SDR submission workflows

There are two possible submission workflows in the SDR self-deposit application: Direct and Review. The Collection Manager(s) has the option to choose which of these workflows to use for each of their collections. The Direct workflow is on by default, but the Review workflow can be enabled with a simple selection.

Direct workflow

This workflow allows the Item Depositor to directly deposit and publish their work without any review or mediation by the Collection Manager or Reviewer. In this workflow, the "Deposit" button is displayed to the Item Depositor; clicking this button deposits and publishes the item directly.

Review workflow

Turning on the Review workflow allows a Collection Manager to assess each item prior to publication to ensure its quality and completeness. The Review workflow is most often used for collections of student works. The Collection Manager may also designate additional people to serve as Reviewers by entering their SUNet IDs in the Reviewers field in the Collection settings. Only one Reviewer will review each submission for approval. It is not possible at this time to designate a specific Reviewer to handle particular deposits or depositors. 

In this workflow, the "Submit for Approval" button is displayed to the Item Depositor; all Collection Managers and Reviewers will be notified of the submissions and will be prompted to review the item. After reviewing each item, the Collection Manager or Reviewer has the option to either accept the item for publication or return it to the Depositor for changes. 

Note that a Reviewer will also need to approve any new version of an item that is later submitted, as long as the Review workflow is still on for that collection.

The Review workflow: Depositor's perspective

  1. Depositor creates an item and receives an email notification that the item has been created.
  2. Depositor submits the item for approval and receives an email notification that the item has been submitted.
  3. Depositor later receives an email notification indicating that either…
    1. the item has been approved and deposited by a Reviewer, or
    2. the item has been returned to the Depositor for modifications.
  4. If the item was returned, the Depositor makes changes and resubmits the item for approval.
  5. Steps 3 and 4 repeat until the item is approved.

The Review workflow: Reviewer's perspective

  1. Depositor creates an item; Reviewer(s) receives an email notification that a new item was created.
  2. Depositor submits the item for approval; Reviewer(s) receives an email notification that the new item was submitted for review.
  3. One Reviewer assesses the item and either…
    1. approves the item and publishes it, or
    2. returns the item for modification with comments indicating what needs to be changed.
  4. If the item was returned, the Depositor makes changes and resubmits the item for review; Reviewer(s) receive an email notification that the item has been submitted for approval. 
  5. Steps 3 and 4 repeat until the item is approved.

 

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