Registering and creating a new project

Introduction

This HOW-TO describes how to register for the Online Research Database Service (ORDS). It also describes how to login to the ORDS registration interface once you have registered, and how to create a new project and add users to your project.

Pre-requisites

To register for ORDS so that you can create a new project you will need a University of Oxford single-sign-on account and email address.

To register for ORDS so that you can be added as a member of a project, you will simply need a valid email address, you do not need to be a member of the University of Oxford.

To use ORDS you only need a web browser.

General tips about the ORDS registration interface

Within the ORDS registration interface there are some general things that you should note:

Back button: Your browser’s back button will not allow you to navigate around the registration interface. This is in contrast to the data interface where your browser’s back button will work.

Help text: wherever you see a field or piece of text underlined with a dotted line like this:

you can hover your mouse over the term and some help text will pop up.

Registering for the service

Click on the Register link in the top right hand corner of the ORDS home page.

This will pop up a form as below:

Complete each of the fields using alphabetic [a..z] or numeric [0..9] characters only. Once the form is complete click the Next button to continue.

Next you will be prompted to create a username and password:

Choose a username and enter it into the username filed. Next, choose a password and enter it into the two password fields (the same password needs to be entered into each field). Click the Next button.

You should now see a message indicating that your registration has been successful:

Click the Finish button to close the confirmation window.

At this point you will automatically be logged into the system using the credentials that you have just created.

You can use these details at any other time to login, simply follow the instructions in the next section on logging in.

Logging in

Click on the Login link in the top right hand corner of the ORDS home page.

This will pop up a form as below:

Note that ‘Remember me’ is underlined with a dotted line. This indicates that there is some help text associated with this text. To see the help text simply hover your mouse over the underlined text (indicated below with a red oval) and a help window will pop up:

As soon as you move your mouse away form the underlined text the help text will automatically disappear.

Eter your username and password, using the details you supplied in the second step of the registration process.

Only tick the ‘Remember me’ check box if you are the only person using this computer.

Click the Login button to complete your login.

Once you have logged in you will see that the right hand corner of the screen contains a Welcome message and a Logout link. A banner appears below these links and below the banner you will see another set of links on the right hand side of the screen: Home, Create Project, and List Projects.

Creating a new project

To start a new project click the Create Project link. This will pop up a form containing the following fields:

Project name - A short title for your project

Start date - This will automatically be filled in with today’s date. You can enter another date as DD/MM/YYYY or click the calendar button to pop up a calendar where you can click to select the date.

End date - You can enter the date as DD/MM/YYYY or click the calendar button to pop up a calendar where you can click to select the date.

Project space allocation - Select the space that you think your database will require from the drop down menu. The current options are Regular 25GB and Large 100GB.

Storage type - Select where you would like your database to be stored from the drop down menu. The current options are public cloud and private cloud.

Description - This description will appear on your ORDS project list page. It will be visible to everyone who is a member of the project and act as a summary of what the project was about in future. This field can be used to describe the subject matter and scope of the project, and to supply other relevant information such as details of the people involved, or the URL of a project website.

Add payment - If you know how payment for your use of ORDS will be made you can click the Add Payment link to add a payment method, eg a journal transfer, invoice etc. However, you do not need to add a payment method at this stage.

You will also see that the first two fields in the form, Name and Email have automatically been filled in with your details but the fields have been greyed out as you cannot change these details.

Fill in the fields using the description above as a guide.

If you want to add a payment method at this stage click the Add Payment link and the following window will pop up:

You can select the payment method from the drop down list, current options are journal transfer, invoice or other. Once you have selected the correct payment method fill in the details in the relevant fields and click the Add Payment button. You will now return to the Create Project window with the payment method that you have just added displayed at the bottom.

Click the Create Project button.

You should now see a message indicating that your project has been successfully created:

Click the OK link to close the confirmation window. You will be returned to the project listing page which details all the projects that you are involved in.

Adding users to your project

Once you have created a project you may wish to add users to your project. First go to the projects listing page by clicking the List Projects button.

If there is more than one project in the listing table locate the row containing the project to which you wish to add a user. For that project click the Add New Member button. In this screenshot the button is indicated by a red oval:

This will pop up a form as below:

Fill in the name and email address details for the user you wish to add to your project. You will also need to select a role for that user using the drop down menu. The current choices for role are:

  • Project owner – is able to create and administer new projects within their ORDS view. Only a single project owner will be allowed per project. This role is automatically inherited by the user creating the project and cannot be set or transferred using the registration interface.
  • Administrator – is able to perform administrative operations on a project on behalf of the project owner. An administrator can create views and add/remove users but cannot affect any project owner attributes
  • Contributor – allowed to create, edit and delete databases and work on data within those databases.
  • Viewer – able to view all data within all databases for their assigned project.

(Full details of the rights available to each role can be found in Appendix A.)

It is good practice to give users only the minimum privilege they require so think carefully before granting administrator access to another user on your project.

Finally click the Add New Member button to complete the process.

You should now see a message indicating that a new member has been successfully added to your project:

Click the OK link to close the confirmation window.

The user will now appear on the projects listing page as being a member of your project.

You have now set up your project and it is ready for you to start creating databases within that project.

What next?

You may want to have a look at the next HOW-TO in the series:

Preparing your data for ORDS

You may also be interested in the whole list of HOW-TOs:
  1. Registering and creating a new project
  2. Preparing your data for ORDS
  3. Importing an existing database
  4. Creating a new database from scratch
  5. Creating and managing copies of your ORDS database
  6. Editing, filtering, and searching data using the ORDS
  7. Editing the structure of a database
  8. Sharing data with colleagues
  9. Creating customized data views
  10. Publishing datasets online
  11. Exporting data from the ORDS
  12. Using non-standard character sets
You can also find out more about the ORDS service by visiting the ORDS home page http://xxxxx.xxx.oucs.ox.ac.uk . If you have specific queries, you can contact the ORDS help desk by emailing xxxxxxxxxxxx@xxxxx.oucs.ox.ac.uk .

Appendix A

The table below lists all the available roles within ORDS and the rights associated with each role.

Role and Rights ORDS Administrator Project owner Administrator Contributor Viewer/general public
Can remove a project No Yes No No No
Can add/remove users for the project No Yes Yes No No
Can edit user's rights within a project No Yes Yes No No
Can create/edit/delete database No Yes Yes Yes No
Can add/remove/edit data in database No Yes Yes Yes No
Can create/drop data interface No Yes Yes Yes No
Can create public views No Yes Yes No No
Can view project data No Yes Yes Yes Yes
Can administer the ORDS system Yes No No No No