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rdms:workflows:archiving [2026/07/30 11:57] – [Archiving Workflow] slight rephrasing giuliordms:workflows:archiving [2026/07/30 12:30] (current) – [Step 3: Creation of the Data Package] fixed style of .tar string giulio
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 === Correct User Privileges === === Correct User Privileges ===
-If you want to start an archiving workflow as a project admin, you must have the appropriate elevated permissions to initiate the workflow and assign user roles(Data Manager and Metadata Manager). If you lack these permissions, please contact [[rdms-support@rug.nl|rdms-support@rug.nl]]. The easiest way to check if you have the correct permissions is to check if you can assign roles to users in the project management tab.  +If you want to start an archiving workflow as a project admin, you must have the appropriate elevated permissions to initiate the workflow and assign user roles (Data Manager and Metadata Manager). If you lack these permissions, please contact [[rdms-support@rug.nl|rdms-support@rug.nl]]. The easiest way to check if you have the correct permissions is to check if you can assign roles to users in the project management tab.  
  
-For the other roles involved in the workflow, Metadata and Data Manager, no special permissions are required. However, they must have at least read/write permission in the project. Without these permissions, the workflow will not allow them to modify or approve the data or its metadata.+For the other roles involved in the workflow, Metadata and Data Manager, no special permissions are required. However, they must have at least the equivalent of the 'Read/Write' permission in the project. Without these permissions, the workflow will not allow them to modify or approve the data or its metadata.
  
 === Assigning Roles === === Assigning Roles ===
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 **Notes:**  **Notes:** 
-  * To assign a user as Project Admin, select the **own** permission. Please note that the user needs elevated privileges; having **own** permission alone is not sufficient. If this is needed, please contact [[rdms-support@rug.nl|rdms-supprt@rug.nl]]. +  * To assign a user as Project Admin, select the **own** permission. Please note that the user needs elevated privileges; having **own** permission alone is not sufficient. If this is needed, please contact [[rdms-support@rug.nl | rdms-support@rug.nl]]. 
-  * To assign a user role, the user needs to have at least 'read' permission in the project. +  * To assign a user role, the user needs to have at least the equivalent of a 'Read' permission in the project. 
   * The section about [[rdms:workflows:archiving#best_practices|best practices]] provides useful guidance on how these roles could be assigned effectively.   * The section about [[rdms:workflows:archiving#best_practices|best practices]] provides useful guidance on how these roles could be assigned effectively.
  
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-Finally, once you are ready, click on the "Copy data to archive" option to move the archive draft to the next step. A window will open, where you can verify if the data was sent to Archive once again. If you decide to approve the data in this window, then the archiving workflow will start copying your data from the project space to the project's data archive.+Finally, once you are ready, click on the "Copy data to archive" option to move the archive draft to the next step. A window will open, where you can verify if the data was sent to the archive. If you decide to approve the data in this window, then the archiving workflow will start copying your data from the project space to the project's data archive.
  
 {{ :rdms:workflows:rdms_workflow_dataprep_3.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dataprep_3.png?direct&600 |}}
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 **Prerequisites**: Step 2 has finished. **Prerequisites**: Step 2 has finished.
  
-In this step, the previously unbundled data that was moved to the project's archive space in the RDMS is bundled into a data package. This data package is a tar file containing the selected data, as well as RDMS file and folder metadata if the option to export it was selected in the previous step.+In this step, the previously unbundled data, which was moved to the project's archive space in the RDMS, is bundled into a data package. This data package is a ''*.tar'' file containing the selected data, as well as the RDMS metadata that was attached to the files and folders (if the option to export it was selected in the previous step).
  
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-This step should be a short one if the data is in order. It is mostly implemented to make sure that if there is more than one data manager, they can check what the other data managers did. If you did implement our suggestion of having one data manager with final say, then this step is where they get to do a last check. In this step, you have the option to "Preview data", to "Create data package", and to "Prepare data" (see screenshot below).+This step should be brief if the data is in order. It is mostly implemented to make sure that if there is more than one data manager, they can check what the other data managers did. If you did implement our suggestion of having one data manager with final say, then this step is where they get to do a last check. In this step, you have the option to "Preview data", to "Create data package", and to "Prepare data" (see screenshot below).
  
 {{ :rdms:workflows:rdms_workflow_dp_2.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dp_2.png?direct&600 |}}
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 {{ :rdms:workflows:rdms_workflow_dp_1.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dp_1.png?direct&600 |}}
  
-If you select the "Create data package" option in the menu, the RDMS system will automatically bundle the previously unbundled data into a tar archive. Afterwards, the next step (adding metadata to the data package) can follow.+If you select the "Create data package" option in the menu, the RDMS system will automatically bundle the previously unbundled data into a ''*.tar'' archive. Afterwards, the next step (adding metadata to the data package) can follow.
  
 {{ :rdms:workflows:rdms_workflow_dp_4.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_dp_4.png?direct&600 |}}
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 {{ :rdms:workflows:rdms_workflow_meta_3.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_meta_3.png?direct&600 |}}
  
-If you select "Add metadata template", you will see a new window open. At the very top of the window, you can choose which template you want to fill in. Then you can select or type in the different metadata entries the template requires you to add. This step allows for both metadata as well as data managers to add metadata.+If you select "Add metadata template", you will see a new window open. At the very top of the window, you can choose which template you want to fill in. Then you can select or type in the different metadata entries the template requires you to add. This step allows for both metadata and data managers to add metadata.
  
 {{ :rdms:workflows:rdms_workflow_meta_2.png?direct&600 |}} {{ :rdms:workflows:rdms_workflow_meta_2.png?direct&600 |}}
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-In this step, a last confirmation is needed by the data manager to finish the workflow if everything has been set up properly. This is the last step of the workflow and a **point of no return**.+In this step, if everything has been set up properly, a last confirmation is needed by the data manager to finish the workflow. This is the last step of the workflow and a **point of no return**.
  
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