PubMan Func Spec Submission

Submission Methods
From the submission page, the user with depositor rights has the following options to create items in PubMan.
 * via Easy Submission
 * Easy Submission is a feature available for any user with depositing rights, ie. available for any collection.
 * Easy Submission mask is divided into the following steps:


 * Genre, Title, Files
 * Authors and Affiliations
 * Source Details and Date


 * via Full Submission
 * via Ingestion

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UC_PM_SM_01 create item
The user selects a collection where she wants to create a new item. With this action the publication workflow is started.

Status/Schedule

 * Status: implemented
 * Schedule:R3

Triggers

 * The user wants to create a new item.
 * this use case may additionally be invoked by the following use cases:
 * create item from template
 * create new revision of an item
 * fetch metadata from external system

Actors

 * Depositor

Pre-Conditions

 * if this use case was invoked by another use case then a template item with default metadata and (optionally) a relation to an existing item is passed

Flow of Events

 * 1.	The user chooses to create an item.
 * 2.	The system displays a list of all collections and their description in state "opened" for which the user has the privileges as Depositor.
 * 3.	The user selects a collection of her choice.
 * 4.	continue with use case UC_PM_SM_02 edit item

Alternatives

 * 2a	If the user has Depositor rights for only one collection, the collection selection is automatically performed by the system.
 * 2a.1.	Continue with Flow of Events step 5.
 * 2b	If the user has in his/her private preferences a target collection defined and the user has depositor privileges for that collection, the system automatically selects the collection.
 * 2b.1.	Continue with Flow of Events step 5.
 * 2c The system may offer to the user the collection to where she last created the item successfully.
 * 2c.1 Continue with Flow of Events step 5.

Post-Conditions / Results

 * None

Future development

 * when creating new item default values for attributes and metadata values are inherited from the metadata set and the collection settings. Collection settings overwrite values inherited from the metadata set.

Discussion
Talk:PubMan_Func_Spec_Submission

UC_PM_SM_02 edit item
The user edits the last version of an item while executing a task in the publication or in the modification workflow defined for the collection of the item.

Status/Schedule

 * Status: in specification


 * Schedule:R5

Triggers

 * The user wants to change or provide data for an item.


 * This use case is invoked by the use cases:
 * UC_PM_SM_01 create item
 * UC_PM_SM_05 create item from template
 * UC_PM_SM_11 create new revision of item
 * UC_PM_QA_11 modify item
 * This use case includes the use cases:
 * UC_PM_SM_12 file upload

Actors

 * Depositor
 * Moderator
 * Metadata Editor

Pre-Conditions
and (optionally) a template item (metadata and (optionally) relations) is passed
 * Last item version is selected or this use case was invoked from UC_PM_SM_01 create item
 * One validation point is selected.

Flow of Events

 * 3.	The system displays an edit view with the metadata from the last version of the item or pre-filled metadata.


 * 7. (Optionally) Include use case UC_PM_SM_16 file upload
 * 8. (Optionally) The user enters one or more file locators. He has the option to (8.1.) Save the locator or to (8.2.) upload the file.
 * 8.1. Save locator
 * 8.1.1 The user enters the loctor attributes. (in the manual easy submission the content category can't be changed and is per default "supplementary material")
 * 8.2. Upload locator
 * 8.2.1. The system tries to upload the file from the given locator. (The system only allows predefined mimetypes to fetch)
 * 8.2.1.1 The file is uploaded successfully. The system sets default values for file attributes from the collection settings and displays an edit view for the file. (Optionally) The user changes the visibility, the content type, the mime type, enters a description, chooses a CC License, enters a rights statement or enters a copyright date. Additionally there is also the possibility for the user to enter an embargo date, in case of the visibility is set on "restricted". (in the manual easy submission the content category can't be changed and is per default "supplementary material")
 * 8.2.2.1 The file upload fails. The user get the corrsponding message ( MSG_PM_SM_08)
 * 5.	(Optionally) The user edits the item attributes, adds new metadata values or modifies existing metadata values. This includes the selection of an entry from an authority file which is linked to a metadata element. For dealing with organizations when creating the metadata element "Organisation" see 11.2.
 * 6.	(Optionally) The user chooses to view the collection description.
 * 6.1.	The system displays the collection description.
 * 10.	(Optionally) The user removes one or more uploaded files.
 * 11.	Extension point: validate data.
 * 11.1.	If the user wants to validate the data of the item include use case UC_PM_SM_09 validate item for the selected validation point.
 * 12.a.	The user decides to finalize the editing of an item by submitting the item.
 * 12.a.1. The system creates a new version of an item. Continue with use case UC_PM_SM_03 submit item


 * 12.a.2. If the item version can not be created the system displays an appropriate error message or a validation report. The use case ends unsuccessfully.

Alternatives

 * 12.b. The user decides to finalize the editing of an item by saving the item without submitting.
 * 12.b.1. The system validates the item data against the default validation rules
 * 12.b.2. The system creates a new version of an item. The use case ends successfully.
 * 12.b.3. If the item version cannot be created the system displays an appropriate error message or a validation report. The use case ends unsuccessfully.
 * 12.c. The user decides to finalize the editing of an item by accepting the item.
 * 12.c.1. The system validates the item data against the default validation rules for the validation point "submit".
 * 12.c.2. The system creates a new version of an item in status "submitted". Continue with use case UC_PM_QA_03 accept item.

Post-Conditions / Results

 * A new item version is created and validated in accordance with selected validation point.

Future development

 * possible use case for look-up of metadata triggered during edit item to serve for fetching specific set of metadata e.g. source metadata(book, conference paper, event)

Discussion
Talk:PubMan_Func_Spec_Submission

UC_PM_SM_03 submit item
The user submits the last version of the item.

Status/Schedule

 * Status: in specification
 * Schedule:R5

Triggers

 * The user wants to submit the last version of an item.

Actors

 * Depositor

Pre-Conditions

 * Last item version is selected.
 * The last item version is in state "pending" or "in rework".
 * Depositor user is the owner of the last item version

Flow of Events

 * 1.	The user chooses to submit the selected item or the item was selected by a previous use case.
 * 2.	The system checks if the collection of the item is in state "opened" and if the user has the privilege as Depositor.
 * a.	The collection is in state "opened" and the user has the privilege as Depositor.
 * b.	The collection is not in state "opened". The systems displays an error message (MSG_PM_SM_02_A). The use case ends without success.
 * b.	The user has not the privilege as Depositor. The systems displays an error message (MSG_PM_SM_02_B). The use case ends without success.
 * 3.	The system validates the item for validation point "submit".
 * 3.a.	The validation report status is valid.
 * 3.b.	The validation report status is invalid. The selected item is unaffected. The system displays an error message (MSG_PM_SM_03). The use case ends without success.
 * 4.    Before the item is submitted an information message shows up: "You are going to submit/release an item with rights information. Please be aware that you have checked these information!"
 * a.   These information message shows up only if the user provides rights information (CC License, rights statement, date copyrighted) for the submitted item and its component(s).
 * 5.	(Optionally) The user enters a comment for the submission.
 * 6.	The user finalizes the submission.
 * 7.	The system sets the status of the item version to "submitted".
 * 8.	The system displays a success message (MSG_PM_SM_04). The use case ends successfully.

Alternatives

 * None

Post-Conditions / Results

 * The item version is in state "submitted".

Discussion
Talk:PubMan_Func_Spec_Submission

UC_PM_SM_04 create item from template
The user creates a new item by using another item as a template and provides item data.

Status/Schedule

 * Status: implemented
 * Schedule:R3

Triggers

 * The user wants to create a new item.

Actors

 * Depositor

Pre-Conditions

 * One item is selected.

Flow of Events

 * 1.	The user chooses to create a new item from the selected item. The metadata values are taken from the selected item.
 * 2.	Continue with use case UC_PM_SM_01 create item

Post-Conditions / Results

 * none

Discussion
Talk:PubMan_Func_Spec_Submission

UC_PM_SM_05 delete item
The user deletes an item which is not released.

Status/Schedule

 * Status: implemented
 * Schedule:R1

Triggers

 * The user wants to delete an item.

Actors

 * Depositor

Pre-Conditions

 * One item is selected.
 * The last item version is in state "pending" or "in rework".
 * No item version in state "released" exists.
 * The user is the owner of the last version of the item.

Flow of Events

 * 1.	The user chooses to delete the selected item or the item was selected by a previous use case.
 * 2.	The system prompts the user to confirm the item deletion.
 * 3.	The user confirms to delete the item.
 * 4.	The system deletes the item and displays a success message (MSG_PM_SM_05). The use case ends successfully.

Post-Conditions / Results

 * The selected item is deleted.

Discussion
Talk:PubMan_Func_Spec_Submission

UC_PM_SM_06 change collection of item
The user moves the item from one collection to another.

Status/Schedule

 * Status: not implemented
 * Schedule:to be defined

Triggers

 * The user wants to move the item from one collection to another.

Actors

 * Depositor

Pre-Conditions

 * One item is selected.
 * The last item version is in state "pending" or "in rework".
 * The user is the owner of the item.
 * The user is in role "Depositor" for more than one collection.

Flow of Events

 * 1.	The user chooses to change the collection.
 * 2.	The system displays a list of all collections in state "opened" for which the user has the privileges as Depositor.
 * 3.	(optionally) The user chooses to view the collection description.
 * 3.1.	The system displays the collection description.
 * 4.	The user selects a collection and confirms the choice.
 * 5.	The system checks the item data against values and functionality allowed by the collection.
 * a. The item data is in accordance with the allowed values and functionality of the collection.
 * b. The item data is not in accordance with the allowed values and functionality of the collection. The system displays an error message (MSG_PM_SM_06). The use case ends unsuccessfully.
 * 6.	The system checks the item data against the default values of attributes and metadata definitions of the collection.
 * a. The item data is in accordance with the default values of the collection.
 * b. The item data is not in accordance with the default values of the collection. The system prompts the user to confirm that the item data is not overwritten.
 * 6.1.	The user confirms not to overwrite the item data.
 * 7.	The system changes the collection of the item and displays a success message (MSG_PM_SM_07). The use case ends successfully.

Alternatives

 * 6.b.1.a. The user confirms to overwrite the item data.


 * 1.	The system overwrites the existing attribute values of the item with the collection’s settings for attribute values.
 * 2.	The system overwrites the existing metadata values of the item with the collection settings for metadata values.
 * 3.	The system creates a new item version, stores it and displays a success message (MSG_PM_SM_08) Continue with flow of events step 7.

Post-Conditions / Results

 * The item has been moved to another collection.

Discussion
Talk:PubMan_Func_Spec_Submission

UC_PM_SM_07 validate item
The user wants to validate the last version of an item for the given validation point.

Status/Schedule

 * Status: implemented
 * Schedule:R3

Triggers

 * This use case extends the use cases
 * UC_PM_SM_02 edit item,

Actors

 * Depositor
 * Metadata Editor
 * Moderator

Pre-Conditions

 * Last item version is selected.
 * One validation point is selected by the system.

Flow of Events

 * 1. The user decides to validate the last version of the item.
 * 2. The system checks the data of the last version of the item for missing values for obligatory metadata and further constraints defined for the selected validation point.
 * 3.	The system generates an overview that contains the validation report.
 * 4.	Use case ends successfully.

Post-Conditions / Results

 * None

Future development

 * The system identifies possible duplicate items and proceeds further with handling of duplicates. (UC_PM_SM_10 handle duplicate items.)

Discussion
Talk:PubMan_Func_Spec_Submission

UC_PM_SM_08 create new revision of item
The user wants to create an intellectually revised item.

Status/Schedule

 * Status: implemented
 * Schedule:R3

Triggers

 * The user creates a new item with a relation "isRevisionOf" to an existing item

Actors

 * Depositor

Pre-Conditions

 * Last item version is selected.


 * Last item version is in state "released".

Flow of Events

 * 1.	The user chooses to create a new revision for the selected item version.
 * 2.	Continue with the use UC_PM_SM_05 create item from template with the following metadata and the relation "isRevisionOf" to the selected item version used as a template:


 * Genre
 * Creator
 * Title
 * Language
 * AlternativeTitle
 * Subject

If the genre, that should be populated is not an allowed genre for the collection, the genre will not be populated.

Future Development

 * Pre-check for related revisions:

2.	The systems checks for existing items with a relation of type "isRevisionOf" to the selected item. a. At least one item with relation of type "isRevisionOf" to the selected item exists. The system displays the list of these item(s). b. No item with relation of type "isRevisionOf" to the selected item exists. 3.	The system prompts for a description of the relation and confirmation of the new revision. 4.	(optionally) The user enters a description for the relation. 5.	The user confirms the new revision.


 * Possibility to explicitely relate revisions

a) for 2 existing items and not only during creation of the new item - - UC_PM_SM_XX set item as revision of an item

b) from easy submission, when user start to create item (either by ArXiv, bibtex upload or manual)

Post-Conditions / Results

 * None

Discussion
Talk:PubMan_Func_Spec_Submission

UC_PM_SM_09 file_upload
The user uploads a file and defines the visibility of the uploaded file.

Status/Schedule

 * Status: in specification
 * Schedule:R5

Triggers

 * The user wants to upload one or more files.
 * This use case is included by the use case UC_PM_SM_02_edit_item

Actors

 * Depositor

Pre-Conditions

 * One collection is selected.

Flow of Events

 * 1.	The user starts to upload one or more files to the system or for an item
 * 1.1	The system prompts for the path of the file.
 * 1.2	The user enters the path to the file and confirms the input.
 * 1.3	The system uploads the file.
 * 1.4	The system checks the size of the file against the defined maximum file size.
 * a.	The file size is less or equal to the maximum file size.
 * b.	The file size is greater than the maximum file size. The system discards the file and displays an error message. Continue with 1.
 * 1.6.	The system identifies the mime type of the file and sets the information to the file.
 * 1.8.	The system sets default values for file attributes (i.e. the file visibility) from the collection settings.
 * 1.9.	The system displays an edit view for the file.
 * 1.10.	The user selects the visibility if not already set and the content type.
 * 1.11.	(Optionally) The user changes the visibility, the content type, enters a description, chooses a CC License, enters a rights statement or enters a copyright date. Additionally there is also the possibility for the user to enter an embargo date, in case of the visibility is set on "restricted".
 * 1.13.	The user finalizes the entry.
 * 2.	 (Optionally) The user modifies the attributes of one file.
 * 2.1.	The system displays an edit view for the file.
 * 2.2.	(Optionally) The user changes the visibility, the content type, name of the file, enters a description, chooses a CC License, enters a rights statement or enters a copyright date. Additionally there is also the possibility for the user to enter an embargo date, in case of the visibility is set on "restricted"
 * 2.2.1.	The system checks the change of the visibility and/or other metadata.
 * c.	Other changes of the visibility were done or the visibility has not changed.
 * 2.4.	The user finalizes the entry.

Post-Conditions / Results

 * The files are uploaded to the system

Further development

 * Virus checking for uploaded files
 * 1.5.	[Not R3] The system checks the file against viruses.
 * a.	No Virus is found.
 * b.	At least one virus is found. The system discards the file and displays an error message. Continue with 7.
 * 1.7.	The system checks the mime type of the file against the recommended mime types.
 * a.	The mime type is recommended.
 * b.	The mime type is not recommended. The system displays a warning message.
 * Extraction of metadata and language identification from uploaded files

Visibility "OrgUnit" not yet provided by the framework:
 * 1.12.	If the user has chosen the visibility "Organizational unit" the system shows a list of all open organizational units.
 * 1.12.1.	The user selects one or more organizational units and confirms the choice.
 * 1.12.2.	The system sets the file to be visible by the selected organizational units.
 * 2.2.1
 * a.	The visibility has changed from "Organizational unit". The system removes the setting of organizational units for the visibility.
 * b.	The visibility has changed to "Organizational unit". The system shows a list of all open organizational units.
 * i.	The user selects one or more organizational units and confirms the choice.
 * ii.	The system sets the file to be visible by the selected organizational units.
 * 2.3.	(Optionally) The visibility is "Organizational unit" and the user chooses to change the organizational units the file is visible to.
 * 2.3.1.	The system shows a list of all open organizational units.
 * 2.3.2.	The user selects one or more organizational units and confirms the choice.
 * 2.3.3.	The system sets the file to be visible by the selected organizational units.

Discussion
Talk:PubMan_Func_Spec_Submission

Submission activities
https://zim01.gwdg.de/repos/smc/tags/public/PubMan/Submission_activities.gif

Figure: Graphical representation of the submission activities in PubMan

Creating organizations in Metadata
To provide information for the metadata element "Organization" the user has to select an organizational unit from the organizational unit structure. In this case for every path of the selected organizational unit in the organizational unit structure (an organizational unit can have more than one parent organizational unit) a metadata value "Organization" is created by the system. If only one "Organization" is allowed, only one metadata value "Organization" is created for the path taken by the user to select the organizational unit. The "Name" value is derived from the organizational unit path, the "Address" value is copied from the selected organizational unit. Additionally a link to the selected organizational unit is created by copying the organizational unit id. Afterwards the user can edit the name and the address of the organization or delete a complete organization. The modified values are stored in the metadata set, the data in the organizational unit structure is unaffected.

Workflows
Please see PubMan Workflows

File attributes
Please see PubMan File Properties

HTML Prototype

 * The publicly available HTML prototype for submission and for other functionalities can be accessed from here: eSciDoc Prototyping.