Datasets

Search for dataset

Before you create a new dataset, it's a good idea to first check that it doesn't already exists. You can search among existing datasets in the catalog, by entering at least three characters in the search field.

By clicking on a dataset you get to the dataset overview page. There you can edit the dataset by clicking on the Edit button.

If the dataset doesn't already exist, you can create a new one.

Create dataset from template

There are two different ways to create a dataset, either by creating it from a template that already exists or creating it from scratch.

To create a dataset from a template, click on ”Create from template” and start by choosing a suitable catalog and possibly a matching category (for example "Environment") where there might be a useful template for the dataset you want to to create.

To preview the dataset description, click on the round information icon. If you want to use the chosen template, click on ”Create”.

You will get a page with pre-entered information from the template that you can edit to suite your dataset.

By turning on recommended and optional fields you can describe your dataset in more detail. For more information about each input field, see Describing a dataset below.

You can only create one dataset from one template, but if you want to create several similar datasets, see Copy dataset.

Create a dataset from scratch

If you want to create a dataset from scratch instead of using a template, click on the button "Create".

Start by choosing a profile that suits your dataset before you enter information in the input fields. If you can't see a profile button, the profile is already chosen for you. The profile you choose determines which set of input fields your dataset will have. The most common profile is usually the prechosen standard.

The organization can publish data according to different application profiles. For PSI data it can be DCAT-AP-SE and for INSPIRE it can be a combination of NMDP and DCAT-AP-SE. If you are working with geospatial data, you should use the INSPIRE profile.

Describing a dataset

When you have chosen an appropriate profile you can start describing your dataset. All mandatory and recommended input fields are shown by default. You can choose to show or hide the recommended and optional input fields on the edit page by using the slide buttons at the top. Input fields already containing data are always shown.

On the right side you see quick links to all the input fields. If you click on the title for a input field, you will get a tool tip with short information about what information that is expected as input.

The three fields: Title, Description and Publisher are mandatory fields for a dataset. Remember that your organization may require you to enter information in mandatory fields in more than one language. To add a title in another language, click on "+ Title". A new row with input fields will appear where you can choose other languages. If you instead want to remove a row, click on the minus symbol on the right side.

Publisher for external dataset

If an external part hosts the dataset for an organization, that organization should be entered as publisher for the dataset. The reason for this is that the original organization can only set up rules on how the external host should handle the data, but in reality can't enforce control over the data.

The recommended fields and the optional fields for the profile DCAT-AP-SE are listed below. If you want more information about the fields for DCAT-AP-SE, you can read more about it at dataportal.se.

Recommended fields

Contact point: A dataset needs a contact point, usually the data owner, in order for the organization to keep track of which department or person that updates and maintains the dataset. It may be an individual or an organization (department or unit within the organization) with a functional mailbox.

Choose a contact from the list or create one by clicking on the magnifying glass. For more information on how to create a contact, se Create contact point.

Keywords: To make the dataset searchable, and thus discoverable, you need to describe it by defining keywords, categories and subject terms (e.g. via linked or imported terminologies such as GEMET from the EU). Filling in the various fields may require some thought and work but they are very important to make it possible to find the datasets, both in your own catalog but also in other catalogs that harvest your catalog (e.g. dataportal.se, govdata.de or opendata.swiss).

Describe the dataset with your own keywords, one per line without commas. Create a new row with the plus sign (+).

Category: The category or categories suiting your dataset. You may choose several categories.

Special case, Custom fields: In some cases there may be custom fields that your organization have in their specific profile. These are only available in your own instance of EntryScape and not in EntryScape Free.

For example, your organization may have chosen to import controlled subject terms from the GEMET (GEneral Multilingual Environmental Thesaurus) glossary into EntryScape. GEMET is an established European thesaurus with over 40 themes (top level) and contains a total of about 5000 terms. As there are so many terms to choose from, the easiest way to select appropriate subject terms is to use the search function.

Custom field from Inspire application profile: If your organization has a custom application profile for e.g. INSPIRE. If you have selected the Inspire profile, the Inspire Theme and Subject Category fields are also visible to describe the data set.

Release date: The formal publication date for the dataset. With the date menu to the right, you can choose if you want to enter only a year, or a date or a date and time. Then you enter the year/date/time in the left fields.

Named geographical area: The geographical area(s) for the dataset. Click on the magnifying glass to choose for example country, region, municipality or city.

Geographical area, Boundingbox: Choose area by zooming in and click on the map or write the coordinates, in reference system WGS 84 (latitude and longitude). Zoom in and out with the plus and minus buttons on the left side.

Click on the map marker to choose to pinpoint a location on the map, or click on the rectangle icon to choose to draw a rectangle around the chosen area for the dataset.

To draw a rectangle, click once to choose the upper left corner and click a second time to finish with the right lower corner of your chosen area. The coordinates update automatically in the fields on the right side.

Time period, Start and End: The time period to which the dataset applies, with start and end date. You can choose to add more than one time period. With the date menu to the right, you can choose if you want to enter only a year, or a date or a date and time. Then you enter the year/date/time in the left fields.

Access rights: Classification of the dataset, stating if it contains open data, data with access restrictions or non-public data, such as sensitive personal information. Note that descriptive metadata can be published for non-public data, but that distributions with the actual data should not be created for those datasets.

Optional fields

Creator: The entity/organization responsible for producing the dataset.

Attribution, Role: Other actors than publisher or creator. The role of the actor.

Attribution, Party: Other actors than publisher or creator. Organization/entity.

Applicable legislation: Legislation that mandates the creation or management of the dataset.

High-value dataset, category: If the dataset is categorised as a high-value dataset (e.g. "Heritage sites") and which category/categories it belongs to.

Identifier: Main identifier for the dataset, usually a URI or other unique identifier.

Other identifier: Secondary identifier after the main identifier.

Date modified: The most recent date on which the dataset was changed or modified.

Language: Language or languages used in the dataset.

Landing page: The web page that provides access to the dataset or its distributions. It should point to a landing page of the original data provider and not to a page on a third-party website, such as an aggregator.

Conforms to: Refers to an implementing rule or other specification. For example, you can refer to something you have imported or uploaded with the Document function or a specification you imported from a data portal.

Temporal resolution: The minimum time period resolvable in the dataset, e.g. "Months: 3”.

Spatial resolution: The minimum spatial separation resolvable in the dataset, measured in meters. (Decimals are allowed.)

Frequency of update: Update frequency for the dataset.

Version: Version number or other version designation of the dataset.

Version notes: A description of the differences between this version of the dataset and a previous version.

Source: Reference to a related dataset from which the described dataset is derived.

Fee: If there is a fee associated with using the dataset.

Description, Fee: information about the fee or other relevant information.

Webpage: URL to a webpage with more detailed information about the fee.

Has version: Refers to a related dataset that is a version, edition or adaption of the described dataset.

Is version of: Refers to a related dataset of which the described dataset is a version, edition or adaption.

Is referenced by: A related publication or similar that refers to/cites/otherwise points to the described dataset.

Related resource: A related resource to the dataset, described with for example a URI.

Qualified related resource, Role: A related resource to the dataset, with a clarifying role.

Qualified related resource, Resource: A related resource to the dataset.

Documentation: A page or a document about this dataset.

Provenance, Description: A statement about the lineage of a dataset. E.g. owner history or other history of the dataset.

Note! It can be tempting to work with EntryScape in several tabs open at the same time in a browser, but it is not recommended if you want to edit your datasets. If you accidently edit the same dataset in two different tabs, it's easy to overwrite your own changes in the wrong way and cause error messages in EntryScape.

Create contact point

When you describe your dataset, you can also create a new contact point by clicking on the magnifying glass.

First choose whether you want to enter an organization (for example a department/unit) or an individual as contact point. Name and email are mandatory information, but if you choose to turn on recommended fields (at the top) you can enter more information such as phone number and address. Then click the Create button down to the right.

Note that you can't edit or remove an existing contact point here. Instead, go to Contacts in the main menu to the left. There you have full edit access to all contact points.

Copy dataset

If you already have a described dataset that you would like to copy, go to the overview for the dataset and click on ”Copy”.

Note that you create a copy of the dataset description, but not the associated distributions, visualizations or comment of the original dataset. You also get to confirm if you would like to proceed anyway.

Table view and list view

The default view in EntryScape Catalog is to show data in a list view. If you would prefer to see and edit many suggestions or datasets on the same page, you can use the table view. Change to table view by clicking on the table view icon at the top.

In table view, you can also decide how many columns you want to see simultaneously. Click on "Columns" to choose which columns to hide or show.

Click on the field you want to edit and describe it with a value from the drop-down list or free text. To close the edit box, click on the upper X or outside of the box. After you are done, don't forget to click on the Save button at the bottom.

To change back to list view, click on the list view icon up on the right.