Request a Copy

Owned by Ima Oduok (Unlicensed)
Apr 13, 2023
3 min read

Administrators and submitters can adjust access permissions for items and their bitstreams to restrict downloading files from the repository. Administrators will also be able to disable the Request a Copy feature. A description of the purpose of the Request a Copy feature is available at the LYRASIS wiki. The below documentation is intended for submitters, administrators, and requesters to show how to restrict file access and how to request access. 

Restrict files (bitstreams) 

  • Log in to repository 

  • Search for the item you want to restrict  

  • Edit the item by clicking on the pencil icon on the item page

  • From the Status tab, click Authorizations 

  • From the edit authorizations page, you can restrict access to an entire item or to specific files

  • To restrict access to the original item file, click the button to Show bitstream policies for bundle ORIGINAL. This will allow you to edit the specific policy for the object file. Click on the pencil icon button next to the bitstream policy. 

  • Adjust the policy type, action type, and select the group or eperson the policy will apply to.  

Note: You can also select a start and end date if you want the restriction to last for a specific period of time. Once you have edited the policy, click the Save button on the bottom of the page. 

  • On the item view page, a lock icon will appear next to the bitstream that has been embargoed.  

Request a Copy 

  • From the item view page, click the restricted file you would like to access 

  • A Request a Copy field will prompt required information to complete your request to the submitter. Once you have filled in the form, click the Request copy button. 

  • The submitter will receive an email notification of your request 

Note: Requests go the item submitter by default. Settings can be configured so that requests for an institutional repository go to a designated email address instead.

  • The submission link in the email will take the submitter/author to the approval page where they can decide to decline or agree to share the requested file 

  • Either option, Send copy or Don’t send copy, will bring the submitter to an editable email draft that will be sent to the requester. If the submitter choses the Send copy option, the email will include the requested file as an attachment. Â