Online Document Delivery Service (ODDS): An Open Source Software Initiative for DDS Management WORKSHOP MANUAL Prepared by Mr. M.Manivannan, Information Analyst National Workshop on Open Source Software for Library Management (OSSLM 2016) June 13-18, 2016 Jointly Organized by Central Library Indian Institute of Technology Kharagpur Kharagpur 721302, West Bengal, India & National Digital Library (NDL) NMEICT Project, MHRD, Govt. of India
Table of Contents I. Introduction... 1 II. About the Manual... 1 III. Installation Manual... 2 Hardware Requirements... 2 Software Requirements: (LAMP/WAMP)... 2 Installation on server... 2 IV. Administrator s Manual... 5 Add Library/Institute... 6 Manage Libraries/Institutes... 6 System Options... 7 General Options:... 7 E-mail Notifications:... 8 E-mail Users:... 8 E-mail Libraries/Institutes:... 9 Dashboard... 9 Request Administration... 10 Edit User Details... 13 Reports... 13 Detailed Report... 14 Summary Report... 14 V. User s Manual... 15 User Registration... 15 Registration Status... 16 VI. Limitations... 16 VII. Future Developments in the System... 16 VIII. Conclusion... 17
I. Introduction Document Delivery Service is one of the finest activities in any library and to fulfill the information needs of library users. DDS delivers soft copies of journal articles, conference proceedings, book chapters, and other materials, library users to request these items and have them delivered in digital format through email. Now-a-days libraries are providing the DDS by manual, through email, and some libraries having their own online process. So, an application software is needed to library managers and library users for DDS in the technology enhanced moment. In view of this, Central Library of IIT Kharagpur is designed and developed a general web application software for DDS as an open source software to fulfill the information needs of library mangers and library users. The name of the software is Online Document Delivery Service. Online Document Delivery Service software is a free and open source automation software and it is a web based application for management of documents (digital format) and its delivering. This web application can use in any kind of library. And, this is a semi-auto process system. Therefore, Library users can register their required documents via online, which are available/not available in the local library. After process of the document request, the user will get a download link of the requested document in the registered email from the ODDS administrator or status of the document request will be displayed in the system. The software is user friendly, easy installation, easy maintenance and it can be used for any kind of libraries. The system process is maximum automatic and it will generate and send email automatically to the respective users and libraries/institutes. II. About the Manual This manual describes the functions for working with the Online Document Delivery Service. It is intend to help you to better understand the ODDS web application software and its functionalities and provide with support. This manual includes three parts I. Installation Manual II. Administrator s Manual III. User s Manual The installation part provides the steps to install and initial configuration of the software. The administrator s manual provides the steps to maintain, configure, and update the software data. In addition, The User s Manual provides the information necessary for the user to use and access the ODDS software. Central Library, IIT Kharagpur 1
III. Installation Manual Hardware Requirements Web Server with standard configurations. Software Requirements: (LAMP/WAMP) For Server: Apache web server 2.4 (http://www.apache.org/) MySQL Server 5.5+ (http://www.mysql.com/) PHP 5.4+ compiled with PDO-MySQL Support (http://www.php.net/) For Client: Recommend a current version of Firefox, Chrome, or Internet Explorer 8. Installation on server 1. Download the ODDS zip file and unzip it into a folder in your web server documents directory. /var/www/ - (web server directory of linux or unix os) C:\wamp\www\ - (web server directory of windows os) 2. Create a MySQL database/username/password. Example: Database name : docdelivery (or as you like) Username : root (or assigned by your administrator) Password : as created 3. Rename the file sys.config.sample.php exist in the folder includes, i.e., includes/sys.config.sample.php to includes/sys.config.php and set your database connection credentials there. 4. The sys.config.php file may be existed. Just you can change the database connection credentials like DB_NAME, DB_HOST, DB_USER, DB_PASSWORD. These are in the following lines Note: Database name in the MySQL server and DB_NAME in the sys.config.php file should be same. 5. To able to connect with database, you must change the following constant values, DB_NAME : MySQL database name created by you DB_HOST : Web server host name or default host name (localhost) DB_USER : Username of the database access DB_PASSWORD : Password of the database access Central Library, IIT Kharagpur 2
6. After successful completion of the database connection settings, Open your web browser and go to http://<weburl>/<folder-name>/install/index.php For example, http://library.iitkgp.ernet.in/docdelivery/install/index.php or http://localhost/docdelivery/install/index.php The web page looks like Central Library, IIT Kharagpur 3
7. The browser will show the following basic system options, fill and complete the form a. Library name : The site name will be displayed as header of every web pages. b. Online Document Delivery Service (address): The system generate web uri address automatically. If you want to change the uri address, the system files should be copied in proper destinations. c. Full name: Administrator s full name d. E-mail address: Administrator s email address e. Login username: Enter your preferred username as you like. It will be used when you login as administrator. f. Password: Enter your preferred password. g. Confirm Password: Reenter the same password. 8. After complete the form fill, click the Install button. 9. Wait for the installation confirm message. The confirm message should be Congratulations! Everything is up and running. 10. Congratulations! Online Document Delivery Service software is now installed on your server. 11. You may login with your new username and password. Central Library, IIT Kharagpur 4
IV. Administrator s Manual After successful completion of the software installation, then you have to add some libraries/institutes into the system. Follow the given below steps to add a library/institute. 1. Open your web browser and go to http://<weburl>/<folder-name>/login.php. For example, http://library.iitkgp.ernet.in/docdelivery/login.php 2. Enter your administrator user credentials in the appropriate boxes. You already have created username/password in the basic option settings, when software installation. Then click Continue, you will get system Dashboard web page. Initially this page will be blank and the message will be No document request is newly registered. 3. After successful login, you will get web page like this Central Library, IIT Kharagpur 5
Add Library/Institute Now, you have to add some institutes or libraries into the system to send document request, the documents are requested by user and which are not available in your library. Follow the given below steps to add an institute/library. 1. Go to the menu Library and then click the submenu Add New Library. You will get the page like this Note: In this data form, the star (*) marked inputs are mandatory. 2. After complete the inputs of library/institute details and then click Add Library, now the new library/institute will be created. 3. You can create multiple numbers of libraries/institutes in the same method. But, you cannot create with same email-id for various libraries/institutes of Email-id to send Request. Manage Libraries/Institutes You can modify/change the library/institute name, email-ids, contact person name, active status and other details time to time in this page. 1. Go to the menu Library and then click the submenu Manage Libraries. The web page will be listing all the libraries/institutes. 2. Library/Institute name, email-id, and contact person can be searched. Enter search words or part of the search words in the text box and then click Search button, the required libraries/institutes will be listed. Central Library, IIT Kharagpur 6
3. If you want to list libraries/institutes by active enabled, select Active from the option box and then click Filter button. Follow the same procedure to list the active disabled libraries/ institutes. 4. If you want to deactivate the library/ institute, put a tick mark (to be marked in check box) in the corresponding library/ institute from the list, then select the Deactivate from the option of Selected libraries actions available in top right of the web page and then click Proceed button. Now, all selected libraries/ institutes will be deactivated and display Inactive in the Status column of the library/ institute list. Follow the same procedure to activate the libraries/ institutes. System Options Go to Options menu, then click on the System Options, you will get the given below web page. This is an auto filling option form, when the system installation the values/texts were already updated. In this system options, there are four tab options and they are 1. General Options 2. Email Notifications 3. Email Users 4. Email Libraries/ Institutes General Options: a. Library name: can be changed. Central Library, IIT Kharagpur 7
b. System URI: This option is to be changed only if you are moving the system to another place. Changes here can cause ODDS to stop working. c. Maximum number of document requests to libraries/ institutes: can define maximum number of document requests per email. You can increase or decrease this option. By default, this option is five. d. Auto Process on Requests: If this option is checked and the libraries/ institutes upload the document requested by administrator, then automatic send an email with a download link against the document requested by user. e. User s Email-id Domain Names: can enter the user s email-id domain names. Users can register their request only from the entered domain names and this will restrict document request registration from other email-id domain. You can enter different email-id domain names and it is to be separated by a comma. E-mail Notifications: A. From Information a. Name: It may be an administrator name or system name. b. E-mail Address: A valid email-id and the email will be sent from this email-id. c. Email Copy To: One copy of email will be sent to these email-ids. You can enter multiple email-ids and it is to be separated by a comma. B. Mailer Here you can select which mail system will be used when sending the notifications. If you have a valid e-mail account, SMTP is the recommended option. The mailer options are SMTP and Gmail. SMTP & Gmail Shared Options: You need to include your username (usually your email address) and password if you have selected either SMTP or Gmail as your mailer. SMTP Options: If you selected SMTP as your mailer, please complete these options. a. Host (Example: IP address or Host Uri) b. Post (Basic: 25) c. Authentication (Default: none) E-mail Users: Here you set up the header and footer of every email send to users, or use the default one available in the system. Here you can use html tags here. Do not forget to also include and close accordingly the basic structural html tags. Use custom header/footer is for future development. Central Library, IIT Kharagpur 8
E-mail Libraries/Institutes: Here you set up the header and footer of every email send to libraries/ institutes, or use the default one available in the system. Here you can use html tags here. Do not forget to also include and close accordingly the basic structural html tags.. Use custom header/footer is for future development. Dashboard 1. Go to the menu Dashboard. The web page will be listing all the document requests and its transaction statuses. Initially the web page will be blak, i.e., after the system installation the page looks like 2. The list contains the following request date, document title, source title, statuses of the transactions and actions to be taken. 3. User s email-id can be searched. If you want to see/list a particular user s requests enter email-id of the user in the text box and then click Search button; document requests of the required user will be listed. 4. After received the document requests from users, the dashboard will listed all requested documents list and the dashboard looks like. Central Library, IIT Kharagpur 9
Request Administration Send Document Request to Libraries/Institutes 1. If the document requested by user is not available in your library, then you can send a request for the document to other libraries/institutes or libraries through email from this dashboard. Put a tick mark (to be marked in check box) in the corresponding documents from the list, and then click the Send Document Requests to other Libraries/Institutes button. Now, you will be moved to Document Request Send to Other Institutes/Libraries page. Note: Maximum five document requests can select to send request. You can decrease or increase the number of requests in the System Options settings. Send Document Request to Libraries/Institutes Page 1. In this web page, first list is the document requested by users and the second list is libraries/ institutes for request sending. The document request sending page looks like the following Central Library, IIT Kharagpur 10
2. Put a tick mark (to be marked in check box) in the corresponding library/ institute name from the list, and then click the Send Request button. A separate BCC copy of email will be sent to all selected libraries/ institutes. If you want to select all libraries/ institutes from the list, put a tick mark (to be marked in check box) in header row of the list. It will select all libraries/ institutes automatic, and then click the Send Request. 3. Finally, you will get the confirm message Document request has been sent successfully. 4. To see status of the sent request, click the Status button in the column Request Sent of Dashboard list. Central Library, IIT Kharagpur 11
5. To reply, status update, document upload, and other transactions on the user s request, click the Process button in the column Actions of Dashboard list. 1. The web page showing the requested document s details, registered user s details and the transaction process details, if already updated. 2. Update Options consists the approved/not approved, status, document upload, email sending to user, and remarks, if any. 3. The logged in administrator can approve/not approve the document request for any reason. The reasons may be the following 1. requested document may not be available, 2. the registered user may not be authenticated, 3. requested document may be a large size, and 4. other valid reasons. 4. The Request Status updating in the Update Options may select from the options list or manually typing in the status input box. 5. To upload the requested document, if available, then click the Choose File button from Select document file to upload. The selected document file will be copied into the folder documents with the name of transaction identification number followed by uploaded file name, when you click Update Process button. 6. If Update with send email option is checked, an email with a download link will be sent to the user and then the transaction process will be updated, when you click Update Process button. Central Library, IIT Kharagpur 12
7. Any remarks about this request or update process can be entered in the Remarks input box. 8. Click the Update Process, this transaction process will be updated in database then you will be returned to Dashboard. Note: In this web page, right side panel is showing User Details and Document Details. If there is any modification on user details, click the Edit User button. You will be moved into the page Edit Registered User Details (See in the next section). Edit User Details Here, you can modify/change the registered users roll number, name, email-id, and other personal details entered by the user. The details of user are showing last registration of the document request. After changes the user details, click the Save User, the modified/changed data will be updated in the database. The web page like this Reports The system will generate two types of reports 1. Detailed Report 2. Summary Report Central Library, IIT Kharagpur 13
Detailed Report Initially this report is showing the transaction details between two dates, starting date of the current month and current date. If you want to see the transaction details of different dates, change from date and to date in the date selection. In addition, you can change the transaction types from option, and then click the Go button; you will get the selected report. The detailed report will be like this Summary Report Initially this report is showing the transaction details between dates, starting date of the current month and current date with total number of requested, processed, request send, email sent, and downloaded. The report is initially listing requested details. If you want to list the transaction details of different dates, change from date and to date in the date selection. In addition, click on the numbers, which are web page link; you will get the selected report. The summary report will be like this Central Library, IIT Kharagpur 14
V. User s Manual User Registration The User Registration page of the system is 1. The User Registration page is registration for document request. 2. There is two different data you have to input to register a document request a. Document Details: bibliographic information of the document and the document s source title b. Personal Details: like roll number/code, name, email-id and these are mandatory to input; remaining personal details inputs are essential for further communication. 3. After complete the registration filling, and then click the Submit button. You will get the confirmation message like Your request has been registered successfully. Now your document request registration process is completed. Note: No need to re-enter the personal details of users. If, they have already registered. Enter the email-id and then click Click Here button in the personal details area. The form automatically will get the information from last registration of the email-id. Central Library, IIT Kharagpur 15
Registration Status In this page, the registered users they can check their registration status of requested documents. To get the page, go to menu Registration Status. The Registration Status page is like this 1. Enter the user email-id in the search input box; and then click the Search button, the page will be listing all the registration details and its status of the registered email-id. VI. Limitations The registration of the document request is open to all. However, administrator can restrict the registration from user s email-id domain names. System cannot send requested document files through email. Only it can send down load link of document files. Users only can download the document files from his/her email with the down load link. Email configurations setup only on smtp and Gmail. Reports are only on screen as web pages. VII. Future Developments in the System Possibilities of developments in the software in future Central Library, IIT Kharagpur 16
VIII. Email configuration setup in PHPMailer, yahoo.com, and other mailing system. System will provide facility to download the document from the Registration Status page. User login based authentication. So, users must have registered /signed to access the web pages or the system. Collaboration with other Libraries/Institutes. System will be multilingual access. Access through mobile. Conclusion Through the manual, believed that the participants would be able to use this web application software in his/her library/institute, which is enabling the participants as a information service provider through web and internet and which will enable them to minimize the user and administrator time; and to maximize the information service providing. Central Library, IIT Kharagpur 17