BU Physics Web Notes Help

BU Physics Web Notes is a fully automated library, and distribution service for various document types: internal notes, physics research papers, student theses and so forth. The service provides to both authors and users a web interface with functionalities for document submission, retrieval, and searches.

A document can be stored in the library with different file formats including postscript, Word, and pdf. There are practically no restrictions on the file format and the number of files related to the document. Each document is stored in the library with its own file collection.

Browsing

 

To navigate through the available document topics use the LibraryInterface. You can also access the recent submissions from this interface.

To find a document use the Search page which offers several search criteria.

 

Submission

 

To submit a document

Only members of the BU Physics department can submit documents to the library. Anyone with an account on a BU Physics server can register on this web site. The site is devided into user groups by physics topic. To join a group, a registered user should contact the group administrators. Only a member of a group can submit a document to that group.

Please note that:

• All submissions are password-protected against changes by third parties. This web site has its own user/password authentication mechanism. The user gets the user/password combination when s/he registers.
• All submissions are made by Web upload.

A registered user who wants to submit a document to a group s/he belongs to can go directly to the web form Submit a Paper/Note. The first section of this web form is for inputting a description of the document. The second section is for initiating file upload.

 
The possible document description fields are:

 

• Title: required
• Author: required, multiple author names should be separated with comma "," or "and".
• Description: required, used for search purposes.
• Keywords: optional, used for search purposes.
• Comments: optional, recommended for revisions
• Publication: public by default.
• Physics Group: required.
• Abstract: optional, used for search purposes.

**In the comments field (maximum size is 255 characters) the submitter can note if the document is a revised versions or it is withdrawn. This web site does not automatically archive multiple revisions.

 
When the document description is submitted (by pressing the EnterNote/ModifyNote button), the file upload functionality appears at the bottom of the form. The files upload is done one by one. To avoid repetitive file uploads an archive can be made for the case of a document with many figure files or appendices.

 

To edit a document

Only the document owner(submitter) or the group administrator can edit/replace a document. Therefore, the user authentication is required. The submitter who wants to edit/replace a document can go to Edit a Note.

To withdraw a document

Documents that have been already submitted cannot be completely withdrawn. The user can submit a withdrawal notification for her/his document in much the same manner as she/he would replace it. They should indicate in the the comment field that the document has been 'deleted' or 'withdrawn'. They should also indicate the reason for withdrawal in the abstract or the description field. This is useful for administrative purpose. A withdrawn document, is completely hidden to the user.

 

Group Administration

 

If not involved in group administration, skip this section.

The group administrators should Login and then they'll be instructed how to edit the group member's list.

The group administrator privileges are given by one of the existent group administrators.