How do items appear in your workflow if you are an Admin?

[Carolyn Sullivan]

Hello all,

I'm running DSpace 7.6.3.  I was wondering: If you have a collection with workflow steps configured (ie. Editors, Reviewers) and you are a head Admin but aren't explicitly part of the subgroups Editors or Reviewers, and someone submits an item to the collection in question, (1) should the item appear in your Workflow under 'My DSpace', and (2) if yes, how should it appear?

I'm currently running some tests in my DSpace QA to confirm what to expect, but there have been some minor deviations regarding how my DSpace behaves with regard to permissions from the norm (specifically, our collections created pre migration to version 7.x do not need a Submitters = anonymous group configured to allow anonymous submissions).  It would be really helpful if you could let me know how your repository works in this regard.

Thank you so much, and have a lovely weekend,

Carolyn.

[Decka David]

Hi Carolyn,

Your query is very important as in qualitative and or analytical view, which I am also looking for. Someone with experience and collaborative work can share the idea to improve on this.

Warm regards

Decka D

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[Chapman, Kimberly A - (kimberlychapman)]

Hello Carolyn,

 

Workflow:

 

1. Submitted items appear in the “My DSpace” workflow ONLY for people assigned a role or roles in a collection workflow (Reviewers/Editors/Final Editors).
• The item will not appear in the “My DSpace” workflow for site administrators, community administrators, or collection administrators who are not assigned a role in the Workflow.  
• What is your use case for wanting to see items coming through the workflow, even if you are not a Reviewer/Editor/Final Editor? If the use case is that you are monitoring what’s happening in collections where you do not have an assigned role, here are a couple of strategies I use:
• I assign myself as an additional person to a Workflow step in some collections, for awareness. (I do not Claim the tasks in these situations.)
• I am subscribed to some collections so I receive notifications when items are published.
2. Site Administrators can use the “Administer Workflow” function to identify items that are pending in Workflows across the repository.

 

Anonymous Submissions

 

3. Can you provide more context / clarification around submissions in your repository that do not need an anonymous group but people can somehow still submit? Are individuals / groups included as “Submitters” in some other group authorized to submit to your repository collections, or are they community/collection administrators? I really don’t have enough information to understand what you are describing, and what problem you are trying to solve.

 

All best,

 

Kimberly

 

Kimberly Chapman
Campus Repository Services

University of Arizona Libraries

kimberl...@arizona.edu

520-626-1910

 

 

From: dspace-c...@googlegroups.com <dspace-c...@googlegroups.com> On Behalf Of Carolyn Sullivan
Sent: Friday, July 18, 2025 8:46 AM
To: DSpace Community <dspace-c...@googlegroups.com>
Subject: [EXT] [dspace-community] How do items appear in your workflow if you are an Admin?

 

External Email

 

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[Jorge Gustavo Spertino]

I agree with everything Kimberly mentioned. 

Very good explanation, thank you.

Jorge

Jorge Gustavo Spertino

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