Adding Works Deposits to Collections

Adding an Existing Work to a Collection

If you’ve already published a work in KCWorks, you can add it to a collection directly from its record page.

1. Go to the Work’s record page.
2. On the right-hand menu, click Submit this work to a collection.
   A pop-out panel will appear.
3. Search for the collection you want to add the work to.
4. Click Select next to the collection name.
5. Read the notice explaining that collection administrators can edit and publish the submitted work.
6. Check the required confirmation boxes.
7. Click Submit record for review.

Once submitted, the Work’s record page will update to show that it is pending review by the collection’s administrator.

Adding to Multiple Collections

If available in your version of KCWorks, you may see a Manage collections for this work option that allows you to submit the Work to additional collections.

(If your repository version does not yet support multi-collection deposits, this option may not appear.)

Submitting a New Work to a Collection During Upload

You can also add a Work to a collection while completing the upload form.

How to Submit During Upload

1. On the upload form, select Collections & Access in the left navigation.
2. Click Select a Collection.
   Screenshot placeholder: “Collections & Access” with Select a Collection button
3. Choose the collection you want to submit to.

If you submit a Work to a collection during upload:

• The Save & Publish page will show a Submit for review button instead of Publish.
• Selecting Submit for review sends the Work to the collection administrator.

Important Note

Uploaded works can only be added to one collection at this time.
Multi-collection submission is under development and will be available in a future release.

Viewing Your Organization’s Collection

If your organization has a collection (e.g., a department, scholarly society, working group), you can access it through the Collections menu.

1. From the KCWorks homepage, select Collections in the top navigation.
2. Choose your collection from the My Collections page.
3. On the collection page, you can:
   • View its contents
   • Manage collection settings
   • Review submissions and requests

Creating a Collection of Other Users’ Works

Currently, during the public beta period, you cannot add someone else’s work to your collection unless they submit it themselves.

Creators must initiate the submission by choosing your collection either:

• During the upload process, or
• From their Work’s record page using Submit this work to a collection

This ensures creators retain control over their work and its context.

Summary: Ways to Add a Work to a Collection

Add a new upload to a collection

• Use Collections & Access → Select a Collection
• Use Submit for review on the Save & Publish screen

Add an existing upload to a collection

• Go to the Work’s record page → Submit this work to a collection
• Follow prompts to search, select, and submit

Limitations

• Works can be added to only one collection at this time
• Creators must authorize all additions
• Multi-collection submission is coming soon