2023-10-11 SHAREOK Testing Feedback Session

Email Notifications

• Email notifications are necessary for GDMS workflows and are needed at the following submission stages:

  • A new item is submitted

  • An item has been rejected

  • An item has been resubmitted (currently displays as a new submission; needs to display as a resubmission)

  • An item has been accepted

• Language updates for notification emails

  • Rejection email:

    • link to instructions for resubmission (don’t have to create a new submission)

    • Stress urgency to students for quicker turnaround.

  • Approval

    • Congratulations!

    • What does this mean? Publicly available, open access, free-to-read

• Email notifications are currently being sent when an item is returned to the general submission pool also shown as a new submission (this is not preferred)

Embargoes

• Any additional changes to the embargo workflows within the system is going to require further research and development work from OU Libraries before any recommendations can be made. However, we can implement new explanatory text to help ease confusion for submitters.

• For continuing work on embargoes (to begin in 2024), what is the highest priority functionality?

  • Ability to embargo both documents at once (top priority)

    • there is an occasional supplemental third file. Embargo would also need to apply to this.

  • A pop-up window or field in the submission form asking if students have applied and been approved for an embargo (3rd priority)

  • An upper limit on embargo dates (2nd priority)

• Embargo label does not display date in workflow tasks page.

Rejecting and Approving Submissions

Suggested Improvements

• Approve & Reject buttons in the submission form

• Warning before Approval is confirmed

• Rejection log to manage submissions that have been rejected & resubmitted multiple times.

• OU Libraries is testing character limits on Rejection text box and will report back with our findings.

Submission Form

• Current Bug: Non-English characters do not always display correctly in the abstract field.

Suggested Improvements

• Require that at least two documents be uploaded to the form

• Subject keywords: Either allow to be entered in one line, separated by commas, OR do not allow words separated by commas to force use of the Add More button

• Pulling metadata from the Graduate College form (eg committee chair, committee members, degree name).

• Make access to original file restricted by default

Additional feedback

• Filter by status “validation” to show only tasks that have been claimed.

• Can we add a filter for approved items and for rejected items

  • Can this be specific to only tasks I have approved or rejected?

  • Still need to be able to see full workflow tasks in case someone is out or additional assistance is needed.

• Ability to filter by department/college so that GDSMs can claim all of their students' submissions at once.

• Submitter filter - do they stay forever or fall away after approved?

• Author and submitter should be the same be the same for thesis and dissertation submissions.

• Name change delays in SHAREOK - is there an expected turnaround time

• Not desirable for GDMS to have the ability to upload documents to submission form.

Drafting Instructional Text

• What would be the best way to work on this together?