docs: update faq

Author: zubeydecivelek

docs/faq.md

@@ -2,55 +2,150 @@
 
 ## Report Numbers and DOIs
 
-### What happened to report numbers?
+??? question "What happened to report numbers?"
 
-A **report number** (also called RN or reference number) is an identifier that was automatically created by the previous version of CDS. Examples include `CERN-TH-2024-001` or `CERN-EP-2024-309`.
+    A **report number** (also called RN or reference number) is an identifier that was automatically created by the previous version of CDS. Examples include `CERN-TH-2024-001` or `CERN-EP-2024-309`.
 
-In the legacy system, report numbers were often automatically added to submitted PDFs. However, they had significant limitations:
+    In the legacy system, report numbers were often automatically added to submitted PDFs. However, they had significant limitations:
 
-- **Non-unique references**: no mechanism ensured uniqueness, leading to duplicate references
-- **Difficult to search**: users couldn't reliably resolve or find records using report numbers
-- **Complex maintenance**: custom generation rules for different collaborations made the system complicated
-- **No reservation system**: users would guess the next number for PDFs before submission, but the number could change, causing errors
+    - **Non-unique references**: no mechanism ensured uniqueness, leading to duplicate references
+    - **Difficult to search**: users couldn't reliably resolve or find records using report numbers
+    - **Complex maintenance**: custom generation rules for different collaborations made the system complicated
+    - **No reservation system**: users would guess the next number for PDFs before submission, but the number could change, causing errors
 
-!!! info "Important Change"
+    !!! info "Important Change"
 
-    The new CDS repository **does not automatically generate report numbers**.
+        The new CDS repository **does not automatically generate report numbers**.
 
-Instead, you can:
+    Instead, you can:
 
-- Add your own report number(s) in the **Alternate Identifiers** field during submission.
-- Use any format your collaboration prefers.
-- CDS will ensure uniqueness to prevent duplicates.
-- You can re-use the same report number(s) across versions of the record.
+    - Add your own report number(s) in the **Alternate Identifiers** field during submission.
+    - Use any format your collaboration prefers.
+    - CDS will ensure uniqueness to prevent duplicates.
+    - You can re-use the same report number(s) across versions of the record.
 
-![Report Number Alternative IDs](images/RN_alternate_ids.jpg)
+    ![Report Number Alternative IDs](images/RN_alternate_ids.jpg)
 
-### Use DOIs instead
+??? question "Use DOIs instead"
 
-The new CDS repository follows international open science best practices by assigning **DOIs (Digital Object Identifiers)** to all publications.
+    The new CDS repository follows international open science best practices by assigning **DOIs (Digital Object Identifiers)** to all publications.
 
-- **Prefix:** `10.17181`
-- **Registration:** All DOIs are registered with [DataCite](https://datacite.org)
-- **Assignment:** Automatic upon publication (or can be reserved in advance)
+    - **Prefix:** `10.17181`
+    - **Registration:** All DOIs are registered with [DataCite](https://datacite.org)
+    - **Assignment:** Automatic upon publication (or can be reserved in advance)
 
-!!! tip "Learn More"
+    !!! tip "Learn More"
 
-    See the [Upload](deposit/upload.md) documentation to learn how to manage DOIs for your uploads.
+        See the [Upload](deposit/upload.md) documentation to learn how to manage DOIs for your uploads.
 
-### What is a DOI?
+??? question "What is a DOI?"
 
-A DOI is a persistent, globally unique identifier for digital objects that:
+    A DOI is a persistent, globally unique identifier for digital objects that:
 
-- Provides a stable, permanent link to your publication
-- Follows the format `https://doi.org/10.xxxx/xxxxx`
-- Enables reliable citation and discovery across platforms
-- Is recognized worldwide as the standard for scholarly work
+    - Provides a stable, permanent link to your publication
+    - Follows the format `https://doi.org/10.xxxx/xxxxx`
+    - Enables reliable citation and discovery across platforms
+    - Is recognized worldwide as the standard for scholarly work
 
-## How do I link a CDS publication with the one in arXiv?
+## Authors & ORCID
 
-To do
+??? question "Why don't contributors appear in the citation?"
 
-## How do I link a CDS publication with the one in INSPIREHep?
+    Only **Creators** are included in the generated citation. **Contributors** are intentionally excluded — they record people who contributed to the work but should not be credited as authors for citation purposes.
 
-To do
+    If a person must appear in the citation, add them as a **Creator** instead. You can still assign them a specific role (e.g. Editor) in the creator form.
+
+??? question "Why can't I find an author by ORCID™ iD in the deposit form?"
+
+    We update the authors' list periodically, if an author does not appear in the results, their ORCID may not have been imported yet.
+
+    In that case, please contact the [CDS support team](https://cern.service-now.com/service-portal?id=service_element&name=CDS-Service).
+
+## Access & Sharing
+
+??? question "How do I allow my colleague to edit my record?"
+
+    Click the **Share** button on the deposit form or record page, go to the **People** (or **Groups**) tab, search for the user or group, and set the permission to **Can edit**.
+
+    See [Access & Share](deposit/access-share.md) for full details.
+
+??? question "How can I allow a researcher from outside CERN to access my restricted record?"
+
+    You can grant access to external collaborators using a **shareable link**. Click the **Share** button on the deposit form or record page, open the **Links** tab, and click **Create a new link**. Choose the appropriate permission level (**Can view** for read-only access) and copy the generated URL to share with the external researcher. No CERN account is required to use the link.
+
+    !!! danger "Always set an expiration date"
+
+        You **must** set an expiration date when creating shareable links for restricted records. Without an expiration, the link remains valid indefinitely — anyone who obtains it (e.g. through a forwarded email or a shared document) can access the restricted content forever.
+
+        Setting an expiration date ensures that access is time-limited and revoked automatically, reducing the risk of unintended long-term exposure of restricted material.
+
+??? question "How do I see older or newer versions of a record?"
+
+    All versions of a record are listed in the **Versions** panel on the record page. Click any version to navigate to it directly, or use the **Copy latest version link** button to get a permanent link that always resolves to the most recent version.
+
+    ![Versions panel on a record page](images/record_versions.png){ width="400" }
+
+## Editing Records
+
+??? question "My upload is 'in review', what can I do?"
+
+    When you submit a record to a community, it enters the **in review** state and waits for a community curator to approve or decline it. During this time:
+
+    - You can still **edit** the record metadata and files. Go to **My uploads** on your dashboard, open the record, make your changes, and save.
+    - You can **cancel the review request** if you need to withdraw the submission.
+    - You can **comment** on the review to communicate with the community curators.
+
+    If the record has been waiting for a long time, consider reaching out to the community managers.
+
+    See [Review process](review/review.md) for more details.
+
+??? question "Can I edit a record after submitting it for review or after it is published?"
+
+    **While under review**, both metadata and files can still be edited. Go to your upload form (accessible from your dashboard under **My uploads**) and save your changes.
+
+    **After publication**, metadata can still be edited, but files on a published record cannot be edited. To add or replace files, you must create a new version of the record.
+
+??? question "I made a mistake in my file. How can I replace it after publication?"
+
+    Files on a published record **cannot be edited or replaced directly**. To correct a file, you need to **create a new version** of the record:
+
+    1. Go to **My uploads** on your dashboard and open the published record.
+    2. Click **New version**.
+    3. Upload the corrected file(s).
+    4. Save and publish the new version.
+
+    !!! info "Versioning"
+
+        Each version of a record is preserved and remains accessible. The latest version is shown by default, and all previous versions can be accessed from the **Versions** panel on the record page.
+
+    See [Published records](deposit/published-records.md) for more details.
+
+## Linking Records
+
+??? question "How do I link a CDS publication with the one in arXiv?"
+
+    Edit your record and scroll to the **Related works** (or use find feature ctrl+F to find the field) section of the deposit form. Click **Add related work** and fill in the form with:
+
+    | Field | Value |
+    |-------|-------|
+    | **Scheme** | *arXiv* |
+    | **Identifier** | The arXiv ID, e.g. `2301.00001` |
+
+    ![Adding an arXiv related work](images/add_arxiv_related_id.png)
+
+    Save the draft and publish. The arXiv entry will appear under "Related works" on the record page as a clickable link to arXiv.
+
+??? question "How do I link a CDS publication with the one in INSPIRE-HEP?"
+
+    Edit your record and scroll to the **Related works** section of the deposit form. Click **Add related work** and fill in the form with:
+
+    | Field | Value |
+    |-------|-------|
+    | **Scheme** | *Inspire* |
+    | **Identifier** | The numeric INSPIRE literature ID, e.g. `1234567` |
+
+    You can find the INSPIRE literature ID in the URL of the record on [inspirehep.net](https://inspirehep.net): `https://inspirehep.net/literature/<id>`.
+
+    ![Adding an INSPIRE related work](images/add_inspire_related_id.png)
+
+    Save the draft and publish. The INSPIRE entry will appear under "Related works" on the record page as a clickable link to INSPIRE-HEP.

docs/images/add_arxiv_related_id.png

@@ -83,3 +83,28 @@
 .md-nav__item .md-nav__item {
   color: #333;
 }
+
+/* FAQ collapsible admonitions */
+.md-typeset details.question {
+  border: 1px solid var(--cern-blue) !important;
+  border-left: 4px solid var(--cern-blue) !important;
+  border-radius: 0 4px 4px 0;
+}
+
+.md-typeset details.question > summary {
+  color: #333;
+  font-weight: 600;
+  background-color: rgba(77, 148, 206, 0.12) !important;
+}
+
+.md-typeset details.question > summary::before {
+  background-color: var(--cern-blue) !important;
+}
+
+.md-typeset details[open].question > summary {
+  color: var(--cern-blue);
+}
+
+.md-typeset details.question > summary::after {
+  background-color: var(--cern-blue) !important;
+}

docs/images/add_inspire_related_id.png

@@ -83,6 +83,7 @@ markdown_extensions:
   # Python Markdown
   - abbr
   - admonition
+  - pymdownx.details
   - attr_list
   - def_list
   - footnotes