A collection is a series of works in TRACE managed by a department or program. This guide explains how Collection Managers access TRACE and perform their most important responsibilities.
This page provides direction for Collection Managers of existing collections. If you would like to propose a new collection, please contact email@example.com.
To view or download this guide as a printable PDF, click here.
The TRACE system creates a PDF of all uploaded primary files. For example, Word files will be transformed to PDF. Any other file types should be added as supplementary files to a primary file. Please review the "Preparing Files for Upload" page of this guide.
Collections receive submissions from outside authors in one of two ways: 1) via the Submit Your Work link on the TRACE home page (where they select the right collection from a list of all collections), or 2) via the Submit Your Work link directly on the collection page, which links to a form specific to that collection. As a collection manager you can control the ability for others to submit to your collection through the Submit Your Work link. Some collection managers choose to always keep the window for submissions open. However, if you wish to only have the submission form active during certain times, follow these steps to activate/deactivate the form.
Author submissions must be approved by a collection manager before they are published to a TRACE collection. Managers can view all pending submissions from the Manage Submissions link on the My Account page OR from the Manage Submissions tab from your collection’s Configuration page.
Community managers occasionally revise existing submissions, either to add information to the entry and/or upload a revised version of the submission. When uploading a revised version, consider the effects on the historical and/or scholarly record, and notice how many downloads have occurred. Uploading a new version may alter the scholarly record and invalidate existing citations. For this reason, you may wish to make the primary file the current file, while also providing access to an earlier version of the current document as a supplementary file. (If you are updating a pre-print with a later version of a manuscript, this is not a revision situation. Each version should be a separate entry in TRACE.)
There are two ways to approach uploading revisions; see the View Revisions section of this Digital Commons help page for more. If you have questions about whether or not to upload a revision, reach out to firstname.lastname@example.org for guidance.
Follow these steps to remove a posted submission and/or to withdraw an unposted submission (that needs additional work, was submitted to the wrong collection, etc.).
Adding introductory text to the top of your collection landing page is optional (only about 20% of TRACE collections have introductory text). If you decide to include Introductory text, you can edit this text under the Configurations menu.
I don’t see the gray bar with the Configuration button at the top of my screen.
Why can’t I see my collection updates?
There are a few reasons you might not see changes made to your collections:
I’m looking for guidance on more advanced functions. Are other resources available?
Our TRACE User Support page has a host of documents for each type of TRACE contributor, including Collection Managers.
The Community Manager FAQ on the TRACE User Support page may answer more of your questions about being an administrator/collection manager. For assistance with additional functions, feel free to email email@example.com.
I don’t get it! Who can I contact for help?
You have two key contacts for technical assistance with TRACE: