Nano Archive

Nano Archive User Guide

Creating an Account / Registering

Anybody may register for an account with the Nano Archive. However, this may be changed by the member of staff in charge of setting up and administering the Nano Archive. If you are having problems registering an account you may wish to contact the repository administrator for further assistance.

You need to register with the Nano Archive in order to be able to deposit items. As a registered user you will be able to manage your items, up to the point of submitting them for Editorial Review. If the review is successful your item will be deposited in the archive, if it is unsuccessful it will be returned to you with editorial comments.

In addition to managing your items a registered user can set up alert options, so that email notifications are sent when new items are placed in the archive.

To create a Nano Archive account, click on the 'Create Account' link on the home page. You will be prompted for your full name, email address, username and password. Once you have completed and submitted the form with no errors, you will be sent a confirmation email to the email address that you supplied in the form. Follow the instructions given in this email to activate your account. You may then log into the system.

Logging In

Users with valid accounts can log into the EPrints repository by simply clicking on the "Login" link, located on the left hand side of the screen, just below the main navigation links. A valid username and password combination must then be provided in the text fields.


To browse the Nano Archive select "Browse by Year" or "Browse by Subject" from the navigation bar at the top of the screen. You can also select "Browse" from the home page menu, which will allow you to browse by subject.

Browse by Year

If you select 'Browse by Year', it will bring you to a list of the years in which one or more archived documents were published (the number of documents under each year is displayed in brackets next to the year). Documents without specified publish dates are listed under "Unspecified".

Proceed from here by clicking on the year you are interested in. You will be taken to a list of the documents sorted by the month in which they were published. The documents with unknown months of publication are listed at the bottom of the page.

You can view a document by clicking on its title to reach the document overview page.

Browse by Subject

To browse the items in the archive by their subject area, either click on the "Browse by Subject" button on the menu bar at the top of the page or on the "Browse Archive" button on the homepage menu.

Both links bring you to the same page: a list of the subject areas which have had items deposited under them. The number of items under each subject area is displayed in brackets after the subject heading.

From here, click on the subject area you are interested in to display a list of the items. Some items will appear under more than one subject heading to make finding them easier.

You can then view a document by clicking on its title to reach the document overview page


The Nano Archive offers two levels of searching, simple and advanced. This is to make it as easy as possible to find the exact items you require. They are similar, but the advanced form lets you perform a finer-grained search using more fields. Access the search features using the "Search Archive" link on the front page menu. To perform an advanced search, use the "Click here for an advanced search" link on the Simple Search page. To perform a simple search, use the "Click here for a simple search" link on the Advanced Search page.

Simple Search

The simple search page allows you to just enter one or more search terms to search through the archive with. You can enter part of the title, the author or any other piece of information you would like to search for. You can also choose whether the search has to match all or any of the search terms that you enter depending on how precise you would like your search results to be.

You can use the "Order the results" dropdown menu to choose how to order the results; either by year, by author's name or by title. Clicking "Search" performs the search and "Reset the form" will clear the form. You can also do a quick search by typing search terms into the text box in the top right hand corner of the menu bar and clicking on the "Search" button next to it.

Advanced Search

The "Advanced Search" form allows you to enter a number of search terms for all metadata fields to find the exact documents you require. this means, for example, that you could search for all the items by a particular author which were published in a particular journal. This allows you to easily and quickly find the exact documents that you require.

Some of these search criteria allow you to select whether the entire phrase must be matched or just parts of it using a dropdown menu, giving users further choice in how precise the search results are.

You can also toggle help messages by clicking on the "?" symbol. As with the "Simple Search" clicking "Search" will perform the search and clicking "Reset the form" will clear the form. There is also a link near the top of the page to allow you to perform a simple search.

Text Search Fields

These are used to search fields like abstract or author. These are the fields where there is a text entry area. Type your search terms into the relevant box.

Match all, in any order.

Using "Match all", the system will search for records in which any of the title, abstract or keywords fields contain both the word "carbon" and "nanotube".

Match any.

Using "Match any", the system will search for any record with either the term "carbon" or "nanotube", in any of the title, abstract or keywords fields.

Match as a phrase.

In this case, the system will search for your terms appearing exactly as you type them and will return any record with the phrase "carbon nanotube" appearing in the title, abstract or keywords.

Lists of Values

With these, for example the list of "Status" values, you can select one or more values from the list, ie "published" and "submitted" for the system to search for. If no value in the list is selected, the system will ignore this field (i.e. it will retrieve records with any value of this field.)

In cases where each individual record may have more than one value attached to the list, you can also change search behaviour by selecting "Any of these" or "All of these" from the drop-down menu on the right of the list.

Any of these.

If this is selected, any record which has any of the values you select will be retrieved.

All of these.

If you select this option, a record must have all the values you choose associated with it to be retrieved.


When you're searching a year field, you can specify a single year or range of years that you're interested in:

1999 : retrieves only records where the year is "1999";

1987-1990 : retrieves records with years between 1987 and 1990 inclusive;

1995- : retrieves records with years of 1995 or later; .

-1998 : retrieves records with years up to and including 1998.


Some fields can have the value "yes" or "no", for example the "Refereed" field. In this case, the search field lets you specify whether you want retrieved records to have the value "yes" or "no" for this field, or whether you have no preference, in which case the field isn't used to find records.

Saving Searches

The Nano Archive makes it possible to save searches in order for users to stay updated on items which match a set of search criteria. You can save a search and then be contacted via E-mail whenever a new item which matches the search criteria is deposited. To do this you must first be registered and logged in. You can then either use the simple or advanced search functions (see the section on Searching for more information) and then click on the "Save Search" link located just above the drop down box that allows users to order the results.

A new screen will appear in the same window that allows you to give that particular search a descriptive name, the option of receiving email alerts and how often (daily, weekly, monthly or never), whether or not you wish for empty alerts to be emailed to them (an empty alert means that there were no new items in the search) and whether to make the search public or not. You can then either save this search or cancel it by pressing either "Save" or "Cancel".

Exporting Search Results

The Nano Archive offers a facility to export search results into a variety of formats for use in other websites or in citations. The formats supported by default are ASCII Citations, BibTeX, Dublin Core, EP3 XML, EndNote, HTML Citations, METS, MODS, OpenURL ContextObject, Refer and Reference Manager. To use the exporting facility you must first conduct a simple or advanced search (see the section on Searching for details on these) and then select the format you would like to export to from the drop down menu near the top of the page. Once you have made your selection, click on the "Export" button to display the search results in the format that you selected.


Importing Items

Before importing items, please ensure that you have read through the Nano Archive policies and that you agree to be responsible for ensuring that material deposited in the archive can be made open access.

You can import information from external sources such as Pubmed or by using the DOI (Digital Object Identifier) into the Nano Archive. Do this by clicking on the "Import Item" button which can be found on the Manage Deposits page after logging in.

Then the import page will be shown. There are several options for importing items. These are: using a Pubmed ID, using Pubmed XML, using the Digital object Identifier system (DOI) or using EPrints XML. The page itself consists of an area to cut and paste records into, an option to browse for a file containing the record(s) and a drop down menu for selecting the import format (Pubmed ID, DOI, etc).

If the record is cut and pasted into the larger text area it is not required for the same record to be provided within a file and vice versa.

It is important that the correct import format is selected from the drop down menu. It is not possible to enter multiple records of differing formats at the same time.

Listed below are the available formats and some addition information about each one.

Pubmed ID

In order to import information from a Pubmed ID you must either enter the ID number(s) of the required items into the box provided, or you may use a file with the Pubmed IDs in. The numbers must be entered as-is (e.g. 182930).

Pubmed XML

If you wish to, you may import information about an item using Pubmed XML. Pubmed XML is a Pubmed record expressed in XML. To import an item using this method simply input the XML code into the box provided or use the "Browse" button to browse for a file that contains the XML code.

DOI (via CrossRef)

Items may also be imported as DOIs. This requires the DOI number to be formatted correctly (e.g doi:10.1029/2005JC003173). To import using a DOI, either enter the DOI(s) into the box provided or browse for a file that contains the properly formatted DOI.


This refers to the XML used within the eprints system. To import items using this option you must either enter the XML code into the box provided or use the "Browse" button to find and select a file containing the XML code from your own computer.

Once the relevant XML has been entered into the box or file chosen, you may either click on the "Test run" button, which will check to make sure an item can be found or will return an error if there is a problem, or you may click on the "Test run + Import" button, which will both check to make sure a valid item can be found, and if there are no errors, will import the information into an item for you to further edit.


To access any Imported items, simply click on the "Manage Deposits" link located on the main navigation bar and then choose the appropriate item from the list of items.

Editing Previously Saved Documents

If you wish to make changes to a previously saved item, you may do so by logging into the system using your username and password. Once you have logged in you will be at the "Manage deposits" page. Click on the title of the item you wish to make changes to. You should then click on the tab labeled "Edit". This will then allow you to change the details, upload more files, change the files already uploaded and the subjects that this item is associated with. The item may then be deposited or once again saved for later.

Creating a New Item

After logging in you will be taken to the Manage Deposits screen. From here you need to click on the "New Item" button to begin adding a new EPrint to the Nano Archive.

Selecting the type of document

The first stage of adding a new item is to select the type of document you are adding to the Nano Archive. There is a description of each type to help you if you are unsure what type of document you are depositing.

After making a selection, click next to continue.

Uploading the Document

After you have selected the type of document you wish to deposit, you will reach the upload screen. From here, click the browse button and find the file you wish to upload and then click "Upload". You will then see a number of fields from which you can choose the format of the file, enter a description, choose who it is visible to, select the license the document has and enter an embargo date. To save these changes click the "Update Document" button and to delete the document click on the "Delete Document" button.

You can add multiple documents to each record by following this process and you can also add more than one file to a document by clicking on the "Need to add additional files to this document?" link near the bottom of the page. Removing files from a document is achieved by clicking on the small "X" next to the filename. Once all of the desired files have been uploaded, click "Next" to continue.

Entering the document details

Once the document has been uploaded, you should enter as many details about the document as you can. There are a number of mandatory fields marked with a red star and you will not be able to deposit the document without filling these in first.

There are also help messages available for most fields, in case you are unsure what to enter, and these can be toggled by clicking on the symbols.

One important field is the "Contact e-mail address". The address you enter here is where requests for a file or document which you have set up to be private will be sent to.


The Nano Archive has an autocomplete feature to help users to fill in certain details and to help prevent item duplication in the archive. The first field which supports this feature is the title of the item. After entering a few letters into this field, a list of the items in the Nano Archive with matching titles is displayed.

The purpose of this feature is to prevent the duplication of items in the Nano Archive. You can click on the titles of the items in the list displayed to view an item's overview page to ensure that you are not depositing an existing document.

The autocomplete feature is also present in the creators field on the details page. When some letters of a creator's name have been entered, a list of possible authors is displayed.

Clicking on one of the authors in the list will fill in the all of the details about them that the Nano Archive already contains.

The autocomplete feature is also used in a similar way for entering journal details. Entering part of the journal title displays a list of possible journals which you may be trying to enter.

Clicking on a journal from this list will fill in the rest of the title and, if known, the ISSN and publisher fields.

After filling in as many fields as you can click "Next" to move onto the next page.

Choosing subjects

The next step is to choose which subjects your document is about.

From the list presented to you, you can expand a subject area by clicking on the "+" symbol. You can also search for a subject by typing a subject into the search bar at the top and clicking "Search". To add a subject to the document, click the button which says "Add" next to the desired subject. A list of the currently chosen subjects is displayed near the top of the screen and if you wish to remove one of these, then click on the "Remove" button next to the subject you would like to remove.

It is important when you are choosing subjects to be as precise as possible so that people will be able to find your document in the Nano Archive more easily. After you have chosen all of the subjects which match your document, click "Next" to continue.

Depositing Documents

Once you have completed all of the previous steps you will be ready to deposit the document into the archive. If all mandatory fields have been filled in correctly then you will be presented with a screen similar to the one shown in the screenshot.

If you are sure that depositing the item does not breach the copyright laws as stated in the archive policies, then click the "Deposit Item Now" button to complete the deposit process.

If you do need to go back and change some data, there will be a link in the warning which takes you back to where the problem occured to make it easier for you to amend the data you have entered.

Once you have deposited the document and return to the "Manage Deposits" page, you will see that the document is now in the "Under Review" status. This means that it is being checked by an administrator of the Nano Archive before being put into the live archive. Once it enters the live archive the status of the document will change to "Live Archive".

Adapted from University of Southampton Eprints Training Materials