diff --git a/docs/approval/approval.md b/docs/approval/approval.md new file mode 100644 index 0000000..5355efb --- /dev/null +++ b/docs/approval/approval.md @@ -0,0 +1,91 @@ +# Committee approval process + +Some records on CDS require the approval of specific committees before they can be published. +This mainly applies to research publications from CERN experimental collaborations, which usually need to be reviewed by a committee from the Experimental Physics (EP) department. + +This approval process happens within CDS and can be managed in a few easy clicks. + +At the moment, the following committee approval processes are available in CDS: + + + +| Process name | Applies to | Estimated waiting time | +| -------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------- | ---------------------------------- | +| [Experimental Physics (EP) Approval](https://ep-dep.web.cern.ch/ep-publishing-policy/) | Most research publications created in experimental collaboration communities | 1 week (2 days for rapid approval) | + +## Typical workflow + +### 1. Upload a record + +To start, [create and submit a record](../deposit/upload.md) to your experimental collaboration's community. +Ensure that the record is set to **fully restricted**. +This ensures its contents are not publicly visible until the approval process is complete. + +Depending on the community's settings, [a review might be required](../review/review.md) by your collaboration's curators. +This review decides whether the record should be included in the community — it is distinct from the committee approval process and happens before it. + +### 2. Request committee approval + +On the record's page, an approval request workflow tracker will be shown. + +![The workflow tracker on the record page in its initial state, with the current step highlighted as "Request for approval"](./images/workflow_1.png) + +Click the **Request approval** button and answer the questions. +The "Additional information" field is optional and can be used to provide more details for the approval process. + +![The "request for approval" modal with some basic questions needed for the approval process.](./images/request_modal.png) + +Once you are ready, click the **Request approval** button. +The request will be submitted to the relevant committee. + +!!! info "Required permissions" + + The approval request workflow tracker is visible to all members of your collaboration's community. + + The button to submit an approval request is only available to [**Managers and Owners**](../communities/communities.md#members-and-roles) of the community. + + If you cannot see the button, please check to ensure you have the necessary permissions. + If it is still not visible, please [contact the CDS team for support](https://cern.service-now.com/service-portal?id=service_element&name=CDS-Service). + +### 3. Wait for committee approval + +In the workflow tracker, click the **View request** button to view the approval request. +The submitted details as well as the latest comments will be shown. +[Various advanced commenting features](../review/comments.md) are available to help make discussing the approval request easier. + +![The approval request workflow tracker with the request submitted and waiting for review.](./images/workflow_2.png) + +During the review, your record will still be restricted, and will only be visible to members of your collaboration's community, as well as the approval committee. + +The review can be viewed by the community's [Curators (and above)](../communities/communities.md#members-and-roles), the approval committee, and any [manually invited reviewers](../review/review.md#who-takes-part). + +### 4. Create the final public record + +After the committee approval has been granted, the record still remains restricted and is not publicly visible. +A **Report Number** is automatically generated, which uniquely identifies the approved record. + +A final, public version of the record still needs to be created manually. +This can done by [Curators, Managers, and Owners](../communities/communities.md#members-and-roles) of the collaboration's community. + +To do this, simply click the **Publish** button in the workflow tracker on the record's page: + +![The approval request workflow tracker with the approved request, awaiting the final publishing step](./images/workflow_3.png) + +Follow the instructions in the modal that appears, and click **Publish**. +The public record will be created; click **View public record** in the workflow tracker to view it. + +The new public record will be included in both your collaboration's community and the [CERN Research](https://repository.cern/communities/cern-research/records?q=&l=list&p=1&s=10&sort=newest) community. +The Report Number will be visible on it, as well as a link back to the original restricted record (for users who are allowed to access it). + +## New record versions + +When you submit a record for committee approval, only the submitted version will be visible to the committee, and only this version will be taken into account for the review. +**To avoid confusion, it is not recommended to create a new record version while the approval is pending.** + +Once the approval is completed, new record versions can still be created. +When you create the final public record, the latest record version will be published (not necessarily the one that was approved). + +## Waiting too long for approval + +If your approval request has been pending for a longer time than expected (see the estimated wait times at the top of this page) and your record needs to be published urgently, +please [contact the CDS team for support](https://cern.service-now.com/service-portal?id=service_element&name=CDS-Service). diff --git a/docs/approval/images/request_modal.png b/docs/approval/images/request_modal.png new file mode 100644 index 0000000..b404209 Binary files /dev/null and b/docs/approval/images/request_modal.png differ diff --git a/docs/approval/images/workflow_1.png b/docs/approval/images/workflow_1.png new file mode 100644 index 0000000..1f3d331 Binary files /dev/null and b/docs/approval/images/workflow_1.png differ diff --git a/docs/approval/images/workflow_2.png b/docs/approval/images/workflow_2.png new file mode 100644 index 0000000..845ff15 Binary files /dev/null and b/docs/approval/images/workflow_2.png differ diff --git a/docs/approval/images/workflow_3.png b/docs/approval/images/workflow_3.png new file mode 100644 index 0000000..c527354 Binary files /dev/null and b/docs/approval/images/workflow_3.png differ diff --git a/mkdocs.yml b/mkdocs.yml index ac8c9ba..cf638aa 100644 --- a/mkdocs.yml +++ b/mkdocs.yml @@ -122,6 +122,8 @@ nav: - Reviews: - About reviews: review/review.md - Commenting: review/comments.md + - Committee approval: + - About the approval process: approval/approval.md - Reference: reference/reference.md - Glossary: glossary.md - FAQ: faq.md