The Organization tab, or ORGANIZATION AND WORKFLOWS area, is where the workflow and submission settings are created.
Custom workflows in Vireo 4 are made possible by a new structure of Organization Categories. You will need to decide how you want the submission forms to be organized. The following suggestions are provided by default in ORGANIZATION SETTINGS under the Applications tab: College, Degree, Department, Major, Program, Administrative Group, and System. These are simply labels to define how workflows, or submission forms, will be differentiated. Institutions may choose from the default categories or may create other labels such as Degree Level, Submission Type, or University.
Tips to select Organization Categories
To determine the category or categories needed consider how the ETD submission forms or workflows will differ.
Are there any departments, colleges, degrees, that may have 'exceptions' to the rule?
Are there any problem areas in the current workflow? Map the current workflow and identify the pain points.
What information is required for only certain types of ETDs?
Categories should be easy for students to understand so they know which workflow is applicable to them.
Example scenarios for custom workflows and submission forms
- Abstracts are required for dissertations, but optional for theses.
- Dissertations require ProQuest submission.
- Creative Writing theses are not deposited in the institutional repository so the regular licence agreement does not apply.
- Undergraduate theses have a chair but have no committee members.
- Embargoes are offered for dissertations only.
- Medical schools have a mentor instead of an advisor or committee chair.
Example use of Organization Categories:
Institution A accepts dissertations, masters theses, and undergraduate theses. The criteria for submission is the same for all Colleges and Departments. The institution might choose "Degree" as an Organization Category (or create a new one labeled "Submission Type" or "Document Type" ) and create workflows for PhD Degrees, Masters Degrees, and Undergraduate Honors Degrees.
Institution B has decentralized ETD submissions. Each College processes their own dissertations/theses and each has slightly different criteria. The institution might choose "College" as an Organization category and create workflows for the College of Science & Engineering, the College of Liberal Arts, and the Business College. Some or all of these colleges may need an additional Organization category for Departments or Programs or Degrees if there is more variation in the workflow.
Best Practices for Organizations and Workflows
- Keep workflows as uniform as possible and use multiple Organization Categories sparingly and only where necessary.
- Use at least one top level Organization Category to create a "template" of basic fields and settings applicable to all submissions.
- Think about what is needed for the end product, not a person's personal preference or workflow.
After Organization categories have been identified, the next steps are to create the organization hierarchy and workflows.
Components of the Organization tab
The Organization tab is divided into these sections.