- Later. So hit and record.
Just to pass the hour I'm going to go ahead and dive right on in in just a minute.
[BACKGROUND]
All right everyone.
We're going to go ahead and get started.
Welcome again to the Virtual Annual Users Group Meeting, today.
So welcome Vireo users.
I'm going to real quick go through some
intro to Zoom for those of you who have not been using Zoom as much.
You'll want to make sure first of all,
that your microphone stays muted and you may wish
to mute your video as well if it's not already.
You can mute and unmute your mic and video by
clicking on the icons in the bottom left side
of your screen and you may wish to do so for both
during the discussion and Q&A periods today.
You're welcome to do that.
Presenters will also keep their mics and video muted for
the most part until it's their turn to present.
If you're curious about who's in attendance today,
click on the participants icon in that bottom center of
the screen and if you have a question or comment at any time,
please type it into chat.
You can access chat by clicking on
that thought bubble at the bottom right of your screen that says chat.
So I'm going to just real quick
review what we're going to be doing in today's meeting.
We're going to start the morning with some Vireo 4 updates.
We're going to talk about what's new in Vireo 4,
get some technical perspective on the development and
the migration functions from moving to 3 to 4.
We're going to get some feedback from our TDL upgrade and migration pilots.
Were going to talk about the roll out of TDL upgrades to
our TDL members and some of the training materials made available to everyone.
We'll have some time for Q&A, so again,
when you put some of your questions and comments into chat,
we'll catch those during the Q&A.
We'll take a 15 minute break before we come back
for our Vireo futures discussion.
We will first talk about our short-term and longer-term development goals,
and also about how you can participate in both development and user feedback.
Then we'll talk about the Vireo user group wish list.
So we're going to ask you throughout the meeting today
to please tell us what's on your wish list
in chat or in the shared community notes.
We'll get to a discussion about that led by Emily towards the end of today.
We'll have a concluding Q&A discussion after that and then we'll be finished.
We might finish early today depending on
how much you'll want to go into detail and how many questions you have.
So welcome Vireo users and thank you for joining us today
for the first virtual annual meeting of the Vireo users group.
Usually we do this at TCDL in person,
but an advantage of going virtual is so many
more of you are able to attend today.
So first I'd like to share a little information and resources
to help you stay engaged with the meeting.
We've also dropped the links into these agenda
and our community shared notes document in the Zoom chat for you.
But in particular, I'd like to ask that if you're planning on taking notes today,
if you're willing, do so in the shared notes document
in the spirit of sharing and community and
then we'll share those out with you afterwards.
Again, if you missed the link,
it's also provided in the agenda for today above the table in the Wiki.
Throughout today's meeting also please again,
use the Zoom chat to list your questions as you think of them
and we'll address them during the Q&A we've set aside.
Also use the chat throughout the meeting to add your Vireo wish list items
and we'll capture them to talk about during the meetings conclusion.
So we're going to find out who's joining us today and who's hosting.
Let's first find out who's with us today from the user community.
Please go ahead and drop your name and institution into
the chat box so we can get an idea of who's represented.
We'll also run a few polls in a few minutes
to get to know who's in this crowd and what you do with Vireo.
While you're adding your introductions into the chat,
I'll go ahead and introduce our host today from both
the Texas Digital Library and the Vireo users group steering committee.
So feel free to jump in to chat.
I see lots of you are.
Thank you so much for introducing yourselves and again, welcome.
So as many of you know,
Vireo is developed and maintained by the Texas Digital Library or TDL,
in collaboration with contributors from Texas A&M University libraries,
the Alkek library at Texas State University libraries,
along with other contributors from within
the TDL and Vireo open source communities and Texas Tech.
TDL supports 14 of our members using
our Vireo hosted service and many of you are here with us today, so again, welcome.
So I'm going to ask
our TDL representatives to give a little wave when I mention your name.
First, we have Kristi Park who is
TDL's Executive Director with us today. Thanks Kristi.
Frank Smutniak is joining us and he is TDL's lead Vireo Developer.
You'll hear lots more from him today as well and I am Courtney Mumma.
I am TDL's Deputy Director.
Our other hosts today,
last but absolutely far from least,
are the Vireo steering committee which organizes
all of the Vireo user group activities including this annual meeting.
It also solicits ideas from the user's group about how to improve
Vireo and then it documents those ideas and organizes them on your behalf.
The steering committee consists of two co-chairs,
one from a TDL member institution and one from outside of the TDL consortium.
One co-chair joining us today from TDLs member institution,
Baylor University, is Billie Peterson-Lugo.
Billie, please say hello and tell us what you do at Baylor.
- Hello.
Good morning. I think it's still morning.
So I am Assistant Vice President for Digital Library Services and Systems.
- Thank you, Billie.
The other co-chair joining us today from outside of
the TDL consortium is Emily Wuchner.
Emily, please say hello and tell us what you do at the University of Illinois.
- Hi. I'm Emily Wuchner.
I am the associate director of
student experience at the University of Illinois in Urbana-Champaign.
Part of my duties is overseeing the operations of the thesis office.
- Thank you so much, Emily.
So the steering committee has a product owner who serves
as the liaison between the Vireo user group and the development team.
They receive the prioritized list of software improvements from
the steering committee and then they negotiate
their adoption by the developers.
The product owner also has the final say on whether or not
the system functionality sufficiently addresses all of the requested needs.
The current and brand new Vireo product owner
is Chris Starcher from Texas Tech.
Chris please say hello to everybody and tell us what you do at Texas Tech.
- Hello.
I am the Digital Systems librarian at Texas Tech University and
I do systems administration and software development there.
I have been doing part of
the user's group and I've also been involved in development with Vireo as well.
- Thank you so much, Chris.
Frank and I also serve as part of the steering committee on behalf of TDL.
Now I'd like to hand over to Kristi Park,
TDL's Executive Director, to say a few words about our outgoing product owner.
- Thanks Courtney, and hi everybody,
thank you all for joining us today for this meeting,
I'm excited to see so many folks here.
Texas Digital Library is really proud to be
the home of the Vireo resource community
and we're really grateful for all of you,
everybody attending today for your engagement,
for your use of Vireo,
for the contributions you make,
to our members who are
financially supporting Vireo development through your membership and TDL,
but also to all of you not in TDL and
the open source community who are here with us today who are
supporting through your feedback,
your engagement, and your code contributions to this effort.
I want to say special thanks to one of our members
is Texas A&M who've contributed
a large number of development hours to the effort as well.
But I also want to take a moment here as we get
started to thank Stephanie Larrison,
who recognized her and she has been a solid foundation on which so much of
Vireo 4 but going back before
Vireo 4 has been built going back almost a decade.
So Stephanie is the electronic resources librarian
at Texas state which is supposed to be
outgoing co-chair and product owner for the Vireo Steering committee.
She has been the co-chair of the Vireo Steering committee since 2011.
So nearly a decade of service to this community as its co-chair,
she shared that deal with Laura Amines
at Texas A&M and then David Reynolds at Johns Hopkins University,
and now with Billie Peterson-Lugo at Baylor.
She's been the product owner for all very affordable which is been
ambitious and lengthy, but of service.
But she was still a product owner for various redevelopment as well.
So everything you love about Vireo 3 and
Vireo 4 is a result of Stephanie's leadership.
So her steadiness and commitment to Vireo and
its community have really just been extraordinary,
and we couldn't have reached a single milestone period development
over the last nine years without her leadership.
So we all owe her a debt of gratitude, especially TDL.
She has earned a break from leadership duties on the Vireo steering committee,
and she's also earned our gratitude,
really all of us and I know that you'll all join me in chat through E-mail in
whatever way you can to show your gratitude to Stephanie
for everything she's done to make Vireo 4 reality.
Thank you Stephanie. So with that,
I think we're going to move into a few poll questions,
and I think Courtney is launching a series of polls here,
and I don't think I can advance the slides,
so you may have to advance the slides for me as well.
But our first question is whether you are from an institution in Texas,
all of these polls should be available to you at once,
how do you interact with Vireo professionally?
As a faculty member, a library worker,
a worker in the graduate school,
administrator, developer or systems administrator?
Third, how long have you been a Vireo user?
Are you new to it?
Are you an advanced user?
[LAUGHTER] Its possible that you've never used it,
so we want to know that too.
We will let this run for
just another few seconds so that everybody can participate.
I think maybe we've got everybody now.
- We're right about there yeah,
I think so [BACKGROUND] All right,
I'm going to go ahead and end it.
- Thank you.
- I'm going to share the results.
- So it looks like exactly two-thirds of you are from a Texas institution,
but that means we have a very healthy representation,
one-third of participants today
coming from outside of Texas which is really wonderful.
We're glad to have you here and
those folks not in Texas are not part of TDL who are using Vireo,
are interested in Vireo,
we need and want your participation in
the future of Vireo development so we're very grateful to have you here today.
In terms of how folks are interacting with Vireo professionally,
a majority, 66 percent are coming from the library.
But we have 19 percent from the graduate school,
and 16 percent plus 9 percent
[LAUGHTER] So about 25 percent who are working with
Vireo from a technology angle either systems administrator or developer.
One person who's a faculty member, which is great.
It's great to have that perspective as well.
But one person who says other,
and I'd be interested to know if you're willing to
share and in fact what that other is.
Then finally how long have you been a Vireo user?
It looks like a handful of folks who have never used
Vireo but are interested, welcome that's great.
Forty four percent in that 1-3 year category.
So a lot of new users which is great.
Then looks like a majority of folks who have used it four years or more.
One person since 2009,
has been around since 2009 with Vireo and I'm wondering if that's well,
I don't know, it's probably not Stephanie,
it might be Stephanie.
But that's great, we have somebody
here who's been here since the very beginning.
Well, thank you for your participation as polls really interesting.
I'm now going to hand it over to Billie Peterson-Lugo,
one of our steering committee members to talk
a little bit about what's new in Vireo 4.
- I'm going to assume that everybody can hear me,
I'm going to bring up my slides.
- Yes, and I'll tell you when I see your slides Billie.
- You should see my slides. Is that correct?
- Excellent. Thank you.
- Always good when technology works on the first go round.
Well, thank you everybody for attending today and also many thanks to
Stephanie Larrison for this presentation because she gave me these slides.
I made some modifications,
but my modifications were very minor.
This is primarily her slide deck,
and me just giving my perspective.
So going forward with that,
what I'm really going to focus on today are what I
view as the changes in Verio 4 from Verio 3.
There are actually some pretty significant changes,
especially the very first two that are listed there.
I will go into a little bit more detail about each of those,
but not digging down into the weeds kind of detail.
The most significant change has been with
this concept of organizations and categories,
and the bulk of this presentation may actually focus on this because this was
a significant catalyst that resulted
in the main difference between Verio 3 and Verio 4.
Up until now, only one submission workflow could be established in Verio.
Historically, that one workflow
was established for the graduate school and library
personnel to effectively manage
the submission of electronic thesis and dissertations.
So even if a graduate school handled
dissertations differently than masters CCS,
they still had to go through that same workflow,
they still had to use the same submission form.
It was all identical.
So with Verio 4,
institutions can continue to work that way.
If you just need a single workflow,
that's what works for you,
you don't want anything more than that, and that's great,
you can continue to use Verio 4 in that way.
However, for those with the need,
you can set up multiple workflows within Verio at this time,
once you've implemented Verio 4.
This is done by creating organizations.
Organizations are a workflow and a workflow is basically the submission form.
At the very top level,
you have the institution.
This is presets, so in my case,
the institution would be Baylor University.
At the institution level you never accept submissions.
It is simply you.
You may make some edits initially,
but once you've done those initial edits,
you don't make any changes.
These next few slides provide a preview of
the setup associated with the institution.
The same setup also exist for
each sub-organization or sub-entity that you create.
So this will be a familiar look and feel,
these three tabs, application,
workflow, management, and organization.
At this point, we're looking at the organizations or the institution,
and we're going to manage the workflow.
One of the things to recognize about managing
the workflow is that you can set default settings at this level,
and so these default settings will carry down
through all of the other entities that you create.
So you want to think about this carefully because there
may be some things that you don't want to carry all the way through.
You absolutely know you're never going to use those any place at all,
and so you eliminate them from this very top level workflow.
But there may be once you absolutely want to carry through,
you want an author, you want a title of the work, for example.
So there's some thoughts that needs to go into what you're
going to set up at the top level.
Another way of looking at this is that the institution is the parent,
and then below the parent you get children.
But even the children can be parents because there may be children under those.
So it's a very hierarchical structure.
Once again, as I said previously,
the institution never accepts submissions.
So that's should always be set to null.
Vireo 4 enables the creation of new organizations.
Note, whatever is created here will be added to the institution,
which means it will be hierarchically at a level below the institution.
Creating a new organization is akin to creating a new workflow
or a new submission form that is tailored to that particular entity.
These are default labels for those organizations,
so you can have colleges,
you can have degrees, departments, programs,
majors, and administrative group system settings.
What you need to do is an
appropriately identified within these particular labels,
you can also add a label that better fits your needs.
So the question is,
looking at your institution,
what's going to work for you?
Next, I'll provide some examples of ways that you can think about this.
So in this case, you can tell this is from
Stephanie slides because Texas State is the institution.
In their case, what they've established is they have two,
they don't have anybody else,
at least in this representation,
only the thesis and dissertations are being submitted to Vireo.
But dissertations and master's theses may actually have different workflows.
So under Texas state,
they have set dissertations and masters CCS as
two separate workflows to
separate organizations that are under that parent organization.
Whatever the default settings are at the Texas State University level,
currently, those are carried through to that next level.
This is just an example of what that looks like.
You just create your organization and you
give it a name and then you add it to the institution.
This is another example where there may actually be
a college that also at Texas State perhaps,
and that college has a slightly different way of doing submissions.
Maybe they only do masters CCS,
so they don't have dissertations at all.
So a college of health has been added to the institution.
Then within that college or degree has been added for masters.
In each of these areas decision can be
made whether submissions are going to be accepted.
My guess is the submissions are only accepted at the master's level.
From a user's perspective,
when the student goes and logs into Vireo to start his or her submission,
they're going to see a screen that looks something like this.
They're going to be asked to choose the college that's appropriate for them.
So hopefully they choose the appropriate one.
Let's say in this case, Arts and Sciences.
Notice also it tells you that Arts and
Sciences has two options available to it,
and that the College of Health only has one.
Then at the next point,
and this is additional slides that show you the flow of what's happening here.
So College of Arts and Sciences has doctoral and master's thesis,
College of Health professions has just masters CCS.
So you choose doctoral level,
College of Arts and Sciences,
two options, now I'm going to choose the doctoral level.
Now it's saying, now I'm ready to start my doctoral submission.
I will be using the workflow that is specific for that particular submission.
One of the things about Vireo 4
is that all of these entities that submit to Vireo 4,
everybody will see everybody else's submissions,
which you might be saying,
that's a lot of stuff to wade through.
In reality, you can set up a filter.
So in this case, they've set up a filter that says,
I'm only interested in seeing the submissions for
College of Arts and Sciences and so
those are the only submissions that you'll see.
So you don't have to wade through everybody else's submissions,
you can just focus,
you can just filter by the submissions that are appropriate for your use.
So creating an organization,
setting up these workflows and submission forms,
the endless, the options are endless as the slide says,
you do need to plan carefully.
I can provide another scenario,
something that Baylor University is looking at.
Ideally, what we would like to do is to create Colleges for Arts and Sciences,
the Graduate School, the Honors College, and Truett Seminary.
So we would have four colleges.
Then within Arts and Sciences,
we want to create a Department for Museum Studies because there are
non-thesis based works that also fulfill their degree in that department,
and they currently don't go through the Graduate School,
but now we can push them through Vireo.
Additionally, the Graduate School will
continue with its current submissions workflow.
We don't anticipate in these changes in there.
But undergraduate honors theses will be submitted to the Honors College and
works for completing the MD of degree will be submitted to Truett Seminary.
As we work through these different scenarios,
we'll need to think about and plan how this is all going
to play out even though initially we will
focus on getting Graduate School up and running.
Not too far into the future,
we'll look at adding these other entities into
Vireo so that they can also submit this way.
The other piece of this is customizing the workflows.
This is the part that makes it unique for that particular entity,
that they can set up the workflows exactly in
a way or the submission form in a way that works best for them.
The default settings sit at the institution level and don't
delete anything because you don't want to lose those things
because somebody may actually need to use it for their own down the road.
You probably don't want to make changes
after things have already been set in place and people
have started using things so you need to map things out
and be sure where you're at before people start submitting.
Repeating again, never accept submissions at the institutional level.
So here we have a university,
submissions are not allowed at the university level.
You have a degree level of graduate.
Here we've got university,
the graduate school, submissions are not allowed at the graduate school level.
So when you get down to the submission type of
dissertation or master thesis now submissions are allowed.
Let's say in the graduate program,
you don't need that program option in the workflow,
so you want to remove it and that applies to
both dissertations and master thesis workflow.
So it came down from the university,
graduate school doesn't need it or the graduate degree doesn't need it,
so they remove it.
That removal carries through to the next level down,
the dissertations and the master's thesis.
There's an example, it's been removed from the graduate workflow.
Now let's say further and here
you can see it's been removed from both of those but additionally,
masters thesis don't need to send their thesis to ProQuest.
So that's going to be removed from the master's thesis workflow.
So now you see there's a slight difference between what
happens in dissertations and what happens in the master's thesis.
Moving along, let's say we add
in an undergraduate program and in the undergraduate program,
we've established the honors thesis submission type,
and you'll notice that whatever the default is in the university level,
it's been carried through to the undergraduate degree level,
which has also been carried through to honors thesis.
So here you see multiple workflows had been set up for dissertations and
master's thesis that are going through the graduate program or
the graduate degree and you see honors thesis basically,
no changes from the top level,
going through the undergraduate degree.
This more or less completes
a very quick overview of how
the multiple workflows can be established in Vireo 4.
The next set of stages although important,
are not as complex as this particular change,
so they're a little less time spent on them.
It's more about of a show-and-tell of what's
available that is not currently available in version three.
Starting with the enhanced field control for filtering, flagging, and tracking.
Within the workflow, Vireo 4 provides
more options for filtering, flagging and tracking.
This is a sample.
With every field, you will see a screen that looks like this.
Some of these are familiar if you've used Vireo 3,
the idea of something being required,
something being disabled, those are familiar concepts,
but there are some things here that are new.
The ability to flag something,
the ability to log any field that you want.
By logging means, if someone does something
with that particular field then that change is captured in the log.
I'll start with the flagged field.
Basically a flagged field
allows you to establish a filter that will display all the time.
In this case, they're flagging the institutional ID and
that means it will always appear as a filter that can be used.
This is an example of a logged field.
In this particular case, they're saying, yes,
I would like to have this logged so every time
somebody makes a change in the first name,
this might not be a field that you really want logged, but if you did,
it would be recorded in the log every
time that the field was changed and who made that change.
This is filtering and sorting and this can be done on any field.
So this is more closely tied to your Vireo login.
If there's certain things that you always want to display
over in the filter area on Vireo,
then you can move them back and forth between the displayed columns and
the disabled columns and you can also order how they
display so that when you log into Vireo,
then you will see those items available for you to use as filters.
So the difference between this and flagged,
is flagged will always display for everybody.
This is more of a choice of what you would like to display for yourself.
Moving on to metadata,
the metadata in Vireo is based on the most current version of
the Texas Digital Library Descriptive Metadata Guidelines
for Electronic Theses and Dissertations.
Note, you do not want to edit the metadata key.
So that needs to remain as it displays.
You can alter or revise information that displays under the help.
You can also change the labels.
So if you don't want the label to be major but you want it,
say, major field of study or specialization,
whatever you want that labeled to be,
you can change that,
but it will always be associated with that specific metadata key.
Somewhat related to metadata is controlled vocabularies.
Vireo 4 makes use of controlled vocabularies across almost all the fields.
This is where you can find the controlled vocabulary management,
and you can select any one of those,
particularly the ones that have the little people icon.
The ones with the globe icon,
that's addressed in a slightly different area.
You can also create new controlled vocabulary.
You could start with the controlled vocabulary that's provided.
If there is some provided, you could export it,
you could modify that CSV file,
and then you could upload it.
Or if you're starting from scratch,
you can create your CSV file that contains that controlled vocabulary,
and then associate it with
the particular field that that controlled vocabulary is connected to.
That is a very quick overview of the changes in Vireo 4.
I'm not sure if we want to do questions now or a little bit later.
[OVERLAPPING] Go ahead.
- Nothing has come up so far in the chat in terms of questions,
but there was one comment.
Richard, would you like to
unmute yourself and add your comments to the conversation?
- Yes. Well, what we have noticed,
we also had it setup like departments and degree level underneath it.
So we had a department for social sciences and fun for science for example,
and both had a container under its names, Bachelor.
What we wanted to do was sent in the e-mail to
the people that are connected to the container with the e-mail address.
However, if you try to do this,
you have to check for the e-mail connected to this organization,
which is called Bachelor.
But there are two named Bachelor,
and you can't distinguish between them.
[LAUGHTER] So I would really warn you not to do this. [LAUGHTER]
- Note to self.
- That is very excellent.
That is a good recommendation.
[LAUGHTER] Thank you.
That's a really good feedback, thank you on that.
- It also does not matter.
If you have two of them and you select the first or the second,
it does not matter because it simply checks for
the text connected to the roll out menu,
and not to the placement in the list or anything else.
So already be careful with that.
- Careful about your name tags.
- Yeah.
- Yes. Thank you for that,
and I'll add that to the notes.
So Billie, thank you so much.
We don't have any other questions right now.
But again, you all, if you do have more questions as we move along,
keep adding them to the chat and we'll have some more time set aside at
the end of this morning session to address all the questions.
- One other thing I would say is that on the screen that's
displaying right now is a Bitly link to the Vireo user documentation,
so you can go there to get more additional information.
- Thank you so much, Billie.
That link is also in the agenda and the slides as well.
Before we jump into our next section,
I just want to correct a mistake that I made.
A grievous oversight, in fact,
in introducing our newest steering committee member.
So I'm going to beg his forgiveness and introduce him right now.
Jon, I'm going to ask you to say a little something about what you
do at UT Southwestern Medical.
I'm so sorry.
- That's all right.
So I'm Jon Crossno.
I'm Cataloging and Metadata Librarian
at UT Southwestern Medical Center in Dallas,
Texas, and I'm the Vireo Administrator for our campus.
- You're just diving right in,
steering committee and pilot this year.
- Yes.
- So thank you. [LAUGHTER] Next steps, folks.
Thank you for that, Jon.
We're going to have Frank Smutniak,
the TDL Lead Developer,
and Chris Starcher from Texas Tech, our Product Owner.
Talk a little bit about development and migration as it's been
going for the last couple of years and some of the newer developments as well.
So I'm going to go ahead and stop sharing,
Frank, and let you share your screen.
I'll let you know when I can see it.
- I should be live?
- Yes, perfect.
- I'll go over just a little bit of background.
Vireo 3 was written in Java Play.
Let me change the presentation mode,
that might be a little bitter. There we go.
Vireo 4 was completely write from Java Play to Java Spring Boot,
and started several years ago.
Texas A&M, and Texas Tech,
and others did the major lifting of bringing this product about.
I just came on about two years ago,
so I've been grant a thing as well.
Of course, a lot of work has been done in
the last couple of years with updates and bug fixes.
One of the things though also,
we host 14 some sites at TDL,
and then there's also other people who host their own sites.
We need a way to do migrations.
The schema for Vireo 3 and schema for Vireo 4 are quite different,
so some work needs to be done there.
So there's a lot that needed to be done bringing Vireo 3 to Vireo 4.
Again, a lot of work has been done by
various people and institutions over the past few years.
There's recent fixes.
If you go on GitHub,
you'll see a long history of issues,
and there has been fixes.
There's probably some current issues that are minor, they're not showstoppers.
The ones we focused on in recent times are
things that we felt prior to migration,
once we do the migration,
having something that had
high functionality and didn't presents major problems to users.
There will be more bug fixes,
there will be more bugs found.
That's part of the nature of software.
But we're at a point where we think it's very usable for the post migration.
Some of these things were related to e-mail generation,
sending out batch messages to the submitter, the advisor, etc.
There were some user interface problems,
where if you tried to set graduation date,
if you chose a year you had problems getting back to the month selection.
So little things like that that were problematic,
we made sure we wanted to create a better user experience.
Also, you want to be able to specify the custom actions and
embargoes and have students handle those in order or fulfill those in order.
Data export, you have to be able to export your data to
various locations in different file formats,
those are very much equality of use issue.
Also software, many dependencies.
The Spring Boot this product depend on,
we got to keep those up to date because you'll find
security flaws or things that are just broken and they fix,
and these open source projects get fixed as well and we
want to make use of those fixes..Shibboleth documentation,
that's something that's in progress.
Shibboleth, one of the things is a change in,
for example, all of our hosted sites are on Amazon.
We've undergone the upgrade from Amazon Linux to Amazon Linux 2.
Well, that necessitates a change in the Apache used,
and that necessitates a change in
the service provide or shibboleth client that you use.
So we're we're actually going through that process right now
and we'll have that documented after we do some of our own flushing out.
There have been three migration pilots starting
last fall in University of Texas Southwest Medical Center,
University of Houston, Texas Tech University.
What we did is we established a migration server for them using Vireo 4,
with the current version of Vireo 4 at that time.
We did a single migration from the Vireo 3 to the Vireo 4.
They got to experiment with Vireo 4 using
their real data that they know in Vireo 4.
So these three institutions stepped up and they did a great job
of being willing test cases and giving feedback,
giving very useful feedback.
You'll hear more from them in a little bit.
Like I said, we needed to migrate from Vireo 3 data to Vireo 4.
There's schema changes.
The software is written all in Ruby,
which is convenient way to do it.
It only looks at the Postgres database
for populated Postgres database for Vireo 3.
It will copy data into a Vireo 4 base database.
By base database, I mean it's populated with controlled vocabularies,
it's already got the tables there,
the schemas are all set,
but it's empty of actual user data.
So running these migration programs will
copy the Vireo 3 data and do
whatever changes it needs to do to
formulate it according to the Vireo 4 schema.
One thing that most recent change to
that software has been being able to handle incremental changes.
When you do a wholesale migration from Vireo 3 to Vireo 4, that's great.
But if you have Vireo 3,
people still using Vireo 3 in the meantime during interim period,
and maybe there's people using Vireo 4 at the same time,
you want to be able to take those changes
just from Vireo 3 that have happened since the last migration,
copy them over to Vireo 4 and not run over any new Vireo 4 data.
So that has been a recent change.
This is available on GitHub,
publicly available for non TDL hosted servers.
People can go ahead and use this code.
There's some documentation there,
hopefully through users questions and a lot of back and forth,
I can refine that document.
There's probably things that may be unclear and I'll refine that as we go.
So that will be in the works.
This summer we will have the 14 institutions that will be migrated,
and we will establish,
for example, there's Sam Houston State University.
They're going first. We have SHSU-ETD.
Well, we also establish a server,
SHSU-migrate-ETD, and that format will happen for all the institutions.
So that will be the Vireo 4 server with Vireo 3 data on it.
They can use them both simultaneously.
There are some rules to make migration possible.
There'll be some rules set out about what you can change.
You should be able to change anything in Vireo 3.
Changes in Vireo 4,
we will have to set some guidelines so that the data transfer happens clearly.
But anyway, over the next four months we will be
migrating 14 different institutions with lessons learned along the way.
As I mentioned, there'll be simultaneous availability of both of them.
Eventually, once everyone is comfortable
with how the migrations are and how Vireo 4 is working,
then Vireo 3 will do one last migration over to Vireo 4.
That will be all the changes.
We will change the domain name and remove
that dash migrate from the middle of the domain name,
and that will be their active Vireo 4 server.
That is in a nutshell what we've done and what changes have been done,
and the migration process.
Come September, hopefully we will all be,
not September but sometime in the fall,
we will have all of our servers
migrated and everyone will be using Vireo 4. That's it. Thank you.
- Thanks for that, Frank.
I don't see any questions yet in the chat.
Let's see. There's a comment right now,
Frank from Rutger about the test server not yet functioning correctly.
Rutger, what do you mean by the test server?
Do you mean the Sandbox?
- Indeed the Sandbox, sure.
- The Sandbox. I will
frequently update that and sometimes that wipes out old data.
So it's really meant to be, you go in there,
you try something that there shouldn't be any persistent data.
If you want to, in the chat,
send me a specific message about what's not working.
I can take a look.
I frequently will update it.
Or if there's a specific thing that it's not doing.
Tiny, you know what,
that I think was recently updated on one of
the active branch and that should be fixed
in the next version for the next update ideally.
- Thanks, Frank. Thanks, Rutger.
- Thank you.
- We're going to move on just to stay on time this morning.
Again, we'll have more time at the end of this.
So if you think of other questions or comments,
go ahead and add them.
But now we get to hear from our excellent TDL member pilots for Vireo 4.
Frank mentioned them already a little bit,
but I'm going to introduce Jon Crossno again from UTSW-Med,
Shelly Barbara from TTU,
and Taylor Davis-Van-Atta from University of Houston.
I'll stop sharing, so you can share, Jon.
- All right. Sharing.
- Yes, I can see it. Thank you.
- All right. So as mentioned,
these three institutions, we did our pilots,
and what we thought we would just provide
some brief introductions to our institutional environments about how
we've used Vireo in the past and what we're looking forward
to when Vireo 4 goes live.
So I'll start out by talking about UT Southwestern Medical Center.
We are located in Dallas, Texas.
Our ETDs when we process them,
they're processed in two specific defined paths,
the Southwestern Graduate School of
Biomedical Sciences and the Southwestern Medical School.
We don't have any lower divisions in any of our schools.
We did our various programs within each,
but one representative within each school receives reviews and
approves all the ETDs submissions from students in their schools.
When they approve them,
they are moved to the library's workflow for the final review and publication,
depending on the specific embargo period that's selected by each student.
In our institution, we have a default embargo set for
two years from the degree conferral date.
Students have the option to waive
that two year embargo and release
there so that their ETDs can be released immediately.
Typically, we have about 40-60 ETDs each semester.
So from a traffic point of view,
we were a good choice for a pilot because we have
such a limited small pool of submissions.
The things we're looking forward to with Vireo 4 up till now with Vireo 3,
students in both schools used the same submission workflow.
But because Vireo 4 allows different workflows,
we think that's really going to simplify
the process for students because it allows them to
immediately select what school they're in and the appropriate degree,
and then just completely go from there.
Some fields like the school and the degree, they're automatically set.
We've set them to be hidden because the student has already
selected them when they start the workflow.
Therefore, they don't need to select them again,
and they're automatically saved and processed.
The workflows allow the ability to define
specific admin contacts to properly route all the system-generated e-mails,
so there's no confusion about who's getting what.
My favorite thing about the Vireo 4 is the ability to define
the controlled vocabulary terms either in
general at the organizational level or within specific workflows.
At the top level,
we've set a single list of
faculty names that the students see when they do their submission.
Those names are set in the proper format when they're
eventually published to the institutional repository.
If a name is not included,
the student can still enter a pretext
for their committee member who may not already be in the list,
and then we as admins can review
the list later and add them to the controlled vocabulary.
At the school level,
the one thing we would also like to do is set the list of majors/programs.
They're separately defined so that
the graduate school students don't have to see the medical school degrees,
the majors, and the medical school
won't have to see all the long list of graduate school programs.
So I'll pass it over to Shelley Barba for next.
- [BACKGROUND] Please let
me know if you cannot hear me as I've lost Jon there at the end.
- I can here you, I can here you.
- Just tell me in group chat, it's going to go that.
It's all well until I'm told it's okay.
So at Texas Tech University,
a little bit about us.
I think a part of the reason that we were chosen,
not only because Chris is at our institution,
but that we have
a very diverse university of different majors and different programs.
We have nine different colleges plus interdisciplinary studies
and certifications that go through Vireo.
So we process over 700 ETDs
a year divided into three common chunks: spring, summer, and fall.
The big issue for us is that in our graduate school,
we only have two people who evaluate all the ETDs,
one person for dissertations and one person for master's theses.
So they are under
an extreme time crunch to evaluate all of these things and go through it.
We are actually super excited about using Vireo 4 to customized
the workflows to help their process go easier.
Because we have such a variety of
different programs in Vireo 3 right now, it's very top-level.
But of course that gets a lot of people,
but it also makes a lot of headaches, particularly in testing.
The graduate school is very excited to make a customized workflow for
the music students because
their process is completely different than everyone else's.
It's always a headache and it's always extra work that
the graduate school has to do in order to make that go really well.
So the graduate school is really excited about that.
In the library, we also have two people,
myself and a staff person who works for me
to publish and maintain the thesis and dissertation collection.
We're excited to start to utilize
Vireo 4 with a different workflows hit non-graduate school work as
Billie showed earlier using the different workflows to get undergraduate work,
which before we could not do.
We're particularly interested in our Honors College Theses.
We've also been contacted by our McNair Scholars Program who have
a similar creating research and needing it,
going through a very similar review process by
faculty people and being approved and then wanting to publish that,
and we just not been able to facilitate that for them,
Vireo 4 sounds like the perfect solution for that.
So those are the things that we were particularly excited about.
Of course, I love controlled vocabularies.
Yeah. Librarian does it to make it better,
but we're still trying to think about how we could.
- All right.
So I'm guessing, can you hear me?
- Yeah.
Luckily, we got most of Shelley's presentation.
So thank you, Shelley. [LAUGHTER]
- Thank you, Shelley.
- You did it. [LAUGHTER]
- All right. So Taylor Davis-Van Atta is now going to share his thoughts.
- Thank you, Jon.
Can you hear me all right?
- Yeah, we can hear you.
- Excellent.
I'm probably going to echo some of what's already been
said during this session and earlier in the day.
UH libraries used Vireo to manage
the campus-wide processing of ETDs since the 2009/2010 academic year.
Vireo is essential in helping us process over
600 successfully defended theses and dissertations every year.
Well, I think we are unique and that we don't have
a thesis office or any single coordinating body for ETD activity,
so we have established.
Since 2017, I as much as anybody have overseen
a decentralized distributed model for
ETD processing that involves administrators in all 14 UH colleges,
two staff in the graduate school,
as well as myself and my staff in the libraries.
This being the case, inefficiencies and inconsistencies in
how our campus processes and how
our colleges process ETDs are largely felt in the libraries.
This is in part because everybody involved in
this process looks to the libraries as the de facto thesis office.
Even though we're not in charge of university or graduate school policies,
we can't control the nuts and bolts tech behind Vireo.
Until now, we haven't always been able to be responsive
to college level or department level needs in terms of ETD workflows.
This is also because a lot of the administrative work of collecting and
approving ETDs and associated metadata
is effectively outsourced to the colleges.
There remains a lot of metadata remediation and
quality control that follows on library staff to take on.
This amounts to item by item checks by staff-level library personnel who
could otherwise be contributing their expertise
toward other projects taking place in our libraries.
Vireo 4 is going to help in this regard in a few ways.
First, we have set up differentiated workflows for
different colleges which allow for different processes or steps,
as well different sets of metadata to be attached to ETDs at the college level.
This at least in theory will help settle some of
the workflow and submission form questions that
arrive in the grad school as well as in the libraries.
We'll be able to configure and reconfigure
college workflows and submission forms
to meet the specific needs of the colleges.
Likewise, having the ability to import controlled vocabularies in
the Vireo means that there will be
less metadata remediation taking place in the libraries.
Our staff will no longer need to correct uncontrolled metadata fields,
such other local in-house,
digital asset management system,
vocabulary schema will understand them.
Now, our in-house stamps vocabulary will be the default in Vireo which
alleviates the need for quality control of
those fields to take place in the libraries.
In effect, that quality control will be taking place in the colleges.
Taking a step back,
ETDs make up about one-fifth of
our overall institutional repository activities,
if we measure that activity in terms of just items
that get ingested to our IR each year.
We've established many partnerships with
academic and administrative units across our campus that
process a variety of other scholarly materials
and prepare them for upload to our IR.
In establishing workflows with these partnerships with our campus partners,
we've had to keep in mind the library is [inaudible] with the capacity for
assuming full administrative control over these materials.
This has been outsourcing much of the administrative process to our partners.
Generally speaking, our partners will collect the primary files,
whether it's in honors thesis, a poster,
or a set of files that compose
a capstone or some other degree confirming project,
along with a pre-established set of metadata associated with those files.
Many of these workflows closely approximates those we've set
up for processing graduate and professional degree ETDs to Vireo.
But we could be running these partnerships much more
efficiently by setting them up as
a separate workflow for senior honors thesis or capstone projects
to have a certain departments in Vireo 4.
By folding these workflows into Vireo 4,
again we'll be alleviating some of the quality control and
metadata remediation labor that
takes place in the libraries. I'll leave it there.
- Thank you, Taylor.
I believe that's all for me,
so I'm going to stop sharing now. [LAUGHTER]
- Thanks.
We did have a couple of questions that we have a little time for.
Jon, Stephanie Larrison asked if
the grad school or medical school staff participated in the pilot,
curious about the non-administrative point of view of Vireo 4.
- They participated slightly.
I shared all the information,
they were able to log in and view.
They really do like the way it looks.
They can see the benefit and how it's going to help them as they move forward.
- There was a comment from [inaudible] as well.
[inaudible] , I know that you and Mike before, you might want to say this.
- My comment was we've already incorporated a way so that we can
make sure that people from a lot of department, for example,
can't see the input from departments
they're not part of because you mentioned that
you wanted to filter out
the amount of stuff people can see that might be interesting as well.
- Yes.
- That was it for the questions that I saw in the chat so far.
Thank you so much, pilots.
Very much appreciate it,
not only for participating and being patient as
Frank and the other developers worked through bugs and fixes and adjustments.
We know it's a lot to take on if you decide to pilot a big change in software.
Thank you so much and thank you for sharing your experience with us.
We have just one more section this morning before we take a 15-minute break.
I'm just going to go through a few things about
our rollout of TDL upgrades and some new training materials.
I'm not sharing my full screen
because I was having some Internet connection difficulties.
This feels safe, I'm going stick with this for right now.
TDL's own upgrades and content migrations from Vireo 3-4,
as Frank mentioned earlier,
are taking place right now,
and they'll be going through September.
It's going to happen in several steps as he alluded too,
and it's going to require several interactions between
TDL and our member institutions as we go through the process.
There'll be a period where, for instance,
the Vireo 4 migration instance and
the member's current Vireo 3 production instance will both be active,
and that's an undetermined period of time right now.
Basically, this is going to allow the user and
their colleague time to customize and test drive
Vireo 4 and make sure they're ready to the switch over.
Then when it's time to completely migrate to Vireo 4,
then a final migration of all that interim activity that they did on Vireo 3,
while they were still learning Vireo 4,
can then be ported into
the running Vireo 4 instance by the lead TDL developer Frank.
TDL and the steering committee are also creating and have
created training materials for TDL members and for the greater community.
The steering committee actually updated the user documentation for 4.0,
which can now be found on the Vireo User Group wiki,
which is replacing the Vireo Users Group websites.
If you still use the website,
note that we are in the process of moving all of
the relevant content from that into the wiki,
and we're deprecating that site,
so it will not be kept up to date.
We have a big banner at the top that tells you that as well.
Don't be surprised, we're moving it over.
I have included links to the documentation wiki here in this slide,
and it's also in the notes,
and Billie shared it as well earlier.
If you're in the agenda today,
you're also in that Vireo User Group wiki.
TDL has also created some documentation
to help our hosted users with starting up in the new Vireo 4,
and with the process of
the upgraded migration as I briefly
described and as Frank talked about earlier.
Users is, at large,
I think might also find this information helpful,
though I just want to specify that they're getting started,
and migration frequently ask questions that I have listed
here are directed specifically at TDL member users of Vireo.
But again, I think it could be useful for others,
and we'll probably include another version of that that's more
generic to the wider Vireo user community documentation.
Finally, the fabulous Stephanie Larrison,
who you heard all about today,
created an excellent YouTube video about what's new in Vireo 4,
so the content that Billie shared today,
her adaptation came from that series.
You can find that on the Texas Digital Library YouTube,
and we've got it linked in our documentation as well,
and I've got it linked here on the slides.
We also have, if you all remember,
some short training videos that are more introductions to Vireo,
Vireo step-by-step training and how to.
We're working on getting updated versions of those for Vireo 4 over the summer.
You'll see announcements about that too coming soon.
Other than that for the TDL members,
and I know that's a lot of you,
but not everybody on the call today,
we do have a TDL hosted members-only webinar training for Vireo 4 next month,
the 17th of July.
We did share that invitation to the TDL Vireo service listserv,
as well as the TDL member listserv.
But if you didn't see it and you are
a TDL member interested in attending that training,
please do reach out to support@tdl.org and let us
know to make sure that not only that you're invited to that event,
but also that you're subscribed to
the appropriate lists to get your news about Vireo.
With that, we have about five minutes for some Q&A before we take a break.
I'm not seeing anything coming through the Zoom,
but if you want to unmute yourself and ask something or make
a comment about anything you've heard so far or anything at all, please do.
I'm not seeing questions coming through,
so I'm going to recommend,
I'm still watching, but I don't see anything.
I'm going to recommend that, for the break,
you mute your mic and video.
Since we're a little bit early here,
lets say to be back,
we will get started to talk about Vireo Futures at 12:35.
So we will start back at 12:35,
go ahead and mute your video and your cameras and come back
to us in 15 minutes. Thanks everybody.
Hi already folks, welcome back.
I hope you were able to have a nice break,
get some stretches, breathe some air.
We're entering into our final part of this Vireo Users Group meeting today.
Before we dive in to Frank and Chris
talking about Vireo Futures, I just want to remind you,
if you had a magic wand,
what would you add to Vireo?
What would it look like in the coming years?
Please do add that to chat or to the community
notes so that towards the end during our final discussion,
we can share some of those ideas with you all.
With that, I'm going to go ahead and stop sharing and hand back
to Frank to share his screen. All yours, Frank.
I'll let you know as soon as I see it.
- But I had it working.
- Good, get in there.
- There we go. Okay.
- Awesome.
Yeah, there it is and you sound great.
- But actually I
will hand it over to Christopher Starcher and he can start us off.
- Welcome everyone, I'm glad you're here.
I have accumulated multiple hats during my time being involved at Vireo.
I want to put on one of those specifically,
and that is the hat of being
product donor for this portion of the presentation.
I realized that the future of Vireo for most of you,
specifically in the short-term,
has been discussed in the previous slides about Vireo 4.
Migrating to Vireo 4 and learning to use
the new interface and functionality is your most immediate focus.
However, it is important for
the Vireo User Group Steering Committee to
begin to look beyond the current state of Vireo,
and to begin planning for the future.
The purpose of this section of the presentation
is to inform you that we have already began
this task and to reveal our thoughts
about the short-term and long-term goals for Vireo.
They were in due the next slide, Frank, there you go.
- Sorry [OVERLAPPING].
- It's okay, that's all right.
There were two primary reasons for the development of Vireo 4.
The first was to improve and to add functionality to the system.
As you've seen in previous slides,
Vireo 4 has many updates and many new features.
The second reason was to upgrade the code-base.
Vireo 3, as Frank mentioned earlier,
relied on code that was at
end-of-life and no longer being supported and maintained.
You've got the next one, Frank?
Vireo's future resembles its past.
The primary impetus for future versions of Vireo will also be to
improve and add functionality and to upgrade the code-base.
Frank will now outline the major components we have currently
identified for our short-term and long-term vision for Vireo.
Please note that these are
preliminary ideas that will change as we move forward.
Once you have settled into Vireo 4 and
feel comfortable with the functionality of the new system,
we encourage each of you to participate in
this conversation about the future of Vireo.
Vireo is a community,
and we are all responsible for its progress.
Each of you have the opportunity to shape Vireo's future.
Now I'll turn it over to Frank.
- Thank you, Chris. Yes, these ideas,
this is blue-sky thinking for a lot of them.
Many of them may really just affect developers and deployment.
Some will affect users.
We want to hear more ideas of improvements that will be noticeable by users.
We're looking at the next iteration of Vireo 4 and beyond.
As Chris mentioned, there's ongoing bug fixes.
There's metrics that we run,
there are tools that we run that give us hints about our code quality.
One of the things enhancement,
and it's just paying more attention to that and
actually taking the heat, some of its idea.
It's an automated process so you don't trust it blindly,
but still, we need to pay more attention to that.
I mentioned user-interface updates.
Obviously, user-interface updates are going to
be something that we want to do for the user.
But also we have some automated testing that we use.
When you use automated testing,
when you do a change to the software,
you find out if you've broken something that you may not
otherwise notice because if you go through it manually,
it's very tedious and you may make mistakes,
and it's hard to be comprehensive in your testing.
We want to create bigger test suite.
We have a little bit of a test suite using selenium and protractor,
but if we do some UI updates,
we can make some changes that will allow
selenium and protractor to be more comprehensive and do better testing.
These are some of the things, like I said,
these maybe more developer-centric,
but they have real implications for the users.
The other thing is easier and varied deployment options.
We've experimented with Ansible for own deploys,
I have built a docker
and I don't know if it's still in the GitHub, I believe it is.
It may need to be updated,
but to deploy using docker.
This will make deployment a lot easier especially in non TDL institutions,
but TDL as well.
If we open up the ease and variety of deployments that we enable,
its just going to save us a lot
of trouble ourselves and also possibly help this time.
It's just convenience factor.
Other things that are going to happen sooner.
We, of course, want to get much more community involvement.
We want other people to be able to contribute
and you've seen a little expansion to that.
There's been a couple of people that have
made some nice bug fixes and they're getting started.
Now, but some of the things to really guide that,
it can be intimidating to jump into a big open source project
and you having instructions on how to contribute,
knowing a little bit about the process and policies,
knowing something about coding standards,
also providing a developer guide,
these things make it a lot easier to jump in and to know if
your contribution is going to be helpful with this of the right plan.
Knowing the vision, what we want to do next.
Of course, obviously there's bug fixes that are specified in GitHub issues,
but not everything is going to be software.
People can contribute by updating documentation,
updating read-me files, there's a variety of things someone could do,
and testing, just providing testing feedback and creating those issues.
Identification of starter issues.
You're new to the project,
you want something simple to really get your feet wet with,
having that list of starter issues for new developers is very helpful.
When I came onto this project,
Vireo 4 was well under way and it was
helpful for me to have some starter issues to bring me on board.
Of course, the steering committee.
It does the prioritization and figures out
what of these issues will be of the next priority to be fixed.
There is guidance after the fact too,
but it's nice to have that input and all those ideas.
Other things for later down the road,
Vireo currently uses AngularJS.
There's a more modern version of Angular and it's
a watershed difference from AngularJS.
It gives a lot more flexibility,
you can provide good separation between the rest API and user interface.
These are some things that the user may or may not notice,
the developers certainly will notice.
Hopefully, it will translate into a better experience for the user.
Of course, that's the ultimate goal.
Other things is there maybe
some components that we can break off into separate services.
This leads to better testing,
it leads to better if you make a change,
you're less likely to interfere with something that's already existing.
An example of that might be just a separate detached service
that reads from the same database but can provide exports.
These are just the basic ideas to kick off the conversation.
There are many more things that we have not
conceived of and want to get ideas,
we only get ideas from the greater community.
I'm going to stop the screen-share and open up for more conversation.
- Thank you so much Frank and Chris,
and I want to echo what Chris said,
especially that we're really excited for folks to
dig into Vireo 4 partially because then we'll be able
to hear more about what you want to see past Vireo 4 and what comes next.
I know that getting started with Vireo 4,
that's the big hurdle for a lot of folks.
But once you get in there or really,
we at TDL and I know the steering committee is excited
to start over the next couple of years
to really thinking about what we're doing next.
Are there any questions?
I'll pause real quick here to see if there are any questions for Frank or Chris
about anything that they just shared or any development-specific questions.
Again, you can feel free to unmute yourself if you'd like to at this stage.
- I just want to re-emphasize that we're looking at it as a developer.
I am, specifically.
So we really need that respective of the users for
what they would find useful in their own workflows.
- Emily, I'll hand over to you.
I know that we've had at least one addition and you might
have some magic wand wishes as well.
So I'll let you read this next part of the discussion.
- Thanks, Courtney.
The only thing that I see,
and I saw a chat message pop up here a second ago.
But the only thing I see is in the community notes and it says,
"Please name the uploaded file after
the author's last name and not the submitter's last name."
This particular university has
staff uploading theses for the departments not the student, and so I guess,
they're asking for some more customization as to
what the file would be named as.
Is there anybody else that has, we've got more.
User friendly or errors is one of the things that we would like.
Roko, can you talk a little bit about what you mean by that?
- Well, from the backends where mostly our administrative staff,
they'll be looking at what the students put in.
You sometimes get a 500 error and to them that means,
"Oh, dear, I broke something."
That is something that we don't really like.
It's more for programmers to see 500 error.
They should get some more,
2.5 or maybe contact your administrator or something like this.
- It is not even that useful for programmers.
I agree that that is a excellent point.
We do need to add the user interface present something more meaningful.
Some of these errors are not showstoppers
for when someone's actually operating the things.
Yes, they shouldn't always have an "Oh,
dear" moment because there is some unknown error.
I agree. Absolutely.
- Another thing I noticed was that sometimes if you get an error, for example,
if something goes wrong with the deposit and you
try to redeposit the same thesis,
you get the same 500 error without doing anything.
Wherever this thesis pops up,
so if in the submission list to the end user,
it shows this 500 error.
- Yes.
- I'm not sure if this bug has already been fixed,
and I think my colleague has already mentioned it.
- No, but I agree that that should be something that should get fixed.
It's one of those things, there's so many things,
you get used to them.
Well, we'll get to that later.
But yeah, that is definitely a quality of use issue. I agree.
- Looks like Roko you have another one,
importing and exporting a specific organization structure
and deleting theses GDPR.
- Yeah, I would really like to,
once I've set up a system,
I would like it to be able to export it and
import it into a new environment if needed.
It's also to keep maybe things like test servers and production servers apart.
To us it'll be really helpful to just have a simple export
of all setups so you can easily deploy a new version of the server.
The other one is that we don't want to
have another place where we store a lot of personal information,
like e-mail addresses, etc from our students.
The information in the system has to be removed after a certain amount of time.
Actually, I think that once something has been deposited and gets approved,
a reaction from the coupling,
like this word coupling,
it should already be removed after let's say two weeks or something.
- Are you saying automatically removed following an export?
- I think it would be best if you could set
it up that you want to have it removed after,
let's say an amount of days that you want to keep it because
Vireo is just for entering the thesis into the repository,
it should not be the place where the thesis stay as well.
- I agree, and sometimes historically,
some institutions have used it as a repository.
But yes, it is indeed a tool for processing and then export.
We have to figure out a way that we're not going to prematurely delete
something before we're certain that the process is done.
Yes, that does sound useful.
- Roko, can I ask you a question? This is Courtney.
Forgive me for not knowing this,
but at your institution,
do you have developers who are interested in contributing to Vireo?
If so, it would be helpful to hear what else we could
do as the lead developers to facilitate that better.
- Well, currently we have one developer working on it.
He also contributes Rama [inaudible].
- Yes, he's been very helpful and yes,
very good at finding bugs.
- I've done some minor things,
but I will usually communicated through Rama.
So yes, we do have developers and they already contribute. [LAUGHTER]
- Yes, we definitely have seen Rama. Thank you.
[LAUGHTER] Thank you so much for that.
We appreciate it. Any help is welcome.
- Does anyone else have any wishlist items they'd like to share?
I think for me, one of the things that I would
love and I don't think it's in Vireo [inaudible].
I'd love the post-it notes to be able to give students additional information,
but I'd like to be able to pin them at certain parts of
the screen rather than all of them line up at the top,
and I had some trouble too at adding post-it notes.
If I wanted to add a post-it note,
I couldn't add it to a specific place,
so I had to copy and paste all of my text and rearrange it that way,
and so a little bit more ability to maneuver those post-it
notes both on the backend so that it would help
students would be really helpful I think.
It looks like someone is saying that they'd like
their post-it note to support BR.
- I think that's just an HTML line break.
- Got you. Is it possible
to either turn off the note function within
submissions or to get an email alert when a student leaves a note?
It is currently easy for us to miss
notes within a submission written by a student.
I totally agree with that,
and that would be fantastic.
Sometimes what will happen is a student
will leave a note in Vireo and we don't know that it's gotten
there until maybe even days or weeks have gone by and
so we can't address that note as quickly as we would've liked.
I think we have that same issue.
Any other thoughts?
Walker says works can be resubmitted without the repository knowing it?
I think there's a feedback missing in their Mets.
- I can comment on that.
Once you have published something,
you can then submit it again and because there's
no users port connection because
the repository handle that's
connected to it isn't in the Mets of the second submission,
you actually get duplicates.
So that's something that I think might be missing from
the Mets thing in the specifications.
- I'm sorry, you get a duplicate in the Mets file and the Mets.xml.
- No, you get a duplicate in the repository because
the repository doesn't know that it has already been submitted.
From the port connection,
you get a parameter back which tells
you what item number there is in repository.
This number isn't used in the Mets code,
which sends it to repository.
So you can resubmit without overwriting the previous submission.
- Okay.
- Billie is saying that
it would be helpful that once a student has made the submission,
if the student could go back in and edit their abstract.
Right now only those on the administrative side can make these changes,
and students are often tweaking their abstract.
Susan says it would be great to have a way to be
notified when the approver leaves any comments in the approval,
like a request to change embargo.
Susan, are you saying it would be nice if we could be
notified if the student is making
a change they've made a note in the submission?
- The thesis had already gone to the approver and
the approver went ahead and approved
the embargo and then they wrote a note
saying they'd like the embargo to be changed.
When we didn't see it because we didn't see the note,
they got mad at us.
So a way to that,
if they leave a note in
that approval form that we would be notified to know and go check it.
- Yeah. Exactly. Okay. Thank you.
Fred is asking, "Does the Vireo 4 allow
SWORD deposit default to DSpace for different dock workflows.
For example, grad degrees automatically set to SWORD deposit to
collection A and undergrad degrees set to deposit to collection B?"
- I know that you can set two different or multiple deposit destinations,
but I don't believe you can tie a particular default
to a particular workflow or group degree sets.
I don't believe that's possible.
It's possible but it's not done.
So that's a good suggestion.
- Does anybody have anything else to share?
You can leave a comment or you can unmute yourself.
- I think there's still book in
the deposit locations because if you have one deposit location,
it should automatically deposit there.
However, what we've noticed is that it still asks you for the deposit location.
So maybe it's something that hasn't been put to the final version of Vireo.
What I also noticed is that we can't remove deposit locations
and we can't alter deposit location.
So for example, if you are already have your deposit location,
but you make a slight change in the collection that you would like to
use within this deposit location, you can't do this.
I'm quite sure that you will probably already has this on the bucket list
and that you're solving it but just to mention it.
- Thank you.
If no one has anything else,
I think, Courtney, I will turn it back over to you.
- Thank you. I knew as soon as we had one,
we would start a conversation.
[LAUGHTER] Thanks so much for doing that,
Emily. I appreciate it.
We've collected all of that feedback.
Frank, did you have any comments about any of
the potential bugs or about how you'd like to hear about bugs?
Because some of these did come up or we weren't sure if they
were a bug or not or something that was going to be fixed.
- There is no harm in listing it either on
the LISTSERV or on GitHub.
If it's not a bug, it's probably something that needs
clarification and the documentation anyway,
so we're happy to hear about any of those.
- We're not going anywhere after the meeting today,
so if you think of something later,
reach out to us via the Vireo, users group,
LISTSERV, or if you're a TDL member,
you're also welcome to reach us at support@tdl.org.
So now it's time if there are
any final questions or discussion that you all would like to have,
something you didn't hear today that you wanted to hear,
now is the time because we're going to close down soon.
I really appreciate it that so many of you have stayed through today.
It's been really great having such a large meeting.
Again, we couldn't have done this at TCDL.
Usually, it's about a third of
the attendees that we saw at our highest attendance today.
So it's been really good to be able to have so many folks nationally and
internationally in addition to
those folks in Texas who would be attending TCDL.
So thank you. We've got some people already bouncing to other meetings.
Thank you, Taylor.
Thanks again so much to
the steering committee for helping put this together today,
for helping us keep up with documentation,
and helping us shepherd through Vireo 4.
Thanks to Frank, who over the last two years,
his entire work life has been Vireo 4.
[LAUGHTER] We do have from Fred here.
I'm seeing Frank regarding his previous question;
does he need to add this request
setting different defaults to our deposit locations to a wishlist,
or is it enough to bring it up here?
Just for me, Fred,
and I'll let Frank answer too,
we're capturing all of this in the notes from today,
so everything that goes on the wishlist,
we'll make sure we're tracking and making sure
it's compensated in issues or somewhere else.
Frank, do you want to add anything?
- No. I agree with that. It sounds to me more of a wishlist item.
If it turns out that it's an issue,
we can go ahead and create it from that.
We have to triage things to wishlist,
bugs, or documentation issues.
So, yes, it is captured. Thank you.
- Yeah. So I'm sure,
as everyone knows too,
Vireo 4 is our biggest priority,
especially from TDL getting all of our users migrated up until September.
So when we'll start prioritizing and looking at
wishlist items and new development
is likely going to be more in the fall and winter,
and you'll be hearing updates about that from the steering committee as well.
Again, we'll also be working on their short intro videos,
updating the videos Vireo 4.
So that'll be available to the user group in addition
to the updated user documentation which is already available.
Whitaker is asking how many Vireo 4 instances are live already?
- Well, there's the three pilots,
there's the test-etd, even experimental-etd.
So in regular use,
I don't know what institutions would be on TDL or making regular use of it.
- Yeah, nothing in production as far as I know either.
- That's what the summer is all about.
- Yeah. I'll wait about another minute for other questions and remember,
you can unmute yourselves as well if you'd like to ask
a question or just say something. We'd love to hear you.
I've been told that waiting 90 seconds is the official amount
of time in Zoom [LAUGHTER] to give people who are hesitant to contribute.
I think we're good.
I'm going to go ahead and close our session for today.
Again, this was recorded and we will be providing this recording.
I just want to thank everyone again for coming and staying.
We'll provide the notes as well.
Those shared notes are going to stay available and you'll
be hearing from us more over the course of the summer as
we continue adding training materials
and talking about what the Vireo's future is going to look like.
Take care anybody. Thank you steering committee.
Thank you presenters. Bye everybody.
- Okay.