Using External Submissions Management in NGI

As a new starter at Preservica, this was very informative and easy to follow. Thank you.

Are specific user roles required for this? Speaking to colleagues who I have given Access and Ingest roles, they don’t seem to have access to Actions menu or External Submissions functionality.

Hello Helen, the users would need to have the MANAGER user role to see the Actions>Invite and manage submissions function.

Thanks,

Paul

Thanks Paul, is there a specific reason for this? Most of my colleagues would potentially be accepting digital material from external parties but I wouldn’t want to give them all full manager permissions.

Hi Helen, not that I’m aware of, but I see your point. I think it’s just one of those functions that is deemed to be of a manager level. You could suggest an improvement to this via the Product Ideas page on the Community Hub if you want . Thanks

Thanks.

For anyone else following I’ve added a Product Idea External Submission Roles | Community (preservica.com)

Is the only way to invite external submissions via an email invite? I’m wondering if it’s possible to have a link that’s available on our company intranet, for example, where anyone who clicked that link would then be able to access the submission area.

That’s an interesting point - links can be made live for longer periods now (they used to expire in a week or two). I think the initial link would have to be via email, but whether that could then be copied and embedded into an intranet site I’m not sure.

From my point of view it is useful to have an initial conversation with record owners, to explore what they have and what we need for the archive so it’s better to send bespoke email links rather than have one available for everyone, all the time.