system/development-notes/CRC1280-Publication-Workflow-v0.3.8.md

+## 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 the`CRC1280 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.<br />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.<br />    If confirmed, all data and metadata of the experiment is deleted, keeping just a record of the experiment. <br />    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<br/>user2@hyrax<br/>user3@hyrax<br/>user4@hyrax<br/>user5@hyrax <br/>user6@hyrax |
+| CRC1280_group_manager for group A98 | user2@hyrax                                                  |
+| CRC1280_group_member for group A98  | user3@hyrax<br />user4@hyrax                                 |
+| CRC1280_group_manager for group A99 | user4@hyrax                                                  |
+| CRC1280_group_member for group A99  | user5@hyrax<br />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
\ No newline at end of file