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of 1 for published, 0 for unpublished.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-mill...@northwestern.edu
874.467.3462
From: archivesspace_users_group-boun...@lyralists.lyrasis.org
<archivesspace_users_group-boun...@lyralists.lyrasis.org> On Behalf Of Kennedy,
Nancy
Sent: Thursday, September 13, 2018 8:55 AM
To: Archivesspace Users Group <archivesspace_users_group@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-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
<archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
On Behalf Of Brian Thomas
Sent: Thursday, September 13, 2018 9:22 AM
To: 'Archivesspace Users Group'
<archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@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: btho...@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@01D029A2.37194C70]
From:
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
<archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
On Behalf Of Noah Huffman
Sent: Thursday, September 13, 2018 8:10 AM
To: Archivesspace Users Group
<archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@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-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
<archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
On Behalf Of Kennedy, Nancy
Sent: Thursday, September 13, 2018 8:21 AM
To: Archivesspace Users Group
(archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>)
<archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@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
kenne...@si.edu<mailto:kenne...@si.edu>
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