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Data Structures

Data Structures in DataScribe provide a robust framework for organizing your research data into logical hierarchies. This system enables you to create, manage, and replicate complex folder structures while maintaining consistent metadata across your research projects.

Understanding Data Structures

Data Structures Overview

Data Structures serve as the organizational backbone for your research data, providing:

  • Logical grouping of related research data
  • Consistent folder organization across projects
  • Standardized metadata templates
  • Seamless integration with Google Drive
  • Version control for evolving research organizations

Key Components of Data Structures

Folders and Hierarchies

  • Root Folders: Top-level containers for major research categories
  • Subfolders: Nested structures for organizing specific data types
  • Smart Folders: Dynamic containers that update based on metadata rules
  • Linked Folders: References to existing folders in other structures

Metadata Templates

  • Define consistent properties and attributes for folders and files
  • Ensure standardized information capture across your research
  • Support validation rules for data quality
  • Enable advanced search and filtering capabilities

Access Controls

  • Folder-level permission settings
  • Inherited permissions through hierarchies
  • Custom access rules for specific team members
  • Temporary access provisions for external collaborators

Creating Data Structures

Method 1: From Scratch

  1. Navigate to "Data Structures" in the main menu
  2. Click "Create Structure"
  3. Select "Blank Structure"
  4. Provide a name and description
  5. Use the visual editor to:
  6. Create folders and subfolders
  7. Define relationships
  8. Configure metadata templates
  9. Set access permissions
  10. Save your structure

Method 2: From Templates

  1. Navigate to "Data Structures" in the main menu
  2. Click "Create Structure"
  3. Select "Use Template"
  4. Browse the template library by:
  5. Research discipline
  6. Organization type
  7. Project complexity
  8. Select a template that matches your needs
  9. Customize as needed
  10. Save your structure

Method 3: Import from Google Drive

  1. Navigate to "Data Structures" in the main menu
  2. Click "Create Structure"
  3. Select "Import from Google Drive"
  4. Browse your connected Google Drive
  5. Select the folder structure to import
  6. Map imported folders to metadata templates
  7. Configure missing metadata fields
  8. Save your structure

Managing Data Structures

Editing Structures

  1. Navigate to your existing data structure
  2. Click "Edit Structure"
  3. Make necessary changes:
  4. Add, remove, or rename folders
  5. Modify hierarchy relationships
  6. Update metadata templates
  7. Adjust permissions
  8. Save your changes

Versioning

DataScribe maintains versions of your data structures:

  1. Navigate to your data structure
  2. Click "Version History"
  3. View all previous versions with timestamps and authors
  4. Compare versions to see specific changes
  5. Restore previous versions if needed

Cloning Structures

Replicate successful structures for new projects:

  1. Navigate to the source data structure
  2. Click "Clone"
  3. Provide a name for the new structure
  4. Select which elements to include:
  5. Folder hierarchy
  6. Metadata templates
  7. Access permissions
  8. Linked resources
  9. Customize as needed
  10. Save the cloned structure

Working with Folders

Creating Folders

  1. In your data structure, locate the parent folder
  2. Click the "+" icon
  3. Select "Add Folder"
  4. Enter folder name and description
  5. Select applicable metadata template
  6. Configure folder settings
  7. Save the folder

Smart Folders

Smart Folders automatically organize content based on rules:

  1. Create a new folder
  2. Enable "Smart Folder" option
  3. Configure filtering rules:
  4. Metadata field conditions
  5. File type filters
  6. Date-based rules
  7. Text content conditions
  8. Save your Smart Folder configuration

Bulk Operations

Perform actions on multiple folders:

  1. Select folders using checkboxes
  2. Click "Bulk Actions"
  3. Choose from available operations:
  4. Move
  5. Copy
  6. Apply metadata template
  7. Set permissions
  8. Export structure
  9. Confirm your action

Metadata Templates

Creating Templates

  1. Navigate to "Settings" → "Metadata Templates"
  2. Click "Create Template"
  3. Configure template properties:
  4. Name and description
  5. Applicable folder types
  6. Required fields
  7. Add metadata fields:
  8. Text fields
  9. Numeric fields
  10. Date fields
  11. Selection lists
  12. Checkbox options
  13. File attachments
  14. Set field validation rules
  15. Save your template

Applying Templates

  1. Navigate to your data structure
  2. Select a folder
  3. Click "Apply Template"
  4. Choose from available templates
  5. Configure template mapping
  6. Apply the template

Google Drive Integration

Syncing with Google Drive

  1. Navigate to your data structure
  2. Click "Sync with Google Drive"
  3. Select sync options:
  4. One-way (DataScribe to Drive)
  5. One-way (Drive to DataScribe)
  6. Two-way sync
  7. Configure sync frequency
  8. Start the sync process

Handling Conflicts

When conflicts occur during synchronization:

  1. Review the conflict details
  2. Choose resolution method:
  3. Keep DataScribe version
  4. Keep Google Drive version
  5. Merge changes
  6. Create duplicate with both versions
  7. Apply your decision

Best Practices for Data Structures

  • Create a standardized folder naming convention
  • Design your structure before implementing it
  • Use metadata templates consistently
  • Limit folder hierarchy depth to 5-7 levels for usability
  • Document your structure design for team reference
  • Regularly review and optimize your structures
  • Use Smart Folders for dynamic organization

Next Steps

After setting up your data structures: