Portal wide settings can be viewed and updated through the Global Setting tab of the admin area. This section allows Administrators to manage settings such as portal branding, review settings, and user profile management.
Portal Branding
Administrators can choose to personalize their institutional portal by including a description within their portal browse page. This can then be viewed through clicking the information button on the portal logo within the browse page (see below) and will allow users to get context regarding the institution and the portal aims. .
Administrators can update the portal description at any time through the description field within the Global settings tab of the admin area. Administrators can include a description of up to 1000 characters and can format the text with both the use of headings and text formatting.
Underneath the description field, you will also be able to view the personalized URL that was chosen at set-up. This cannot be updated following portal launch.
Global portal settings
Administrators can also configure portal wide properties through the global settings tab. The properties that can be configured through this section are:
Portal Settings:
Embargo section - Determines if the portal should support configuring restricted access for items. This can then be turned off and on at a group level through the group configuration settings. More information about embargoes and restricted access can be found here.
Review process - Determines if content uploaded to the portal should be subject to a review process. If this is turned on through the global settings tab, it is set at an institutional level. All groups will then have the review process toggle automatically set to ON and cannot be changed.
Managing user profiles
User profiles serve as a hub to promote the individuals working at your institution. Figshare’s profile pages allow Users to highlight their research interests, include details about themselves, and link to any ongoing projects. While users generally manage information on their profile through their own account, it is possible for administrators to configure their user profiles to be managed centrally.
Under the Global Settings tab of the Admin Portal, Administrators can configure their portal to lock certain profile fields, preventing them from being editable within the user interface.
This enhanced control will allow Administrators to coordinate institutional profile management from other upstream sources. Administrators will be able establish a single source of truth by controlling the flow of information into profiles, thus ensuring that information within Figshare profiles match those in other institutional systems.
Admins can choose between three locking options:
No fields locked - This option ensures that all fields can continue to be edited by users through the user interface
Name fields locked (First and Last name) - This option prevents the first name or last name from being changed by the user directly; however, all other fields will remain editable to the user
All fields (excluding ORCID and Publication) - This option will prevent users from being able to update any of the core profile fields through their own account. Users will continue to be able to associate an ORCID account to their Figshare profile through Figshare’s ORCID integration and will be able to add details of publications under the relevant section.
Administrators can select one of the three options and will then need to save their preferences. This will immediately impact the profile editing settings of all profiles across the institutional portal. Should you wish to change the profile locking configuration, then the lock option can be changed in the global settings tab at any point.
Once a field is locked through this configuration, users will no longer be able to update the field through their own user account. Text inputs will no longer be clickable and the following warning message will be displayed Locked content - Part of your profile is being managed by your organization. To edit, please contact your administrator’.
In the event that an Administrator chooses to Lock certain fields, these fields will still be editable by Administrators through the API. This can either be through a one-off upload of content, or through establishing an ongoing feed of profile information. For more information on sending profile data through the API please see our API documentation.
Enhanced Access Controls
As standard, Figshare Portals have two sharing options: they can either make research outputs entirely open to the public or share using a private link. The ‘Enhanced access controls’ section, within the Global settings tab, allows Administrators to configure a Portal-wide confirmation page that will require users to agree to a statement before they can access Items, Collections or Projects.
This feature allows additional control over public content sharing and can be used for a variety of reasons. For example; getting users to confirm that they agree to specific terms of use, to get users to confirm that they meet specific access requirements, or to get user confirmations that they understand any sensitivity warnings linked to research in the Portal.
When the ‘Require additional user confirmation’ behaviour is enabled, input fields will be displayed which allow the text on the confirmation page to be set. Administrators must set a Yes/No question for the page, and will also have the option of adding a page title and a description.
Once the confirmation page details have been set, a preview of the page can be seen by clicking the ‘Preview confirmation page’ link. This will show how the page will appear for users attempting to access content on your Portal.
When enabled, this page will be displayed whenever an individual attempts to view content in the Portal. If a user selects ‘Yes’, they will be granted access to the content and their choice will be saved for the duration of their session. In the event that a user selects ‘No’ they will be returned to the Portal browse page and will be informed that they have been denied access to the content. Any ‘No’ selections will not be saved and the user is able to change their selection in future.
