Shared submission / workspace

Overview

In DSpace, Workspace Items may be visible and accessible to:

• Administrators of the collection where the item will be placed
• The submitter who created the workspace item
• Other submitters of the same collection, but only if the Collection has the "shared workspace" setting enabled
• Other EPersons according to a configurable set of metadata (co-authors), but only if the Collection has the "shared workspace" setting enabled

The submitter finds their Workspace items in the MyDSpace dashboard under the default "Your Submission" option. Other EPersons allowed to see Workspace items submitted by others will find those items under the "Shared submission" option.

Configuration

By default, Workspace items are accessible to administrators of the collection where they are going to be placed.

When a Collection has the "Shared workspace" setting enabled (from the Collection's "Edit Metadata" tab), this allows all Workspace Items within this collection to be shared submissions among all other submitters to that collection. For example, if one submitter starts a submission in that collection, all other submitters to that collection will have access to it from the "Shared submission" option on their MyDSpace page.

Additionally, it's possible to provide shared submission access to authors of the submission, even if they are not submitters to that Collection. By configuring the sharedWorkspaceAuthorMetadataFields bean in discovery.xml, it is possible to define which metadata of the Workspace Item must be evaluated to share permissions and give access to other EPersons.

Requirements for the metadata fields:

• The metadata must represent an authority-controlled Person entity
• If this Person entity represents a Researcher Profile, permission on the Workspace Item will be granted to EPersons owning (dspace.object.owner metadata) those Researcher Profiles
• Those EPersons will be able to edit Workspace Item metadata

Default Configuration

Out of the box, the logic relies on dc.contributor.author and dc.contributor.editor metadata:

<util:list id="sharedWorkspaceAuthorMetadataFields" value-type="java.lang.String">
    <value>dc.contributor.author</value>
    <value>dc.contributor.editor</value>
</util:list>

This configuration is located in dspace/config/spring/api/discovery.xml.

Example

A new Workspace item (Publication) is created, submitted by user John Doe, having:

• Author "Jane Smith" — a Person stored in DSpace, representing the Researcher Profile of EPerson "Jane Smith"
• Author "Michael Douglas" — not matching any Researcher Profile
• Author "Carlos Prontera" — a Person representing the Researcher Profile of EPerson "Carlos Prontera"

Both "Jane Smith" and "Carlos Prontera" researchers, when logged into the DSpace instance, will see this Workspace Item among "Shared Submissions" in their MyDSpace dashboard.

Permissions Summary

Known Limitation

Currently co-authors of a Workspace Item cannot delete or deposit it. They can only edit its metadata.