Logging in

There are various ways to authenticate with Kadi4Mat. Each instance may have one or more authentication providers registered, which are briefly described below.

Shibboleth
Shibboleth allows logging in using an existing account of a user's home institution. Each institution needs to be enabled separately in Kadi4Mat. Some institution's identity providers may not release all required user attributes to Kadi4Mat by default. In this case, the administrator of the Shibboleth identity provider needs to be contacted.
LDAP
LDAP also allows logging in using existing user accounts residing in a specific LDAP installation, e.g. in an Active Directory. This method of authentication is not necessarily tied to any specific institution.
Local credentials
This method of authentication uses separate accounts local to this application. Depending on the configuration of a Kadi4Mat instance, registration may or may not be enabled.

After logging in, the navigation in the top left allows access to Records, Collections, Groups, Templates and Users. Each navigation item leads to the respective main page of these resources, where new resources can be created and existing ones can be searched for. Details about those resources are described in the following sections. The navigation also provides quick access to create new resources or search for existing ones. Furthermore, the dropdown menu on the far right can be used to access the user profile, created resources as well as the Settings.


Records

Records are the basic components of Kadi4Mat, as they contain data and connect it with metadata. The data of a record can either consist of a single file or of multiple files (e.g. a series of multiple images) all sharing the same metadata. Records can also be grouped into collections or linked to other records, as described later.

Creating a new record

Creating a new record first requires entering its metadata. This includes basic information, like a title, a (unique) identifier and a description. Additional, arbitrary metadata can also be specified, specific for each different kind of record. This generic metadata consists of key-value pairs, where each entry has at least a unique key, a type and a corresponding value with optional validation instructions. It is also possible to create templates for the generic metadata, as described in Templates. The following types can be used:

String
A single text value.
Integer
A single integer value. Integer values can optionally have a unit further describing it.
Float
A single floating point value. Float values can optionally have a unit further describing it.
Boolean
A single boolean value which can either be true or false.
Date
A date and time value which is selected from a date picker.
Dictionary
A nested value which can be used to combine multiple values ​​under a single key.
List
A nested value which is similar to dictionaries with the difference that none of the values ​​in a list has a key.

Aside from the metadata, it is possible to set the visibility of the record to either private or public, the latter giving every logged in user the ability to search for the record and view its contents without requiring explicit permission to do so. Finally, the record can be linked to one or more collections while creating it, which of course may also be done later on instead.

Once the metadata of the record has been created, the actual data of the record can be uploaded and managed in a separate view, which the application will redirect to. This view is just one part of the record menu, the next section describes the purpose of the others.

Searching existing records

The generic metadata of records can be searched for using the Search extras toggle of the search form in the record navigation menu. It is possible to search for keys, types and different kinds of values based on the selected types. Multiple such queries can be combined with an AND or an OR operation in the form of (Q1 AND Q2) OR (Q3 AND Q4). Exact matches for keys and string values can be required by using double quotes, e.g. "key". Keys inside of nested metadata entries are indexed in the form of <parent_key>.<parent_key>.<key>. In case of list entries, keys are replaced by the corresponding index in the list instead, starting at 1.

Managing existing records

Aside from managing the files of a record there are also some other views, each of which can be accessed through the respective item in the navigation menu of a record. The menu items are briefly described below:

Record

This view gives an overview of the whole record, divided into different tabs, including all of its metadata and files, linked resources and access permissions. On the main overview tab it is also possible to export, publish or copy a record. Publishing records is only available if at least one publication provider has been registered with the application.

Each file of a record also has another navigation menu similar to that of a record, accessed by clicking on the respective file. This menu provides the following two views:
File
Shows an overview about the file with some additional information. For certain file types a basic preview functionality is already built in as well.
Edit file
Allows editing the basic file metadata. Optionally, a description can also be specified.
Add files
This view allows uploading one or more files to the record.
Edit record
This view allows editing the metadata of the record, which is mostly identical to creating a record. The main difference is that it is also possible to delete the record.
Manage links
In this view, a record can be linked to collections or other records. Collections are simple, logical groupings of multiple records, while links to another record can also contain additional information. Currently this only includes the name/type of the link and a timestamp, which is set automatically. Linking resources requires permission to link in both resources that should be linked together. Also, users still won't be able to view any linked resources if they have no explicit permission to do so.
Manage permissions
This view allows to explicitly set access permissions for the record to individual users or groups. Currently, this works through using predefined roles. Details about the specific actions each role provides can be found using the Role permissions popover in this view. Note that group roles are always shown to users being able to manage permissions, even if the group would normally not be visible. This way, existing group roles can always be changed and/or removed, even if a user is not part of the group any more. Such group roles only contain very limited information about the group itself.

Collections

Collections represent simple, logical groupings of multiple records.

Creating a new collection

Creating a new collection is very similar to creating a new record, except that only some basic metadata is necessary. Similarly, no files can be uploaded. Instead, the application will redirect to the overview of the collection right away.

Managing existing collections

Similar to records, collections have their own navigation menu, offering different views for linking resources, managing access permissions, editing metadata and viewing revisions. As the menu items are very similar to those of records, please refer to managing existing records for more information.


Groups

Groups can be used to group several users together, allowing for easier access management.

Creating a new group

Creating a new group is again very similar to creating a new record or creating a new collection. Aside from basic metadata, a group picture can also be uploaded, which will be shown on the group overview as well as on search result pages.

Managing existing groups

The management of existing groups is similar to managing existing records or managing existing collections as well. The main difference is that instead of having a view for managing access permissions, there is a view for managing the members of the group:

Manage members
Managing the members of a group is comparable to managing the access permissions of records or collections, as group membership is linked to the access permissions of a group. Specifically, as long as a user has any role in a group, they are effectively a member of this group as well, while of course also having the respective permissions their role provides.

Templates

Templates allow one to create blueprints for different kinds of resources. There are different types of templates, which define the actual content that a template can contain. The following types of templates currently exist:

Record
Record templates can contain all of the metadata that can be specified for a record, including its generic extra metadata. Record templates can be selected when creating a new record either through the main record menu or when adding a new record to an existing collection.
Extras
Extras templates are focused on the generic extra metadata of a record. Extras templates can be selected and combined wherever such metadata can be specified, including when creating other templates.
Creating a new template

Creating a new template is very similar to creating other kinds of resources. Each template requires at least setting a title and identifier, while the actual template data depends on the type of template.

Managing existing templates

Similar to other resources, templates have their own navigation menu, offering the ability to share templates with other users and groups or to edit existing templates. The latter menu also allows deleting templates. Note that compared to other resources, templates will be deleted directly and are not moved to the trash first.


Users

In this view all registered users of the current Kadi4Mat instance can be viewed. A click on a user leads to their profile page, similar to the view of ones own profile.


Settings

The settings allow managing everything not directly related to the actual creation and management of resources. Similar to managing resources, there are multiple menu items to navigate to different views:

Profile
In this view it is possible to change basic user information, which is displayed on a user's profile. Note that some options might be disabled, depending on the type of the user account.
Password
In this menu, users can change their password. Depending on the type of user account this menu item may be hidden.
Access tokens
Creating a personal access token (PAT) gives access to the HTTP API that Kadi4Mat provides. This API makes it possible to programmatically interact with most of the resources that can be managed via the graphical user interface of Kadi4Mat by sending suitable HTTP requests to the different endpoints the API provides. Detailed information about the API can be found in Kadi4Mat's documentation.
Connected services
In this menu, users can manage their connections with different third party services. Each service has to be registered as a plugin in the application and can be used for different tasks, e.g. publishing records.
Trash
This is where deleted resources can be found, namely deleted records, collections or groups. Resources can either be restored or deleted completely. The latter will happen automatically after 1 week. Note that only the creator of a resource can restore or completely delete them.