Skip to content

B2SHARE publication workflow#

The B2SHARE publication workflow is dependent of the record’s target community policies. Community can set policies for record submission and record review workflow.

Record submission policies#

There are two possible record submission policies: Open and Closed.

Open: All authenticated users can submit a record to the community.

Closed: Only community members can submit a record to the community.

Record review policies#

There are four possible record review policies for communities.

Allow everyone to publish without a review: All records submitted to the community are published automatically without the review process.

Allow all members to publish without a review: All records submitted by community members, curators, managers and admins are published automatically without the review process. If a user who does not belong to the community tries to publish a record to the community, the record goes to the review workflow.

Allow curators and managers to publish without a review: Records submitted by community members, curators and admins are published automatically without the review process. If a community member or a user who does not belong to the community publishes a record to the community, the record goes to the review workflow.

Review all submissions: All records go to the review workflow.

Detailed publication workflow#

Create a new draft#

To create a new draft click the “+”-icon in the navigation bar and click “New record”.

Select a community for the record#

On the top left corner (figure 1), click “Select a community”.

select a community Figure 1 - Record does not have a selected community

Select the community from the modal (figure 2). You can search by the community name.

select a community modal Figure 2 - Select a community from the modal. If there is a paper plane icon the record will not go to the review workflow.

The selected community appears on the top left corner (figure 3).

selected community Figure 3 - The selected community appears on the top left corner.

Upload files / metadata only#

You can publish a record without any files as a metadata-only record. To do so, you have to click “Metadata-only record” (figure 4).

metadata only Figure 4 - Metadata only record.

To upload files, either drag-and-drop them to the file upload area or click “Upload files” (figure 5).

File upload area Figure 5 - File upload area.

After you have selected the uploaded files those appear on top of the file upload area. If you have uploaded multiple files, you can set the default file to be previewed by clicking the radiobutton in the “Preview” column (figure 6).

uploaded file Figure 6 - Uploaded file.

Add metadata to the draft#

Note. You can save the draft whenever you want. Instructions.

Fill in the metadata fields appropriate for your upload. Fields marked with an asterisk (*) are required. Please note that if the field can have multiple values or is an object, you do not have to fill in the fields marked with * except if the * is on the root level or you decide to fill other metadata to the object.

Some fields have special functionality. These are:

  • Searchable dropdowns. For example languages and subjects (figure 7)
  • Licenses (figures 8, 9 & 10)
  • Persons and organisations (figure 11)
  • Funding (figures 12 & 13)

dropdown Figure 7 - Searchable dropdown field.

license selector Figure 8 - License selector.

Custom license Figure 9 - Custom license.

Selected license Figure 10 - Selected license.

Select an affiliation Figure 11 - Select an affiliation for a person.

Select an award Figure 12 - Search for an award.

Selected award Figure 13 - Selected award.

Save draft#

To save the draft, click “Save draft” on the left side (figure 14).

draft functionalitys Figure 14 - Save the draft.

Preview the draft#

To preview the draft, click “Preview” on the left side (figure 14). Please note, that all required metadata has to be filled before the draft can be previewed.

Restrict the record and apply embargo#

You can restrict the visibility of the record and/or the files of the record (figure 14). To set the embargo date, set either record or the files to be restricted and click “Apply an embargo” (figure 15).

Restrict and embargo Figure 15 - Restrict and embargo.

Delete the draft#

To delete the draft, click “Delete” (figure 16).

delete Figure 16 - Delete a draft.

Publish & Submit for review#

If the community allows direct publication of records, click “Publish to community” (figure 14). If the community requires the review workflow, click “Submit for review” (figure 17).

Submit for review Figure 17 - Submit for review.

Review workflow#

Records submitted to a community can be reviewed by community admins, managers and curators. The review workflow consists of the following steps:

  1. User clicks “Submit for review”
  2. Record is now in the review workflow
  3. If accept
  4. Record is published to the community
  5. If cancel (can be done by the record owner also)
  6. Record is not published to the community and returned to a draft
  7. If decline
  8. Record is not published to the community and returned to a draft
  9. Record owner get’s a notification

Note! When a new version of a record is published, it does not go to the review workflow.

Create a new version#

To create a new version of a published record, click “New version” on the record landing page (figure 18).

Published record functionality Figure 18 - Published record functionality.

Edit published record metadata#

To edit the metadata of a published record, click “Edit” on the record landing page (figure 18).

Last update : 18.12.2025

Last review : 18.12.2025