| Draft | Waiting for approval. Is part of a workflow|
| Deposited | Not waiting for approval. Is not part of a workflow |
| Public | Publicly visible.<br>If _draft_ - i.e. awaiting approval, then will not be fully visible to the public and will have a message saying "The work (dataset) is not currently available because it has not yet completed the approval process".<br>If _deposited_, then the work is fully visible to the public |
| Published | Publicly visible, has a DOI |
| Tombstoned | Only the title of the work is visible with a label saying 'Tombstoned <DATE>' |
## Workflow states for works with actions permitted to owning user
| 1 | RUB | Before creating work | n/a | Create dataset and **add** to RUB publication workflow in one single operation | n/a | n/a | | n/a |
| 2 | RUB | Before creating work | n/a | Create dataset but **do not add** to RUB publication workflow in one single operation | n/a | n/a | | n/a |
| 3 | RUB | Existing dataset, **not added** to RUB publication workflow | public | Delete<br>Edit work<br>Attach Child<br>Add to collection<br>Add to RUB publications workflow | Public, Deposited | public | Currently this means that the work may not subsequently be added to the RUB publication workflow (although it appears to the user that this is an option). This is not intuitive for the user. The work itself is made public, but is not published | :interrobang:️ |
| 4 | RUB | Existing (public) dataset, added to RUB publications workflow **after having been previously saved** | public | Delete<br>Edit work<br>Attach Child<br>Add to collection | Public, Deposited | public | Adding a previously saved work to the RUB publications workflow has no apparent effect | :exclamation:️ |
| 5 | RUB | Existing dataset, already **added** to RUB publication workflow | public | Delete<br>Edit work<br>Attach Child<br>Add to collection<br>**Deposit** | Public, Deposited | Only title and labels are visible to the public | The user can submit a request to deposit the work | :white_check_mark: |
| 6 | RUB | Existing dataset, submitted by selecting **Deposit** action in RUB publications workflow | public | none. | Public, Pending review from publication manager | Only title and labels are visible to the public | In this state, the user cannot edit, delete etc. | :white_check_mark: |
| 7 | RUB | Existing dataset, in the RUB publications workflow and being considered by publications manager who has asked for changes to be made before they can approve | public | Delete<br>Edit work<br>Attach Child<br>Add to collection<br>**Request Review To Publication Manager** | Public, Changes required from publication manager | Only title and labels are visible to the public | | :white_check_mark: |
| 8 | RUB | Existing dataset, submitted for publication by selecting **Request Review To Publication Manager** action in RUB publications workflow | public | none. | Public, Pending review from publication manager | Only title and labels are visible to the public | In this state, the user cannot edit, delete etc. | :white_check_mark: |
| 9 | RUB | Existing dataset, approved by publication manager in RUB publications workflow | public | **Tombstone** | Public, Published | public | | :white_check_mark: |
| 10 | RUB | Existing dataset, **Tombstoned** by user | public | Add to collection<br>**Restore**<br>**Confirm Delete** | Tombstoned on <DATE> | Only title and labels are visible to the public | In this state, the user cannot edit, delete etc. but they can add to a collection | :white_check_mark: |
| 11 | RUB | Previously tombstoned dataset, **restored** by user | public | **Tombstone** | Public, Published | public | | :white_check_mark: |
| 12 | RUB | Previously tombstoned dataset, **Confirm deleted** by user | public | Add to collection | Tombstoned on <DATE> | Only title and labels are visible to the public | | :white_check_mark: |
| | RUB | Archived dataset | public | Add to collection | Public, Archived | Only title and "Archived" label are visible to the public together with message: "*The work (dataset) is not currently available because it has not yet completed the approval process*" | In this state, the user cannot edit, delete etc. but they can add to a collection | :white_check_mark: The workflow logic is fine, but the message is misleading |
## Particular comments
_Public_ is not the same thing as _Published_. The _RUB publication workflow_ takes a work through a process for it to be _published_. It is important to note that, although a work must go through this process to be _published_, it may be made _public_ **without** going through this workflow.
This is not the desired functionality for the CRC1280 context.
***Question:** Is this the desired functionality for the general RUB context?
***Question:** In the CRC1280 context, is it the case that a work must never be _public_ **without** being _published_?
***Answer by Tobias and Marlene 2023-04-11**: Exactly! In the context of CRC1280, it's the case that a work/experiment must never be _public_ **without** being _published_. Or the other way around: For a work/experiment to be public, it must always go through the three-step workflow first, at the end of which the work receives a DOI (= _published_). So in this sense, _public_ in the CRC1280 would be the same as _published_ and there is no way to get there without going through the three-step workflow.
***Question:** Thanks Tobias & Marlene - so, following on from answer above, is this also true for the RUB general context?
