Quick Start Guide for New Users For the Data North ...



220980381000Quick Start Guide for New Users For the Data North Yorkshire Open Data Site 941000Quick Start Guide for New Users For the Data North Yorkshire Open Data Site center700007484110A very quick and basic overview of what you will need to get started. 9410010000A very quick and basic overview of what you will need to get started. Table of Contents TOC \o "1-3" \h \z \u Welcome to this Quick Start Guide for New Users PAGEREF _Toc475011525 \h 1Things you need to know about your login PAGEREF _Toc475011526 \h 1How can I help people find my data PAGEREF _Toc475011527 \h 1How to load your first dataset PAGEREF _Toc475011528 \h 1Welcome to this Quick Start Guide for New Users Essentially the site consists of Articles and Datasets contributed to the Open Data site by a partnership of organisations with links to the North Yorkshire area. Articles are written to provide an interesting focus on a particular dataset and are meant to inform and inspire. Datasets belong to a specific Organisation. The subject of a dataset may be relevant to one or more Groups. A dataset may contain one, many or a few resources. Resources are documents or links to other sites that are in common formats eg spreadsheets, datatables, word documents, pdf files or some other common data format. Some types of document are particularly suited to being shown in a table format and these are automatically loaded into a database when the file is uploaded, this provides advanced data searching and sorting functionality to visitors to the site.On the main pages of the site there is a search field which will look for datasets that match the search words entered.Some functions, like creating datasets, uploading resources or maintaining information about data are only available when you are logged inSoftware needed to use the site as an administratorTo get the best experience of the web site it will be best to use a modern browser – there are many available and the site should function equally in them all, Eg Internet explorer / Microsoft Edge / Firefox / Chrome / OperaTry to use the latest version that is available for your operating system eg Windows / Ubuntu etc.. It is recommended that you use the same browser each time as the site can look a little different on different browsers but the functionality is the same.Hardware requirements for administratorsThere is no hard and fast recommendation here, but use of a desktop or laptop is likely to be frustration free as these provide a better screen and processor. Whilst it is possible to do everything with a smart phone or small tablet, Ipad etc. They are not a good platform for administrative tasks such as creating new datasets or uploading resources. In order to connect to the site and upload dataset a good internet connection will be required via broadband.Contacts to get set up as a userIf you represent an organisation that has connections to North Yorkshire and you are interested in loading data to the Open Data site please contact us by email. contact@You can click the link button at the foot of each page on the data site or by the link at the foot of the home page.Please provide the following information Your nameThe organisation you representYour contact information like telephone numberHours you are available to be contactedA brief explanation of the kind of information and data you think you would like to upload to the site.Things you need to know about your loginYou will be contacted and provided with a login name and password. This is not an automatic process so please accept that it may take a few days to get back in touch with you. The username is for you specifically, do not share it with others, if you want more than one person from an organisation to be able to upload resources to a dataset then please request additional logins.The password should not be divulged to others, even others in your organisation. We will never ask you for your password other than through the site when you log in. Challenge anyone asking for that information from you. If you need your password reset this can be easily done through the web site without contacting us.Logging in for the first timeOnce you have your username and password you should be able to log in to the site. Before you do though have a quick read through the rest of this document just to make sure you are comfortable with what you are going to do.You will need to go to the dataset part of the site as the articles do not require a log in.For example you could click on the Datasets link at the top of the home pageClick the log in icon at the top right and you will be presented with a log in screenSimply enter your username and password as notified to you and use the Login button to submit the form.If in future you need to reset your password you can do this from the options on the left side of this screen.When you have successfully logged on you will see a dashboard list of your activity, which for first time users is likely to be short!Select the tab for My Organisations and you should see which organisations you are activated to be able to load data for. For parish Clerks for instance this will be Click the image and you will see the datasets for that organisation.Select the appropriate dataset and upload the resources.How can I help people find my data When you create you’re a dataset, choose your organisation, this will mean your dataset can be found through the organisations tab as well as the datasets tab.Please fill out as much of the form as you can. Remember people visiting the site will only find data you have loaded if the words you use to describe the dataset and resource contain words that they are looking for in the search field. The words you use in the description and for the tags will all re-direct people to your dataset, for the tags it is worth thinking about alternative words that might be used to search for your data. The description should apply to all of the resources you will upload for this dataset.Thus if you will upload an annual meeting agenda every year do not put the year in the description of the dataset, but do put it in the description of the resource. Use in preference a description like ’my organisation name Meeting Minutes and Agendas’ If you are intending to have many resources for a specific year and will have a separate dataset for each year then Do use the year in the dataset description so that when users are browsing the datasets it is clear which ones they might wish to explore.How to load your first resourceget your data ready and to hand beforehand. Is the file complete, showing everything that you want to and not showing or containing things you should not make open! Be security conscious and make sure that the data you share is legally permitted to be shared and does not contain any personal identification data, for example parishioners e-mail addresses.If in doubt please contact us for additional guidance about anonymising data and what you should and should not include.Make sure it is in a standard document format, eg a PDF or word document or ODF format for text and data should be ether a CSV or Excel, XLS, XSLX format file.Make sure it is just the data you want to share, don’t trust that someone else gave you the file to upload, they may not be so aware of the risk of publishing information that is personal or sensitive.Make sure that the size of document is appropriate. There is no limit enforced but PDF files can be created at incredible resolution and size when there is no practical need to do so. Consider if your file is more than 250MB how someone on a mobile phone could access that data without you using their monthly download limit. Consider splitting data into smaller chunks eg by year or quarter.Use correct formats of document types for the proper purpose, Do not use a spreadsheet for long text documents. Don’t use word documents to display tables of data. Use Word/PDF for documents with text eg minutes, descriptions, agendas, additional notes etc. Use CSV/XLS/XLSX for tables of data ensuring there are meaningful column headings at the top of each column of data.You may wish to have the same information in more than one format, eg a word document and a pdf would be a helpful and accessible way to provide the information in a text based document.Have your login information to handNavigate to your organisationClick add a dataset if you need to create a new one, datasets can contain more than one resource so add to an existing one if that’s appropriateFill in the form with meaningful information submit the form and then upload the data file on the next page. Give the file a sensible name and fill in the details about the file which will be a resource. You can add several resources eg a word version and a pdf version one after anotherCheck that you can see the dataset and that it can be found in the dataset searchIs the information presented as you would expect and can it be found from search words that people might enter if they were looking for your data – remember they do not know what you called the file so you need to provide as much information as is sensible and use key words and tags to describe the data. If unsure have a look at what else is available on the site, uploaded by other partner organisations.Tags are particularly useful in search terms as you can use short specific meaningful words to describe your data, eg ‘Minutes’ ‘York’ ‘2016’ ‘Annual’ ................
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