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There may be situations where you want to create review steps for submitted content. These workflow steps aid in the process of quality control for your collections. Every time a new item is submitted to one of your collections, the quality control workflow begins. Workflows are created at the collection level by editing the collection and modifying the Assign Roles tab. 

  • Log in to Repository 

  • Search for a Collection using the search bar on the DSpace homepage and select the collection you want to edit from the search results  

  • From the Collection view, click on the pencil icon in the top right corner of the screen.  

  • The Edit screen contains tabs to modify different aspects of the Collection. Go to the “Assign Roles” tab.

Assign Roles  

  • Design your collection workflows by creating groups and assigning users (EPeople) or Groups. There are seven (7) roles that can be assigned for each collection.

  • Definitions of each role is briefly described in the Assign Roles tab. More details for each potential role are available at the LYRASIS Wiki.  

  • Groups are auto-created when the +Create button is clicked. 

  • Click on the hyperlinked group name to edit the group 

  • Some of the information about a group assigned to a collection role is not editable. These fields are greyed out 

  • You can add EPeople to the group using the search field under the EPerson section. 

    • Use the Metadata option to search for a registered DSpace user by parts of their name or email address.

  • You can add Groups to this workflow step by searching under “Add Subgroup.”

  • Add EPeople or Groups with the + box in the Remove/Add column.  

  • Once an EPerson or Group is added, they can be removed by clicking on a red trashcan will be appear in the Remove/Add column, replacing the + box.  

  • Continue these steps for each role you want to assign.  

Note: Some roles have a Restrict button rather than a Create button. These buttons function the same way in creating a group for that role and allowing the user to add and remove EPeople to the roles.  

Workflow roles are not retroactive. Once you set workflow steps or restriction groups, these rules will only apply to any new items that are added to a collection.  

 Administer Workflow

The “Administer Workflow” section of the administrative interface is an administrative tool that bypasses the regular workflow process, and allows Repository Administrators to access all items currently in any workflow queue. This allows Repository Admins to free up items hung up somewhere in the queue and reassign them.

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