DSpace provides version creation and version management functionality. This functionality enables authorized users to create multiple versions of an item to manage changes in its metadata and attachment while keeping track of differences between two versions. Users can also roll back to the previous version.

Audience

Content Submitters

Community Administrators

System Administrators

Create a version

Step 1: Login using the DSpace credentials


Step 2: Users can reach an item to create a version through various methods, which are listed below

  1. Finding an item using search functionalities of the DSpace
  2. Reaching an item by browsing communities and collections
  3. Finding an item in the Administration section at Edit > Item

 

Step 3: Users will see the “Create Version” button on the item detail page highlighted below. Click it to create a new version of an item.

 

Step 4: After clicking the “Create Version” button, users will see a prompt seeking a summary of the new version. Please enter a summary of changes users will make in the latest version.

Later, this summary plays an essential role in tracking changes made in the version that helps the broader user group and auditors.

 

Step 5: Users will see a success prompt confirming a new version creation, as shown below. A page similar to the item submission process will appear with the item’s existing metadata and attachments in an editable mode.

 


Step 6: Users can update required metadata and attachments on this page the same way they would have done during the item submission process.

 

Few important facts


Step 7: Click on the “Deposit” button to complete the version creation process. Apart from clicking the “Deposit” button, users can perform the following actions during the version creation:

 As briefed above, if the target collection has the approval workflow assigned to it, then the latest version will appear to users having an approval role for acceptance. However, if no workflow is set to the collection, the new version will be published for public access.

Access Item’s versions

Step 1: Users can reach an item through various methods, which are listed below

  1. Finding an item using search functionalities of the DSpace
  2. Reaching an item by browsing communities and collections

 

Step 2: Users can scroll down the item details page to see its version history, as illustrated below. Version history table shows the following details:

 

Step 3: The item details page shows information from the latest version. Users can click on the previous version id to see it.

 

Additional information for the version creator

In addition to the above details, the version creator will see the following information related to versioning.