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Submission States

State Flow Diagram

stateDiagram-v2
    [*] --> Initiation: Data Steward creates submission

    Initiation --> MetadataEntry: Steer forward\n(requires submitter assigned)
    Initiation --> X: Delete

    MetadataEntry --> MetadataReview: Steer forward\n(requires ≥1 study and ≥1 dataset)
    MetadataReview --> DataUpload: Approve metadata\n(Data Steward)
    MetadataReview --> MetadataEntry: Reject metadata\n(Data Steward)

    DataUpload --> DataVerification: Steer forward\n(submitter confirms upload done)
    DataVerification --> Complete: Approve data\n(Data Steward)
    DataVerification --> DataUpload: Reject data\n(Data Steward)

    MetadataEntry --> Cancelled: Cancel (Data Steward)
    MetadataReview --> Cancelled: Cancel (Data Steward)
    DataUpload --> Cancelled: Cancel (Data Steward)
    DataVerification --> Cancelled: Cancel (Data Steward)

State Reference

State Description Who can edit metadata
Initiation Submission created, steward assigns submitter and project Data Steward
Metadata Entry Submitter fills in studies, datasets, contacts, and attachments Data Steward, Submitter
Metadata Review Data Steward reviews and approves or rejects submitted metadata Data Steward
Data Upload Submitter uploads data files to the landing zone Submitter (upload status only)
Data Verification Data Steward verifies the uploaded data —
Complete Submission finalised — all data read-only —
Cancelled Submission terminated —

Transitions

Initiation → Metadata Entry

  • Who: Data Steward or Submitter
  • Requires: At least one submitter assigned to the submission
  • Notification: Sent to the submitter and recipient

Metadata Entry → Metadata Review

  • Who: Data Steward or Submitter
  • Requires: At least one study and at least one dataset must be present (enforced)
  • Notification: Sent to Data Stewards

Metadata Review → Data Upload (approve)

  • Who: Data Steward
  • Action: Approve metadata (optionally with a feedback message)
  • Notification: Sent to submitter

Metadata Review → Metadata Entry (reject)

  • Who: Data Steward
  • Action: Reject metadata — feedback message is required
  • Notification: Sent to submitter

Data Upload → Data Verification

  • Who: Data Steward or Submitter
  • Action: Submitter confirms data upload is complete
  • Notification: Sent to Data Stewards

Data Verification → Complete (approve)

  • Who: Data Steward
  • Action: Approve uploaded data (optionally with a feedback message)
  • Notification: Sent to submitter

Data Verification → Data Upload (reject)

  • Who: Data Steward
  • Action: Reject data — feedback message is required
  • Notification: Sent to submitter

Any active state → Cancelled

  • Who: Data Steward
  • Requires: Cancellation reason (required)
  • Active states: Metadata Entry, Metadata Review, Data Upload, Data Verification
  • Notification: Sent to submitter and recipient

Revert (any state → previous state)

  • Who: Data Steward only
  • Cannot revert from Initiation (no previous state)

Deletion

  • Submissions can only be deleted while in Initiation state.
  • Once steered forward, a submission cannot be deleted — use Cancel instead.
  • Who can delete: Data Steward or Submitter (owner)