Knowledge Commons Works (KCWorks) is the open-access repository for the Knowledge Commons community. This guide walks you through uploading new works, editing existing works, adding new versions, adjusting access settings, and understanding what content can be deposited.
Uploading a New Work
Start a New Deposit
- Go to the Works homepage in KCWorks.
- Select Add a Work.
Screenshot of the Works homepage with “Add a Work”
Complete the Draft Work Form
You will land on the New Draft Work page. Use the navigation bar at the top of the form to move between sections (e.g., Type & Title, Details, Contributors, Collections & Access).
Screenshot of the “New Draft Work” page
Select a Resource Type
Choose a Resource Type to unlock the correct metadata fields for that work (e.g., article, image, dataset, video essay).
Collections & Access Settings
Add to Collections
- You may add your work to any collection.
- Works must be approved by collection administrators before they appear publicly in the collection.
Choose Access Settings
You can choose:
- Public — Metadata AND files are visible to everyone
- Embargoed — Visible later, after a specified date
- Restricted — Visible only to users you approve
Publishing Your Work
Once your metadata and files are complete, choose:
- Save Draft
- Preview
- Publish
After publishing, please note:
- Files cannot be changed, per repository policy
- You can always edit metadata or add a new version
Creating Metadata-only Works
KCWorks allows you to create a metadata-only record without uploading any files.
During the upload process, if you submit a Work without attaching a file, you’ll see a reminder that no files were included. Select “Yes, continue without files” to proceed. You can then finish creating and publishing the Work using metadata alone.
This option is useful for:
- Publishing and preserving digital-only works, including OER, digital installations, and artwork
- Creating placeholder records
- Sharing citations or descriptions of works that cannot be uploaded
- Preparing a record ahead of a future file upload or embargo
You can always return later to edit the Work or add files if needed.
Adding a New Version of a Work
Versioning allows you to update a deposit while keeping previous versions available.
Start a New Version
- Edit — modify metadata of the current version
- New Version — upload a new file or edition
- Share — generate a shareable link to the Work record
Screenshot of the “Manage this Work” menu
Versioning Options
The upload process for a new version is the same as uploading a new work.
Viewing Versions
Once published:
- A Versions list appears on the right side of the Work’s record page.
- Each version displays the date added.
- Older versions display a yellow notice indicating you are viewing a past version.
Editing an Existing Work
You can edit the metadata of a previously published work or add a new version.
Find Your Deposits
You can locate your works in two ways:
From Your KCWorks Dashboard
- Select the My Dashboard icon (a person icon at the top right of the Works homepage).
Screenshot of dashboard icon
From Your Commons Profile
Your KCWorks deposits will appear on your profile page under the Works tab.
Once on the Dashboard:
- View all your Works
- Search your uploads
- View user requests for restricted items
Edit an Upload
- Click Edit next to the item you want to change.
Screenshot of an item with “Edit” button
You’ll enter a form identical to the upload form, but labeled Updating Published Work.
Save Changes
Use the top navigation bar:
- Save and Publish — saves changes to metadata
- Discard Changes — undoes edits
- Publish — required to finalize updates
You will be warned that files cannot be replaced; instead, you must upload a new version if the file has changed.
Hiding a Work or Version
If you made a file public and want to limit access later, you can restrict it.
Hide a Work
- Go to the Work’s record page.
- Click Manage this Work → Edit (yellow button).
Screenshot of edit dropdown - Open Collections & Access.
- Change Access to Restricted.
Screenshot showing “Restricted” selected - Go to Save & Publish.
- Click Publish to apply changes.
This limits access to users you explicitly grant permission.
File Size Limits
The maximum upload size per work is:
- 500 GB total, across up to 100 files in one deposit.
Need to upload something larger? Contact us.