Workflows Summary

Statuses of Works (Datasets)

State Meaning/Impact
Draft Waiting for approval. Is part of a workflow
Deposited Not waiting for approval. Is not part of a workflow
Public Publicly visible.
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".
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 '

Workflow states for works with actions permitted to owning user

Option Context Initial state Selected Visibility Currently Permitted Actions Labels Visibility Comment OK?
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
Edit work
Attach Child
Add to collection
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
Edit work
Attach Child
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
Edit work
Attach Child
Add to collection
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
Edit work
Attach Child
Add to collection
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
Restore
Confirm Delete		 Tombstoned on 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 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.