User guide

Sarah Jones edited this page Aug 13, 2017 · 9 revisions

User interface guidelines

Create a plan

When you first login to the tool, you land on the ‘My Plans’ page. From here you can edit existing plans or choose to create a new plan.

My plans

When you choose to create a plan you are presented with a few questions. These help us to determine which template and guidance to give you.

  • If you are responding to a funder, we will give you their template. There may be additions to this that come from your institution e.g. example answers, tailored guidance or additional questions
  • If no funder template is applicable, we will give you your institutional template, if there is one.
  • If no funder or institutional template is applicable, we will give you the generic DMP template, based on the DCC’s Checklist for a Data Management Plan

Some institutions and funders (e.g. Cancer Research UK) have more than one template so you may be presented with an additional dropdown to select which one to use.

Create new plan

Please note that the research organisation and funder boxes are dropdown fields. If you start to type an entry, this will open up the dropdown. Please select an entry from the list as typed responses will not be accepted and you may get an error that the plan can’t be created.

Invalid entry

Make guidance selections

You can now adjust the guidance display as you are writing your plan. This allows you to search for more if there is not enough support, or lets you switch off guidance if it is too detailed. Guidance selections are made on the ‘Plan Details’ page.

Guidance selection

Your institutions guidance is selected by default but can be switched off. There may be optional departmental guidance too (e.g. Roslin Institute) or guidance from third-party organisations such as the Digital Curation Centre. Guidance from other institutions can also be added to your plan. Click to open to dropdown list and select one or more to add.

The template owner’s guidance (in the case of the screengrab above, NERC) cannot be switched off as it belongs to the template and is not an option being overlaid onto it.

Admin interface guidelines

Transfer a customisation

Many institutions have customised funder templates by adding sections of their own with institutional questions, example answers or other annotations such as guidance for a specific question.

When the funder template is updated, any institutional customisations are pending, awaiting transfer. You will see a notice to inform you that the funder template has changed since you added your content. Click to ‘transfer customisation’ so this is copied through to the new version of the template for you to review.

Transfer customisation

Check through your content to make sure everything is still relevant. The funder may have changed questions or sections so examples and guidance may need re-writing. Any questions you ask should also be reviewed in case these are now covered by the funder.

Once you are happy with your content, click ‘publish’ to make the changes live.

We plan to add notifications to alert you to changes and explain what questions and sections have been updated.

Add guidance or example answers to a funder question

If you want to add guidance to a specific question, you can now do this directly when customising a funder template. Click to 'customise' or 'edit customisation' from the funder template table, and navigate to the relevant section. You will see a button to 'Add annotations' adjacent to every question.

Add annotations

Once you click to 'Add annotations' two new fields will appear: one to add guidance and one to add an example answer.

Add annotations 2

Edit organisation details

Under the ‘Organisation details’ tab, you can add details about your university services.

  • You can add an abbreviation for your institution. This will display on your guidance labels.
  • You can add a logo to display in the top banner.
  • You can add some text to appear in the top banner. This could point to your helpdesk, RDM policy or guidance webpages.
  • You can add an email address. This will be used to alert you to requests for plan review (feature forthcoming).

Organisational details

Assign privileges (grant admin permissions)

Under the ‘Users’ tab, you will see a list of all users in your institution. Admin users can now assign rights to others. Select the option to ‘edit’ in the Privileges column.


You will typically see a list of 4 permissions, or 5 if using the API. Hovering over any of these will explain what the privilege pertains too, namely:

  • Grant permissions: assign rights to others in your institution. You can only assign the privileges you have.
  • Modify templates: create new institutional templates, edit existing ones and customise funder templates
  • Modify guidance: create and edit guidance
  • Change organisation details: amend institutional details (name, abbreviation, URL etc) and add basic branding such as a logo
  • Use API: provides you with an API token and grants rights to harvest info from the tool
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