Your Research Data

Adding a New Dataset

Note that each institution using Scholars Portal Dataverse may set up the service differently for their users. If you don’t see the “Add Data” button appear after login, follow any instructions provided on your institution’s Dataverse landing page, or contact the administrator for your institution’s Dataverse to find out how to deposit using the “Contact” link in the upper-right corner of the dataverse.

If you have access to add data to a dataverse, you can follow the steps below.

Step 1. Click on your user name and select “My Data” from the dropdown menu.

Step 2. Select whichever of your dataverses that you would like to add a dataset to (if you need to create a new dataverse, please follow the instructions on the previous page).

Step 3. Click on the “Add Data” button and select “New Dataset” in the dropdown menu.

Step 4. To create a Data Citation with a DOI, you will need to enter the required fields at minimum (indicated with an asterisk).

Tip: Use the “+” buttons if the dataset has more than one author and/or contact person

Step 5. Upload relevant files to your dataset by clicking on “Select Files to Add”, or drag and drop files directly into the Dropbox from your computer.

Any file type can be uploaded to Dataverse, including: tabular data files (Stata, SPSS, R, Excel(xlsx) and CSV), shapefiles, Flexible Image Transport System files, and compressed files. For more information please see the File Handling section of the Advanced User Guide.

Benefits of using tabular data:

Files in certain formats – Stata, SPSS, R, Excel(xlsx) and CSV – may be ingested as tabular data. Tabular data format allows users to visualize and explore data using Dataverse’s Data Explorer – a statistical data exploration application integrated within Dataverse.

For more information on tabular data file advanced ingest options visit this section of the Advanced User Guide, and for further details on the Explore function, see the Using the Data Explorer section on this guide.

Step 6. Click the “Save Dataset” button when you are done. Your unpublished dataset has now been created.

Editing Datasets

Datasets can be edited at any time once they have been created.

First, navigate to your “My Data” page. Next, find and select the dataset you would like to edit.

Once you are in the dataset, you have multiple options for editing it.

The “Edit” button will allow you to change the entire dataset’s information. The “Edit Files” button allows you to change the information associated with one or more individual files.

Use the top “Edit” button to: upload additional files to the dataset see and edit the dataset’s metadata and terms of use explore the dataverse’s guestbook create a private URL for the dataset to share it with non-Dataverse users delete the dataset

Use the “Edit Files” button to: delete file(s) see and edit file metadata restrict or unrestrict files see and edit file tags. Tip: select one or more files to be edited before clicking on the “Edit Files” button

For more information on editing datasets (including file tags, establishing terms and permissions, creating private URLs and the use of guestbooks to monitor data use) please see the applicable sections of the Advanced User Guide available here.

Datasets and Restricted File Permissions

Use dataset permissions to control who has access to both datasets and restricted files.

After clicking on the “Edit” button and selecting “Permissions”, choose whether you’d like to modify either “Dataset” or “Restricted Files” permissions.

Dataset permissions allow you to assign roles to users and groups for a particular dataset.

Restricted file permissions allow you to grant specific users and groups access to restricted files.

These processes are both very similar to assigning roles for a dataverse, as described here on this guide.

See the Permissions section of the Advanced User Guide for further information on granting dataset permissions and restricting/unrestricting files.

Publishing a Dataset

When you publish a dataset or dataverse (available to an Admin, Curator, or any custom role which has this level of permission assigned), you make it available to the public so that other users can browse or search for it.

It is important to note that in order for a dataset to be published, the dataverse in which it is deposited must also be published. If you attempt to publish a dataset before the dataverse has been published, you will be offered the option to publish both simultaneously.
Once your dataverse or dataset is ready to go public, go to its page and click on the “Publish” button on the right hand side of the page. A pop-up will appear to confirm that you are ready to publish since once a dataset or dataverse is made public it cannot be unpublished.

Whenever you edit your  dataset or dataverse, you  are able to publish an updated version of it. The “Publish” button will reappear whenever you edit the dataset or dataverse.

Note: Prior to publishing your dataset the Data Citation will indicate that this is a draft; the “DRAFT VERSION” text will be removed as soon as you Publish your dataset.