Roles and Review Workflows
- Ima Oduok (Unlicensed)
- Kristi Park
On this page:
Overview
Repository and Community Administrators can assign roles to users (EPeople) or Groups of users in the “Edit Community” and “Edit Collection” sections of DSpace. A Role is a defined set of permissions within the repository.
A summary of these Roles is in the table below.
Role Name | Who can assign this role? | Where in the interface can this role be assigned? | What permissions does a user with this role have? | |
|---|---|---|---|---|
Community Administrator |
| Management => Edit => Community => (Select Community) => Assign Roles | Community administrators can create and manage sub-communities and collections. This user profile can also assign rights to edit item metadata and map existing items from other collections. | |
Collection Administrator |
| Management => Edit => Collection => (Select Collection) => Assign Roles | The Collection administrator can assign rights like item submission, edit item metadata, and map existing items from other collections to this collection. | |
Submitter |
| Management => Edit => Collection => (Select Collection) => Assign Roles | Users or User groups part of this group can submit items to the collection. Click on the create button to add specific users and user groups to perform item submission. | |
Readers (of Items and/or Bitstreams) |
| Management => Edit => Collection => (Select Collection) => Assign Roles | EPeople and Groups can read new items and/or bitstreams submitted to this collection. Changes to this role are not retroactive. Existing items in the system will still be viewable by those who had read access at the time of their addition. By default, Read access is set to “Anonymous,” which means anyone can “read” without being logged in. By changing the default, you are restricting access to the contents of the Collection to a limited group of “readers.” | |
WORKFLOW STEPS
These three roles collectively are sometimes referred to as “Workflow Steps” or “Review Steps.” They allow Administrators to introduce one or more review steps into the submission workflow before an item is made publicly available. | Reviewers |
| Management => Edit => Collection => (Select Collection) => Assign Roles
| Reviewers can accept or reject incoming submissions. However, they can not edit the metadata. Click the create button to add this workflow step to the collection and assign a role to specific users or user groups. |
Editors | Editors can edit the metadata of submissions and then accept or reject them. Click on the create button to add the workflow step of editing metadata and assigning roles to specific users or user groups.
| |||
Final Editors | Final editors can edit the metadata of incoming submissions but can not reject them. Click the create button to add this workflow step to the collection and assign a role to specific users or user groups. | |||
Adding Roles and Workflow Steps
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: The READ 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.