Adding File Tags and Description Notes

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Post-Uploading Activity

Note 1: There’s a known bug with Dataverse Version 4.6.1 where adding File Tags and Descriptions Notes immediately after uploading the files and/or folders causes the information not to be saved. If you do this, you will notice that your information disappears. Instead, you need to upload the files and/or folders, save the upload and navigate away from the Dataset briefly. You can then re-enter the Dataset, navigate to the file metadata edit page and continue adding the File Tags and Description Notes to your files from there.

Note 2: Although possible, it is not recommended to upload folders containing multiple files to a dataset unless absolutely necessary. File Tags and Description Notes can only be added at the top level within a dataset. Therefore, with a folder that contains multiple files, only the folder itself can have File Tags and Description Notes applied to it. This makes it difficult for secondary users to quickly and easily identify the files contained within the folder and when identified, makes it almost impossible to understand the files content without actually opening the file.

Once the Data Owner has uploaded and saved the Data Files and Supporting Documentation to the dataset(s), it is important to add File Tags and Description Notes to each file (or folder) as these tags will appear in the faceted search interface in the left sidebar of Dataverse when ‘Files’ are selected as part of the Dataverse search function. Anyone then searching for a tag name that you have entered will discover it. As these tags appear in the sidebar, it is important that terms are spelled correctly as every different tag (i.e. misspelled versions of the same term) will be displayed. This clutters the search window unnecessarily. and makes it more difficult for others to locate your work.

Adding File Tags and Description Notes Guidance Information

Opening the File Tag and Description Note Window

For all Data and Supporting Documentation files and/or folders added to the dataset, File Tags and Description Notes should be added by:

File Tags and Description Notes Add Edit Metadata option.JPG

1. Clicking on the appropriate file or folder from within the dataset and then selecting the ‘Add + Edit Metadata’ button as shown in the diagram opposite. 

This will provide you with access to the File Tag "Edit" selection window shown in the second diagram.

File Tag window selection options.JPG
2. Select the "Edit" and then "Tags" options.

This will present to you the File Tag window.

Editing the File Tag

File Tags selection option.JPG

When presented with the "Edit Tags" window you should:

3. Select the appropriate File Tag from the drop down menu and save your changes by pressing the "Save Changes" button. As per the diagram opposite.

The ADA recommend listing up to three File Tags to enable easier browsing through dataset files.

Creating Custom File Tags

Where an appropriate File Tag is not available from the dropdown selection, the Custom File Tag option can be used by:

3.a Entering the required tag details in the "Add new file tag…" free text field, selecting the "Apply" option, and saving your changes by pressing the "Save Changes" button. See the diagram opposite.
Custom File Tags option.JPG

The following Custom File Tags are recognised by the ADA and should be used with the appropriate file of folder type where applicable:

a. User Data Manual

b. Data Dictionary

c. Codebook

d. Questionnaire

e. Report

f. Notes

g. Coding frames

h. Forms

i. Images

j. Maps

k. Publication

l. Other

m. Consent

n. Restricted Access File

o. File Type (SAS, Stata, CSV, SPSS, Excel etc...)

Custom File Tags other than those listed above can be added where absolutely necessary, but their use is not recommended in order to try and maintain consistency of information across all datasets.

Confirmation that File Tags have been correctly assigned

Confirmation of correctly assigned File Tag.JPG
4. You should confirm that the File Tags have been saved to the file or folder correctly by looking at the Tags listed under the file in the dataset.

The File Tags should be visible at the bottom of each file section.

Entering Description Notes

Description Note free text field.JPG

If you have just assigned and saved your File Tags, the "Edit Tags" window should still be open, however if you have already saved and closed the window, the "Description" field can be accessed again by navigating back to the "Edit Tags" window as detailed above.

5. You should complete the Description Note for the field by entering a brief outline of the contents of the file or folder in the "Description" free text field. 

The Description Note should provide the user with an understanding of the file or folders content without having to open it. For a Folder containing multiple files, this could include a list of the files contained within the folder.

Complete File Tag and Description Note Example

A complete file or folder upload with File Tags and Description Notes added will be easily searchable to the user via the File Tag metadata. When located, the contents should be readily identifiable from the Description Note. A completed example can be found below showing both Custom and Standard File Tags.

Example of completed File Tags and Description Notes.png