Fwd: DSpace 7: Recommended Approach for Embargo Checkbox and Release Date Field

[UALibraries WebServices]

Hello DSpace Community,

We have received a request to add embargo-related fields to our DSpace 7 submission workflow and would appreciate guidance from the community on whether this is a recommended and supportable approach.

The requested functionality is:

• A checkbox labeled: "Does this item require an embargo period?"
• If checked, a date field (YYYY-MM-DD) where the submitter can enter the embargo release date.

Before implementing this change, we would like to understand whether this approach aligns with DSpace 7 best practices and whether it is compatible with the platform's supported architecture.

Specifically, we would appreciate feedback on the following:

1. Does DSpace 7 already provide a recommended mechanism for collecting embargo information during submission?
2. Is adding a custom checkbox and embargo release date field to the submission form considered a supportable customization?
3. If we implement this change, would it remain compatible with future DSpace upgrades, or could it introduce maintenance challenges?
4. Are there existing metadata fields, workflows, or embargo features that should be used instead of creating custom submission fields?
5. Has anyone in the community implemented a similar solution, and if so, what approach would you recommend?

Our goal is to ensure that any customization follows DSpace best practices and remains maintainable and supportable over time.

Thank you for your guidance and recommendations.

Best regards,

Maryam Fayazi

[DSpace Technical Support]

Hello Maryam,

To summarize, yes! DSpace 7 does already support setting an embargo for an item during submission, so no need to add a customization.  

If you'd like to set the embargo for the item overall, it's not part of the submission form by default but you can quickly enable that by configuring item-submission.xml. See documentation at:

• Configuring and using Embargo in DSpace Submission UI
• Configuring the Item Access Conditions step

Additionally, you can set embargo policies for individual bitstreams/files during submission, which is enabled by default. See Embargo an Item for a detailed guide (and the Item Access Conditions documentation above for details about setting both item-level and bitstream-level).

Last, this may depend on which minor version of DSpace 7 you're running. The item-level embargo during submission is only available in DSpace 7.2 and above, but bitstream-level embargo during submission (and changing both levels via Edit Item) should be possible for all versions of DSpace 7.

Best,

Lia