[Archivesspace_Users_Group] Problem with Collection Management - Processing Status and Catalogued Note

[Joanne Archer]

I'm wondering if this change has been reflected in the accession_csv template or import map on github? We have a number of files we are planning to import soon which currently have data in the accession_processing_status field. We customized the controlled values for this field which I do see are now showing as event types in the interface. However, I don't see anything in the import template for mapping events which it sound like we would now need to do. Currently, content in the accession_processing_status field is getting omitted upon import.

Thanks,
Joanne



From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Emma Jolley
Sent: Sunday, July 19, 2015 7:24 PM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Problem with Collection Management - Processing Status and Catalogued Note

Many thanks Elizabeth and Chris. This explains it all.

It would be great if we could get forewarning of such changes so that we can have time to review any changes that might need to be made to plugins that we've developed. I must admit it was a bit of a shock to see all of that information seemingly disappear (even though it didn't).

We also lost the indexing of the 'Processing status' when they were converted to Events, so many thanks for the advice on how to re-index.

Is there a way for the development team to proactively offer such advice for large changes such as this one?

Thanks again

Emma.

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Chris Fitzpatrick
Sent: Saturday, 18 July 2015 7:41 AM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Problem with Collection Management - Processing Status and Catalogued Note


Hi Elizabeth,



Yes, this was a result of the AR-827 ticket. A lot of events are made to replace some of the collection management records.



If the new records are not appearing in the index, you can either trigger a rebuild ( delete the data/indexer_state directory and restart aspace ) or you could probably also just do this:



update event set system_mtime = now();



in your mysql database to trigger a reindex of the event records.



b,chris.


Chris Fitzpatrick | Developer, ArchivesSpace
Skype: chrisfitzpat  | Phone: 918.236.6048
http://archivesspace.org/

________________________________
From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> <archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org>> on behalf of Elizabeth Dunham <Elizabeth.Dunham at asu.edu<mailto:Elizabeth.Dunham at asu.edu>>
Sent: Friday, July 17, 2015 9:10 PM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Problem with Collection Management - Processing Status and Catalogued Note


Hi Chris,



I had the same issue Emma did moving from v. 1.2.0 to v. 1.3.0.  It didn't block the migration, but it did make a lot of useless "Event" records.  For example, the accession record for one of our largest collections had text in its "Cataloged Note" and its "Processing Status" set to "Complete."  It now has 5 identical "Cataloged" events associated with it, all of which list "Implementer" as the last person who modified the record and "Date" as the date the record was last modified on.  Thus, they are all identically incorrect and because the migration either deleted or suppressed the original text, I can't fix them.



I also notice that I can't search or view (in the "Browse Events" tab) the automatically generated Event records unless I open a record with one of these events attached to it and save it again.  Further, the data originally entered in the "Processing Status" and "Processing Priority" fields continues to display but can no longer be edited through the GUI.  On a sidenote, I need this data to stay, as I have several queries that rely on the "Processing Status" field that I cannot alter to use Events because the automatically generated ones are not searchable and/or wrong.



Best,

Elizabeth Dunham



------------------------

Assistant Archivist

Arizona State University Libraries

Archives and Special Collections

Tempe, AZ 85287-1006

Elizabeth.Dunham at asu.edu<mailto:Elizabeth.Dunham at asu.edu>



From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Chris Fitzpatrick
Sent: Friday, July 17, 2015 11:18 AM
To: Archivesspace Users Group (archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>)
Subject: Re: [Archivesspace_Users_Group] Problem with Collection Management - Processing Status and Catalogued Note



Hi Emma,



Sorry, it looks like the ticket associated to these changes didn't get put into the release notes because it was classified in Jira as a "CHORE" for some reason. I've updated the notes on the github release page.



The ticket is here:

https://archivesspace.atlassian.net/browse/AR-827



and I think most of the explanation is in the word document that is attached to it.



Was there an issue with the migration?



best, Chris.





Chris Fitzpatrick | Developer, ArchivesSpace
Skype: chrisfitzpat  | Phone: 918.236.6048
http://archivesspace.org/



________________________________

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> <archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org>> on behalf of Emma Jolley <EJOLLEY at nla.gov.au<mailto:EJOLLEY at nla.gov.au>>
Sent: Friday, July 17, 2015 1:18 AM
To: Archivesspace Users Group (archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>)
Subject: [Archivesspace_Users_Group] Problem with Collection Management - Processing Status and Catalogued Note



We are currently testing the latest release in our test system (v1.3.0) and are getting some very frustrating results.



One of them is that the Processing_Status which was within the Collection_Management sub record appears to have been moved to an Event and in the process the drop down list (within processing status) appears to have been de-coupled from the accession records we had marked as having particular processing status'.



In addition the Catalogued_Note also within the Collection_Mangement sub-record has also been moved to an Event.



Was this a planned change? And if so is there a written explanation of these changes that I can check.



Any help and explanation would be gratefully received.



Emma



Emma Jolley| Curator of Digital Archives, Pictures and Manuscripts Branch|National Library of Australia Canberra ACT 2600
e: emma.jolley at nla.gov.au<mailto:emma.jolley at nla.gov.au>|t: 02 6262 1456| www.nla.gov.au/ms<http://www.nla.gov.au/ms>

http://www.nla.gov.au/support-us/make-a-collection-offer-pictures-and-manuscripts






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