Getting Started in Vireo 4

Owned by Courtney C. Mumma
Last updated: May 26, 2022

This page will help you with some basics for starting in your new, TDL-hosted instance of Vireo 4. See also the https://texasdigitallibrary.atlassian.net/wiki/spaces/VIR/pages/1274970133 for more information about what to expect during your upgrade and migration.

Texas Digital Library hosted a webinar to introduce some new features of Vireo 4.0 with Kristi Park, Executive Director, Stephanie Larrison, Electronic Resources Librarian at Texas State University, and previous co-chair of the Vireo User Group Steering Committee, as well as previous product owner for Vireo 4. Check out What’s New in Vireo 4.0 here: https://youtu.be/MTj67J51qBo

For in-depth user documentation of Vireo 4, please see the complete https://texasdigitallibrary.atlassian.net/wiki/spaces/VUG/pages/87490693

Instructions

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.

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.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 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:

  1. Once you have your Administrator account, navigate to the Organization tab.

  2. 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.

  3. 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.

  4. 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.

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.

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.

https://texasdigitallibrary.atlassian.net/wiki/spaces/VUG/pages/87490693