ET-Docs - user guide

The ET Documents system (ET-Docs) is the ET Collaboration's document repository, editorial-committee review workflow, and public outreach archive. It replaces the legacy TDS-style tool for ET-specific documents.

• URL: apps.et-gw.eu/et-docs (production)
• Sign-in: Indigo IAM (recommended) or EGO Active Directory
• Public outreach page:apps.et-gw.eu/et-docs/public/outreach/
• Support: email service@ego-gw.it or ping the ET-Docs administrators

Signing in

ET-Docs offers two independent sign-in paths. Use whichever suits you.

• Indigo IAM - recommended. You are redirected to the ET IAM login page hosted by INFN-CNAF; sign in there with your institutional (eduGAIN) credentials, and you are returned to ET-Docs. Requires an IAM account that you register yourself the first time you visit IAM.
• EGO Active Directory - if you already have EGO / Virgo AD credentials, you can sign in with them directly.

Both paths land you in exactly the same place. If you have used both, an ET-Docs administrator can reconcile the two identities into a single account so your reviews and documents follow you across sign-in paths. See Two identities, one account below.

First sign-in: privacy policy

The first time you sign in - and again whenever the policy version changes - you'll be shown the privacy policy and asked to accept it. ET-Docs stores what you accepted and when, so you're only re-prompted when the wording actually changes. You can re-read the current policy at any time from the Privacy policy link in the page footer.

Getting around

The top bar carries the primary sections; the icon at the far left is the ET-Docs mark and always takes you back to the dashboard.

• Home - dashboard. Reviews waiting on you, the number of documents you can access, quick actions.
• Codifier - the main document library. Filter by type, year, or via the Search form.
• Reviews - the editorial-committee review queue.
• Series - the document-taxonomy tree (open a series to see its sub-series and administrators).
• Outreach - the outreach-materials library.
• Search - the search form; submitting it lands you back in the codifier with the filters applied.
• Statistics - corpus-level counts across the whole system (all access levels, not just what you can see).

Every page has a small footer with the app name, the Help & documentation link (which points here), and the Privacy policy link.

Access control

ET-Docs enforces per-document authorisation on every listing and every direct URL. Which documents you see is decided by your group membership at your current sign-in path:

• If you signed in with IAM, the IAM groups in your token are the authority.
• If you signed in with AD, the CNs from your memberOf attribute are the authority.

Each document is tagged with one or more access-level combinations (for example CB, ETC, EIB). You can only see a document if at least one of its combinations matches one of your groups. Documents you can't see are hidden from every listing (dashboard, codifier, search, series-detail) and direct-URL access is refused with a Not authorised notice.

Codifier - the document library

The Codifier is the main list of every document in ET-Docs.

• Filter chips at the top let you narrow by document type or by year (or both together).
• The Access column shows which access-level combinations each document is tagged with.
• The Review status column shows the pipeline pill & the current phase for documents in review.
• Clicking a row (or the code / title link) opens the document detail view.
• + New document (top right) takes you to the metadata form to create one.

Adding a new document

Click + New document on the codifier page, fill in the metadata form, upload the file(s), and pick one or more access-level combinations to tag it with. The doc-type you pick determines which review pipeline (if any) the document routes through when you submit it for EC review.

Documents you add appear immediately in the codifier for anyone whose groups overlap with the combinations you selected.

Search

The Search form lets you filter by title, authors, code, full text, dates, doc type, and access-level (Viewable by).

• The Viewable by dropdown lists only the groups you're authorised to see - you never get an option that would produce zero results (admins get the full catalogue).
• Submitting the form lands you in the Codifier with the filters applied. A blue Search filter applied strip at the top of the codifier lists the active filters. Change filters takes you back to Search with the same values; Clear all wipes the filter session.

Reviews

Documents can be submitted for editorial-committee review from the document-detail page (when their doc type routes to a review pipeline). Once submitted, the review moves through the phases the pipeline defines:

• Triage - an editorial-committee member picks a pipeline and assigns reviewers.
• Reviewer completion - internal referees or reviewers give their decisions and comments.
• EC decision - the EC approves, requests changes, or rejects.
• Awaiting-author - the author responds to a request-for-changes; can be re-approved / rejected from there.

You'll see reviews waiting on you on the dashboard. The Reviews section carries the full queue. Terminal states (approved, rejected, withdrawn) are surfaced with dedicated status pills.

Series

Series are the document-taxonomy tree. Every document can be tagged into one or more series, and series can nest arbitrarily.

* Open the Series section to see the tree. Click Metadata on any series to open its detail drawer.
* The drawer shows the series' name, description, type, dates, URL for docs, and administrators.
* Series administrators (chosen from the ET active-member list - same source as the reviewer picker) can edit the series' metadata, add sub-series, and archive it.
* Add sub-series creates a new child under the current series. Edit changes its metadata. Archive hides it from the active tree.

Outreach

The Outreach library carries the materials the collaboration has released for public use. Each item shows a preview thumbnail (or a type-appropriate placeholder icon), title, credits, licences, captions, languages, and file types.

• Filter by search text, language, access level, file type, and sort order.
• Paginate through the library from the footer.
• The public outreach page renders the same library without authentication - anyone can browse the publicly-released material.

Two identities, one account

If you have signed in with both IAM and AD at different times you'll end up with two rows in the user database and your reviews / documents will be split between them. Ask an ET-Docs administrator to reconcile the two on the Admin → Reconcile user accounts page.

The administrator picks a "keep" row and a "delete" row, previews the merge (every reference on the deleted row is re-pointed to the kept row; missing identity / name fields are copied across; the deleted row is removed), and confirms. You'll then land on the same account regardless of which sign-in path you use.

Personal data - what ET-Docs stores about you

Your privacy policy (linked from the footer) has the full detail. In brief:

• Your identity (AD username or IAM subject, name, ETMD member id when we can match you), a snapshot of the groups you carried at your last sign-in, and the record of your privacy-policy acceptance.
• Every document you submit, release, or edit.
• Every review you participate in and every comment you post.
• Every series-administration action you take.
• An append-only codifier-history entry for each of the above.

We do NOT collect sensitive data, tracking cookies, analytics data, or anything that isn't strictly needed to run the collaboration's document workflow.

Getting help

• Support: email service@ego-gw.it or ping an ET-Docs administrator.
• Bug report / feature request: file an issue against the ET-Docs codebase in ET GitLab.
• Data access / correction / deletion: email privacy@ego-gw.it (or the address named in your current privacy-policy version).