GDMS SHAREOK Workflow Instructions
- Bennie Stoll
- Melissa Seelye (Unlicensed)
Resources
- This is a draft document of the graduate student submission workflow in the upgraded site. This content will be edited and updated and eventually incorporated into an OU Libraries guide.
Major Changes
There are several significant changes with the workflow and the submission form with this upgrade. Here is a summary of the most noticeable differences you can expect to see:
The Submission Form
The submission form in the updated site is one page, as opposed to the multiple pages as it was previously.
Uploading the document is now the first step of the submission process.
Embargoes are applied from a new menu within the submission form rather than appearing as a default option during the upload process. Please note that this workflow is currently under development by OU Libraries and we will share updated workflows and documentation as soon as they are available.
Rather than have a dual-function Subject Category field, there is now a new, separate Keywords field that allows submitters to type in the keyword terms or phrases of their choice. There is also a new Library of Congress Subject field (previously a dropdown menu in the same field) that is meant for internal use only.
The Creative Commons License Chooser has been temporarily removed from the form. This is in order to facilitate time necessary for ongoing discussions and work taking place to provide better copyright guidance to graduate students as well as continued development work required for the functionality of the tool.
Workflows
Submissions and workflow tasks displays have changed and now are displayed on separate pages in a central workflow hub called MyDSpace.
New labeling now appears on items within the repository. Please note that these labels are currently under development by OU Libraries.
Logging In
To log in to the SHAREOK test site click the Log In link located at the upper right-hand corner of the screen. Enter your OUNetID (4x4) and associated password and select the Log in button. DO NOT select Log in with ORCID.
Navigating MyDSpace
Once you’ve logged in, select the user icon on the upper right hand corner of the screen (where login appeared in the previous step). Then choose MyDSpace.
MyDSpace is an updated workflow management feature that is new with this software upgrade. This is where you will find your workflow tasks. Previously, this was found under Submissions in the My Account menu.
When you navigate to your MyDSpace page, by default the system displays a Your submissions page, which looks like this. (NOTE: You may not have any items on this page if you have never submitted anything to SHAREOK directly.)
In order to review thesis or dissertation submissions, you will need this page to show your Workflow tasks. To do this, select the Show dropdown menu from the left-hand navigation options and select Workflow tasks.
This is notable workflow change with the software upgrade. Previously, Workflow tasks were shown on the same page as Your submissions.
All submissions in the workflow queue that have been claimed by you or are unclaimed will now be displayed.
By default, claimed tasks will appear above unclaimed tasks in your queue. Unclaimed tasks will have the label Waiting for Controller. Claimed tasks will have the label Validation.
If there are many submissions in the workflow queue, you may want to adjust some of the filtering and setting options on the left-hand menu to display the items you need to work on in a more logical order. Please note that these settings are still in development, so not all of them will work as you may expect. We recommend using the following:
Under the Settings menu select the Sort By drop down menu and select Date Issued Descending. This will order the submissions in your workflow tasks from newest to oldest.
Using the Filters options you can view only items you have claimed OR only items that have not been claimed. To do this, select the Status menu beneath the Filters heading.
To view only the items you have claimed, select Validation
To view only the items that have not been claimed, select Waiting for Controller
Claiming Tasks
Unclaimed items in your workflow tasks will appear like this:
In order to determine who submitted this record, look for the first name displayed after the date, directly beneath the item title. The submitter label currently displays N/A and should be ignored for the time being. Select Claim to assign the task to yourself (this will remove the task from the pool and add it to your workflow) or View to view the submission’s metadata without claiming the item.
Once a task is claimed, you will be shown the following options:
Approve will approve the submission.
Reject will reject the submission and allow you to send a message to the submitter.
Edit will allow you to edit the submission metadata and associated files directly from the submission form.
Return to pool will return the item back to the general workflow tasks queue, allowing it to be claimed by other approvers.
View will allow you to view the item metadata.
Editing & Approving Submissions
Selecting the Edit button on a submission from the Workflow tasks pages will take you to the submission form, which you will be able to edit as needed.
An embargoed item will appear with the following tag, which displays the date that embargo will be lifted.
If access to the native file must be restricted, ensure that the radio button has been selected.
Each document attached to a submission has three workflow icons in the upper right corner. The first icon will download the document. The second icon will allow you to edit the item’s embargo. The third icon will delete the document from the submission.
To save changes but remain in the form, select the Save button. To save changes and leave the form, select Save for later. This will return you back to the main workflow tasks screen.
After returning to the workflow tasks screen, select the Approve button to approve the submission.
Embargoes
Embargoed items will appear with a label that includes when the embargo will lift on the document.
Embargoes are accessed and applied by using the edit icon associated with the document within the submission form.
Embargoes are applied via the Embargo dropdown menu.