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Introduction
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Email Subscriptions are not available in DSpace 7.0. They are scheduled to be restored in a later 7.x release (currently 7.1), see DSpace Release 7.0 Status |
The request a copy functionality was added to DSpace as a measure to facilitate access in those cases when uploaded content can not be openly shared with the entire world immediately after submission into DSpace. It gives users an efficient way to request access to the original submitter of the item, who can approve this access with the click of a button. This practice complies with most applicable policies as the submitter interacts directly with the requester on a case by case basis.
Requesting a copy using the
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User Interface
Users can request a copy by clicking the file thumbnail or the blue lock symbol displayed on files that are restricted to them.
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After responding positively to a request for copy, the person who approved is presented with an optional form to ask the repository administrator to alter the access rights of the item, allowing unrestricted open access to everyone.
Requesting a copy using the JSP User Interface
Users can request a copy by clicking the green "Request a Copy" button for files that are restricted to them.
The request form asks the user for his or her name, email address and message where the reason for requesting access can be entered.
After clicking request copy at the bottom of this form, the original submitter of the item will receive an email containing the details of the request. The email also contains a link with a token that brings the original submitter to a page where he or she can either grant or reject access. If the original submitter can not evaluate the request, he or she can forward this email to the right person, who can use the link containing the token without having to log into DSpace.
After approving or rejecting the request for a copy, the contents of the form will be sent together with the associated files to the email address of the requester. In case the access is rejected, only the reason will be sent to the requester.
(Optional) Requesting a copy with Help Desk workflow
(Optional) Request Item with HelpDesk intermediary, is steered towards having your Repository Support staff act as a helpdesk that receives all incoming RequestItem requests, and then processes them. This adds the options of "Initial Reply to Requestor" to let the requestor know that their request is being worked on, and an option "Author Permission Request" which allows the helpdesk to email the author of the document, as not all documents are deposited by the author, or the author will need to be tracked down by a support staff, as DSpace might not have their current email address.
Initial Reply to Requester
Author permission request, includes information about the original request (requester name, requester email, requester's reason for requesting). The author/submitter's name and email address will be pre-populated in the form from the submitter, but the email address and author name are editable, as the submitter's of content to DSpace aren't always the author.
Email templates
Most of the email templates used by Request a Copy are treated just like other email templates in DSpace. The templates can be found in the /config/emails directory and can be altered just by changing the contents and restarting tomcat.
| request_item.admin | template for the message that will be sent to the administrator of the repository, after the original submitter requests to have the permissions changed for this item. |
| request_item.author | template for the message that will be sent to the original submitter of an item with the request for copy. |
The templates for emails that the requester receives, that could have been customized by the approver in the aforementioned dialog are not managed as separate email template files. These defaults are stored in the Messages.properties file under the keys
| itemRequest.response.body.approve | Default message for informing the requester of the approval |
| itemRequest.response.body.reject | Default message for informing the requester of the rejection |
| itemRequest.response.body.contactAuthor | Default message for the helpdesk to contact the author |
| itemRequest.response.body.contactRequester | Default message for the helpdesk to contact the requester |
Configuration parameters
Request a copy is enabled in DSpace 4 by default. Only two configuration parameters in dspace.cfg relate to Request a Copy:
Property: |
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Example Value |
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Informational Note | This parameter manages who can file a request for an item. The parameter is optional. When it is empty or commented out, request a copy is disabled across the entire repository. When set to all, any user can file a request for a copy. When set to logged, only registered users can file a request for copy. |
Property: |
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Example Value |
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Informational Note |
The email address assigned to this parameter will receive the emails both for granting or rejecting request a copy requests, as well as requests to change item policies. |
mail.helpdesk will be used as a fallback.This parameter is optional. If it is empty or commented out, it will default to WARNING: This setting is only utilized if the | |
Property: | request.item.helpdesk.override |
Example Value |
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| Informational Note | Should all Request Copy emails go to the WARNING: This setting is only utilized if the |
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Selecting Request a Copy strategy via Spring Configuration
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Overview
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