Qvain User Guide


Qvain field-by-field guide


You can access Qvain via Etsin’s “Add dataset” or directly at https://qvain.fairdata.fi .

If you are not logged in, you are prompted to do so.

  • Qvain’s login page has a button “Login now!”
  • If you are already logged in but your session has ended you get a error message “error: no token received” ==> click the login link at the right top corner

After logging in, you are redirected to the page that lists your own datasets. You can:

  • Start creating a new dataset by clicking the “New dataset” button on the top right.
  • Edit an existing dataset by clicking the dataset row
  • All other functions can be accessed by clicking the numbered button in front of each dataset


You need to log in in order to use Qvain.

In order to use Qvain you need to be registered as a CSC customer. After registration you can log-in to Qvain with either Haka ID or CSC account.

If you don’t have a CSC customer account yet, you can register one in CSC’s Customer portal at my.csc.fi.


Click “new dataset” in order to create a new description.

Selecting “Where are my files”

Before you start filling in the dataset descriptions Qvain needs to know whether your dataset has IDA files or do you want to link files from remote location.

Make the selection from the drop down “Where are my files“. Note! You cannot change this later as the selection affects the way the dataset is handled in the background.


Click “Save” to make sure your job is saved as a draft. You can come back later and continue editing it. Saved jobs are listed in my datasets view.

Saving does not make the description visible to others; that happens when you publish the description (see “Publish the Dataset”).


Clicking “Reset dataset editor empties the form of all metadata you have entered, in any of the tabs.

Move between tabs

  • The fields for metadata are in several tabs. You may move between the tabs freely.
  • Moving between the tabs does not save your dataset but the tabs remember the data you have entered. Note! Only saving the dataset keeps the dataset safe in case the session ends or something else happens and you loose the connection to the form.
  • The tabs are:
  • Content Description tab where you give metadata of what the dataset is about.
    • Title, description and all other “basic information” about the dataset
    • Keywords: Free keywords
    • Subject heading: Keywords using KOKO -ontology, http://www.yso.fi/onto/koko
  • Actors tab where you give credit to creators and others who assisted in creating the dataset.
  • Rights and Licences tab where you indicate if the dataset is open access, or, if not, why and how the access is restricted. You also must define the terms if re-use by selecting a licence.
    • Note! The field Available: Select Date is relevant only if you select “embargo” as Access Type. If selected, the dataset will be visible after it’s published, but the data (files) will not be downloadable until the embargo expires.
    • Remember to select a licence for your dataset!
  • Temporal and Spatial Coverage tab where you define the spatial coverage and can give the dates for temporal coverage.
    • You can add map coordinates in Spatial Coverage
      • Geometry should be inserted using WKT (https://en.wikipedia.org/wiki/Well-known_text_representation_of_geometry)
        • For example:
          • POINT(longitude latitude)
          • POLYGON((longitude1 latitude1, longitude1 latitude2, longitude2 latitude2, longitude2 latitude1, longitude1 latitude1))  –  you can have as many points as you want but remember to connect them! NOTE Double paranthesis!
  • Relations and History tab where you refer to related datasets, publications, and other resources that are relevant in understanding this dataset. You can also add information about the  provenience of the data.
  • Files tab where you point to files that consitute the dataset. See DATA FILES.

Must-have metadata

When you publish the description, a few pieces of data are absolutely required. Prior to that, you may save the draft as incomplete as you need to.

The metadata that you must give is marked with an red asterisk *.

These are the things you need to know about the dataset:

  • Title, the name of the dataset. If it does not yet have a name, you must give it one.
  • Description, an explanation of the dataset.
  • Creators, i.e. those persons and organizations that are entitled to credit as principal producers of the dataset. If the creator is a person, then also Organization name is mandatory (Organization name and the language the name is given in).
  • Access Type (if other than Open, then also Restriction Grounds must be given)


  • Identifiers and other metadata will be created automatically
  • Your description will get a Persistent Identifier (PID) when you publish it.

If you need the PID urgently for e.g. reporting, do as follows:

  • Make a rudimentary description with only obligatory metadata, and publish it.
  • The record is assigned a PID that you can use in references.
  • You can refine the description later (see Editing a Published dataset description)

Some other pieces of metadata will be added to the metadata record automatically, too.

Metadata auto checking

Qvain will check that you filled in all obligatory metadata.


You cannot upload files with Qvain. Rather, you refer to them. In other words, they must be in their intended location already.

There are two cases: files are in Fairdata IDA Service, or they are in some other location (see: Selecting “Where are my files”). The Files tab looks different based on the selection made.

Files in IDA

Go to Files tab to open a view to your IDA projects.

You will see your IDA project(s) in a drop down “Change project”. Select a project and you’ll see files and folders for the selected project. Note! Only frozen files and folders are shown.

You can move in the folder hierarchy by clicking the folder name.

Note! You cannot select files / folders from multiple projects. If you have already selected items and you want to change the project you’ll need to remove the selected items first.

Selecting a file or folder:

  • Check the checkbox in front of the file/ folder in order to select it to your dataset. Note! You can either select a whole folder (every file in that folder gets added to the dataset) or choose individual files from a folder (to see files inside the folder click the folder name).
  • “Show Details” in order to see more information about the file.

Modifying selected file / folder:

  • Click the pencil icon to open the edit form for individual file or folder
  • Note! Mandatory fields are filled-in with default values. You can always modify them.
  • Remove the selected file / folder from your dataset (it does NOT get removed from IDA) by clicking the trash bin icon

IMPORTANT: Unfreezing and deleting frozen files in IDA makes all external references to files invalid: if the files are linked to published datasets with Qvain, unfreezing/deleting deprecates these datasets permanently.

Files in other locations

Go to Files tab to add files from remote locations.

You can add as many files as you want: just give Title and Url and click “Add“.


Click “my datasets” in the upmost navigation bar

You get a list of descriptions you have created. Click one to open it for editing, or to perform one of the management actions:

  • “Open”: opens the dataset for editing. After you have opened the dataset for editing you can find a Publish button.
  • “Publish”: description is findable in the research data finder Etsin (etsin.fairdata.fi). Access to the actual data is open or restricted as you determined it in the metadata. Publishing process is explained in the next chapter.
  • “Delete”: Delete the description in Qvain. Note that you cannot delete a dataset description that has been published in Etsin.


First, open the dataset for editing  (if it is not open already).

Click Publish button: the description is published in the research data finder Etsin (etsin.fairdata.fi). Now the metadata is visible to all. Access to the actual data is open or restricted as you determined it in the metadata.

Note! Publish button publishes the latest saved version of the dataset. So, if you open the dataset for editing and then perform some editing to the metadata you need to save the dataset first and only after that publish it.


You may need to correct or refine a dataset metadata that is already in Etsin and available to others.

  • Just make the amendments to the dataset metadata, click Save and then Publish.
  • IMPORTANT: If you add, remove or change the files linked to your dataset, you will create a new dataset version which gets a new persistent identifier.