From 0de6cd4356dca862c8274f40e157ec08f341d5f6 Mon Sep 17 00:00:00 2001 From: =?UTF-8?q?Jose=20Garc=C3=ADa?= Date: Tue, 29 Oct 2024 11:11:47 +0100 Subject: [PATCH] Documentation / Metadata workflow improvements (#8473) * Documentation / Metadata workflow improvements * Update docs/manual/docs/user-guide/workflow/life-cycle.md Co-authored-by: Jody Garnett * Update docs/manual/docs/user-guide/workflow/life-cycle.md Co-authored-by: Jody Garnett --------- Co-authored-by: Jody Garnett --- .../docs/user-guide/workflow/life-cycle.md | 24 +++++++++++-------- 1 file changed, 14 insertions(+), 10 deletions(-) diff --git a/docs/manual/docs/user-guide/workflow/life-cycle.md b/docs/manual/docs/user-guide/workflow/life-cycle.md index c1bf876157f..70416aa4511 100644 --- a/docs/manual/docs/user-guide/workflow/life-cycle.md +++ b/docs/manual/docs/user-guide/workflow/life-cycle.md @@ -1,26 +1,29 @@ # Life cycle -## Record life cycle +Metadata records can have a lifecycle that typically goes through one or more states. This is an optional feature that +can be activated on demand (see [Activate the metadata workflow](#activate-workflow)). -Metadata records have a lifecycle that typically goes through one or more states. For example, when a record is: +For example, when a record is: - created and edited by an `Editor` it is in the `Draft` state. -- being reviewed by a `content reviewer`, or a review is requested brings the record to `Submitted` state. +- being reviewed by a `Content reviewer`, or a review is requested brings the record to `Submitted` state. - completed and corrected by the `Content Reviewer` it is in the `Approved` state. - superseded or replaced the state is `Retired`. -The catalog has (an extensible) set of states that a metadata record can have: +The catalog has a set of states that a metadata record can have: -- `Unknown` - this is the default state - nothing is known about the status of the metadata record. - `Draft` - the record is under construction or being edited. - `Submitted` - the record has been submitted for approval to a content review. - `Approved` - the content reviewer has reviewed and approved the metadata record. -- `Rejected` - the content reviewer has reviewed and rejected the metadata record. - `Retired` - the record has been retired. -Workflow can be enabled for the full catalogue, certain groups or on an individual record level. +When the metadata workflow is activated, the existing records are set in a special status `Unknown`. -In the last case, to enable workflow and change the status from `Unknown` to `Draft`, click the `enable workflow` button in the metadata view: +## Activate the metadata workflow {#activate-workflow} + +To enable the record life cycle, activate the metadata workflow. It can be activated for the full catalogue, certain groups, or on an individual record. + +In the case of activating for an individual record: enable workflow in a metadata, change the status from `Unknown` to `Draft`, and then click the `Enable workflow` button in the metadata view: ![](img/workflow-enable.png) @@ -28,10 +31,11 @@ In the last case, to enable workflow and change the status from `Unknown` to `Dr To use the workflow for metadata records created before enabling it, you must use the above option. +To enable workflow for the full catalogue or certain groups, check `Administration` --> `Settings` --> `Metadata Workflow`. In workflow mode, in case approved records are modified, you're working on a copy of the approved record. Changes on the record will not be visible to users outside your group until the modified record is approved again. -To enable workflow for the full catalogue or certain groups, check Administration --> Settings --> Metadata Workflow. In workflow mode, in case approved records are modified, you're working on a copy of the approved record. Changes on the record will not be visible to users outside your group until the modified record is approved again. +## Usage -When done editing you can submit a record for review by a content reviewer. The submit button is available on the `manage record` menu in the metadata view. A popup will open in which you can leave a message for the content reviewer. +When done editing you can submit a record for review by a content reviewer. The submit button is available on the `Manage record` menu in the metadata view. A popup will open in which you can leave a message for the content reviewer. ![](img/submit-for-review.png)