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For in-depth user documentation of Vireo 4, please see the complete Vireo 4.0 User Documentation
Instructions
Once you’ve received notification from TDL that your Vireo 4 instance is ready:
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A multi-stage process
Migration from Vireo 3 to Vireo 4 will happen in several steps and will require several interactions with TDL. There will be a period where a Vireo 4 migration server and the current Vireo 3 server will both be active. This will allow you and your colleagues time to customize and test drive Vireo 4. When it is time to completely migrate to Vireo 4 then a final migration of all interim activity on Vireo 3 can be ported to the running Vireo 4 instance by the lead TDL developer.
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Take screenshots of your settings during set-up to have an easy reference for when you go into production if anything doesn’t carry over. |
System and account setup
TDL will establish a Vireo 4 server for your institution. Initially this server will have a URL which is comprised of the name of your institution followed by '-migrate-etd.tdl.
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org.' When it is time to close down Vireo 3 and use Vireo 4 exclusively then the current Vireo 3 URL can be updated to point to the Vireo 4 server and the '-migrate-etd' domain name will be dropped.
Once
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APPLICATION SETTINGS
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you’ve received notification from TDL that your Vireo 4 instance is ready, TDL will ask you to create an account for administering the site for the entire institution. For most if not all institutions this will be a shibboleth based account. You will sign in with your university credentials. If necessary we can also set up a server for username/password accounts.
Once you have signed in for the first time, please contact TDL and identify the account. A TDL developer will provide administrative role privileges to this account.
Application settings
Institutional Settings
Go to 'Settings' and declare the institutional name and structure under settings. Once that is done please contact TDL and a developer will determine the mapping between the Vireo 3 college, department, and program settings and the new organizational structure. This may require some conversation via the TDL helpdesk between you and TDL to complete.
Here are the steps for setting up your institution:
Once you have your Administrator account, navigate to the Organization tab.
Organizations and categories are the foundation of the customized submission workflows, which are one of the biggest changes in Vireo 4 from prior versions. You can create as many submission workflows as you wish. Creating an Organization is how you begin to create a submission workflow.
Vireo has one preset organization named Institution. Institution is a preset which contains all the of the workflow default settings. It should NEVER be used to accept submissions and should RARELY be edited. In your fresh Vireo 4 installation, you will see Institution as the only organization listed.
As an Administrator, you will also see a bottom panel with the workflow steps for the Institution. Here, in the Manage Organization tab, you can change the Institution name to your own institution.
Submission Availability:
Custom Actions Checklist
Deposit Locations
Who Has Access
Look and Feel
Email Templates
ORCID settings
Submission License
ProQuest Settings (if applicable)
Controlled Vocabulary Management
Embargo Types
Degrees
Graduation Months
Languages
WORKFLOW MANAGEMENT
File Types, Shibboleth Attributes, and Metadata Keys
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Never change your Shibboleth Settings in the User Interface. Only TDL should ever change those settings |
Migration
The migration of data from Vireo 3 to Vireo 4 will take the TDL developer about a day. This will include all user accounts, user submissions, data files for those submissions, action log entries and custom actions. After that TDL will ask that you and your colleagues confirm that the data looks intact and there are no obvious errors.
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You will be able to use both Vireo 3 and Vireo 4 simultaneously with some restrictions. Data creation (user accounts, submissions) should be mutually exclusive though - data entered into one should not be replicated in the other. |
Post migration
Once you decide to move all work completely to Vireo 4 then a final incremental migration can be requested from TDL. This will update data in Vireo 4 which was previously migrated from Vireo 3 during setup.