Publishing process

In your department’s Dataverse collection, regular users will not have permission to create or publish sub-collections. Only authorized Dataverse Stewards and the BSC Data Management Team have the necessary permissions to perform these actions. Refer to this section for more details.

For datasets, all users will be able to create their own dataset and manage dataset and file-level permissions. However, users cannot publish their datasets directly. Instead, they must submit their dataset for review before publication.

As soon as someone requests a dataset review you will receive an email notification with the following information:

Subject: BSC Dataverse: Dataset "<Dataset Title>" has been submitted for review

Body Text:

Hello, 
Your dataset named <Dataset Title> (view at <Dataset URL> ) was submitted for review to be published in New sub-collection (view at <Collection URL> ). Don't forget to publish it or send it back to the contributor, <submitter username> (<submitter email>)!

You may contact us for support at datamanagement@bsc.es.

Thank you,
BSC Support

To proceed with the review, please refer to the Submission Review section, which includes key review points and a checklist to ensure nothing is overlooked.

Submission review not passed

If any of the points in the checklist has not passed, then you must return the dataset to the author.

To do that, click on the “Publish Dataset” button and select “Return to Author”.

Figure 1: Return to Author button

Right after, the following box will pop up for you to write the reason for returning the dataset to its author(s). Click “Continue” to send the notification.

Figure 2: Return to Author message

We recommend that the message be clear and specific, maintaining a professional tone. It should identify the items (issues) that did not pass the review process and outline the required actions to correct them.

Submission review passed - Publish a dataset

If all the points in the checklist have passed, then you publish the dataset by clicking the "Publish"button.

Figure 3: Publish dataset message

You, as well as the author(s) will receive the following notification in your registered email address:

Hello, 

Your dataset named <Dataset Title> (view at <Dataset URL>) was published in New sub-collection (view at <Collection URL> ).

You may contact us for support at datamanagement@bsc.es.

Thank you,
BSC Support

Review a modified dataset

As a Steward, you may not know in advance whether the dataset under review is a newly submitted dataset requiring a full review or a previously published dataset with modifications that only need to be reviewed.

If a user submits a modified dataset, they should always notify the Steward via email, outlining the changes. However, you can identify a modified dataset during the publication process if a version update selection is required (Figure 4). To publish the dataset, select the version update, and clik the "Continue" button.

Figure 4: Publish modified dataset message

• Y (last digit) increases for minor changes (e.g., correcting metadata typos, fixing broken file links).
• X (first digit) increases for major changes (e.g., significantly restructuring the dataset, replacing files, or modifying the data format).

Figure 5: versioning logic

Original documentation from the Dataverse project here