Administration¶

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.

Access control¶

Access to the administration panel is controlled by two Invenio actions:

Granting full administrator access¶

To give a role full access to the administration panel and all its views, grant both actions:

invenio roles create administration
invenio access allow admin-view role administration
invenio access allow administration-access role administration

Then assign the role to a user:

invenio roles add <email> administration

Granting access to specific views only¶

You can grant a role access to the administration panel entry point without giving it access to all admin views. This is useful for roles that only need access to certain sections (e.g. a curator role that only manages specific resources):

invenio roles create curator
invenio access allow admin-view role curator

Individual admin views can then be restricted to specific roles by overriding the permission attribute on the view class. See the developer guide for details.

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.

Users & roles¶

Introduced in v14

You can now manage roles (groups) directly from the administration panel.

• List and search roles at /administration/roles with sorting (A–Z, Z–A, managed first/last) and a facet to filter managed vs unmanaged roles.
• Create new managed roles by providing a unique name and optional description. Names must start with a letter and only contain letters, numbers, hyphens or underscores (max 80 characters). Names are case-sensitive.
• Edit descriptions or delete existing managed roles from their detail page. Role names cannot be renamed.
• Protected names such as admin, administration, administration-moderation, and superuser-access are shielded from admin edits/deletes via the UI and REST API. This is configurable with USERS_RESOURCES_PROTECTED_GROUP_NAMES.

Navigation is restricted to users who have access to user administration (administration + administration-moderation roles or superusers). Unauthorized access attempts receive a 403 error.

Deposits¶

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

Compare revisions¶

Introduced in v13

The Compare Revisions feature allows administrators to audit record updates and follow changes over time. From the Records list in the Administration panel, click the Compare revisions... button in the Actions column to open a side-by-side comparison window:

A modal window appears, allowing you to choose two revisions to compare:

The changes are then displayed in a JSON side-by-side diff view:

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

Logs¶

Audit Logs¶

Introduced in 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)

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

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.

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

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

System¶

Jobs¶

Introduced in v13

A powerful asynchronous tasks management interface called Jobs, giving administrators control over background tasks directly from the administration interface.

See the related documentation on how to enable and configure jobs.

Creating a Job¶

1. Head to the administration interface and navigate to the "Jobs" section.

   

2. Click the create button on the top right.

   

3. Here, you can define a new job by specifying the following:

   • Name: A descriptive name for the job.
   • Description: A brief description/notes of what the job does.
   • Queue: The Celery queue to which the job will be submitted. This is useful for categorizing jobs based on their priority or type.
   • Task: Select the task from the available Jobs.
   • Active: Whether the job is currently active or not. Inactive jobs will not be executed automatically even if scheduled but they can can be executed manually.

     

     

4. Once you have filled in the details, click Save to save the job. Now you should see the job in the Jobs list page.

   

Running a Job¶

Once a job is created, you can configure it for its first run.

There are two ways to run a job:

1. Configure and Run (Manual): Trigger the job immediately using the added configuration.
2. Schedule and Run (Automatic): Set up a recurring schedule and let the job run automatically based on that.

After each run, check the logs and output to confirm that the job executed successfully.

Configure and Run (Manual run)¶

When creating a new run, you'll need to configure several key parameters in the Configure and run dialog:

Basic Configuration¶

• Title: Give your run a descriptive name

• Queue: Select the appropriate queue for your run execution

• Args: Specify any command-line arguments your Job requires

• Since: Optional timestamp in YYYY-MM-DD HH:mm format to continue processing from that particular timestamp. Uses the last successful run if left empty.

Advanced Configuration¶

This section explains how to define your job's workflow directly using JSON, bypassing the UI form. You should use this method for advanced configurations when you need more powerful and granular control over your job's input parameters and have a clear understanding of its setup.

Custom Arguments¶

Use the Custom args field to provide additional arguments that will override any arguments specified in the configuration above.

Schedule a Job¶

Once your job is created and active, click on Schedule to configure the timing. You can schedule jobs using either of the following methods:

• Interval

• Crontab

After clicking Save, the job will be scheduled. The first run will occur within the first 5 minutes, and subsequent runs will follow the schedule you specified.

Deleting a Job¶

You can delete a job from its detail page in the administration interface.

1. Head to the administration interface and navigate to the "Jobs" section.
2. Open the job you want to remove.
3. Click the delete button in the actions bar on the job detail page.
4. Confirm the deletion in the dialog.

After confirming, the job will be removed from the administration interface.

Job Notifications¶

Jobs can send email notifications to configured recipients when runs complete with specific statuses. This feature enables administrators and librarians to be automatically informed about the outcome of scheduled or manually triggered jobs.

Configuration¶

When creating or editing a job, you can configure:

• Notification emails: One or more email addresses that should receive notifications
• Notification statuses: Which run statuses should trigger notifications (e.g., SUCCESS, FAILED, PARTIAL_SUCCESS)

Notifications are sent automatically when a job run reaches one of the configured statuses, whether the job was triggered manually or by a schedule.

The notification emails include:

• A user-friendly summary of what happened with the job
• The final status (with color coding)
• A direct link to view the full run details in the admin panel
• Collapsible technical details for debugging
• For partial successes, a summary showing successful vs. failed operations

User Management¶

Using the administration panel, you can manage Users and Roles (also called Groups).

Moderation of users and records¶

Introduced in 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.

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:

• 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.

WRecords 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.

User Roles Management (UI)¶

Introduced in v14

Administrators can manage user roles directly through the administration panel. This provides a visual interface for assigning and removing roles from users.

Roles are used in the authorization system to manage permissions and for access control. Roles are displayed as "Groups" to users in the UI, for example when managing members in a community, or sharing restricted records.

To manage a user's roles as an administrator:

1. Navigate to the Users section in the Administration panel.
2. Open the dropdown menu of a specific user and click on "Manage roles" in the dropdown menu

   

3. A modal window will appear where you can see currently assigned roles and select from available roles to assign or remove them using the provided interface.
4. You can optionally select multiple roles at once and flip the toggle to assign or remove unmanaged roles "usually granted via oauth or other external identity providers" Once done, click the "Save" button to apply the changes.

   

5. Confirm the changes in the confirmation dialog and click "Save" again to finalize the role updates.

   

For the api usage, see the REST API for User Roles.