Administration

This page provides a usage overview of the InvenioRDM administration panel.

Audience: Instance staff / Content Managers / Administrators

The administration panel is a feature in InvenioRDM introduced in v10 that provides a graphical user interface for managing your instance. It is designed to be used by administrators and superusers of the repository. For more technical details you can read the developer guide to the InvenioRDM administration panel, detailing its programmatic interface and usage.

As an administrator you can access the administration panel at /administration. This is also available through the user menu in the top right corner of your instance:

Communities

The Communities section in the administration panel lets you see and manage communities.

You can:

• View communities that are active or deleted.
• Filter by visibility: public or restricted.
• Search by name or slug.
• Sort by newest or oldest.
• Take actions like deleting or featuring a community.

Info

For more details on communities, see Communities. For API usage, see the REST API for Communities.

Logs

Audit Logs

Introduced in InvenioRDM v13

The Audit Logs page provides actions taken in the system. As an administrator, you can keep track of recent changes across the repository.

You can:

• See a list of actions like creating, editing, or publishing records
• Check who performed each action and when
• Open detailed logs or compare changes

You can filter by:

• Resource type (e.g. records)
• Action type (e.g. draft.edit, record.publish)

Info

If you want to configure or extend audit logging, see Audit Logs.

Records & files

Drafts

The Drafts page allows you to view and manage records that have not yet been published.

You can:

• Review draft records and their details
• Filter by access status, publication status, resource type, or file type
• Set quotas for each draft
• Activate, Deactivate or Block the user owning the record

Info

For API usage, see Drafts.

Records

The Records page provides access to all published records you can manage.

You can:

• View records that are published, deleted, or scheduled for purge
• Filter records by access status, file type, or resource type
• Delete records and compare different versions
• Activate, Deactivate or Block the user owning the record

Introduced in InvenioRDM v13

Info

For API usage, see Records.

Site Management

OAI-PMH

The OAI-PMH page allows you to manage sets used for metadata harvesting via the OAI-PMH protocol. Sets are defined by search queries and help external systems harvest records.

You can:

• View existing OAI-PMH sets and their search queries
• Edit or delete existing sets
• Create new sets

Info

For details, see OAI-PMH. For API usage, see the REST API for OAI-PMH Sets.

Pages

The Pages section allows you to manage static informational pages on your site.

You can:

• View the list of existing pages
• Edit existing page content, titles, language and description.

Info

To learn how to customize static pages, see Static Pages.

Domains

The Domains section allows you to manage and configure approved email domains for your InvenioRDM instance. These domains are particularly useful for content moderation, when moderation features are enabled. For example, you can configure your system to automatically verify and approve content uploaded by users whose email addresses originate from an approved domain.

You can:

• View domain status and user activity (e.g. active, inactive, confirmed)
• Filter by status, flagged state, or top-level domain
• Create, edit, or delete domain entries

Info

You can read more about below.

Banners

The Banners section allows you to add announcement banners to your InvenioRDM instance. Banners can be displayed site-wide or targeted to specific pages.

Adding a new banner

As an administrator, you can use the Banners section in the administration panel to add new banners.

Banners can be added globally or restricted to a specific path. When you open the section, you'll see an overview of all banners currently added to your instance. In the example below, the list is empty because no banners have been created yet.

To add a new banner, you can click the green "Create" button in the top right corner. This will take you to the form where you can add all the details for your new banner:

Here you can see that the first field "Start time" is already pre-filled, however, you are free to update this to whatever start date and time you want. Note that both the start and end time need to be specified in UTC format.

• "Start time" (UTC format) is when your banner will become visible on your site.
• "End time" (UTC format) is when your banner will deactivate automatically.
• "Message" is the content that will show in your banner.
• "URL path" lets you specify where your banner should be visible. If left empty, the banner will show on every page of your site. If you specify a subpath, e.g. /records, the banner will show only on /records and all its subpages e.g. /records/1234.
• "Category" is where you can define the theme of your banner. Info - blue, Warning - orange, Other - gray.
• "Active" needs to be checked to activate the banner. This ensures that the banner will show on the given start time and deactivate on the given end time. If left unchecked, the start and end times will be ignored, and the banner will not be visible. This can be used to deactivate the banner temporarily, or permanently.

In the following example, the banner will show up on all subpages of /records as an info banner between April 3, 2023, at 12:00 and May 3, 2023, at 12:00.

When ready, click save and you will be taken back to the "Banners" page where the new banner will appear in the list:

The list is searchable and can be filtered by selecting an option from the dropdown next to the search bar, above the list of banners.

From the list you can see the key details of your banners, and whether they are active or not. You can also edit a banner by clicking the "Edit" button in the "Actions" column, or delete it by clicking the trash can.

Clicking the link in the "ID" column will take you to a details page where you can see more details of the selected banner:

Now that the banner is enabled, visiting any page under /records within the specified date range, will show the banner above the header:

If you have multiple active banners at the same time, they will simply stack on top of each other:

Vocabulary Types

The Vocabulary Types section allows administrators to view and manage controlled vocabularies used across the repository. These vocabularies ensure consistent metadata, such as contributor roles, languages, or licenses.

You can:

• Browse available vocabulary types
• View how many entries exist in each type

Info

To customize vocabularies, see Customize Vocabularies. For API usage, see the REST API for Vocabularies.

User Management

Moderation of users and records

Introduced in InvenioRDM v12

Setting up the moderation role (CLI)

To grant specific moderation permissions via the command-line interface, create and allow the role administration-moderation:

invenio roles create administration-moderation
invenio access allow administration-moderation role administration-moderation

You can assign this role to users to permit access to moderation tools.

Info

See Create and assign roles for more information on managing user roles.

User states and moderation actions

The administration panel now includes a "User management" section to deactivate, block, and delete users, as well as undo all those actions. Below is a table summarizing the hierarchy of user moderation states and their effects:

User state	Can create records	Can sign in	Records can be seen
In good standing	✅	✅	✅
Deactivated	❌	✅	✅
Blocked	❌	❌	✅
Deleted	❌	❌	❌ (Tombstones)

• Deactivated users: Temporarily prevented from creating records but can still sign in and appeal their deactivation.
• Blocked users: Cannot sign in anymore, but their records remain visible.
• Deleted users: Their records are removed from public view and replaced with a tombstone page indicating the user has been deleted.

Records can also be deleted (with a grace period for appeal or undoing) which empowers administrators to enforce institutional policies and fight spam. This leaves a tombstone page in place of the record landing page.

Associated JSON APIs (e.g. /api/domains) have been added. Bulk versions of these are in the works.