D1.2 H2020-ICT-731869 Co4Robots June 28, 2017

the project’s efforts in this area. At any time, the Data Management Plan will
reflect the current state of the consortium’s agreements regarding data
management, exploitation and protection of rights and results.

#  1.4 Outline

For each partner involved in the collection or generation of research data a
short technical description is given stating the context in which the data has
been created. The different data-sets are identified by project wide unique
identifiers and categorized through additional meta-data such as, for example,
the sharing policy attached to it. The considered storage facilities are
outlined and tutorials are provided for their use (submitting and retrieving
the research data).

#  Chapter 2 Data Sharing, Access and Preservation

The digital data created by the project will be curated differently depending
on the sharing policies attached to it. For both open and non-open data, the
aim is to preserve the data and make it readily available to the interested
parties for the whole duration of the project and beyond.

##  2.1 Non-Open research data

The non-open research data will be archived and stored long-term in the
**Alfresco** and **GitLab** portal administered by PAL.

  * The **Alfresco** platform is currently been employed to coordinate the project’s activities and tasks, as shown in Figure 2.1. 

  

Figure 2.1: Alfresco interface to manage project tasks, data and assignment.

  * The **GitLab** platform is mainly used to develop and store all the digital material such as sensory data, source code and simulation/experiment videos, connected to Co4Robots, as shown in Figure 2.2. 

  

##  2.2 Open research data

The open research data will be archived on different platforms depending on
the preferences of each partners.

D1.2 H2020-ICT-731869 Co4Robots June 28, 2017

Figure 2.2: GitLab interface to manage software collaboration and
distribution.

  * Scientific reports and publications will be uploaded to various open-access archive sites such as DiVA portal (  http://www.diva-portal.org)  and arXiv (  https://arxiv.org/)  . 

  

  * Software, experiment data and source codes that can be open to public will be published via **GitLab** as open repositories. 

  

Finally, each uploaded data-set is assigned a unique URL or DOI making the
data uniquely identifiable and thus traceable and referenceable.

#  Chapter 3 Description for Alfresco

Alfresco is a useful Enterprise content management (ECM) to organizing and
storing an organization’s documents, and other content, that relate to the
organization’s processes. In our case the organization is Co4Robots. There are
mainly 3 kinds of functional lists:

  * Workflow. Any user can assign tasks to any project mate or also to yourself to remember something to do. Other users can review and approve them (see chapter 3 of the manual for details). 

  

  * Sites. (see chapter 4 of the manual for details). 

    * Project Consortium. This site provides information about the project Partners, their logos, their web pages links, a calendar of the tasks and all the users that are enrolled to the project. 

  

    * Discussions. This is the communication site. Here you can open a new topic issue to comment with your team mates. 

  

    * Wiki. This site is configured to create Wiki entries. Here you can create all the pages that you want. It will be focused on technical issues documentation. 

  

  

  * Documents management and file sharing with version control, share links. 

  

Private areas are also allowed where you have the documents that you don’t
want to share and the project area (shared files). In the project area you can
find all the Work packages folders, also the milestones demos and the Project
Proposal files. You can create documents or upload new ones (see section 2.3
of the manual for details).

#  Chapter 4 Annex: Tutorial on Alfresco

**How to use C4R share & communication platform **

**PAL ROBOTICS S.L. Author: Jesús Planas Sentís**

Pujades 77-79, 4º 4ª Tel: +34 934 145 347 Info@pal-robotics.com

08005 Barcelona, Spain Fax: +34 932 091 109 www.pal-robotics.com

##  Index

  1. Basic configuration 

    1. How to access 

  

    2. Account configuration 

  

    3. Your own Dashboard 

  
  

  

  2. Documents management 

    1. My files 

  

    2. Shared files 

  

    3. Create new files from Google Apps 

  

    4. Modify documents and upload new versions 

  

    5. Share links 

  
  

  

  3. Workflow 

    1. Create a new workflow 

  

    2. My workflows 

  
  

  

  4. Sites 

    1. Project Consortium 

  

    2. Discussions 

  

    3. Wiki 

  
  

  

  5. Other settings 

  

  

###  1\. Basic configuration

####  1.1. How to access

You should have received an email with your login credentials. When you’ll
have it you can access to the platform as:

URL: _https://c4r.pal-robotics.com:8080​_

Username: namesurname

Password: (email)

####  1.2. Account configuration

The first of all that you should do when you’ll access to the platform is
configure your profile. To do this, please follow this steps:

  1. Click on your name located at the top right of the webpage and click on “My Profile”: 

  

  

  2. You should be redirected to your info profile settings. Click the button “edit profile” located at the right side of this page 

  

  3. Here you should fill all the fields that you would like to set up for your profile. 

  

  

####  1.3. Your own Dashboard

At your “Home” page you can see your dashboard. This contains the information
about your activities, your recent files, your assigned tasks and your
favourite sites.

If you click at the gear icon placed at the top right side of this page, you
can configure the display setting as you would like to be distributed, also
you can add dashlets to optimize your dashboard. Is up to you if you would
like to show other information.

Also, at the top of this page you will see a “Get started” guide. This is
related to the functions that are present in this kind of Alfresco platform,
if you would, you can take a look to the videos to learn more about this
platform.

###  2\. Documents management

There are 2 zones where you can place documents:

####  2.1. My Files

This zone is your private data storage. Here you can place documents or any
kind of data that you wouldn’t share with anybody.

Here you can create folders and upload documents. You can drag and drop
documents and folders directly from your computer to the platform.

####  2.2. Shared files

This is the project zone data storage. Here you can find all the Work packages
folders, also de milestones demos and the Project Proposal files.

Here is the zone where you should place all the files related with Co4Robots
European project.

####  2.3. Create new files from Google Apps

This platform have an API that can communicate with your google account if you

have one. If you haven’t avoid this step.

You have the possibility to create new documents like spreadsheets, text
documents presentations with the Google docs applications. Only you should
place in the folder that you want to create the new document and click on
“Create” button.

If you click on any of the Goolge Docs application, you must to sync your
account with the platform and you will be prompted to sync it. Only you should
say yes and allow to the prompted windows.

It’s possible that your browser block any pop-up from the server, please set
up properly the pop-up priorities for this site and allow the pop-ups to bring
access to Alfresco Platform to communicate with your Google account.

####  2.4. Modify documents and upload new versions

Here there are some different ways to modify any document placed at the
platform.

**2.4.1. Modify documents with Google Docs API**

If you did the step 2.3 of this manual you can modify any document with Google
docs API, if you didn’t do this, avoid this step.

If you have any document and you would like to edit it with the Google Docs,
you only should click con the document, open the preview and at the right
menu, you can click on “ Edit in Google Docs” button.

After that you will be redirected to the Google Doc window. Here you can edit
the document and when you finish the modification, you can close it and all
the changes will be stored in your Google drive account.

At your Drive account, you will see a new folder called “Alfresco working
directory”, inside will be the document. To keep the changes saved at
Co4Robots Alfresco platform, you must to go to the Alfresco platform and click
on “Check in Goolge Docs”

When you click on “Check in Google Doc” button, all the changes will be saved
at Co4Robots Alfresco platform and the document disappear from your Google
Drive account.

If you would like to continue editing with Google Docs, you can click on
“Resume editing in Google Doc”, or if you wouldn’t save the changes and lose
all the changes did at the document, you can click on “Cancel editing in
Google Docs” button.

**It’s really important that every time that you finish the modifications on
any document, click on the “check in Google Docs” button to save the changes
properly at Co4Robots Alfresco platform.**

It’s possible that if you try to modify any document setted up with an other
text editor like OpenOffice, LibreOffice or MS Office, will change some
aspects of the document formatting.

If you would like to avoid this possible problems, use the offline editor
explained at the next step.

**2.4.2. Modify documents offline**

This could be the best option to edit any kind of document saved at Co4Robots
Alfresco platform. You can download the file that you need to modify and open
it with your default text editor.

To upload the new version, follow the steps explained at the next step of this
manual.

**2.4.3. Version control and New versions upload**

**2.4.3.1. Version control**

When you click on any document and you open it with the preview, at the right
side you can see all the document options. If you do a scroll down of this
options, you will be able to see all the versions that have this document at “
Version History” space.

You will be able to replace the last version with another older if you need,
you can download older versions and modify it at your computer and also you
can upload a new version.

When you revert an older version, you don’t lose the last version, it will
place a new version of this document and you will be prompted with a windows
that forced you to determine if its a major or minor change. Also you will be
able to place a comment of this revert.

**2.4.3.2. Upload a new document version**

After you edit any document offline with your default text editor, you will be
able to upload a new version of the original document placed at Co4Robots
Alfresco platform.

You only should click on “Upload a New Version” button placed at the right
side of the document Actions menu and follow the steps that will say the
prompted window

This is the prompted window that will appear when you click on “Upload a New
Version” button:

Click on “ Select files to Upload” and select the file. Set if is a minor or
major version and, if you would, you can place a comment.

####  2.5. Share links

All the documents and folders have a link auto-generated and displayed at
“Document Actions” or “Folder Actions” menu at the right side of this document
or folder. It will be at “Share” departament of this menu

You will be able to copy this link and share with your project mates if they
need it to a quick access to the file or folder.

Document link:

Folder link:

You can send it by mail or place it in any Discussion topic or at the wiki
site if you need.

###  3\. Workflow

####  3.1. Create a new workflow

Here you can assign tasks to any project mate or also to yourself to remember
something to do.

You can assign a task with or without a document attachment. To create a new
workflow you should follow this steps:

  * Click on “Tasks” at the top menu 

  

  * Click on “My tasks” 

  

  * At the top of this page, you can see the “Start Workflow” button 

  

  * Follow the steps of the wizard 

  

  * Select which kind of task would you like to create 

  

  * Complete the fields that you need and click on start workflow 

  

○ Take care if the “Other options” checkbox is selected because if isn’t
selected and you assign the task to any mate, they couldn’t be notified be
mail.

● If you have any task assigned to you you will be able to see it at “My
tasks” section.

####  3.2. My workflows

If you click another time on “Tasks” button at the top menu you will be able
to see the “Workflow I’ve started”. Here appears all the workflows that you’ve
started. You can sort it with the items that are displayed at the left menu.
Also here you can start another workflow too.

###  4\. Sites

This platform, apart of the file sharing platform, provides a discussion and
wiki sites that are configured to place any kind of topic that you would like
to share with all the partners of the project. Here I explain how it works.

You can access to the sites clicking on the “Sites” buttons at the top menu.
There you will be able to see different options: My sites, Site finder, Create
site and Favourites. If you click on “My sites” appears a list of the sites
that you will be enrolled.

When you access at first time, the sites will be displayed at this list, but
after that all the sites that you access will appear at your dashboard as a
shortcut list.

####  4.1. Project Consortium

This site provides information about the project Partners, their logos, their
webpages links, a calendar of the tasks and all the users that are enrolled to
the project.

####  4.2. Discussions

This is the communication site. Here you can open a new topic issue to comment
with your mates. To create a new topic, you only should click on “New topic”
button located at the top of this page.

After that, you will be redirected to the new topic creator page, like this
one:

Here you should fill the fields needed and click on save after that.

When you see any topic just created and you would like to reply to it you only
just to click at the reply button at the topic box:

####  4.3. Wiki

This site is configured to create Wiki entries. Here you can create all the
pages that you want. It will be focused on technical issues documentation. To
create new wiki pages you should click at “ New Page” button at the top of
this page.

​ **C4R Alfresco user manual**

###  5\. Other settings

● **Trashcan:** if you click at your profile name at the top right of any page
at the platform you will be able to see “ My profile”. If you click there, you
will be redirected to your profile settings. There you can see a item called “
Trashcan”. This is your recycle bin. If you delete any document and you will
recover it, you only should select the file to recover and click on recover or
delete.

18​