[Archivesspace_Users_Group] Publish All workflows

Brian Thomas bthomas at tsl.texas.gov
Thu Sep 13 09:22:07 EDT 2018

Hi all,
I cannot speak to Noah's questions re how to keep track of published vs. unpublished elements as I am more on the techy side here in electronic records v. the processing side. But I wanted to voice an agreement with Nancy that having an internal audience only checkbox that blocks publication would be a good enhancement. That way one can in a fell swoop still publish all things intended for the public, without having to go back and unpublish all the things that should not have been.

Brian Thomas
Electronic Records Specialist
Texas State Library and Archives Commission
1201 Brazos Street
Austin, TX 78701
PH: (512) 475-3374
e-mail: bthomas at tsl.texas.gov
[cid:image001.jpg at 01D029A2.37194C70]

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Noah Huffman
Sent: Thursday, September 13, 2018 8:10 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Publish All workflows

Hi Nancy,

We ran into a similar problem to the one you describe-folks accidentally clicking "publish all" when a resource record contained some archival objects that should remain unpublished.

To try to prevent this, we have a general local practice that if a resource record contains any archival objects that should remain unpublished (internal only), then we make a note of that in the Repository Processing Note field. The Repository Processing Note is an internal-only field and fairly easy to review before clicking "publish all."  We also have some scripts that batch export EADs and publish all at the same time.  Those scripts will print out the content of the Repository Processing Note field and require confirmation before proceeding.  This isn't a fail-proof solution, but has helped mitigate the problem of publishing things we didn't intend to publish. We're also not currently using the ASpace PUI, so we have at least some mediation before publishing records as EAD.

RE: the audience vs. publish distinction, we keep track of the publication status of a finding aid using the Finding Aid Status field (e.g. in-progress, completed, published, under review, etc.).  That has no effect on the visibility of a record in the public interface, but allows us to record the workflow state of a resource record in one field and the audience/visibility in another.

I'm also curious how others keep track of the publish/unpublish status on records that may contain a mix of published and unpublished archival objects. It would be nice if there was a way to know (at the top level) if a resource contained unpublished descendants, or if there was a way to quickly view all of the unpublished archival objects in any given resource record. As far as I can tell you can do an advanced search to locate all unpublished archival objects, but there is no obvious way to limit that search to a particular resource.


Noah Huffman
Archivist for Metadata, Systems, and Digital Records
David M. Rubenstein Rare Book & Manuscript Library
Duke University | 919-660-5982

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 Kennedy, Nancy
Sent: Thursday, September 13, 2018 8:21 AM
To: Archivesspace Users Group (archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>) <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Publish All workflows

Hello all,
We have had a few cases where users hit the 'Publish All' button for collections containing 'internal' archival_objects or notes (i.e. where the EAD @audience is "internal").

I wonder how other institutions handle collections with 'internal' content?  What workflows or fail-safes do you use?  Given that publish all can result in thousands of internal ao or notes flipping to public, without an easy undo, I wonder what kinds of plugins or workflow steps we can take to prevent this happening again.

In our situation, an ideal solution would be to separate 'publish' into 2 distinct checkboxes : one for status (publish true/false) and one for audience (internal / external).  Which would of course be quite involved.  It does however seem like it would be helpful all around if 'Publish?' vs 'Audience?' could be separate elements, so that I can protect internal audience material from publishing.

What do you all think?


Nancy Kennedy
Smithsonian Institution
kennedyn at si.edu<mailto:kennedyn at si.edu>

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