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--- hortus:fair:creation [2026/04/07 14:03] – savino.frisardi
+++ hortus:fair:creation [2026/04/07 14:18] (current) – savino.frisardi
@@ Line 1: / Line 1: @@
 ===== HOWTO Create your own metadata sets =====
-==== Metadata Management feature ====
-Accessible through dedicated workspace area.
-Allows:
-  * creating schemas
-  * editing structures
-  * submitting for approval
-  * reusing metadata formats
-----
-==== Workflow to create metadata ====
-  * define structure (fields, types)
+==== Metadata Management feature ====
-  * configure validation rules
-  * test usability
+^ Metadata Management action ^ What it does ^ Why it matters ^
-  * submit for moderation
+| **Browse available metadata formats** | Open My Workspace → Metadata Management to view existing formats grouped by governance level: Standard, Personal, and Community. | This gives you a clear overview of what already exists before creating something new. |
-  * reuse in resources
+| **Search and sort existing formats** | Use the available search and sorting tools to explore metadata formats more efficiently. | It helps you identify relevant formats faster and avoids unnecessary duplication. |
+| **Inspect an existing format** | Open an existing metadata format to review its fields, data types, and structure before deciding whether to reuse or adapt it. | This helps you understand whether a format already covers your needs and supports consistency across projects. |
+| **Reuse an existing structure** | Before creating a new format, review existing templates and expand their field definitions to see whether one can be reused directly or duplicated. | Reusing established structures improves interoperability, keeps metadata more coherent across teams, and reduces redundant work. |
+| **Create a new metadata format** | If no available format matches your needs, use + New Metadata Format to start a new reusable metadata template. | This is especially useful for advanced users and projects with domain-specific description requirements. |
 ----
-===== Metadata lifecycle =====
+==== Creating a metadata set: complete workflow ====
-Metadata formats also follow a lifecycle:
-  * Draft → creation phase
+^ Metadata creation action ^ What it does ^ Why it matters ^
-  * Submitted → under review
+| **Open Metadata Management** | Go to My Workspace → Metadata Management, then stay in the Metadata Sets Format tab. This is the workspace where metadata formats are created and managed. | It centralises all metadata templates in one area and makes governance levels immediately visible. |
-  * Approved → reusable
+| **Start a new metadata format** | Click + New Metadata Format to launch the creation wizard for a new reusable metadata template. | This is the entry point for building a format that can later be reused when describing Marketplace resources. |
-  * Updated → versioned changes
+^ **Step 1** ^^^
+| **Enter main information** | In Step 1 – Main information, fill in the Name field (required) and optionally add a Description explaining the purpose of the format. | A clear name and description make the format easier to recognise, maintain, and reuse later. |
+| **Choose the governance level** | In the same first step, choose whether the metadata format is Personal, Community, or Standard. | Governance level determines whether the format is meant only for you, for a research community, or as a broader platform reference. |
+^ **Step 2** ^^^
+| **Choose how to start** | In Step 2 – Creation mode, choose between Create from scratch or Duplicate Metadata. | This defines whether you want to design the structure entirely yourself or start from an existing template. |
+| **Create from scratch** | Select Create from scratch when you want to define all fields manually from the beginning. | This is useful when your project has very specific metadata needs not covered by existing models. |
+| **Duplicate an existing format** | Select Duplicate Metadata when you want to reuse all or part of an existing format, such as a recognised structure like Dublin Core, and adapt it. | Duplication saves time and keeps your structure aligned with already accepted metadata practices. |
+| **Expand and select fields from an existing format** | In duplication mode, expand an existing format and use Add all or select specific fields to include them in your new metadata format draft. | This lets you inherit useful field structures without having to recreate them manually. |
+^ **Step 3** ^^^
+| **Define the metadata fields** | In Step 3 – Metadata Set Definition, add the fields that will be used later to describe resources. For each field, define at least a Name and a Type / datatype. | These fields form the actual structure of your metadata format and determine what information users will later provide. |
+| **Set field names** | Give each field a clear and meaningful Name. | Good field names improve usability and help future contributors understand what kind of data is expected. |
+| **Choose the datatype** | Assign a Type / datatype to each field, such as text or date. | Datatypes ensure that information is entered in a consistent and technically valid way. |
+| **Add a controlled vocabulary** | Where relevant, define a controlled vocabulary for a field so that users can select from predefined values instead of entering free text. | Controlled vocabularies improve consistency, reduce ambiguity, and make later filtering or reuse more reliable. |
+| **Add a field description** | Add a short explanatory description for each field when needed. | Field descriptions help users understand what the field means and what kind of information should be entered. |
+^ **Step 4** ^^^
+| **Preview the metadata format** | In Step 4 – Preview and Save, review the complete table of field names, data types, and descriptions before saving. | Previewing helps you detect structural problems or inconsistencies before the format is stored as a draft. |
+| **Save the format as a draft** | Click Save to store the new metadata format. After saving, the system creates it as a Draft in My Contributions. | Saving as a draft lets you continue working safely without publishing the format immediately. |
+^ **After the draft creation** ^^^
+| **Open My Contributions** | Go to My Workspace → My Contributions → Metadata to access your newly saved metadata drafts. | This separates work-in-progress formats from submitted ones and makes moderation status easy to track. |
+| **View the draft** | Open the draft in read-only mode to inspect all its fields and structure. | Viewing the draft lets you verify what was saved before making more changes or submitting it. |
+| **Edit the draft** | Reopen the draft in edit mode to refine names, datatypes, vocabularies, or descriptions. | Draft mode supports iteration and lets you improve the format before submitting it for review. |
+| **Send the draft to moderation** | In the My Metadata Drafts list, click Send to moderation and confirm in the dialog. | This changes the format from a private working version into a submission ready for review. |
+| **Move to Waiting for approval** | After submission, the metadata format status becomes Waiting for approval. | This makes it clear that the format is no longer just a personal draft and is now in the review phase. |
+| **Monitor the moderation status** | In My Contributions → Metadata, use the status dropdown to track whether the submitted metadata format is Waiting for approval, Approved, or Rejected. | Status tracking helps you understand what stage the format is in and what your next action should be. |
+| **Review moderation outcome** | Moderators can evaluate submitted formats and either Approve or Reject them. | This controlled step ensures that reusable metadata formats remain coherent and fit platform standards. |
+| **Revise a rejected format** | If the format is Rejected, it remains visible to you and returns as a draft when you required to edit it. After you will be able to submit it again when ready. | Rejection does not block the workflow permanently; it supports improvement and quality control. |
+| **Use an approved format** | Once approved, the metadata format becomes reusable in Metadata Management and is available when describing Marketplace resources. | Approval turns your custom format into a stable template that can support repeated, consistent metadata entry. |
+|**Select the approved format in Marketplace**| When creating or editing a Marketplace resource, go to Step 3 – Metadata management, choose the metadata type (Standard, Personal, or Community), select the approved format, and fill in its fields.| This is where the metadata format becomes operational and starts structuring real resource descriptions.|
 ----
-===== Good practices =====
+**Metadata format lifecycle**
-  * use clear field definitions
+^ Status ^ What it means ^ What you can do next ^
-  * avoid redundancy
+| **Draft** | The metadata format has been created and saved, but not yet submitted for moderation. | View it, edit it, and improve it before submission. |
-  * use controlled vocabularies where possible
+| **Waiting for approval** | The metadata format has been sent to moderation and is awaiting review. | Track its status and wait for moderator action. |
-  * ensure consistency across records
+| **Approved** | The metadata format has passed moderation and is now reusable in Metadata Management and Marketplace workflows. | Select it when creating or editing Marketplace resources. |
+| **Rejected** | The metadata format was reviewed but not accepted in its current form. | Revise the draft and resubmit it when ready. |
 ----
+**Good practices**
+^ Good practice ^ What it means ^ Why it matters ^
+| **Check existing formats before creating a new one** | Search, sort, and inspect available metadata formats before starting from scratch. | This reduces duplication and encourages consistency across the platform. |
+| **Use duplication when possible** | Start from an existing metadata format and adapt it instead of rebuilding everything manually. | It saves time and keeps your format closer to accepted standards. |
+| **Write clear field names and descriptions** | Make each field understandable for future users. | A readable format is easier to reuse and less likely to generate inconsistent data. |
+| **Use controlled vocabularies where useful** | Restrict certain fields to predefined values instead of free text. | This improves data quality, comparability, and later filtering. |
+| **Preview before saving** | Review all field definitions and datatypes before storing the format as a draft. | This helps catch mistakes early and reduces unnecessary revisions later. |
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