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How to Populate an EIMS Record – Upload File (Downloads)
What is this?
This web page serves as a "How to..." guide for populating (adding, editing, and/or deleting) the Upload File Information Component data within an EIMS metadata record. It contains an overview of the process and a summary of the steps involved, followed by detailed instructions with screen shots from the EIMS application. Red markings on the screen shots highlight or describe screen content.

Overview

What is the purpose of the Upload File data entry form?
The Upload File data entry form allows you to load a file into the EIMS system so that it will be available for download with the EIMS metadata record. The uploaded file may or may not be the Information Object described by the EIMS metadata record, and the system does not require that all records have an uploaded file.

Who can populate Upload File metadata?
Any registered user of EIMS can add a metadata record, the first step toward sharing information about an Information Object with the EIMS user base. Once the record has been added, any user with editing permissions (DEP, Co-Owner, Librarian) may add, edit, and/or delete any of the Information Component data as often as necessary to ensure complete and accurate population of the metadata. The record will not be released to the designated user base until its Metadata Status has been set to Reviewed by the applicable Librarian.

Prerequisites
Before you can add, edit, and/or delete Information Component data of an EIMS record, the record must already exist (see "How to..." guide for adding a record), you must have Logged in with a registered account, and you must have editing permissions for the record.
How do you populate the Upload File metadata of an EIMS record?
Although you use the same data entry form, the process varies slightly depending upon whether you are adding, editing, or deleting Upload File Information Component metadata.
How do you add Upload File metadata to an EIMS record?
Step 1 Open the EIMS metadata record in edit mode.
Step 2 Navigate to the Downloads / URL Links data entry form.
Step 3 Navigate to the Upload File data entry form.
Step 4 Use the Browse button to find the file to be uploaded.
Step 5 Select the Open button to upload the file.
Step 6 Populate information fields as desired.
Step 7 Select the Save button.

How do you edit the Upload File metadata of an EIMS record?
Step 1 Open the EIMS metadata record in edit mode.
Step 2 Navigate to the Downloads / URL Links data entry form.
Step 3 Open the edit page for the individual Upload File data you wish to modify.
Step 4 Edit fields as desired.
Step 5 Select the Save button.
Step 6 If desired, select the View button to display the File Download dialog box and chose your open / download preference.
Step 7 Select the OK button.

How do you delete Upload File metadata from an EIMS record?
Step 1 Open the EIMS metadata record in edit mode.
Step 2 Navigate to the Downloads / URL Links data entry form.
Step 3 Open the edit page for the individual Upload File you wish to delete.
Step 4 Select the Delete button.
Step 5 Select the OK button to confirm the deletion.
Detailed InstructionsLink to top of page
Instructions for Adding Upload File Metadata
Step 1 Open the EIMS metadata record in edit mode (see Open Record "How to..." guide for instructions).
 
NOTE If you are already editing the EIMS record, skip to Step 2.
 
Step 2 Select the data entry form link from the Navigation Sidebar to display the Downloads / URL Links data entry form.
 
NOTE The Downloads / URL Links data entry form offers 2 functions:
  • Add URL – Use this function to provide information about a file associated with the Information Object described by the EIMS metadata record as well as a URL address where the file may be found.

  • Upload File – Use this function to provide information about a file associated with the Information Object described by the EIMS metadata record as well as upload the actual file into the EIMS system.
This "How to..." guide provides instructions for the Upload File function; Click here for the Add URL "How to..." guide.

 
Step 3 Select the Upload File button to display the Upload File data entry form.
 Picture of Downloads / URL Links data entry form with button to Upload File form highlighted
 
Step 4 Use the Browse button to find the file to be uploaded from within the Choose File dialog box.
 Picture of the Upload File data entry form with the Browse button highlighted
 
Step 5 With the desired file selected, click the Open button to upload the file.
 Picture of Choose File dialog box with instructions
 
Step 6 Populate the information fields as desired (see instructions below).
 
NOTE Mandatory fields are indicated by an asterisk (*).

 Picture of Upload File data entry form with sample data/instructions
 
 The following table provides definitions and instructions for each field. (Please see Conventions for an explanation of the form's buttons.)

Field Definition / Instructions
Upload File* (<40MB) As in Step 4 and Step 5, use the Browse button to open the Choose File dialog box, locate the file on your PC, click on the desired file name, and select the Open button.
Title Enter the name designated to identify the specified file.
File Date Enter the date the file was created (or last edited).
File Description Enter a text definition of the file and/or supplemental information about it.
Application Version Enter the manufacturer’s version control number for the software application used to create the file. You can usually find this information by selecting Help / About while within the application.
EIMS Certification Use the pick list to select the applicable level of review provided to the object file:
  • Level 0: No Certification – You have not reviewed the file or the information about the file in this data entry form.
  • Level 1: Metadata Reviewed Only – You have only reviewed the information about the file in this data entry form for accuracy – not the file itself.
  • Level 2: File Checked for Known Viruses – You have inspected the file with virus protection software and it indicated that there were no viruses AND you have reviewed the information about the file in this data entry form for accuracy.
  • Level 3: File Checked for Inappropriate Content – You have determined that the information about the file in this data entry form is accurate AND that the file has no inappropriate content (i.e., no inaccurate information or data that should not be available to the designated user base).
  • Level 4: File Checked for Viruses and Content – You certify that Levels 1 - 3 apply for the file.
Availability Use the pick list to select which users you want to be able to view this file once it has been reviewed by the Metadata Librarian. There are four levels of availability:
  • Public – accessible to all EIMS system users
  • EPA Only – accessible to only EPA registered users
  • Group – accessible to only a specifically defined group of system users
  • Owner – accessible only by the designated owner of the EIMS record
This selection will restrict access to the EIMS record consistent with information security policies. The default value is Public. Please note that the EIMS entry will not be accessible to the designated parties until the Metadata Status has been set to Reviewed by the applicable Librarian. Your Availability selection impacts the specified download file only; it does not change the Availability of the EIMS metadata record as a whole.
 
Step 7 Select Upload, and the Downloads / URL Links page displays in report mode with the uploaded file listed in the table of uploads for the record.
 Picture of the Downloads / URL Links page in report mode listing uploaded file
 
 
NOTE Select a data entry form link from the Navigation Sidebar to continue adding and/or editing information in the EIMS metadata record.

Instructions for Editing Upload File MetadataBack to top of page

Step 1 Open the EIMS metadata record in edit mode (see Open Record "How to..." guide for instructions).
 
NOTE If you are already editing the EIMS record, skip to Step 2.
 
Step 2 Select the data entry form link from the Navigation Sidebar to display the Downloads / URL Links data entry form.
 
Step 3 Open the edit page for the individual Upload File you wish to modify by selecting the link in the table of Upload Files currently saved in the EIMS metadata record.
 Picture of the Downloads/URL Links page with table of uploaded files
 
Step 4 Edit fields as desired (see instructions below).
 
NOTE You can only make changes to the information about the uploaded file. You cannot alter the actual uploaded file. If you need to change the uploaded file, you must add a new upload file. If necessary, delete the existing uploaded file.

 Picture of the Upload File data entry form in edit mode
 
 The following table provides definitions and instructions for each field. (Please see Conventions for an explanation of the form's buttons.)

Field Definition / Instructions
ID System generated numeric identifier for the uploaded file. You cannot edit this field.
Title The name designated to identify the specified file.
File Name The name that identifies the specified file in the system (includes the software application extension). You cannot edit this field.
File Type Identifies the software application (by extension) used to generate the file. You cannot edit this field.
File Size Indicates the size of the uploaded file in KB. You cannot edit this field.
File Date Enter (edit) the date the file was created (or last edited).
File Description Enter (edit) a text definition of the file and/or supplemental information about it.
Application Version Enter (edit) the manufacturer's version control number for the software application used to create the file. You can usually find this information by selecting Help / About while within the application.
Compression Status Use the pick list to indicate whether the file is compressed or not (i.e., whether it has been "zipped" with compression software such as WinZip or Stuffit).
EIMS Certification Use the pick list to select the applicable level of review provided to the object file:
  • Level 0: No Certification – You have not reviewed the file or the information about the file in this data entry form.
  • Level 1: Metadata Reviewed Only – You have only reviewed the information about the file in this data entry form for accuracy – not the file itself.
  • Level 2: File Checked for Known Viruses – You have inspected the file with virus protection software and it indicated that there were no viruses AND you have reviewed the information about the file in this data entry form for accuracy.
  • Level 3: File Checked for Inappropriate Content – You have determined that the information about the file in this data entry form is accurate AND that the file has no inappropriate content (i.e., no inaccurate information or data that should not be available to the designated user base).
  • Level 4: File Checked for Viruses and Content – You certify that Levels 1 - 3 apply for the file.
Availability Use the pick list to select which users you want to be able to view this file once it has been reviewed by the Metadata Librarian. There are four levels of availability:
  • Public – accessible to all EIMS system users
  • EPA Only – accessible to only EPA registered users
  • Group – accessible to only a specifically defined group of system users
  • Owner – accessible only by the designated owner of the EIMS record
This selection will restrict access to the EIMS record consistent with information security policies. The default value is Public. Please note that the EIMS entry will not be accessible to the designated parties until the Metadata Status has been set to Reviewed by the applicable Librarian. Your Availability selection impacts the specified download file only; it does not change the Availability of the EIMS metadata record as a whole.
 
Step 5 Select Save, and a Success! message displays on the page indicating that the row (individual set of Upload File data) has been updated (i.e., the changes you entered have been made in the EIMS database).
 Picture of Upload File data entry form with success message from edit
 
Step 6 If you wish to open the uploaded file, select the View button. A File Download dialog box will display. Select whether you want to open the file from within EIMS or download it to your PC and select OK.
 Picture of the File Download dialog box.
 
Step 7 This step depends upon your selection in Step 6:
  • Open this file from its current location – The file will open in a new window, assuming you have the appropriate software loaded.
    or
  • Save this file to disk – A dialog box will display for you to designate a location for saving the file. Select a location and click the OK button.
 
NOTE Select a data entry form link from the Navigation Sidebar to continue adding and/or editing information in the EIMS metadata record.

Instructions for Deleting Upload File MetadataBack to top of page
Step 1 Open the EIMS metadata record in edit mode (see Open Record "How to..." guide for instructions).
 
NOTE If you are already editing the EIMS record, skip to Step 2.
 
Step 2 Select the data entry form link from the Navigation Sidebar to display the Downloads / URL Links data entry form.
 
Step 3 Open the edit page for the individual Upload File you wish to delete by selecting the link in the table of Upload Files currently saved in the EIMS metadata record.
 Picture of the Downloads/URL Links page with a table of Upload Files
 
Step 4 Select the Delete button to eliminate the specified Upload File from the EIMS metadata record.
 Picture of the Upload File data entry form in edit mode with the delete button highlighted
 
Step 5 Select OK to confirm the deletion, and a Success! message displays indicating that the row (individual set of Upload File data) has been deleted.
 Picture of delete confirmation dialog box from Upload File page
 
 Picture of the Upload File page with a success message from a deletion
 
 
NOTE Select a data entry form link from the Navigation Sidebar to continue adding and/or editing information in the EIMS metadata record.

 
 
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