Online Document Delivery Service (ODDS)€¦ · Installation on server 1. Download the ODDS zip file and unzip it into a folder in your web server documents directory. /var/www/ ‐

Online Document Delivery Service (ODDS): An Open Source Software Initiative for DDS Management

SOFTWARE MANUAL

Prepared by

Dr. B.Sutradhar, Librarian

&

Mr. M.Manivannan, Information Analyst

Central Library Indian Institute of Technology Kharagpur

Kharagpur – 721302, West Bengal, India

Table of ContentsI. Introduction ...................................................................................................................................................... 1

II. About the Manual ............................................................................................................................................. 1

III. Installation Manual ........................................................................................................................................... 2

Hardware Requirements ............................................................................................................................ 2

Software Requirements: (LAMP/WAMP) ................................................................................................... 2

Installation on server ................................................................................................................................. 2

IV. Administrator’s Manual .................................................................................................................................... 5

Add Library/Institute .................................................................................................................................. 6

Manage Libraries/Institutes ....................................................................................................................... 6

System Options .......................................................................................................................................... 7

General Options: ................................................................................................................................ 7

E‐mail Notifications: ........................................................................................................................... 8

E‐mail Users: ...................................................................................................................................... 8

E‐mail Libraries/Institutes: ................................................................................................................. 9

Dashboard .................................................................................................................................................. 9

Request Administration ........................................................................................................................... 10

Edit User Details ....................................................................................................................................... 13

Reports ..................................................................................................................................................... 13

Detailed Report ................................................................................................................................ 14

Summary Report .............................................................................................................................. 14

V. User’s Manual ................................................................................................................................................. 15

User Registration ...................................................................................................................................... 15

Registration Status ................................................................................................................................... 16

VI. Limitations ...................................................................................................................................................... 16

VII. Future Developments in the System .............................................................................................................. 16

VIII. Conclusion ...................................................................................................................................................... 17

Central Library, IIT Kharagpur 1

Online Document Delivery Service – Workshop Manual OSSLM 2016 ‐ Workshop

I. Introduction

Document Delivery Service is one of the finest activities in any library and to fulfill the information

needs of library users. DDS delivers soft copies of journal articles, conference proceedings, book

chapters, and other materials, library users to request these items and have them delivered in digital

format through email. Now‐a‐days libraries are providing the DDS by manual, through email, and some

libraries having their own online process. So, an application software is needed to library managers and

library users for DDS in the technology enhanced moment.

In view of this, Central Library of IIT Kharagpur is designed and developed a general web

application software for DDS as an open source software to fulfill the information needs of library

mangers and library users. The name of the software is ‘Online Document Delivery Service’.

Online Document Delivery Service software is a free and open source automation software and it

is a web based application for management of documents (digital format) and its delivering. This web

application can use in any kind of library. And, this is a semi‐auto process system. Therefore, Library

users can register their required documents via online, which are available/not available in the local

library. After process of the document request, the user will get a download link of the requested

document in the registered email from the ODDS administrator or status of the document request will

be displayed in the system.

The software is user friendly, easy installation, easy maintenance and it can be used for any kind of

libraries. The system process is maximum automatic and it will generate and send email automatically to

the respective users and libraries/institutes.

II. About the Manual This manual describes the functions for working with the Online Document Delivery Service. It is

intend to help you to better understand the ODDS web application software and its functionalities and provide with support. This manual includes three parts

I. Installation Manual II. Administrator’s Manual III. User’s Manual

The installation part provides the steps to install and initial configuration of the software. The

administrator’s manual provides the steps to maintain, configure, and update the software data. In addition, The User’s Manual provides the information necessary for the user to use and access the ODDS software.



III. Installation Manual

Hardware Requirements

Web Server with standard configurations.

Software Requirements: (LAMP/WAMP)

For Server:

Apache web server 2.4 (http://www.apache.org/)

MySQL Server 5.5+ (http://www.mysql.com/)

PHP 5.4+ compiled with PDO‐MySQL Support (http://www.php.net/)

For Client:

Recommend a current version of Firefox, Chrome, or Internet Explorer 8.

Installation on server

1. Download the ODDS zip file and unzip it into a folder in your web server documents directory.

/var/www/ ‐ (web server directory of linux or unix os)

C:\wamp\www\ ‐ (web server directory of windows os)

2. Create a MySQL database/username/password.

Example:

Database name : docdelivery (or as you like)

Username : root (or assigned by your administrator)

Password : as created

3. Rename the file ‘sys.config.sample.php’ exist in the folder ‘includes’, i.e.,

‘includes/sys.config.sample.php’ to ‘includes/sys.config.php’ and set your database connection

credentials there.

4. The sys.config.php file may be existed. Just you can change the database connection

credentials like DB_NAME, DB_HOST, DB_USER, DB_PASSWORD. These are in the following

lines

Note: Database name in the MySQL server and DB_NAME in the ‘sys.config.php’ file should be

same.

5. To able to connect with database, you must change the following constant values,

DB_NAME : MySQL database name created by you

DB_HOST : Web server host name or default host name (localhost)

DB_USER : Username of the database access

DB_PASSWORD : Password of the database access



6. After successful completion of the database connection settings, Open your web browser and

go to http://<weburl>/<folder‐name>/install/index.php

For example, http://library.iitkgp.ernet.in/docdelivery/install/index.php or

http://localhost/docdelivery/install/index.php

The web page looks like



7. The browser will show the following basic system options, fill and complete the form

a. Library name : The site name will be displayed as header of every web pages.

b. Online Document Delivery Service (address): The system generate web uri address

automatically. If you want to change the uri address, the system files should be copied in

proper destinations.

c. Full name: Administrator’s full name

d. E‐mail address: Administrator’s email address

e. Login username: Enter your preferred username as you like. It will be used when you login

as administrator.

f. Password: Enter your preferred password.

g. Confirm Password: Reenter the same password.

8. After complete the form fill, click the ‘Install’ button.

9. Wait for the installation confirm message. The confirm message should be ‘Congratulations!

Everything is up and running’.

10. Congratulations! Online Document Delivery Service software is now installed on your server.

11. You may login with your new username and password.



IV. Administrator’s Manual After successful completion of the software installation, then you have to add some

libraries/institutes into the system. Follow the given below steps to add a library/institute.

1. Open your web browser and go to http://<weburl>/<folder‐name>/login.php. For example,

http://library.iitkgp.ernet.in/docdelivery/login.php

2. Enter your administrator user credentials in the appropriate boxes. You already have created

username/password in the basic option settings, when software installation. Then click

‘Continue’, you will get system ‘Dashboard’ web page. Initially this page will be blank and the

message will be ‘No document request is newly registered’.

3. After successful login, you will get web page like this



Add Library/Institute

Now, you have to add some institutes or libraries into the system to send document request, the

documents are requested by user and which are not available in your library. Follow the given below

steps to add an institute/library.

1. Go to the menu ‘Library’ and then click the submenu ‘Add New Library’. You will get the page

like this

Note: In this data form, the star (*) marked inputs are mandatory.

2. After complete the inputs of library/institute details and then click ‘Add Library’, now the new

library/institute will be created.

3. You can create multiple numbers of libraries/institutes in the same method. But, you cannot

create with same email‐id for various libraries/institutes of ‘Email‐id to send Request’.

Manage Libraries/Institutes

You can modify/change the library/institute name, email‐ids, contact person name, active status and

other details time to time in this page.

1. Go to the menu ‘Library’ and then click the submenu ‘Manage Libraries’. The web page will be

listing all the libraries/institutes.

2. Library/Institute name, email‐id, and contact person can be searched. Enter search words or part

of the search words in the text box and then click ‘Search’ button, the required

libraries/institutes will be listed.



3. If you want to list libraries/institutes by active enabled, select ‘Active’ from the option box and

then click ‘Filter’ button. Follow the same procedure to list the active disabled libraries/

institutes.

4. If you want to deactivate the library/ institute, put a tick mark (to be marked in check box) in the

corresponding library/ institute from the list, then select the ‘Deactivate’ from the option of

‘Selected libraries actions’ available in top right of the web page and then click ‘Proceed’ button.

Now, all selected libraries/ institutes will be deactivated and display ‘Inactive’ in the ‘Status’

column of the library/ institute list. Follow the same procedure to activate the libraries/

institutes.

System Options

Go to ‘Options’ menu, then click on the ‘System Options’, you will get the given below web

page. This is an auto filling option form, when the system installation the values/texts were already

updated.

In this system options, there are four tab options and they are

1. General Options

2. Email Notifications

3. Email Users

4. Email Libraries/ Institutes

General Options:

a. Library name: can be changed.



b. System URI: This option is to be changed only if you are moving the system to another place.

Changes here can cause ODDS to stop working.

c. Maximum number of document requests to libraries/ institutes: can define maximum

number of document requests per email. You can increase or decrease this option. By

default, this option is five.

d. Auto Process on Requests: If this option is checked and the libraries/ institutes upload the

document requested by administrator, then automatic send an email with a download link

against the document requested by user.

e. User’s Email‐id Domain Names: can enter the user’s email‐id domain names. Users can

register their request only from the entered domain names and this will restrict document

request registration from other email‐id domain. You can enter different email‐id domain

names and it is to be separated by a comma.

E‐mail Notifications:

A. From Information

a. Name: It may be an administrator name or system name.

b. E‐mail Address: A valid email‐id and the email will be sent from this email‐id.

c. Email Copy To: One copy of email will be sent to these email‐ids. You can enter

multiple email‐ids and it is to be separated by a comma.

B. Mailer

Here you can select which mail system will be used when sending the notifications. If you

have a valid e‐mail account, SMTP is the recommended option. The mailer options are

SMTP and Gmail.

SMTP & Gmail Shared Options: You need to include your username (usually your email

address) and password if you have selected either SMTP or Gmail as your mailer.

SMTP Options: If you selected SMTP as your mailer, please complete these options.

a. Host (Example: IP address or Host Uri)

b. Post (Basic: 25)

c. Authentication (Default: none)

E‐mail Users:

Here you set up the header and footer of every email send to users, or use the default one

available in the system. Here you can use html tags here. Do not forget to also include and close

accordingly the basic structural html tags. ‘Use custom header/footer’ is for future

development.



E‐mail Libraries/Institutes:

Here you set up the header and footer of every email send to libraries/ institutes, or use the

default one available in the system. Here you can use html tags here. Do not forget to also

include and close accordingly the basic structural html tags. . ‘Use custom header/footer’ is for

future development.

Dashboard

1. Go to the menu ‘Dashboard’. The web page will be listing all the document requests and its

transaction statuses. Initially the web page will be blak, i.e., after the system installation the page

looks like

2. The list contains the following request date, document title, source title, statuses of the

transactions and actions to be taken.

3. User’s email‐id can be searched. If you want to see/list a particular user’s requests enter email‐id

of the user in the text box and then click ‘Search’ button; document requests of the required

user will be listed.

4. After received the document requests from users, the dashboard will listed all requested

documents list and the dashboard looks like.



Request Administration

Send Document Request to Libraries/Institutes

1. If the document requested by user is not available in your library, then you can send a

request for the document to other libraries/institutes or libraries through email from this

dashboard. Put a tick mark (to be marked in check box) in the corresponding documents from

the list, and then click the ‘Send Document Requests to other Libraries/Institutes’ button.

Now, you will be moved to ‘Document Request Send to Other Institutes/Libraries’ page.

Note: Maximum five document requests can select to send request. You can decrease or

increase the number of requests in the ‘System Options’ settings.

Send Document Request to Libraries/Institutes – Page

1. In this web page, first list is the document requested by users and the second list is libraries/

institutes for request sending. The document request sending page looks like the following



2. Put a tick mark (to be marked in check box) in the corresponding library/ institute name from the

list, and then click the ‘Send Request’ button. A separate BCC copy of email will be sent to all

selected libraries/ institutes. If you want to select all libraries/ institutes from the list, put a tick

mark (to be marked in check box) in header row of the list. It will select all libraries/ institutes

automatic, and then click the ‘Send Request’.

3. Finally, you will get the confirm message ‘Document request has been sent successfully’.

4. To see status of the sent request, click the ‘Status’ button in the column ‘Request Sent’ of

‘Dashboard’ list.



5. To reply, status update, document upload, and other transactions on the user’s request, click

the ‘Process’ button in the column ‘Actions’ of ‘Dashboard’ list.

1. The web page showing the requested document’s details, registered user’s details and the

transaction process details, if already updated.

2. ‘Update Options’ consists the approved/not approved, status, document upload, email sending

to user, and remarks, if any.

3. The logged in administrator can approve/not approve the document request for any reason. The

reasons may be the following 1. requested document may not be available, 2. the registered user

may not be authenticated, 3. requested document may be a large size, and 4. other valid

reasons.

4. The ‘Request Status’ updating in the ‘Update Options’ may select from the options list or

manually typing in the status input box.

5. To upload the requested document, if available, then click the ‘Choose File’ button from ‘Select

document file to upload’. The selected document file will be copied into the folder ‘documents’

with the name of transaction identification number followed by uploaded file name, when you

click ‘Update Process’ button.

6. If ‘Update with send email’ option is checked, an email with a download link will be sent to the

user and then the transaction process will be updated, when you click ‘Update Process’ button.



7. Any remarks about this request or update process can be entered in the ‘Remarks’ input box.

8. Click the ‘Update Process’, this transaction process will be updated in database then you will be

returned to ‘Dashboard’.

Note: In this web page, right side panel is showing ‘User Details’ and ‘Document Details’. If there

is any modification on user details, click the ‘Edit User’ button. You will be moved into the page

‘Edit Registered User Details’ (See in the next section).

Edit User Details

Here, you can modify/change the registered users’ roll number, name, email‐id, and other

personal details entered by the user. The details of user are showing last registration of the document

request. After changes the user details, click the ‘Save User’, the modified/changed data will be updated

in the database. The web page like this

Reports

The system will generate two types of reports

1. Detailed Report

2. Summary Report



Detailed Report

Initially this report is showing the transaction details between two dates, starting date of the

current month and current date. If you want to see the transaction details of different dates, change

‘from date’ and ‘to date’ in the date selection. In addition, you can change the transaction types from

option, and then click the ‘Go’ button; you will get the selected report. The detailed report will be like

this

Summary Report

Initially this report is showing the transaction details between dates, starting date of the current

month and current date with total number of requested, processed, request send, email sent, and

downloaded. The report is initially listing requested details. If you want to list the transaction details of

different dates, change ‘from date’ and ‘to date’ in the date selection. In addition, click on the numbers,

which are web page link; you will get the selected report. The summary report will be like this



V. User’s Manual

User Registration

The ‘User Registration’ page of the system is

1. The ‘User Registration’ page is registration for document request.

2. There is two different data you have to input to register a document request

a. Document Details: bibliographic information of the document and the document’s source

title

b. Personal Details: like roll number/code, name, email‐id and these are mandatory to

input; remaining personal details inputs are essential for further communication.

3. After complete the registration filling, and then click the ‘Submit’ button. You will get the

confirmation message like ‘Your request has been registered successfully’. Now your document

request registration process is completed.

Note: No need to re‐enter the personal details of users. If, they have already registered. Enter the email‐id and then click ‘Click Here’ button in the personal details area. The form automatically will get the information from last registration of the email‐id.



Registration Status

In this page, the registered users they can check their registration status of requested documents. To get

the page, go to menu ‘Registration Status’. The ‘Registration Status’ page is like this

1. Enter the user email‐id in the search input box; and then click the ‘Search’ button, the page will

be listing all the registration details and its status of the registered email‐id.

VI. Limitations The registration of the document request is open to all. However, administrator can restrict the

registration from user’s email‐id domain names.

System cannot send requested document files through email. Only it can send down load link of

document files. Users only can download the document files from his/her email with the down

load link.

Email configurations setup only on smtp and Gmail.

Reports are only on screen as web pages.

VII. Future Developments in the System

Possibilities of developments in the software in future



Email configuration setup in PHPMailer, yahoo.com, and other mailing system.

System will provide facility to download the document from the ‘Registration Status’ page.

User login based authentication. So, users must have registered /signed to access the web pages

or the system.

Collaboration with other Libraries/Institutes.

System will be multilingual access.

Access through mobile.

VIII. Conclusion Through the manual, believed that the participants would be able to use this web application

software in his/her library/institute, which is enabling the participants as a information service provider

through web and internet and which will enable them to minimize the user and administrator time; and

to maximize the information service providing .

Documents

Online Document Delivery Service (ODDS)€¦ · Installation on server 1. Download the ODDS zip file and unzip it into a folder in your web server documents directory. /var/www/ ‐