc1, psc2, psd1, psdm1, pst, py, pyc, pyo, pyw, pyz, pyzw, reg, scf, scr, sct, shb, shs, theme, tmp, url, vb, vbe, vbp, vbs, vhd, vhdx, vsmacros, vsw, webpnp, website, ws, wsc, wsf, wsh, xbap, xll, xnk