Create new work type for External Datasets

[carakey]

Descriptive summary

We have a use case for dataset deposits that require a 2-step review workflow, first by OSU folks outside of the library and then by one of our library data curators, similar to the GTD workflow. It seems the way to handle this is with a new work type.

For our pilot project with CEOAS, the datasets will be hosted in CEOAS' Globus instance with a metadata record and external resource link in SA; after deposit, the dataset is reviewed by CEOAS staff; after approval it is reviewed and approved by Clara; Clara registers a DOI for the dataset with Datacite.

Expected behavior

The new work type would be a copy of the existing Dataset work type except with a different review workflow.

• The new work type can be called "External Dataset."
• It should have the same metadata field set as the existing Dataset work type.
• It should have the same specialty features as the Dataset work type - human subjects check (Alert button for datasets that include human subjects data #2392), DOI options (Auto-populate DOI field for newly deposited datasets #2687)
• In most cases we expect it will use the Linked External Resource fileset option (Support for linked external resources #2549) but there may be cases where a file (such as a documentation file) is uploaded to SA.
• Deposited external datasets are routed through a 2-step review (first to an OSU partner reviewer, then to OSULP dataset curator)

Stretch goals / anticipated add-ons

1. Optimistically we'd like to expand partnerships beyond CEOAS, meaning we would want flexibility in routing to different OSU partner reviewers. This could be a dropdown selection that the depositor makes, for example. However, at the outset a single routing option to CEOAS (specifically Thomas Olson) is sufficient (and the extended capability would be a separate ticket).

2. Eventually we'd like to incorporate a checklist for depositors that CEOAS is working on into the submission process, but they haven't shared it and how this would work is not yet well described. We'll get a better idea during the summer 2025 pilot and will ticket it separately.

Accessibility Concerns

none

[carakey]

This was moved to QA, but I don't see a new work type available in the Create Work modal. No comments on the ticket about work done, so I'm not sure what I should be looking at.

[wickr]

Looks like most of the base structure is in, but there's no routes for pages/views yet. Also it'll need to be added to the select_work_type modal directly, that doesn't automatically pull it in (I'm guessing same permissions/placements as 'Dataset' but I haven't looked at it super close). I don't think there's much to QA yet.

[carakey]

QA:

• Created a new external dataset work at https://ir-staging.library.oregonstate.edu/concern/external_datasets/9k41zd82t

• Overall looking good, but a couple of tweaks needed.

  • Would like to update the helper text on the Add Work modal from "External dataset works" to "Linking records for research datasets hosted in publicly accessible external locations"

  • The specialized dataset DOI functionality (from Auto-populate DOI field for newly deposited datasets #2687) doesn't seem to be included.

• We still need to coordinate with our external reviewers for details, but wanting to make sure that the two-stage review will be incorporated later.

Other notes:

• The first time I tried to create an External Dataset work from the staging home page Share Your Work button, I got a 'something is not working' error, but it worked on a subsequent try, and also worked fine from the dashboard > Works > Add New.

• Note to self that this will still need some user guidance/documentation and a column in the MAP

[straleyb]

Clara can be a great resource for QA if/when Cara is out.