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CRC1280 Publication Workflow v0.3.8

Last edited by paulwalk

Setup

All actions in setup are only available to an admin user. So, first sign in as an admin user.

  1. Setup the collection CRC1280 publication workflow (of type admin set)

    **This part of the setup is performed automatically by the rake task default_admin_set_for_workflow.rake. ** The collection CRC1280 publication workflow (of type admin set) should be available with the participants, visibility, and workflow already setup. Edit the collection to see the values assigned. If the collection is not available, you can add a new collection of type Admin set.

    Type: Admin set
  
Title: CRC1280 publication workflow
  
participants: 
    add user: publication_manager@hyrax as Manager
    
	add group: CRC1280_member as Depositor
  
Release and visibility:
    Do not allow embargoes or leases
    Visibility
        Private - depositor can only select private for visibility. Access is restricted to repository administrators, managers, and viewers of the set. Must be used with "No embargo" setting above.
      
Workflow:
    CRC1280 publication workflow

    Note: The system user ENV['SYSTEM_PUBLICATION_MANAGER'] (default publication_manager@hyrax) is added as the manager of the workflow and can view all experiments within all states of review.

  2. Create the collection CRC1280 (of type CRC1280)

    **This part of the setup is performed automatically by the rake task create_CRC1280_collection.rake. ** The admin user is the owner of this collection.

    Workflow roles

The review process in theCRC1280 publication workflow makes use of the following roles

Role Description
CRC1280_group_member A user with the role CRC1280_group_member can create an experiment, deposit the experiment to be published or archived, and make changes when requested by the CRC1280_group_manager and submit it again for review.
CRC1280_group_manager A user with the role CRC1280_group_manager does the first level of review. If acceptable, passes it on to the CRC1280_manager for review or requests the depositor to make changes.
CRC1280_manager A user with the role CRC1280_manager does the second level of review. If acceptable, passes it on to the publication_manager for the final review or requests the CRC1280_group_manager to make changes.
publication_manager A user with the role publication_manager does the final level of review of the experiment. If acceptable, the experiment gets either archived or published, as requested by the depositor or requests the CRC1280_manager to make changes.
After publishing an experiment, the user with the role publication_manager can initiate tombstone of a published experiment, and then confirm the tombstone or revert the tombstone.
If confirmed, all data and metadata of the experiment is deleted, keeping just a record of the experiment.
If reverted, the experiment is back to its published state.

Assign users to roles

This feature is only available to an admin user. So, first sign in as an admin user.

Add user(s) as publication manager

Note: The user with the role publication_manager is also the publication manager for the RUB publication workflow. So if a user has already been added to this role, skip this step.

To add a user to the publication_manager role

  • Click on Manage roles (/roles)

  • Click on the role publication_manager and add a user to the role

    • If the role doesn't exists, add a new role

      Role name: publication_manager

    • Add a user to the account (for example user10@hyrax)

Setup the CRC1280 group and users

Before users are able to create and publish an experiment from a CRC1280 group they belong to, the following steps need to be performed

  • From the collection dashboard, select the collection CRC1280
    • Add user(s) as CRC1280 manager
    • Add at least a couple of users as CRC1280 members
    • Create a new group within the CRC1280 (example: A99)
  • From the collection dashboard, select the collection A99
    • Add user(s) as group manager
    • Add at least a couple of users as group members

Example table of users and their roles

Role User
publication_manager publication_manager@hyrax
CRC1280_manager user@hyrax
CRC1280_member user@hyrax
user2@hyrax
user3@hyrax
user4@hyrax
user5@hyrax
user6@hyrax
CRC1280_group_manager for group A98 user2@hyrax
CRC1280_group_member for group A98 user3@hyrax
user4@hyrax
CRC1280_group_manager for group A99 user4@hyrax
CRC1280_group_member for group A99 user5@hyrax
user6@hyrax

Create an experiment for review and publication

This is a quick overview of the process to create an experiment, submit it for review and getting it published.

Create an experiment and submit it for review

Sign in as user user5@hyrax

  1. Create a working experiment in group A99

    • Add all the required fields

    • Upload file(s) if needed

    • Accept the deposit agreement

    • Click on Save

    The following should be visible in the view screen

    • The labels private and draft
    • The Review and Approval panel

  2. Add subject, session and modalities as needed

  3. Submit the experiment for deposit

    • Open the Review and Approval panel
    • Choose deposit
    • Add comments, if you have a question or comment for the group manager
    • Click on submit

    The following should be visible in the view screen

    • The labels private and Pending review from group manager

    • A notification informing you of the message sent to the group manager

Reviewing an experiment as a group manager

Sign in as group manager for A99 (user4@hyrax)

The following should be visible in the dashboard

  • A notification informing you of a pending review
  • The Review Submissions option on the left sidebar should be visible

To Review the submission

  1. Click on the experiment from Review Submissions, or click on the link in the notification

  2. Approve the experiment

    • Open the Review and Approval panel

      • You should see options to ask for changes (Request Changes From Group Manager), approve (Approval From Group Manager) or comment.

    • Choose Approval From Group Manager

    • Add comments, as a way of documenting or communicating to the CRC1280 manager

    • Click on submit

      The following should be visible in the view screen

      • The labels private and Pending review from CRC1280 manager
      • A notification informing you of the message sent to the CRC1280 manager

Reviewing an experiment as a CRC1280 manager

Sign in as the CRC1280 manager (user@hyrax)

The following should be visible in the dashboard

  • A notification informing you of a pending review
  • The Review Submissions option on the left sidebar should be visible

To Review the submission

  1. Click on the experiment from Review Submissions, or click on the link in the notification

  2. Approve the experiment

    • Open the Review and Approval panel

      • You should see options to ask for changes (Request Changes From CRC1280 Manager ), approve (Approval From CRC1280 Manager) or comment.

    • Choose Approval From CRC1280 Manager

    • Add comments, as a way of documenting or communicating to the publication manager

    • Click on submit

      The following should be visible in the view screen

      • The labels private and Pending review from publication manager

      • A notification informing you of the message sent to the publication manager

Reviewing an experiment as publication manager and publishing it

Sign in as publication manager (publication_manager@hyrax)

The following should be visible in the dashboard

  • A notification informing you of a pending review
  • The Review Submissions option on the left sidebar should be visible

To Review the submission

  1. Click on the experiment from Review Submissions, or click on the link in the notification

  2. Open the Review and Approval panel and follow the review process

    • The publication manager has options to ask for changes, archive, approve or comment
    • Choose Approval From Publication Manager
    • Add comments if needed (useful for note keeping)
    • Click on submit

    The following should be visible in the view screen

    • The labels Public and Published

    • A notification informing you the dataset has been published

    • If DOI registration was successful, that should be visible in the metadata identifiers

    • The Review and Approval panel, with the option to tombstone

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