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How to Populate an EIMS Record – URL Links
What is this?
This web page serves as a "How to..." guide for populating (adding, editing, and/or deleting) the URL Links 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 URL / File Description data entry form?
The URL / File Description data entry form allows you to provide information about files associated with the Information Object described by the EIMS metadata record and add a link to the files on the internet / intranet.

Who can populate URL / File Description 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 URL Links 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 URL Links Information Component metadata.
How do you add URL Links 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 Select the Add URL button.
Step 4 Populate fields as desired.
Step 5 Select the Save button.

How do you edit the URL Links 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 URL Link you wish to modify.
Step 4 Edit fields as desired.
Step 5 Select the Save button.

How do you delete URL Links 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 URL Link 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 URL Links Data
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 Add URL function; Click here for the Upload File "How to..." guide.

 
Step 3 Select the Add URL button.
 Picture of the Download / URL Links data entry form
 
Step 4 Populate fields as desired (see instructions below).
 
NOTE Mandatory fields are indicated by an asterisk (*).

 Picture of the URL / File Description data entry form in add 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
URL Enter the Uniform Resource Locator (URL) where the specified object may be found on the internet/intranet.
Title Enter a title identifying the specified object.
File Name* Enter the electronic file name assigned to the file (specified object).
File Type* Select the type / format of the electronic file from the pick list (e.g., Binary, MS Excel, Adobe Acrobat, HTML, etc.).
File Size (KB)* Enter the size of the file in kilobytes.
File Date Enter the date the file was created or last updated.
File Description Enter a text definition of the specified file and/or supplemental information about a specific topic (e.g., data compression; method type; etc.).
Application Version Enter the manufacturer's version control number for the software in which the file was generated (e.g., MS Word 95, Word Perfect 8.0, etc.).
Compression Status Select from the pick list to describe the status of the file and the technology employed to compress data in the file.
  • Uncompressed
  • Zip File Compression
  • GZIP File Compression
  • Z File Compression
  • TAR Archive
  • GTAR Archive
  • Unknown File Compression Type
Contact the EIMS Held Desk if the compression format for the associated file is not included in this pick list.
EIMS Certification Select from the pick list to indicate the extent to which the object file has been reviewed:
  • Level 0: No Certification
  • Level 1: Metadata Reviewed Only
  • Level 2: File Checked for Known Viruses
  • Level 3: File Checked for Inappropriate Content
  • Level 4: File Checked for Viruses and Content
Availability The file's Availability indicates who will be able to view the file information within the metadata record (once it has been reviewed by the Metadata Librarian). Select from the 4 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
The default value is Public.

Please note that the EIMS entry (and, thus, the associated file information) will not be accessible to the designated parties until the Metadata Status of the record has been set to Reviewed by the applicable Librarian.

Please also note that the Availability of the individual URL Link will not impact the Availability of the entire EIMS metadata record.
Test URL Click on this link to open the specified URL in a new window to make sure that it is an active and functional link.
 
Step 5 Select Save, and a Success! message displays on the page indicating that the row (individual URL Link) has been inserted (i.e., the information you entered has been added to the EIMS database).
 Picture of the URL / File Description data entry form with success message from save
 
 
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 URL Links DataBack 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 URL Link you wish to modify by selecting the link in the table of Downloads / URL Links currently saved in the EIMS metadata record.
 Picture of the Downloads/URL Links data entry form in report mode
 
Step 4 Edit fields as desired (see instructions below).
 
NOTE Mandatory fields are indicated by an asterisk (*).

 Picture of the URL / File Description 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
Click to associate image Defunct feature of the EIMS application that allowed you to associate an image / graphic with the file.
ID Systematically generated identifier for the URL link. You cannot edit this field.
URL Edit the Uniform Resource Locator (URL) where the specified object may be found on the internet/intranet.
Title Enter a title identifying the specified object.
File Name* Edit the electronic file name assigned to the file (specified object).
File Type* Select the type / format of the electronic file from the pick list (e.g., Binary, MS Excel, Adobe Acrobat, HTML, etc.).
File Size (KB)* Edit the size of the file in kilobytes.
File Date Edit the date the file was created or last updated.
File Description Edit a text definition of the specified file and/or supplemental information about a specific topic (e.g., data compression; method type; etc.).
Application Version Edit the manufacturer's version control number for the software in which the file was generated (e.g., MS Word 95, Word Perfect 8.0, etc.).
Compression Status Select from the pick list to describe the status of the file and the technology employed to compress data in the file.
  • Uncompressed
  • Zip File Compression
  • GZIP File Compression
  • Z File Compression
  • TAR Archive
  • GTAR Archive
  • Unknown File Compression Type
Contact the EIMS Held Desk if the compression format for the associated file is not included in this pick list.
EIMS Certification Select from the pick list to indicate the extent to which the object file has been reviewed:
  • Level 0: No Certification
  • Level 1: Metadata Reviewed Only
  • Level 2: File Checked for Known Viruses
  • Level 3: File Checked for Inappropriate Content
  • Level 4: File Checked for Viruses and Content
Availability The file's Availability indicates who will be able to view the file information within the metadata record (once it has been reviewed by the Metadata Librarian). Select from the 4 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
The default value is Public.

Please note that the EIMS entry (and, thus, the associated file information) will not be accessible to the designated parties until the Metadata Status of the record has been set to Reviewed by the applicable Librarian.

Please also note that the Availability of the individual URL Link will not impact the Availability of the entire EIMS metadata record.
Test URL Click on this link to open the specified URL in a new window to make sure that it is an active and functional link.
 
Step 5 Select Save, and a Success! message displays on the page indicating that the row (individual URL Link) has been updated (i.e., the changes you entered have been made in the EIMS database).
 Picture of the URL / File Description page with success message from edit
 
 
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 URL Links DataBack 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 URL Link you wish to delete by selecting the link in the table of Downloads / URL Links currently saved in the EIMS metadata record.
 Picture of Downloads / URL Links form in report mode
 
Step 4 Select the Delete button to eliminate the specified URL Link from the EIMS metadata record.
 Picture of URL / File Description form with delete button highlighted
 
Step 5 Select OK to confirm the deletion, and a Success! message displays indicating that the row (individual URL Link) has been deleted.
 Picture of the URL / File Description delete confirmation dialog box
 
 Picture of the URL / File Description form with success message from a delete
 
 
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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