Record Life Cycle and Visibility

This guide explains the basic life cycle of a record and the available visibility settings in the Data Catch-all Repository.

Record Life Cycle

Draft

After you select Save draft, the record is stored as a draft.

While the record remains a draft, you can:

edit its metadata;
upload or remove files;
configure its community and visibility;
save your progress;
preview the record;
resolve validation errors.

A draft can be saved even if it is incomplete. However, at least one file must be uploaded and all required metadata must be provided before the record can be submitted for publication. Metadata-only records are not supported.

Publication Request

Once the record is complete and all validation errors have been resolved, select Submit publish request.

The subsequent processing of the record depends on the workflow and permissions configured for the selected community. Depending on the community, a publication request may require curation before the record is published.

The actions available after submitting a publication request depend on the current state of the record and the workflow of the selected community.

Published Record

After publication, the record becomes available according to the visibility settings configured before submission.

A DOI is registered during publication if a new DOI was requested in the General information section.

For instructions on creating and submitting a record, see Creating Records in the Data Catch-all Repository.

Visibility

Visibility is configured in the Community and Access section of the record form.

Access can be configured separately for the record metadata and its uploaded files.

The following configurations are available:

Public record and public files — the metadata and uploaded files are publicly accessible.
Public record and restricted files — the metadata is publicly accessible, but access to the uploaded files is restricted.
Restricted full record — both the metadata and uploaded files are restricted.

Restricted content is not publicly accessible. Access is governed by the permissions configured for the record.

Restricted content can remain restricted without an embargo. In this case, it does not automatically become publicly accessible and remains available only to users with the appropriate permissions.

An embargo is optional and should be used when the restricted content is intended to become publicly accessible automatically on a specified date.

For detailed instructions, see the Community and Access section of the record creation guide.

Embargo

An embargo temporarily restricts access to either the uploaded files or the full record.

An embargo can only be enabled when Full record or Files only is set to Restricted.

To apply an embargo:

Open the Community and Access section.
Set Full record or Files only to Restricted.
Select Apply an embargo.
Enter the embargo end date in the Embargo until field.
Optionally, enter a reason in the Embargo reason field.

The embargo end date is required when an embargo is enabled.

Files-only Embargo

When only the files are embargoed:

the record metadata remains publicly accessible;
the uploaded files remain restricted until the embargo expires;
the files automatically become publicly accessible after the embargo end date.

Full-record Embargo

When the full record is embargoed:

both the metadata and uploaded files remain restricted;
the full record automatically becomes publicly accessible after the embargo end date.

An embargo applies to the complete set of uploaded files. It cannot be configured separately for individual files within the same record.

For detailed instructions, see Applying an Embargo.

Community owner — can manage the community;
Curator — can curate records submitted to the community;
Submitter — can submit records to the community;
Member — has read permissions within the community.

For more information, see the Guide for Communities.

Record Life Cycle and Visibility