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Description of the basic setup and admin tasks in GG-CE
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1. Languages
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2. Sites
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3. Code Values
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4. Inventory Maintenance Policy
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5. App settings
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Administration:
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1. Users
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2. Permissions
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3. Audit logs
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# **Languages**
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This section of the application manages the different languages in which the application data can be localised. Note that GG-CE Web interface is translated separately at https://www.transifex.com/crop-trust/gg-ce-web/dashboard/
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![languages](images/languages.png)
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This option displays the list of the languages that are defined in the system. To modify or remove an existing language select its row and hover the cursor on top of the ➕ button. When no row is selected press the button to create a new language.
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![languages-new](images/languages-new.png)
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Use the **Title** field to set the language name. The **Script Direction** field can be used to indicate the direction in which the script is read and written. The **ISO 639 3 Tag** field should receive the [ISO 639 3](https://iso639-3.sil.org/code_tables/639/data) code for the language. The **IEFT Tag** field should receive the [Internet Engineering Task Force](https://www.ietf.org) tag corresponding to the language. The **Description** field can be used to add the full name of the language. Finally, the **Is Enabled** switch determines if the language is enabled or not.
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When the *Is Enabled* flag is set, users can create translations for that language. Disabled languages are not listed when displaying translatable records.
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# **Sites**
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Sites represent the internal and external facilities where the genebank maintains plant material.
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![sites](images/sites.png)
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To create a new site you press the ➕ button.
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![sites-new](images/sites-new.png)
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The **Short Name** represents a label that can be attached to the site, the **Long Name** represents the full name of the site and the **Acronym** can be used as a code identifier for the site. The **Short Name** must be unique.
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The **FAO WIEWS code** contains the institute code corresponding to the site. The list of FAO WIEWS codes can be consulted in the [WIEWS portal](https://www.fao.org/wiews/data/organizations/en/?no_cache=1). The database keeps track of over 17000 national, regional and international institutes and organisations engaged in the conservation and sustainable use of PGRFA.
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The **Easy-SMTA PID** is used for material transfer agreements. The **Type Code** is a categorical field that qualifies the kind of site.
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**Is Distribution Site** indicates whether the site is involved in distribution of genebank material. **Is Internal** indicates that the site is a division or department of the genebank. Each accession and its inventory associate with one internal Site.
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**Note** can be used to add additional information.
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If you select one or more lines, hovering over the ➕ button will reveal a **Remove** button that will delete the selected sites. To modify a specific site press on the corresponding link in the *Short Name* column.
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![sites-edit](images/sites-edit.png)
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The **EDIT** button will prompt the same form as when creating a new site and the **REMOVE** button will delete the site. **PERMISSIONS** allows configuring access to that site for specific users and groups.
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# **Code values**
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This section of the application manages all coded values, or controlled vocabularies, used in the database.
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![codes](images/codes.png)
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The list displays all the code value groups used by the application. Code groups correspond to data model elements, which correspond to database fields or application controls, the group represents one of these elements and its corresponding code values.
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The ➕ button can be used to either add a new code group and its first code, or add a new code to an existing code group.
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![codes-new](images/codes-new.png)
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Here we are creating a new code **Group** named *CURRENCY* with **Code** *USD*, **Title** *US Dollar* and **Description** *United States Dollar*. Obviously, creating a new code group will have no effect, since the code group is not used by the application, for this reason you will be usually modifying or adding codes to existing code groups by pressing the corresponding link in the *Group* column. Here we selected the newly created *CURRENCY* group.
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![codes-edit](images/codes-edit.png)
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Here we have the list of codes belonging to the group. Pressing the ➕ button will create a new code within the CURRENCY group, as shown earlier; pressing the link in the *Code* column will allow you to manage the selected code definition, including its translations, as shown below.
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![codes-edit-detail](images/codes-edit-detail.png)
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The **EDIT** button will allow you to modify the group and code, while the **TRANSLATIONS** tab button will allow you to edit and translate the code’s *Title* and *Description* in all *enabled* languages. Whenever a translation in a language is not provided, the English version will be displayed in GG-CE. In the table below you can easily identify which translations are not yet provided: the ID column does not contain a value:
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![codes-translations](images/codes-translations.png)
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To edit *Title* and *Description* of a language, you select the line corresponding to the language and the lower part of the list will display the available commands.
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![codes-code-select](images/codes-code-select.png)
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The **Remove** button will delete the code and the **Edit** button will allow you to set the translation in the selected language. The English translation is used to pre-fill the form:
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![codes-code-edit](images/codes-code-edit.png)
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# **Inventory management policy**
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Inventory management policy collects the storage and distribution germplasm form, the default and critical quantities of material and the regeneration method into a single policy that can be applied to an accession.
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![management](images/management.png)
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The list represents all the management policies that can be associated with an accession. Pressing the ➕ button will prompt a form to create a new entry.
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![maintenance-new](images/maintenance-new.png)
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**Maintenance Name** is the name given to the maintenance policy.
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**Form Type Code** and **Distribution Default Form Code** refer to the plant’s anatomical form in which it is respectively stored and distributed. **Management Type Code** refers to the management status associated with the policy.
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**Quantity on Hand Unit Code** indicates the units in which the *Quantity on hand* is expressed by default.
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**Distribution Default Quantity** and **Distribution Unit Code** refer respectively to the default quantity used for distribution and its value unit. The **Is Auto-Deducted** switch determines whether quantity on hand will be automatically deducted or not when distributing the material.
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**Distribution Critical Quantity** and **Regeneration Critical Quantity** indicate the quantity below which distribution cannot occur and regeneration will have to occur; **Regeneration Method Code** can be used to select the regeneration protocol.
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**Curator** can be used to indicate who is responsible overall curation of inventories of this type, **Web Availability Note** can be used to add comments regarding the conditions under which the material may be posted for distribution and **Note** can be used to add other comments.
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When you press the **SAVE** button, or when you select an entry in the *Maintenance name* column in the list, you will reach the following page.
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![maintenance-detail](images/maintenance-detail.png)
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The **EDIT** button will present the same form as when you create a new record, the **REMOVE** button will delete the current record and the **PERMISSIONS** button will allow you to manage the users and groups that can have access to that maintenance policy.
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# **Application settings**
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This section allows you to edit specific application settings.
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![settings](images/settings.png)
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To create a new entry you press the ➕ button, to edit or delete an entry you select a row and hover over the button and press the desired option.
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![settings-edit](images/settings-edit.png)
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The **Category Tag** represents a tag that can be applied to a set of entries and the **Sort Order** indicates the order the current item should have among the elements belonging to the category.
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**Name** represents the variable or identifier of the specific setting and **Value** is the value of that setting. The current example displays the label printing template for seed viability testing.
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# **Users**
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This list represents the credentials that allow access to the application, each entry represents the application credentials associated with a *Cooperator*.
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![users](images/users.png)
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The first step is to create a new user, you do this by pressing the ➕ button.
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![users-new](images/users-new.png)
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The **Cooperator**, which is required, should indicate to which cooperator the current credentials apply. The **Username** and **Password** represent the access credentials to the application. When you press the **SAVE** button you reach the following page.
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![users-detail](images/users-detail.png)
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This screen is the same as if you selected an entry in the *SID* list column.
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The upper section lists the details of the user. Below that section you have a set of buttons. **SET PASSWORD** allows you to change the user’s password, **DISABLE** allows you to disable the user, **EDIT** allows you to modify the user details; the edit form adds a **Is Enabled** switch that reflects the user enable status. **BACK** brings you back to the list of users.
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The lower section lists the groups to which the user belongs, this is especially relevant when assigning permissions to specific areas and functions of the application: user groups are related to the function of the users, so using groups allows setting permissions at a functional level.
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![users-groups](images/users-groups.png)
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Each group is represented by a checkbox next to its name: you select which groups the user should belong to, group management is described in the next section.
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# **User groups**
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These entries can be used to group users under specific categories. User groups are extensively used in permissions management or to discriminate among a large number of users.
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![groups](images/groups.png)
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Press the ➕ button to create a new group.
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![groups-new](images/groups-new.png)
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The only field to set is the **Group Tag**. Once created, you can add users by using the *Users* functionality and check membership by selecting an entry in the *Group Tag* column in the user groups list.
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![groups-details](images/groups-details.png)
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# **Permissions**
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This section can be used to grant and revoke access to users and user groups belonging to a specific site.
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![permissions](images/permissions.png)
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The *Action* column indicates what operation or section of the application the permissions apply to and the *Site* column indicates to which site the permissions apply. To create a new permissions record you press the ➕ button on the lower right of the page.
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![permissions-new](images/permissions-new.png)
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This form allows you to secure an action depending on a site. **Action** identifies the action or application section and **Site** identifies to which site the permissions apply: the combination of the two values uniquely identifies an entry in the *Permissions* list.
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Once saved, you can select the entry from the list that corresponds to the action and site pair.
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![permissions-edit](images/permissions-edit.png)
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This form allows you to set the permissions for the combination.
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**Inherits Permissions** indicates whether the current permissions are inherited from the same action that is not associated with any site.
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Below the toggle you have a series of permission switches associated with a user or user group. To add a new user or user group, indicate the user or group in the **User or group name** field and press **ADD** to add a permission entry. This section allows you to override inherited permissions for specific users and groups.
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The section below displays the inherited permissions.
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![permissions-remove](images/permissions-remove.png)
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To remove a permissions record select one or more rows in the list view and hover over the circle at the bottom right of the list.
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# Audit logs
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![audits](images/audits.png)
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Audit logs record actions and transactions operated on the database. They record the timestamp, operator, action, property, previous value and updated value. This list is useful for recording who has done what and when, providing the necessary information to determine the causes of events and ensure that the application has been used as planned. Audit logs will grow considerably in time and it should be periodically reviewed purging old logs from the database. |
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