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2.1.5 Workflow Configuration

Hyku Documentation Wiki Space

2.1.5 Workflow Configuration

Setting up a mediated deposit workflow
How does the mediated deposit workflow work?

A workflow defines the circumstances under which works deposited to a particular Admin Set will be published.

Out of the box, Hyku offers two workflow configurations for depositing works.

  • Default deposit workflow: works will be made available under the depositor’s chosen visibility setting as soon as they are deposited.

  • One-step mediated deposit workflow: works need to be approved by a repository administrator or Admin Set manager before they are published.

Workflows are configurable for each administrative set in Hyku, and can be found on the Collections page under Collection Type: “Admin Set”. Workflows can be setup for the entire repository or for a specific group of users / individuals.

For more details, see a v.5.x Hyku training recording on Admin Sets and Workflows.

Setting up a mediated deposit workflow

To setup a workflow for mediated deposit:

  1. Go to Dashboard and select “Collections”

  2. Under Collections, click on “Add New Collection” button and select “Admin Set”

    Screenshot of the user interface where you select Add New Collection and then pick Admin Set.

  3. Describe your Admin Set to distinguish it from your other sets and Collections:

    1. Title (required): A name to aid in identifying this specific workflow. For example, “Mediated Theses Student Deposit,”

    2. Description: A brief overarching description that applies to all works collected in this set. For example, "Theses and supplementary files created by graduate students.."

    3. Click on Save

  4. Select the “Participants” tab to add groups or individual users with specific roles as Managers who review and approve deposits and Depositors who are allowed to submit with this workflow.

    image-20260325-210757.png

  5. Select the “Release and Visibility” tab to choose settings that determine the options available to depositors when submitting a work to this administrative set and workflow. Note: changes to these settings do not affect previously deposited works.

  6. Select the “Workflow” tab to enable the mediated deposit workflow. Click on Save to complete the setup.

    image-20260325-211928.png

How Does the Mediated Deposit Workflow Work?

The mediated deposit workflow includes an intermediate step in which the work must be approved by the repository manager or administrative set manager before it is published.

First, a user will deposit a work to an administrative set which has the mediated deposit workflow enabled. Once they submit, they’ll be taken to a page saying they are not authorized to see this page and a notification will display on the top navigation bar that will indicate this deposit needs review.

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Users listed as administrative set managers will get an email with a link to the work and a request to approve it. Manager users will also receive a notification on their Dashboard.

To review, users can click on the link in the notification. They can also click the Review Submissions link in the Dashboard and look for the work in the Under Review tab.

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The work will have an orange Review and Approval bar below the title and display a Pending Review tag.

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Click on the orange Review and Approval banner to open the menu. Managers will have three options:

  1. Request Changes will send a notification to the depositor and grant them edit access to the work so that they can make changes. The Review Comment box may optionally be used to list the desired changes. These comments will be included in the notification to the depositor and will display under the Previous Comments heading but will not be publicly visible.

  2. Approve will publish the work as-is

  3. Comment Only will send a notification to the depositor that includes text in the Review Comment box. It will not grant the depositor edit access to the work.

The manager should select one of the three radio buttons and click Submit.

If Request Changes is selected the depositor will receive a notification on the top navigation bar and will be able to then update the work and re-submit. To send it back to the manager of the workflow, they will need to click on the orange “Review and Approval” banner and re-submit for review.

Once the workflow manager approves, the depositor will receive a notification that the deposit has been approved.