figshare help

Non-login submission workflow

The non-login submission workflow is a page that is configured that allows users to submit content to your institutions's Figshare portal without having an account on that portal. The submit page is available at all times and can be accessed at https://<institution> This page can also be configured for custom domains. While no account is required, Figshare has included a reCAPTCHA integration as a means of basic authorisation to prevent fake submissions. 

How does it work and what can be customised?

Users must go to https://<institution> to submit their research outputs. 

The first page is the captcha page, and you can see an example below. The captcha is implemented as a single check box, but depending on how Google perceives the visit, the user may also need to choose from a set of images. 

After passing the reCAPTCHA, the user will be automatically directed to the main submission page. 

This page can have a drop-down selector from where the user can choose the most appropriate group to submit into, if there are any. Your use case may not require the option to choose a group, in which case you will end up directly on the upload form. 

The first line of text cannot be modified; it will always have your portal name, as in the example below: Add files to your <portal name> submission.

The text below that can be customised to:

  • contain links or email addresses
  • add bold, italic, underlined or regular text
  • change the font family and font size, on the full text or only on the phrases/words you want to emphasise.

The text aligned alignment cannot be changed — it is aligned centred.

If you do not have the group dropdown configured then your page will look like this:

A link to the non-login submission page can also be added to your portal for logged-in users in the menu at the top of the page to the right of the search bar:

What metadata can be customised

After completing the reCAPTCHA and selecting the group from the dropdown (if configured), the next page is the metadata form. The mandatory metadata on Figshare are:

  • Title
  • Description
  • Authors (you need to add the first name and last name and optionally the email address and ORCID)
  • Categories
  • Keywords
  • Licence (which may come pre-selected) 

We can remove any of the mandatory metadata presented above from this view except for Title, but they will need to be filled in as part of the review process.

We can define a default licence for every group and can customise the What is this? link displayed near the licence field if you wish to keep it visible. We can also define a default item type for every group. 

All uploaded files will be grouped together in a single item. If files need to be uploaded as separate items, we can configure the system to work like this, as well. 

Other optional or required metadata can be configured as well, including but not limited to:

  • Funding
  • Author's full name and email address (the email address is used internally by the institution as a means of communicating with the submitting author. This data should be removed in the review process so as not to be displayed publicly)
  • Institution where the main author is affiliated
  • ORICID of the main author.

Custom help text can also be configured display on the right-hand column of the metadata form. 

The text between the form and the footer (where you need to define the terms of use) can be fully customised, following the same rules as above. 

After the user clicks the Submit button, the submitted item is sent to review. The author is redirected to a success page that looks like the image below.

The small text can be fully customised following the same rules presented above. The Send more files? link cannot be removed — it takes the author to the first page after reCAPTCHA. 

Reviewing items that have been submitted through the non-login submission workflow

All reviewers assigned to the subgroup the submission is associated with will get an email informing them about the new item being submitted for review. If there are no subgroups, the email will be sent to all reviewers configured at the top level of the institution. As the user submitting the data is not logged in, the email will say that the data is submitted from the account we set as the submission owner. We can set a submission owner for each of the defined groups. If each group has its own submission owner, then the data will live in the corresponding submission owner for the group the item was submitted to.

For more information on how to review items in Figshare, check out this help article.

Editing an item that was already approved in review

Only administrators will be able to edit an item once it has been published. The submitting author does not have access to the metadata form after they initially submit their files. The admin needs to login and search for the dataset in their My data

To find the submission in the list, editors can use the Search bar to search based on any metadata for the item. Once found, they can open the metadata form by clicking anywhere on the table row except from the title itself (which is a link to the public page). The form allows changing both files and metadata. After the metadata/files are modified, save and publish

You will get a new revision request that you will need to assign and approve. To publish this revision, please use the same steps detailed above.

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