[Archivesspace_Users_Group] [EXT] Re: AS PUI displaying unpublished content

Earle, Lev learle at library.rochester.edu
Mon Apr 5 18:54:20 EDT 2021

Hi Mark,

Thanks for your response on this. Unfortunately, the publish/unpublish buttons in the staff interface aren't the source of the issue- the unpublished records do not have any "publish" boxes checked. I'd love it if it were that simple, haha. Additionally, we're running 2.5.1. We do have digital objects, but they're only linked to a few finding aids, all of which are published, so I don't think that should be causing the error, either... There doesn't seem to be any discrimination between what gets improperly displayed/published that would point to something linked causing the problem. Still, I'll review the workflow link you gave here with the tech folks and see if we can find something out.

Thanks again!


Lev Earle
Special Collections Processing Archivist - RBSCP
University of Rochester River Campus Libraries
they/them pronouns

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Custer, Mark
Sent: Monday, April 5, 2021 6:09 PM
To: archivesspace_users_group at lyralists.lyrasis.org
Subject: [EXT] Re: [Archivesspace_Users_Group] AS PUI displaying unpublished content


Accession records can be published or unpublished in the staff interface, and if the accession records are unpublished, then those records should not show up in the ArchivesSpace PUI. If I recall correctly, though, there was a bug in the initial release of the PUI in ASpace 2.1 that showed unpublished Accession records as linked records when linked to other published records, so perhaps that was occurring in your version?  Also, it looks like there is still a bug for how linked records display if linked to a digital object record, as reported here: https://archivesspace.atlassian.net/browse/ANW-1207<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_browse_ANW-2D1207&d=DwMF-g&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=bltAdaQLU7OQtofuL0uXHX_SYi80UdMGJ5ye4USrd4s&s=Hlj9PhX-80o4j3ZnuTSx3tkE_YDmuhgMc2jhweSa81A&e=>.

We only have accession records linked to resource (or other accession) records, and in that case, the unpublished accessions do not show up in the PUI. That said, I have noticed that if you add a LOT of linked accessions to any one record, then that can also cause an issue:  we have one miscellany collection that should have over 2,000 linked accession records, but we dropped that down considerably in the staff interface so that it wouldn't break the display for that resource record in the public interface. Ideally, we could link them all, but it's not a big hindrance since we record the call number for that resource record in all 2k accession records anyway -- so, the records can still be grouped that way for reporting.

Last, this page is woefully out of date, but I'll add the link here since it includes a few helpful pointers, specifically about the importance or reviewing the use of the Publish? button, default settings, and other workflows that impact publication statuses if using the PUI:  https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/103526318/PUI+pre-launch+checklist<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_wiki_spaces_ADC_pages_103526318_PUI-2Bpre-2Dlaunch-2Bchecklist&d=DwMF-g&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=bltAdaQLU7OQtofuL0uXHX_SYi80UdMGJ5ye4USrd4s&s=Yb6MqcQCMS5lmdY5RWYlC-byfWKCzYVzFglEc8dwfPk&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 Earle, Lev <learle at library.rochester.edu<mailto:learle at library.rochester.edu>>
Sent: Monday, April 5, 2021 3:21 PM
To: 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] AS PUI displaying unpublished content

Hello everyone,

Our department has recently been talking about moving from our in-house display code, which interacts between AS and our website, to use the AS-generated user view (PUI) instead. Currently we have the PUI turned off completely, as it was discovered somewhat inadvertently that the PUI was displaying not only resources, but unpublished records like accession reports. Is there some setting we missed? How do we configure the PUI to only display published materials? Seems a very basic question but I think there was so much panic when it was discovered that we just elected to shut the whole thing down, since we weren't using it then anyway.

I don't have a lot of the technical details on our instance, but if anyone needs more information to be able advise us, let me know and I can relay questions to our tech folks.

Many cheers,

-Lev Earle.


Special Collections Processing Archivist

Rare Books, Special Collections, and Preservation

University of Rochester River Campus Libraries

they/them pronouns

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