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University Library, University of Illinois at Urbana-Champaign


This guide has information on how to deposit and access IDEALS materials for individuals and collection administrators.

Add an additional file to an item or replace files

Once an item has been deposited in IDEALS or after a bulk deposit, you sometimes need to add a second file to the item, or to replace a file in an item. When IDEALS uses the term "bitstream," it refers to a file.

Add a file from the item page

Log into IDEALS and go to the item page. On the left hand side of the screen, under the Manage heading, click the "Edit This Item" button.

Click on the "Item Bitstreams" tab at the top of the page. At the bottom of the screen there will be a text link that says "Upload a New Bitstream." Use this button to add a new file.

The first line prompts you to choose a bundle; use the default option, "Content Files (default)." When you have chosen the file to upload, click the "Upload" button at the bottom of the page.

Reorder files

If you want to present the files in a different order, use the blue arrows on the "Item Bitstreams" screen to move the files.

Replace a file

If you need to delete the original file and replace it, please notify with the handle of the item and the file name of the file/bitstream to be removed.

Edit metadata for a deposited item

Navigate to "Item Metadata"

Log into IDEALS and go to the page for the item whose metadata you want to change. Beneath the file viewer, click the "Edit" button next to "Description." This will open the existing metadata fields for editing, and offer the option to add fields at the bottom of the pop-up window.

Change existing metadata values 

Make the necessary edits in the text box(es), and click on the "Save Changes" button at the bottom of the page when finished.

This interface does not validate any metadata you enter, so be careful and check Metadata Best Practices.

Add a new metadata field

You have to add fields one at a time. At the bottom of the "Edit Metadata" pop-up window, select "Add Element." Select the relevant element and qualifier from the drop down menu and enter the text value in the "String" box. This can be repeated as much as needed, but remember to hit "Save Changes" when finished. For a list of metadata fields in active use by IDEALS see Metadata Policy. Fields that are not in active use by IDEALS will sometimes appear on the full item record display. Contact if you have any questions about what metadata fields should be used for particular cases.

This interface to the metadata does no validation on anything you enter, so be careful and check Metadata Best Practices.

Remove an existing metadata value

Click on the "Remove" button to the right of the metadata field in the "Edit Metadata" pop-up window. You must hit "Save Changes" in order for the field to be removed.