Qvain Fields one-by-one

Title

Title for your dataset. Give a descriptive title for your dataset. As default the title can be inserted in Finnish, English and Swedish. Insert the title at least in one language. In addition you can add languages by choosing a language from “Add translation” dropdown. If you add a language in here, it will be shown in every language related field in Qvain (not mandatory to fill-in though).

The dataset title will be automatically shown in Etsin in Finnish or in English depending on the selected UI language in Etsin. Other language versions affect on the Search in Etsin.


Description

Description of your dataset. Write the description as detailed as you possibly can; tell how the dataset has been created, what is the structure and how it’s been handled. Describe also the content.

The description can be written in as many languages as you like. As default there are fields for Finnish, English and Swedish. The description should be written at least in one language.

The description will be automatically shown in Etsin in Finnish or in English depending on the selected UI language in Etsin. Other language versions affect on the Search in Etsin.


Issued

If your dataset has a related publication, you can insert the publication (issue) date in here. Date should be given in the format of dd.mm.yyyy or you can select it in the calendar popup windows.

The date inserted in here does not affect on the visibility of the dataset.


Language

Languages that the dataset’s content has. Select a language from the dropdown: start typing a language and the dropdown will narrow-down the options to match what you’ve typed. The dropdown recognizes the language written both in Finnish or in Finnish and will offer you the language in English.

Keywords

Keywords as free-text strings. The keywords you enter in here affect the Search Function in Etsin. Add anything you find important in order for the users to find your dataset. Note that there is a different field for pre-defined keywords; the field “Subject heading” uses KOKO Ontology and that field should be used instead of free-text keywords if possible.

Subject Heading

Keywords for you dataset. This field uses the KOKO Ontology (http://www.yso.fi/onto/koko) which offers an automatic translation for the keywords (if saved in Ontology Service). Ontology is maintained by National Library.

The language selected from the dropdown only affects the keyword dropdown; in which language the words will be shown in the dropdown.


Field of science

Select the fields of science for your dataset.


Creator

Creator(s) of the dataset. This is a mandatory field for a dataset: at least one creator must be inserted.

First select whether the creator is a person or an organization. The selection affects on what fields are shown next. Name is always mandatory.
If the creator is a person, you need to fill-in at least a name and person’s organization (name of the organization).


Person – Name Name of the person. Shown as a creator in Etsin. Format should be: Firstname Lastname.

Person – Email Person’s email. This is not shown in Etsin, but instead a user can see a button “Send message” via which an email can be sent to the person (but the email address itself is not shown).

Person – Identifier Person’s unique identifier, usually the ORCID. Format should be: https://orcid.org/xxxx-xxxx-xxxx-xxxx

Person – Contributor role A role in which the user contributed to the dataset (or the research itself). At the moment not visible in Etsin.

Person – Contributor type How the person was involved on the research / making the dataset. At the moment not visible in Etsin.

Type is shown based on the field you used in Actors -tab (Creator, Publisher, Curator, Rights Holder). So for example, if you add a person in “Creator of the dataset”, then the type in Etsin is “Creator”.


Organizational hierarchy – Name Name of the organization.

The organization can be chosen from a dropdown menu but you can also write it as a free-text. Try to use an official name of the organization.


Organizational hierarchy – Email Organization’s email. This is not shown in Etsin, but this is meaningful if the organization is in a role of Creator, Publisher or Curator; a user can see a button “Send message” via which an email can be sent to (but the email address itself is not shown).

Organizational hierarchy – Phone Organization’s phone number. This is not shown in Etsin.

Organizational hierarchy – Identifier Add organization’s Identifier here if you want to make sure the organization is recognized based on its’ unique identifier.
Identifiers are listed here: https://koodistot.suomi.fi/codescheme;registryCode=fairdata;schemeCode=organization

Organizational hierarchy – Contributor type How the organization was involved on the research / making the dataset. At the moment not visible in Etsin.

Publisher

Publisher of the dataset.

Fields are similar to Creator but only one can be added. It’s recommended that the publisher is an organization instead of a person.


Contributor

In these fields you can add all the persons and organizations that have contributed to the dataset (or the related research) but do not fit into the pre-defined roles of Creator, Publisher, Rights holder or Curator).

Fields are similar to Creator.


Producer Project

If the research was done in a project, the project information can be added here.

If a project is added, at least a name and organization name must to be given.


Project – Name Name of the project.

The name can be written in as many languages as you like. As default there are fields for Finnish, English and Swedish. The name should be written at least in one language.


Project – Identifier Project’s identifier if it has one.

Project – Project funding identifier Identifier for the project given by the funder.

Project – Funding agency Funder of the project. The information is inserted similar to Actors -tab’s organizations.

Project – Funder type Type of the funder. Selected from a dropdown.

Project – Organization This is a mandatory fields in addition to project’s name (if a project is added). The information is inserted similar to Actors -tab’s organizations.

Rights holder

Who has immaterial rights to the outcome of the described research/data? If there is no Rights Holder added here, the default assumption is that all creators have the same rights and all have agreed to the license given to the dataset. Note that there might be agreements/contracts that affect the rights. If you are unsure, please contact your own organization’s data support.

Fields are similar to Creator.


Curator

Curator of the dataset. Curator is responsible for example the management of the metadata and research outcome.

Fields are similar to Creator.


License

License is a important part of the dataset description.

License tells how the dataset can be used. As a default a recommended CC BY 4.0. has been selected. Be very careful if yo decide to remove a license. It’s HIGHLY recommended that a license is selected; otherwise the use of the dataset becomes difficult. Note that all the right holders must agree on the selected license.

License can be selected from a dropdown menu and/or you can add a free-text URL from where the license (or additional information) can be found.


Access type

This field sets how the data in your dataset can be accessed. Whatever is selected here has now effect on the visibility of the dataset description (metadata) itself; it only affects the openness of the linked data (files).

  • Open: anyone can download the files.
  • Embargo: anyone can download the files starting from the date set as embargo expiration date (the field “Date available” below this dropdown). Before that the files can only be seen but they cannot be downloaded. If you leave the “Date available” empty, the data cannot be accessed at all.
  • Requires applying permission in Fairdata service: in order to download the files, the user needs to apply for permission via Etsin. At the moment this functionality has not yet been implemented into Etsin so for now, this option is similar to “Restricted use” (files cannot be downloaded).
  • Requires login in Fairdata service: files can be downloaded if the user is logged in Etsin. Anonymous users cannot download the files.
  • Restricted use: Files cannot be downloaded.

If you select anything else than “Open” you must also select a reason for the restriction (field “Restriction Grounds” below.

If your description has no files, you can select “Open”.


Restriction grounds

If you selected anything else than “Open” in “Access Type” you must also select a reason for the restriction.

Date Available

This fields only matters if the access type is “Embargo”. In such case the description (metadata) of your dataset is visible as soon as you publish it but the files can only be downloaded after the date inserted here has been expired.

If you leave the date empty for “Embargo” files, then they cannot be downloaded ever.


Spatial coverage

Area covered by the dataset, e.g. places of observations. Add as many as you want.

Location – Geographic name Name of the place. A geographic name is a proper noun applied to a spatial object.

Location – Altitude Altitude (for example, how high is the measurement device placed into).

The WGS84 altitude of a Spatial(decimal meters above the local reference ellipsoid).


Location – Full address The complete address written as a string.

Location – Geometry Supported format for geometry is WKT string in WGS84 coordinate system (https://en.wikipedia.org/wiki/Well-known_text_representation_of_geometry).

For example:

  • A single point:
    • POINT(longitude latitude)
  • Area
    • POLYGON((longitude1 latitude1, longitude1 latitude2, longitude2 latitude2, longitude2 latitude1, longitude1 latitude1))
    • Note! Double paranthesis
    • You can have as many points as you want but remember to connect them.

Location – Location Location based on YSO -codes (https://finto.fi/yso-paikat/fi/)

Temporal coverage

Timely coverage. For example when were the measurements taken.
There are different fields for Date, Time and Timezone. Timezone will specify the timezone where for example the measurements have been made. If they were made in Finland, the correct values would be +2:00 (wintertime) / +3:00 (summertime).If you leave Time empty, a default 00:00 will be used.Add as many as you like by clicking + icon. After you have added one, you need to insert the dates or remove the fields. Publishing is not possible if there are empty fields.


Other Identifier

Click the + icon to add additional (existing) identifier(s) for your dataset.

Identifier – Identifier Value Literal value of the identifier.

Identifier – Type A dropdown selection for identifier type.

Identifier – Provider Select on organization which has provided the Identifier. If the organization cannot be found in the dropdown, you can type the name as a free-text.

Reference to a related resource

Click the + icon to add related material into you dataset. Related material can be for example a publication, another dataset, software, infrastructure, …

Entity Relation – Title Name can be added in different languages similar to dataset’s name field.

Entity Relation – Description Description can be added in different languages similar to dataset’s description field.

Entity Relation – Identifier Mandatory field.

Add the identifier for the entity if it has one. For example https://doi.org/xxxxxx

If you don’t know the identifer or it doesn’t exist, please fill in for example dash (“-“). This is a known error in Qvain/Etsin (if left empty, Etsin won’t show the “identifiers and events” tab at all); will be fixed in next version.


Entity Relation – Entity relation type Select the type of the entity. For example Publication.

Entity Relation – Relation type Select how the entity is related to your dataset.

Provenance

Describe the lifecycle events of your dataset.
You can use these fields for example to describe the changes you have done to the dataset (what was changed and why). Or if your dataset has been made anonymous, you can describe the actions here.

Activity – Title What has been done? Give name for an action.

Activity – Description Describe what was done. For example: “the dataset was made anonymous by …”

Activity – Outcome description Outcome of the actions. For example: “Anonymous list of persons”.

Activity – Date Date for the actions.

Activity – Location If the activity described above is related to some specific place, you can describe it here. All the fields in here are similar to the Spatial Coverage Location fields.

Activity – Event outcome Did the activities succeed or not? Select either Succeed or Failed.

Activity – Used entity If the activity described above has some other entities used, you can describe them here.

Activity – Used entity – Title Name of the used entity.

Activity – Used entity – Description Description of the used entity.

Activity – Used entity – Identifier Most likely this can be left empty but use this if the used entity has its’ own identifier. For example if the activity was a language translation the used entity might be a dictionary of some kind and it might have ISBN number, DOI or some other identifier.

Activity – Used entity – Resource Type Type of the used entity.

Activity – Was associated with Add persons and/or organizations that were involved in the activities/actions taken.
Fields are similar to Actor -tab person/organization fields.

Activity – Lifecycle event type Type of the lifecycle event.


IDA Files

When you started the describing of your dataset you selected whether your files are in IDA or in somewhere else. If you chose that your files are in IDA, you will add them in here.

Change project Project dropdown will show all your IDA projects, Select the one you want to link files from.
Note! One dataset can have files or folder from only one project.

Project xxxxxx After you have chosen the project, you’ll get a list of all files and folders that are FROZEN in that project. Select all files and folders you wish to link to your dataset. If you select a folder, ALL files and subfolders in that folder will be linked. In that case, do not select individual files or subfolders from that folder.

  • Click a folder if you wish to see/select individual files / subfolders in that folder (you can also SELECT the whole folder in order to link all files and subfolder in that folder
  • Select the file or folder by checking the checkbox before the file/folder. After you have checked the checkbox, the file/folder will be added in the list of “Selected items”

The button “Show PAS metadata” is meant for editing the file data for the files going into the Fairdata PAS Long Time Preservation. If you are describing a regular dataset you can ignore the button.


Selected items This list shows all files and folders that are linked to your dataset.

  • To edit the metadata click the pen icon.
  • To remove the file/folder from your dataset, click the trashcan icon. The file / folder will only be removed from your dataset, not from IDA.
    NOTE! if you have already published the dataset, removing / adding files or folders will automatically create a new version of the dataset (excluding a published dataset without any files; you can add files/folder one time in the existing version).

Remote Resources

When you started the describing of your dataset you selected whether your files are in IDA or in somewhere else. If you chose that your files are in a remote location, you add the metadata for the external files here.

Identifier Identifier, preferably in http:// tai https://  -format

Title Title of the remote resource

Description Description of the remote resource

Date modified When was the remote resource last modified.

Byte size What is the size of the remote resource (file size in bytes).

Access URL – URL Where can the remote resource be found. Etsin’s Info -button will open this URL.

Access URL – Title Name of the page where the URL directs.

Access URL – Description Description of the page.

Download URL – URL If the files has a direct download URL, insert it here. Etsi’n Download -button will try to download the file using this address.

Download URL – Title Name of the download URL.

Download URL – Description Description of the download URL.

Checksum – Algorithm Algorithm how to calculate the checksum. Not in use.

Checksum – Value Checksum. Not in use.

License Not shown in Etsin.

File type Select from the dropdown menu

Resource type Select from the dropdown menu

Use category Select from the dropdown menu

File characteristics – File Type Name For example: image, text, audio

File characteristics – File Type Description For example:

  • .doc and .docx – Microsoft Word file.
  • .odt – OpenOffice Writer document file.
  • .pdf – PDF file.
  • .rtf – Rich Text Format.
  • .txt – Plain text file.
  • .wpd – WordPerfect document.

File characteristics – Application name Application name (which the files was created with). For example: “MS Word”

File characteristics – Text encoding Encoding. Most likely one of these: UTF-8, UTF-16, UTF-32, ISO-8859-15

File format Mediatype as text from https://www.iana.org/assignments/media-types/