Stanford Digital Repository services
Stanford Digital Repository Services

SDR submission workflows

In the SDR self-deposit application, Collection Managers can choose either the Direct workflow or the Review workflow. The Direct workflow is on by default, but the Review workflow can be enabled with a simple selection. 

Direct workflow

Depositors can directly deposit and publish their work without review or mediation by the Collection Manager or a Reviewer.

In this workflow, the Depositor can see and click on the "Deposit" button, which then deposits and publishes the item directly.

Review workflow

The Review workflow allows a Collection Manager to assess each item prior to publication to ensure its quality and completeness. This workflow is most often used for collections of student works. The Collection Manager may designate additional people to serve as Reviewers for the collection.

Instead of the "Deposit" button, Depositors see a "Submit for Approval" button. Collection Managers and Reviewers are notified by email when an item is submitted for approval and they can then either accept the item and publish it or return it to the Depositor for changes. 

After an item has been approved and published, any subsequent changes a Depositor makes to the item will also need to be reviewed and approved.

Each submission requires approval from only one reviewer. It is not possible to designate a specific Reviewer for a deposit. 

Which should I choose?

  • If you want to check every deposit in your collection before it is published to a PURL page, then turn the Review Workflow ON.
    • Collections for student works, including theses and class projects, frequently have the review workflow on. 
    • Be sure to give yourself and other reviewers time to review works before thesis submission or other deadlines.
  • If it's okay that works are published immediately without being reviewed, then leave the Review Workflow OFF for a streamlined experience.

 

The Review workflow: User perspectives

Understand the steps of the process from both the Depositor's and the Reviewer's perspective.

Depositor's perspective

  1. Depositor creates an item and receives an email notification that the item has been created.
  2. Depositor submits the item for approval and receives an email notification that the item has been submitted.
  3. Depositor later receives an email notification indicating that either…
    • the item has been approved and deposited by a Reviewer, or
    • the item has been returned to the Depositor for modifications.
  4. If the item was returned, the Depositor makes changes and resubmits the item for approval.
  5. Steps 3 and 4 repeat until the item is approved.

Reviewer's perspective

  1. Depositor creates an item; Reviewer(s) receives an email notification that a new item was created.
  2. Depositor submits the item for approval; Reviewer(s) receives an email notification that the new item was submitted for review.
  3. One Reviewer assesses the item and either…
    • approves the item and publishes it, or
    • returns the item for modification with comments indicating what needs to be changed.
  4. If the item was returned, the Depositor makes changes and resubmits the item for review; Reviewer(s) receive an email notification that the item has been submitted for approval. 
  5. Steps 3 and 4 repeat until the item is approved.