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DataHub: Projects & Collaboration


The Projects in DataHub is a place for collaboration. There are two different kinds of projects: individual projects and group projects. Members of each project can upload files or add text notes, and comments.

Individual Projects:

  • Everyone uses their own quota and account storage.
  • Submitters’ quota will not be used, storage allocation comes directly from the project.
  • People take their work with them if they leave the project.
  • Items appear in the subgroup of the uploader.
  • Items published by users from outside the organization don’t have to go through review (if review is turned on for the group).

Group Projects:

  • All work is stored on institutional storage and remains within the project space if people leave.
  • Items are created using the metadata schema of the submitter. Contributors must adopt the metadata schema of the project owner.
  • Items appear in the subgroup of the project owner.
  • Items published by users from outside the organisation have to go through review (if review is turned on for the group).



To Start a Project
1. Go to My Data page and select the Projects tab. Click on the "+Create a new project" button.


2. Complete the fields as descriptively as possible. You can select the project type for individual or group use, then click "Save changes".



Invite Collaborators

New Project
1. Click on the “invite new users” button on the right hand side to invite people to join your project by searching their full names or ORCID.


2. At the “invite new users”, input the person’s name and email address and select the role that you assign them to the project. Two roles can be assigned.


  • Collaborators - these members can upload files, download other members’ files and make/view comments.
  • Viewers - these members can view uploads and view comments only.

3. Click “Send Invite” button.


Existing Project
At the existing project page, click the Manage cog wheel icon and choose “Edit project details”. Follow the same steps as described above.

Share Files

1. Click + Create a new item and open the item submission form.

*If you have already uploaded your files previously, open your saved item record in the "My data" page.

2. On the right side of the record editing page, click on the “Share with private link” to generate an URL that you want to share the content with other users privately.

A prompted box will show you the generated private link. Click on "Copy link" to copy the URL and then close it.

3. You can always return to the private link box from your data record editing page, by clicking on "Private link".


In this box, you may wish to 1) customize the expiry date of the private link so that it would be expired automatically on the specified date (Please note that the date is in UTC time); 2) disable the private immediately by clicking on "Disable private link".


You can create a private link to data, a link file or a metadata only record. The private link can be shared with anyone with a Figshare account or not.

Submit data to DataHub without an account

DataHub now supports non-login submissions on a designated page that is configured allowing external users, who collaborate with HKU researchers in research projects, to submit contents or data files to DataHub without having a HKU DataHub or Figshare account. The page for submission can be accessed at

Collaborations between HKU researchers and academics with individuals outside of the HKU community may frequently take place in projects conducted at HKU. As DataHub has access restrictions to internal members for data uploading and management, this page allows external members to submit their work to DataHub for collaborative projects easily without an institutional account at HKU.

Note: Please contact the HKU Research Data Services by email to if you would like to make a submission. 


Submission Workflow

1. Access the page ( and get past the reCAPTCHA verification.


2. On the main submission page, select the destination (i.e. group) that your data will be submitted to from the drop-down list.


3. Drag your file(s) to the uploading area on the browser or select the file for uploading by pressing the ‘Browse’ button. You may upload multiple items.


4. If you have uploaded multiple file(s)/folder(s) at once and wish to put them under a single item record, select "group all files into a dataset".


5. Use the buttons on the right side of the uploaded files to reorder them or delete any unwanted files. Then, fill in all necessary metadata fields (i.e. Title, Authors, Description, License, Categories, Keywords, etc.). 


6. Scroll to the bottom and click on the “Submit” button. You will be directed to an acknowledgement page with the message “Your submission was successfully sent”.