WFD Research Database User Guide (version 1) August 2005 SNIFFER Project WFD64
SNIFFER 2005 All rights reserved. No part of this document may be reproduced, stored in a retrieval system or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior permission of SNIFFER. The views expressed in this document are not necessarily those of SNIFFER. Its members, servants or agents accept no liability whatsoever for any loss or damage arising from the interpretation or use of the information, or reliance upon views contained herein. Dissemination status Unrestricted Research contractor This document was produced by: Atkins Management Consultants Woodcote Grove Ashley Road Epsom Surrey KT18 5BW SNIFFER s project manager SNIFFER s project manager for this contract is: Jean Erbacher, UKTAG SNIFFER First Floor, Greenside House 25 Greenside Place EDINBURGH EH1 3AA www.sniffer.org.uk
TABLE OF CONTENTS 1. INTRODUCTION TO THE WFD DATABASE 1.1 Background 1.2 Hosting 1.3 Domain Name 1.4 Database Structure 2. NAVIGATING THE DATABASE WEBSITE 2.1 Home Page 2.2 User Registration 2.3 Logging into the Database 2.4 Manuals and User Tips 3. FUNCTIONALITY 3.1 Access Rights 3.2 Search Functions 3.3 Adding, Editing and Validating Data 3.4 Reports 4. ADMINISTRATOR FUNCTIONS 4.1 Access to the Administrator Site 4.2 Approve / Delete Newly Added Projects 4.3 Edit / Delete Existing Projects 4.4 Add New User 4.5 Edit / Delete Existing User 4.6 Edit / Delete Organisation 4.7 Edit / Delete Contact 1 1 1 1 2 3 3 3 4 4 5 5 5 7 8 9 9 10 10 10 11 11 12 List of Figures Figure 1:1 WFD Database homepage Figure 2:1 WFD registration form Figure 2:2 Login Page Figure 3:1 Project search form Figure 3:2 Search results Figure 3:3 Project details page Figure 3:4 Add a new project form Figure 3:5 Edit project details form Figure 4:1 Administrator functions Figure 4:2 Approve project search screen Figure 4:3 Edit / delete projects screen Figure 4:4 Add new user form Figure 4:5 User List Figure 4:6 Find an organisation to edit screen Figure 4:7 Edit / Delete organisation form Figure 4:8 Finding a contact 1 3 4 6 6 7 7 8 9 10 10 11 11 11 12 12
1. INTRODUCTION TO THE WFD DATABASE 1.1 Background The intention of the database is to provide funding agencies, and end users, with information on direct and related research that has been, or is proposed to be undertaken, to assist the implementation of the WFD in the UK. The database enables users to search for WFD-related research and to identify the areas in which new research may be required to meet the requirements of the WFD. 1.2 Hosting The original database has been migrated to MySQL from the MS Access / ASP application that was previously used to host the database. The data has been through a cleansing process to remove multiple registration entries, however all other data has been migrated without modification. The WFD database has been created within the content management system (Plone) that runs the main wfduk.org website. This provides a consistent look and feel to the database using the same colours and styles of the main website as well bringing together the database and website under one application. 1.3 Domain Name The website can be accessed through the following domain name: www.wfddatabase.co.uk or www.wfduk.org/r_and_d/wfddatabase/. Additionally, users can navigate to the website through the navigation panel of the main website. The wfddatabase.co.uk domain is now owned by SNIFFER. A website re-direction occurs between the wfddatabase domain and the wfduk website to ensure that any users of the previous version of the database are still able to access it using the old domain name. Figure 1:1 WFD Database homepage 1
1.4 Database Structure The underlying database structure has not been changed from the previous database, however at the request of SNIFFER some fields associated with research records have been removed when adding new projects to the database. The fields were removed because they were either under used or contained confusing information for the end user. For existing records with data stored in these fields, the data remains in the database. The fields removed were: Users Comments Funding Links to related research Cost Status Partner organisation Funding organisation 2
2. NAVIGATING THE DATABASE WEBSITE 2.1 Home Page After typing in the correct URL or navigating through the main website, the user will be directed to the site entry page (also called the Home page). The entry page contains links to the following sections: Registration page Login Page Manuals and user tips The Home page provides the following information. Links and brief descriptions of each of the funding agencies Background of the WFD database A brief overview of how to use the site including how to register, what information is contained in the database and links to the online manuals and user tips Contact details of the site administrator. 2.2 User Registration All users are required to register before they can view, add or edit any information in the database. Once the registration form has been completed and submitted, the administrator will assign the user with the appropriate level of user access. The default access upon a user s registration is level 1: public restricted viewing. Further detail on access rights is contained in section 3.1 of this document. Figure 2:1 WFD registration form 3
Users can register by clicking on the Register link and completing the registration Form. When all fields have been completed (all fields are mandatory), users click the submit button. A message will automatically appear confirming the chosen user name and password. Immediately following registration the new user will be permitted to view any unrestricted project information contained in the database. However, the user will not be permitted to edit any existing data until their details have been verified and accepted by the Site Administrator and they are assigned the appropriate level of access. 2.3 Logging into the Database Users are prompted to enter their username and password to access the database and perform searches and amend data is their access level permits them as shown in figure 2.2 A forgotten password system allows users who have forgotten their password to enter their email address and their password is automatically emailed to them. This reduces the administration required to maintain the database. Figure 2:2 Login Page 2.4 Manuals and User Tips The manual and user tips page provides a number of quick tips and an online manual in html format to assist users in viewing, entering and editing data. 4
3. FUNCTIONALITY 3.1 Access Rights When users first register for the WFD database they are given access to only view information and add a new project. The administrator has the ability to amend access rights for any user upon request of that user. The three levels of user access are: Public restricted viewing (level 1) Funding agency unrestricted viewing plus editing (level 2) Administration (level 3) The level of user access will be dependent on the requirements of the funding agencies and the individual users. Generally, only funding agency staff will be permitted to have unrestricted rights to view and/or edit project data. Public users will be unable to view certain information (e.g. project cost), where the funding agency has requested that this information be restricted. In addition to the three levels of user access, a separate administration section is provided under the structure identified in Figure 4.1 that is only accessible by those with level 3 access. The administrator is responsible for verifying all projects prior to uploading to the web and editing/deleting projects as appropriate. 3.2 Search Functions The website has the functionality for searches to be undertaken for each field. Additionally, users can click on the LIST ALL - Project Titles - Project Titles/Description links at the top of the search page to navigate to a list of all projects titles, sorted alphabetically, or to a list containing project titles and descriptions. These lists have next and previous navigation links to enable users to move through the list of projects. The project search facility is shown in figure 3.1 5
Figure 3:1 Project search form Search results that are returned by users clicking the Project Titles/Description link contain the following information, designed to provide a summary or overview of the project: Project Title Description of Research Key Contact Lead Organisation Start Date WFD relevance Figure 3:2 Search results The full project database entry can be shown by clicking on the project title. Project details are shown in figure 3.3 6
Figure 3:3 Project details page 3.3 Adding, Editing and Validating Data The website enables users with the appropriate level of user access to add additional projects to the database using a data entry form (shown in figure 3.4). Once a new project has been added, the information is viewed and validated by the Administrator prior to publishing to the website. Figure 3:4 Add a new project form 7
All users with rights to add projects also have rights to edit projects for confirmation by the Administrator. However, only the Administrator has the rights to change user access levels, validate projects and delete projects. When using any form throughout the site, all fields that are marked with an asterisk (*) are mandatory and are therefore required to be completed prior to submission of the form. An example of the edit project form is shown in figure 3.5 Figure 3:5 Edit project details form 3.4 Reports All users can view and print a list of all projects contained in the database, or information for individual projects. Users are able to print any page within the database section of the website by clicking the print icon present at any search results or project description page. 8
4. ADMINISTRATOR FUNCTIONS 4.1 Access to the Administrator Site The administration functions can be accessed through the following extension to the site domain name: http://www.wfduk.org/r_and_d/wfddatabase/admin. Additionally, for users who have logged into the wfduk.org website the admin link will be available in the navigation panel of the main website. If a user has not already logged in to the database they will be prompted to do so. Only users with Administrator access rights will be able to view this area of the database. Once the Administrator has successfully logged into the site they will be automatically directed to the administrator page which has links to enable the Administrator to add or edit users and validate entries in waiting (Figure 4.1). The following sections detail the functionality available to the administrator. Figure 4:1 Administrator functions 9
4.2 Approve / Delete Newly Added Projects Newly added projects require the administrator to either approve them, enabling them to be visible on the website, or to delete them from the database. Clicking the Approve / Delete newly added projects link takes the user to a search results page which lists those projects that required approval or deletion. (figure 4.2) Selecting a project by clicking the project title takes the administrator to the full record for that project and enable them to choose the approve or delete function. Figure 4:2 Approve project search screen 4.3 Edit / Delete Existing Projects Existing projects can be edited or deleted from the search results page returned when the administrator selects the Edit / Delete existing projects link. The edit / delete functions are available on each project entry as shown in figure 4.3. The edit form is shown in figure 3.5. Figure 4:3 Edit / delete projects screen 4.4 Add New User New users can be added by clicking on the Add New User link. The Administrator will then be directed to the Add New Users page. Following completion and submission of the form, the new user will be added to the system. 10
Figure 4:4 Add new user form 4.5 Edit / Delete Existing User Existing user details can be edited by clicking the Edit / Delete Existing user link. A list of users registered on the database is returned, sorted by last name as shown in figure 4.5. To edit a user s details the administrator should click their name. To delete a user the administrator should click the delete link. Figure 4:5 User List 4.6 Edit / Delete Organisation An organisation can edited or deleted by clicking on the edit / delete organisations link on the admin page. The user is prompted to find the organisation using a drop down list, sorted alphabetically. Figure 4:6 Find an organisation to edit screen 11
The system will return an edit form that allows a user to edit the organisation details. Clicking the submit link will enter the revised details into the database. To delete an organisation, select the delete organisation link at the top of the form. Figure 4:7 Edit / Delete organisation form 4.7 Edit / Delete Contact A contact can edited or deleted by clicking on the edit / delete contacts link on the admin page. The user is prompted to find the contact using a drop down list, sorted alphabetically by last name. Figure 4:8 Finding a contact The system will return an edit form that allows a user to edit the contact details. Clicking the submit link will enter the revised details into the database. To delete a contact, select the delete contact link at the top of the form. 12
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