[Archivesspace_Users_Group] Publish All workflows

Thu Sep 13 11:11:59 EDT 2018

We've addressed this by querying the backend for a Resource before clicking the "Publish All" button. The following SQL code has been embedded into an Excel worksheet with prompt for the Resource Identifier ( WHERE T8.root_record_id=?) and then displays a list of archival object unittitles with a Publish? status of 1 for published, 0 for unpublished. You could certainly just drop in the resource identifier in the SQL below.

I can provide more information about how I set this up in Excel offline if anyone's interested.

SELECT
    CONCAT(T9.value, " ", T6.indicator) AS `Container`,
    T8.component_id AS `Level`,
    T8.display_string AS `Component Title`,
     T8.publish AS `Publish?`
     FROM archivesspace.archival_object T8
     LEFT OUTER JOIN archivesspace.instance T1
     ON T1.archival_object_id=T8.id
     LEFT JOIN archivesspace.sub_container T2
     ON T1.id = T2.instance_id
     LEFT JOIN archivesspace.top_container_link_rlshp T3
     ON T2.id = T3.sub_container_id
     LEFT OUTER JOIN archivesspace.top_container T6
     ON T3.top_container_id = T6.id
     LEFT JOIN archivesspace.top_container_housed_at_rlshp T4
     ON T4.top_container_id = T6.id
     LEFT JOIN archivesspace.location T5
     ON T4.location_id = T5.id
     LEFT JOIN archivesspace.enumeration_value T9
     ON T6.type_id=T9.id
     WHERE T8.root_record_id=?
     ORDER by T8.publish, T9.value, T8.component_id ASC

Karen D. Miller
Monographic Cataloger/Metadata Specialist
Northwestern University Libraries
Northwestern University
1970 Campus Drive
Evanston, IL 60208
www.library.northwestern.edu
k-miller3 at northwestern.edu
874.467.3462

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Kennedy, Nancy
Sent: Thursday, September 13, 2018 8:55 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Publish All workflows

Thanks, Noah, Brian.

Noah - re: "we keep track of the publication status of a finding aid using the Finding Aid Status field" .  We do the same thing, using Finding Aid Status to drive the EAD export.

Using FA Status has worked pretty well... except that screen labels like "publish?" leads to some (I'd say legitimately!) confused users.  Especially when there is, say, a network slow down and people try to troubleshoot by clicking on lots of inviting buttons... like "publish all".  We try to train everyone on what "Publish?" checkbox means, but it's easy to confuse.

I've considered relabeling the ''Publish?" field to something like 'External Audience' ... but I don't want to move us far afield form the core archivesspace code/documentation. If I change the display label, my users will understand that we mean audience and not status .  The problem is changing labels means our views will drift away from the main core archivesspace documentation, screencasts etc.  And the term 'publish" appears in many places. Label translation seems like a band aid (and not a very good one).   A 2nd element specific to audience would probably be much better than a label change.

Nancy

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 Brian Thomas
Sent: Thursday, September 13, 2018 9:22 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] Publish All workflows

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.
Thanks,

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
tsl.texas.gov<https://urldefense.proofpoint.com/v2/url?u=http-3A__tsl.texas.gov_&d=DwMFAg&c=yHlS04HhBraes5BQ9ueu5zKhE7rtNXt_d012z2PA6ws&r=P54V6LrXJP5Ddzc8ZItBdqB1Kr3elvFIQ04P7n0UCbQ&m=wXWWUted2bfeFlf8v-RL-LFPSbkncZiHLV7yaSspRB0&s=sjzffyN-QTGW6yA1YnXuMu4viWm-dY21BcZciwiYs6k&e=>
[cid:image001.jpg at 01D029A2.37194C70]

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 Noah Huffman
Sent: Thursday, September 13, 2018 8:10 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] 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

================
Noah Huffman
Archivist for Metadata, Systems, and Digital Records
David M. Rubenstein Rare Book & Manuscript Library
Duke University | 919-660-5982
http://library.duke.edu/rubenstein/<https://urldefense.proofpoint.com/v2/url?u=https-3A__na01.safelinks.protection.outlook.com_-3Furl-3Dhttp-253A-252F-252Flibrary.duke.edu-252Frubenstein-252F-26data-3D02-257C01-257Cbthomas-2540tsl.texas.gov-257C6e19455dbaae4ca5842408d6197a40da-257Ca4597bff9f384145a0334a2168399a5e-257C0-257C0-257C636724410210278412-26sdata-3DITwIeJKvxl3wQ25VbQtDPbpEJTyDLV1fvhdXXSBOJxk-253D-26reserved-3D0&d=DwMFAg&c=yHlS04HhBraes5BQ9ueu5zKhE7rtNXt_d012z2PA6ws&r=P54V6LrXJP5Ddzc8ZItBdqB1Kr3elvFIQ04P7n0UCbQ&m=wXWWUted2bfeFlf8v-RL-LFPSbkncZiHLV7yaSspRB0&s=zoDO-h_DEIlWF8RDZhjFfAXUxQ7r25uVUvi6D4UNeoo&e=>

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

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

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