Collections in KCWorks allow individuals, groups, and organizations to curate sets of works around a theme, project, author, event, or community. As a collection administrator, you can manage submissions, update collection settings, and oversee permissions. This guide explains how to find your collections, what controls are available to administrators, and how collection permissions work.
Where Can I Edit My Collections?
You can access and edit your collections in two ways:
From the KCWorks Navigation Menu
- Select Collections in the top navigation bar.
- Choose My Collections.
- Click on the collection you wish to manage.
This will take you to the collection’s main page, where you can view:
- Requests (submissions awaiting review)
- Settings (visibility, review policy, landing page, and more)
Screenshot placeholder: two red arrows pointing to “Requests” and “Settings.”
From the KCWorks Navigation Menu
- Click the profile icon (human silhouette) in the top navigation.
- Select My Dashboard.
- Navigate to your collections and view pending requests or settings.
This dashboard provides a centralized place to review your uploads, submissions, and administrative collections.
What Controls Do Collection Administrators Have?
Collection Administrators Can:
A. Edit the Collection Landing Page
Use the landing page to:
- Describe the collection’s purpose or curation policy
- Provide context for visitors
- List publicly visible members or curators
- Adjust visibility settings
B. Set the Review Policy
You can determine:
- Whether all submissions require manual approval
- Whether designated members (e.g., curators) may publish directly without review
(See permissions guide for more details.)
C. Manage Submissions Through the Review Workflow
The built-in workflow allows admins to:
- View incoming submission requests
- Communicate with uploaders
- Edit submitted metadata (or files if needed)
- Accept or Reject submissions
- View past decisions and their discussion history
Note: At this stage, collection admins cannot add other users’ works directly. Uploaders must submit their own work to the collection. (Support for admin-added works is planned.)
Managing Collections for Organizations
Organizations that partner with Knowledge Commons automatically receive a primary collection for their members’ uploads. They can also create additional sub-collections as needed.
Organization Administrators Can:
- Create collections by topic, project, author, or community
- Curate works from within or outside their institution
- Control visibility and review settings
- Edit landing pages for public explanation and branding
- Assign roles to organizational curators
- Use the review workflow to accept or reject submissions
Organizational collections make it easy to highlight institutional research, conference outputs, or disciplinary themes.
Who Can Add Works to a Collection?
Anyone may submit a work to a collection for consideration.
However:
- Collection admins moderate all submissions
- Admins decide whether to approve or decline requests
- Admins may allow certain roles (e.g., curators) to publish directly, bypassing review
This ensures collections remain well-curated and aligned with their stated purpose.
How Do Permissions Work in Collections?
Collections offer four permission levels:
| Collection Role | Can Edit Record | Can View Restricted Record | Can View Public Record |
|---|---|---|---|
| Collection Owner | Yes | Yes | Yes |
| Collection Manager | Yes | Yes | Yes |
| Collection Curator | Yes | Yes | Yes |
| Collection Reader | No | No | Yes |
Visibility Settings
Collection can be:
- Public – visible to anyone
- Restricted – visible only to collection members
Regardless of visibility:
- Only approved administrators and curators may manage or edit records.
- Only approved admins can change permission settings.
Automatic Permissions for Groups
If you are an admin of a Knowledge Commons group that creates an associated collection in KCWorks:
- You automatically become the Collection Owner for that collection.
This ensures group admins retain full control over related collections.