Tools

Common Tools

Login
Entry point for the user to access metadata creation and editing functionality not available to the Public.
Logout
Exit point for the user from the metadata creation and editing environment of the application. Selecting this tool will return the user to the Public's view of the application.
Export to XML
Export an existing metadata document from the database into XML format.
Formatting
Changes the look and feel of the metadata document displayed. Users can select their preferred format from the drop-down menu.
Print
Opens the metadata document in a new window, generating a printer-friendly page. From here, the user can select the print icon in their respective Internet Browser and print the document.
Help
Opens the Metadata Index Help File in a new window. Users can browse by tool or task to gain assistance. Both written instructions and Flash movies are available for each task.

Editing Tools

New
Generates a new metadata document. Upon selection of this tool, a new page is called prompting the user to either import an existing metadata document (XML format), or create a new metadata document from scratch.
Save
Saves any changes of the working metadata document to the database.
Cancel
Closes the metadata document discarding any unsaved changes. The working metadata document still exists in the database.
Check-In
Saves and closes the working metadata document. This copy is available to the user from the folder list upon next login. Checking In does not submit the metadata document to the GeoSmart Administrator for publication.
Validate
Checks the new metadata document against the GeoSmart Niagara Metadata Standard. A validation report is generated listing any invalid elements according to the Standard. All metadata documents must be valid prior to submission to the GeoSmart Administrator for publication.
Submit
Sends the metadata document for evaluation by the GeoSmart Administrator. The submit tool automatically launches validation and generates a validation report for the document. Upon approval the metadata document is published to the Metadata Index Application and is viewable by the public.
Browse
Returns the user to the Metadata Index Home Page.
Edit
Opens an unpublished metadata document in the creation and editing environment. The user can make modifications to be saved to the database and/or updated to the Metadata Index Application.
Revise
Opens a published metadata document in the creation and editing environment. The user can make modifications to be saved to the database And republished to the Metadata Index Application.
Delete
Deletes the metadata document from the database. Only the owner of the metadata document and the GeoSmart Administrator can perform this task.
Help Bar
Displays information from the GeoSmart Metadata Standard when a user clicks in a field of the metadata document. This tool is only available in the creation and editing environment of the application.

Tasks

  • Viewing Metadata

    • Along the left-hand side of the application there is a metadata tree. The tree is organized by the spatial data groupings used at GeoSmart. These groupings are as follows:
      • Administrative Boundaries
      • Arts & Culture
      • Benchmarks & Elevations
      • Cities, Towns & Communities
      • Demographics
      • Emergency Services
      • Environmental
      • Geology
      • Health Services
      • Historical
      • Horizontal Control
      • Hydrology
      • Imagery
      • Land Cover & Use
      • Properties & Assessments
      • Public Services & Utilities
      • Reference Information
      • Sports & Recreation
      • Tourism
      • Transportation
    • A description of each grouping is available by selecting the title of the grouping.
    • Individual metadata documents are listed within each grouping. The colour of the metadata document name indicates the status and constraints of the dataset being documented. The colours indicate the following:
      • Green indicates the dataset being documented is accessible to the public - there are no restrictions.
      • Red indicates the dataset being documented is restricted and only accessible to select users.
      • Purple indicates the dataset being documented is of a sensitive nature and some limitations may exist for it's accessibility and usability
      • Orange indicates the dataset being documented is in development (work in progress) and thus inaccessible to most users until its publication.
    • A metadata document is viewed by selecting the title in the Metadata tree.
    • If the user is not logged into the Metadata Index Application, very few tools are available when viewing the metadata. The user can either:
      • Export to XML
      • Change the Formatting of the metadata document
      • Print the metadata document, or
      • Access the help files for the application
  • Filtering a Metadata Document

    • Above the Metadata Tree, a drop-down menu exists which reads "No Filter" unless otherwise specified.
    • To filter the metadata documents available in the metadata tree, Select an option from the drop-down menu.
      • Has Attachments - this filter will only return metadata documents that have downloadable files attached.
      • Organization Names (i.e. Niagara Region, City of St. Catharines etc.) - this filter will return metadata documents created by staff from the corresponding government agency. For instance, if the user picks "City of St. Catharines" from the drop-down menu, only metadata documents created by staff from the City of St. Catharines will be returned.
    • The metadata documents will be reduced in the metadata tree depending upon the filter option selected.
    • To remove any filter applied, simply revert to "No Filter" in the drop-down menu.
  • Exporting a Metadata Document to XML

    • In the Metadata Tree, select the metadata document to be exported.
    • Click on the "XML" button. A file download dialogue is launched.
    • Click the save button in the dialogue and browse to the appropriate save location. The file will be downloaded very quickly and the task will be complete.
  • Logging into the Application

    • From the home page, click the Login button in the top right corner of the application.
    • Enter your user name and password. Click Login.
    • The user is returned to the home page.
    • The user can check the box next to "Remember me" to have a cookie placed on their system that will recall their user name and password for ~ 30 days.
    • Checking the box next to "Change Password" allows the user to change their existing password stored in the database.
  • Importing an XML File

    • In order for a new metadata document to be created, the user must be logged into the Metadata Index Application. (Refer to Task 2: Logging into the Application for more instructions.)
    • Once logged in, the user is returned to the home page and the "New" button is available. Click on the "New" button.
    • Click the browse button beside Step 1 and find the XML file to be imported. Select the file and click Open. The path to the XML file is populated in Step 1.
    • Choose the appropriate type of metadata button that is being imported in Step 2. The user has the option to "Create Spatial Metadata" or "Create Non-Spatial Metadata".
    • The user is returned to the creation and editing environment of the application. The metadata tree is no longer available. Now, a document navigation tree is accessible to the user. Above the Document Navigation folder are buttons to expand or collapse the tree.
    • The user is prompted to move through the metadata document using the document navigation tree. Conversely, the user can select the previous and next buttons above the editing window (to the right of the document navigation tree) to move through the document.
    • As the user moves through the metadata document and selects various elements to make modifications or additions, the help bar is populated with information from the GeoSmart Metadata Standard.
    • When modifications/additions to the metadata document are complete, click the save button to save all changes.
    • At this point, the user must either "Check-In" the document or "Submit" the document to the database. If the user checks-in the document, their work is saved in the database, but not available for publication. When the user logins in to the application again, all checked-in documents will be listed as part of the metadata tree. If the user submits the document to the database, it is sent to the GeoSmart Administrator for evaluation and subsequent publication to the Metadata Index Application.
      • To "Check-In" the metadata document, click the "Check-In" button on the toolbar. The user is then returned to the home page.
      • To "Submit" the metadata document to the GeoSmart Administrator, click the "Submit" button in the toolbar. This triggers the validation process and generates a validation report listing any anomalies in the document as compared to the GeoSmart Metadata Standard. Any errors displayed in the validation report must be fixed before the document can be submitted to the database. Saving after correcting an invalid item removes that item from the validation report. Once all errors are fixed, the "Submit" button must be clicked again, and a message is returned indicating the submission was successful. The user can select "Browse" to return to the metadata index application.
  • Creating a New Metadata Document

    • In order for a new metadata document to be created, the user must be logged into the Metadata Index Application. (Refer to Task 2: Logging into the Application for more instructions.)
    • Once logged in, the user is returned to the home page and the "New" button is available. Click on the "New" button.
    • Ignore Step 1 - it does not need to be completed unless you are importing your metadata document. Choose the appropriate type of metadata that is being created in Step 2. The user has the option to "Create Spatial Metadata" or "Create Non-Spatial Metadata".
      • Spatial Metadata - These metadata documents refer to maps or digital data that contain information about the location, shape of and/or relationships among geographic features. As a rule of thumb the metadata document will include the bounding coordinates, projection information, topology and positional accuracy of the data.
      • Non-Spatial Metadata - These metadata documents refer to tabular data or reports. Non-spatial data is data without a spatial component (geographic location on the Earth's surface), such as a database.
    • The user is returned to creation and editing environment of the application. The metadata tree is no longer available. Now, a document navigation tree is accessible to the user. Above the Document Navigation folder are buttons to expand or collapse the tree.
    • The user is prompted to move through the metadata document using the document navigation tree. Conversely, the user can select the previous and next buttons above the editing window (to the right of the document navigation tree) to move through the document.
    • As the user moves through the metadata document and selects various elements to make modifications or additions, the help bar is populated with information from the GeoSmart Metadata Standard.
    • When modifications/additions to the metadata document are complete, click the save button to save all changes.
    • At this point, the user must either "Check-In" the document or "Submit" the document to the database. If the user checks-in the document, their work is saved in the database, but not available for publication. When the user logins in to the application again, all checked-in documents will be listed as part of the metadata tree. If the user submits the document to the database, it is sent to the GeoSmart Administrator for evaluation and subsequent publication to the Metadata Index Application.
      • To "Check-In" the metadata document, click the "Check-In" button on the toolbar. The user is then returned to the home page.
      • To "Submit" the metadata document to the GeoSmart Administrator, click the "Submit" button in the toolbar. This triggers the validation process and generates a validation report listing any anomalies in the document as compared to the GeoSmart Metadata Standard. Any errors displayed in the validation report must be fixed before the document can be submitted to the database. Saving after correcting an invalid item removes that item from the validation report. Once all errors are fixed, the "Submit" button must be clicked again, and a message is returned indicating the submission was successful. The user can select "Browse" to return to the metadata index application.
  • Editing and Revising Metadata Document

    • In order for a metadata document to be edited, the user must be logged into the Metadata Index Application. (Refer to Task 2: Logging into the Application for more instructions.)
    • Once logged in, the user is returned to the metadata home page. In the metadata tree, the user must select the document to be edited.
    • If the metadata document is unpublished, click the "Edit" button in the toolbar. Otherwise, if the metadata document is published, click the "Revise" Button in the toolbar.
    • The user is returned to the editing environment of the application. The metadata tree is no longer available. Now, a document navigation tree is accessible to the user. Above the Document Navigation folder are buttons to expand or collapse the tree.
    • The user is prompted to move through the metadata document using the document navigation tree. Conversely, the user can select the previous and next buttons above the editing window (to the right of the document navigation tree) to move through the document.
    • As the user moves through the metadata document and selects various elements to make modifications or additions, the help bar is populated with information from the GeoSmart Metadata Standard.
    • When modifications/additions to the metadata document are complete, click the save button to save all changes.
    • At this point, the user must either "Check-In" the document or "Submit" the document to the database. If the user checks-in the document, their work is saved in the database, but not available for publication. When the user logins in to the application again, all checked-in documents will be listed as part of the metadata tree. If the user submits the document to the database, it is sent to the GeoSmart Administrator for evaluation and subsequent publication to the Metadata Index Application.
      • To "Check-In" the metadata document, click the "Check-In" button on the toolbar. The user is then returned to the home page.
      • To "Submit" the metadata document to the GeoSmart Administrator, click the "Submit" button in the toolbar. This triggers the validation process and generates a validation report listing any anomalies in the document as compared to the GeoSmart Metadata Standard. Any errors displayed in the validation report must be fixed before the document can be submitted to the database. Saving after correcting an invalid item removes that item from the validation report. Once all errors are fixed, the "Submit" button must be clicked again, and a message is returned indicating the submission was successful. The user can select "Browse" to return to the metadata index application.
  • Validating a Metadata Document

    • In order for a metadata document to be validated, the user must be logged into the Metadata Index Application. (Refer to Task 2: Logging into the Application for more instructions.)
    • Once logged in, the user is returned to the metadata home page. In the metadata tree, the user must select the metadata document to be validated.
    • Click the "Edit" or "Revise" button in the toolbar.
    • The metadata document is opened in the creation and editing environment of the application. The validation tool is now visible from the toolbar.
    • Click on the validation tool. A process is run comparing the metadata document to the GeoSmart Metadata Standard. A validation report is returned.
    • The validation report is accessible from the document navigation toolbar or from the red box at the top of the metadata document. Select the validation report to view all invalid items.
    • Clicking on the metadata element listed as invalid will bring the user to that element within the metadata document so that corrections can be made.
    • Saving after correcting an invalid item removes that item from the validation report.
    • The metadata document must be valid in order to submit it to the database.
    • The validation process is called whenever the user selects the "Submit" button.
  • Submitting Metadata to the GeoSmart Administrator

    • In order for a metadata document to be submitted, the user must be logged into the Metadata Index Application. (Refer to Task 2: Logging into the Application for more instructions.)
    • Once logged in, the user is returned to the metadata home page. In the metadata tree, the user must select the metadata document to be submitted.
    • Click the "Edit" or "Revise" button in the toolbar.
    • The metadata document is opened in the editing environment of the application. The Submit tool is now visible from the toolbar.
    • The validation process is called whenever the user selects the "Submit" button. The document must be valid in order to submit it to the database. (Refer to Task 7: Validating a Metadata Document to ensure this step is complete.)
    • When the metadata document is valid it will be submitted to the GeoSmart Administrator for evaluation. Upon its completion, a successful submission message will be displayed.
    • The user must click the "Browse" button to return to the application.