UMA: Help pages

Please find help for the sections of UMA below or use the FAQ link for frequently asked questions

FAQs

Getting Started

If you already have an existing ADS hosted application account (i.e. an OASIS account) you will be able to log in to UMA with your existing OASIS username and password.

Go to the log in page

Registration process

If you are new to ADS hosted applications, you will need to register for UMA first before you can log in.

To do this, on the main log in page click ‘Register’.

First decide if you need to register for a new account or just log in.

If you already use one of our existing services like OASIS, INGEST or HSDS Catalogue of Services you do not need to register again to add another service. Log in and go to join new sys/org in the user menu on the top right.

If you do need to register, enter your email address, complete the reCAPTCHA verification by Checking the "I'm not a robot" box and, if prompted, complete the image verification challenge.

Then enter your details and a password between 8 and 20 characters. You can add (or create) an ORCID which will allows any reports or archives you create to be linked to you. You will also need to accept the Terms and Conditions and privacy policy and press "save details".

After submitting your registration, you'll receive a verification email. Check your inbox (and spam folder) and click the verification link to activate your account.

Go to the register page

Login page

Once your account has been activated, navigate to the log in page.

Enter your email address and password, then click "Log In".

What to do if you forget your password

Go to the log in page

If you've forgotten your password click "Forgot your Password?".

Enter your email address, complete the reCAPTCHA verification and click "Next".

Check your email inbox (and spam folder) for reset instructions and click the reset link in the email within 24 hours to create a new password.

Selecting a System

Admin access page

Once you have logged in you will be taken to the ADMIN access page if you have admin rights.

This page displays all organisations you belong to, their associated systems, and any outstanding notifications.To access a system, click the "Select" button in the Login column for your chosen organisation and system.

Dashboard Overview

Once you have logged into a system, the top navigation bar provides the main way to access the different menus in UMA. Along the Top Navigation Bar there are two main menus:

• Application menu (that switches between systems and/or organisations)
• User profile menu

Recent Activity

The Recent Activity page is your default landing page after selecting a system.

The Recent Activity page displays all recent UMA activity in the last 30 days.

The activity is displayed in a table across two tabs: your activity and all activity for the current system and organisation you are logged into.

For detailed information about the Recent Activity menu, see the relevant User Menu Guide section.

User menu

The user menu provides you access to all of the information that is specific to your user account. This includes user details, membership to different organisations and systems and recent activity. You can also use this menu to switch between different organisations or systems after logging in.

Details

Go to the user details page

This page allows you to view and edit your user details. The following details can be altered by the user.

• First name
• Last name
• Email
• Password
• ORCID

To change the details click on the pencil icon next to relevant section and then click the tick button ui-button to confirm.

The following details are shown but can not be changed by the user.

• Created
• Last updated

Request to Remove Account

You can request to remove your UMA account. Click "Request to remove account" at the bottom of the page to send a deletion request to ADS, which will be processed according to our privacy policy.

Membership

Go to the user membership page

This page displays a list of the organisations that you are currently a member of.

The table includes the following information:

• System name
• Organisation
• Status (Pending, Active, Inactive or Reapproval)
• Role (Either Admin or User)

Sort the list using the arrows in each column header. To leave a system, click the "Leave" button in the right-hand column. If you are Inactive in a system you will be able to request to rejoin it by clicking a "Rejoin" button

Join another organisation

This button takes you to the Join new System/Organisation page.

For detailed information about Join new System/Organisation, see the relevant User Menu Guide section.

Join new sys/org

Go to the join sys/org page

This page allows you to join a new system and/or organisation.

• To join a new system and/or organisation, first select a new system from the drop down list. This is restricted to the current list of ADS & HSDS systems.
• Next, select an organisation. You can either choose from a dropdown list of your current organisations or you can choose a different organisation.
• To choose a different organisation, start typing the name of that organisation in the text box and the menu will display a series of matches based on that text.
• Once each element has been selected you can click the ‘Save membership’ button.

A request will now be sent to the admin users for that organisation. You will be sent an email when your request has been approved or rejected.

Can't find your organisation?

Click "Add a new organisation" to submit details for a new organisation.

In the popup page, type in the organisation details including name, address and phone number and select the 'Send new organisation for approval' button.

A request will then be sent to the ADS/HSDS to approve the creation of a new organisation. Please note that requests may be declined if the organisation already exists in our system.

Activity log

Go to the activity log page

The Activity log page displays a list of all UMA activity undertaken by or for the current user.

The table provides the following information:

• Date
• Audit action
• Organisation (if applicable)
• System
• Notes
• Action Completed By

The activity log is displayed as default from the most recent to earliest activity, however, the list can be organised by some of these attributes by using the arrows along each column along the top of the table.

Recent Activity

The Recent Activity page displays all recent UMA activity in the last 30 days.

The activity is displayed in a table across two tabs: your activity and all activity for the current system and organisation you are logged into.

The table on each tab provides the following information:

• Date
• Audit action
• Organisation (if applicable)
• System
• Notes
• Action Completed By

This list can be organised by some of these attributes by using the arrows in each column header at the top of the table.

Switch sys/org

Go to the switch sys/org page

This menu item appears if you are an admin for more than one System and Organisation. It allows you to switch to another system and organisation that you are currently a member of.

To switch to a different system and/or organisation select an option from the drop down menu and click the ‘Select a system/organisation’ button.

This only allows you to navigate to a system or organisation that you are currently a member of. To join a new system or organisation please navigate to the Join new sys/org menu.

For detailed information about joining a new system or organisation, see the relevant User Menu Guide section.

Logout

Selecting this option will log you out of the system and return you to the Log in page.

Application menu

This menu will be labelled in the top navigation bar with the name of the application that you have selected, for example ‘OASIS’.

This menu allows you to administer the user access for your organisation for the chosen system.

Details

Go to the organisation details page

This page allows you to view the details of your organisation. The following details can be altered by an admin user.

• Organisation name
• Address
• Post code
• Phone Number

To change the details click on the pencil icon next to relevant section and then click the tick button ui-button to confirm.

The following details are shown but can not be changed by the user.

• Created
• Last updated

Membership

Go to the membership page

This page displays a list of all the users currently registered to your organisation for the selected system.

Users are displayed on four tabs:

• Active - Users with current access to the system
• Inactive - Users whose access has been suspended but who remain in the system
• Pending - Users awaiting approval for access
• Reapproval - Users awaiting approval for access after a period of being Inactive

Each table displays the following information:

• Last name
• First name
• Email
• Status
• Role (Admin/User)

The role for each user can be changed by clicking on the icon next to the user name. Select a role from the dropdown list to confirm.

Click the ‘Make inactive’ button on the far right hand side of the page to make that user inactive.

Add new user to organisation

Click the ‘Add new user to organisation’ to take you to the add user page.

For detailed information about Add user to sys/org, see the relevant User Menu Guide section.

Add user to sys/org

Go to the add user page

This page allows you to add a new user to your organisation for this system.

Enter the user's email address and choose a role, either User or Admin, and select ‘Save Membership’.

This will add the user to this organisation for the selected system. An email will be sent to the user to confirm their membership to the organisation.

Roles

Go to the organisation roles page

This page provides a list of roles that can be assigned to your organisation. These roles will be available to all users in this organisation for this system.

The list of organisation roles will be dependent on the system that you are currently administering.

Please see the relevant submenu on Current Services for more details.

Activity log

The Activity log page displays a list of all UMA activity undertaken by the organisation for the current system.

The table provides the following information:

• Date
• Audit action
• Organisation (if applicable)
• System
• Notes
• Action Completed By

The activity log is displayed as default from the most recent to earliest activity, however, the list can be organised by some of these attributes by using the arrows along each column along the top of the table.

Go to the activity log page

Current Services

OASIS

With OASIS there are a number of different levels of access. These are defined within UMA by organisational roles.

This is accessed via the OASIS menu under ‘Roles’. On this page each role is shown alongside a description and status, which is listed as either ‘Active’, ‘Inactive’, ‘Pending’ or ‘Reapproval’.

The two data entry roles for OASIS are:

• O1 Researcher which submits OASIS forms (commercial data inputter)
• O1a Community group which submits OASIS forms

These two roles can be selected without any further approval.

The following are reviewing roles within OASIS and can be requested here but require approval by the ADS.

• O2 Historic Environment Record (regional reviewer)
• O2a Other reviewing organisation
• O3 Museum/Archive
• O4 Organisation with responsibility for reviewing OASIS records nationally
• O4a Discovery and Excavation in Scotland
• O5 Research Frameworks

From this page you can control the status of each role you already have. Using the buttons on the right hand side of the menu you can either ‘Make inactive’ or ‘Request’ a role.

Requesting an inactive role requires permission from the ADS.

Requesting additional roles

Additional roles may be available in OASIS depending on your current roles, these can be accessed via the Additional roles menu.

To request an Additional Role, select the role from the dropdown menu at the bottom of the page and click the ‘Save additional role’ button.

This new role will then appear in the table with the Status 'Pending' if it requires approval and 'Active' if it does not. Requesting most new roles require permission from the ADS. Once your request has been approved you will receive a notification email.

Ingest

With INGEST there is a single level of access. It is defined within UMA as a role.

The roles menu is accessed via the INGEST menu under ‘Roles’. On this page the role is shown alongside a description and status, which is listed as either ‘Active’, ‘Inactive’ or ‘Pending’. The role listed for INGEST is:

• E1 Ingest - Public User

From this menu you can control your membership within each role. Using the buttons on the right hand side of the menu you can either ‘Make inactive’ or ‘Request’ a role.

HSDS Catalogue of Services

With HSDS Catalogue of Services there is a single level of access. It is defined within UMA as a role.

The roles menu is accessed via the HSDS Catalogue of Services menu under ‘Roles’. On this page the role is shown alongside a description and status, which is listed as either ‘Active’, ‘Inactive’ or ‘Pending’. The role listed for INGEST is:

• H1 HSDS Catalogue of Services - User

From this menu you can control your membership within each role. Using the buttons on the right hand side of the menu you can either ‘Make inactive’ or ‘Request’ a role.