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This feature must be  enabled by the System Administrator for End Users to be able to submit records through the Search Portal (or OPAC). Typical uses of this facility include the submission of:
  • electronic documents
  • interlibrary loan requests
  • enquiries
  • titles to purchase 

Administrative staff are notified by email of the submission, and can review the record that has been created automatically in the database following submission,  to determine  whether it should be Published or not. Optionally, emails can be set up to be sent to the End User to inform whether their record submission has been accepted or not.

The End User Submission form is presented based on one of the Record templates that have been created in the database by the System Administrator. The form can be customised so that a limited number of fields are presented to the End User so that it is simple and easy to complete. The form can be set up to allow the End User to upload an attached document into the database as well as enter text. 


The form presented as an End User Submission form can have most of the instructions, text, headers and buttons customised and changed in System Management (Resource String Translations).


The process the End User follows when submitting a record is depicted below.

To access the function, the End User clicks on "Submit Document" or "Submit new record"  (whatever text description is determined appropriate).

This can be located as a button in the Search Portal or can be a menu item if in the original OPAC screen. It is more likely today that this is a button or link in the Search Portal.



The application presents a form for the End User's details to be entered.

If the End User is set up with Single Sign On this is completed for the End User and it is simply a matter or the End User to confirm and more to the next step. 

Step 1 - User Details

The user fills in their details on the form.

Only email address is mandatory - this is used to notify the user of the outcome of their submission.

The address type entry allows the user to choose what type of address they enter i.e. a Home, Work or Office address.

Click on the Next button to continue to Step 2.

Step 2 - Selecting the type of material (optional)

The End User is promoted to select the form relating to the type of record submitted. This step is often removed by the System Administrator setting the system up so that only one type data capture form is presented to the user, thus eliminating the need for any selection, thus simplifying the process:

The user:

  • Selects the appropriate Content Type from the drop-down list.
  • Selects the appropriate Record Type from the next drop-down list.
  • Clicks on the Next button to continue to Step 3.


Note that this step is omitted if the End User is presented with only one form to complete (there is no need for the End User to select the type of content)

Step 3 - Entering data into the record 

A new record data entry form is displayed:

The End User enters data into the fields on the form and can click on Preview Submission before submitting the form

The record is displayed 

The End User can now submit or continue editing the form:

  • Edit submission to make further changes to the record
  • Submit to submit the record to Administrator staff for further processing approval

Step 4 - Confirmation

The form is removed and the display changes to confirm that the record has been submitted. 

The text of the message can be amended and changed by the System Administrator so that it is appropriate for the type of application that this is being used for. 

The End User can now:

  • create another record, by clicking Submit New Document
  • click Finish to return to the search screen 

See Also