PubMan Func Spec Collection Administration

UC_PM_CA_01 create a collection

One or more organizational units need a new collection as an administrative container for managing their items.

Triggers

• The user wants to create a new collection for one or more organizational units.

Actors

• Local Administrator

Pre-Conditions

• .At least one publication workflow and one modification workflow are available.

Flow of Events

• 1. The user chooses to create a collection.
• 2. The system displays a list of all open organizational units and subunits for which the user has the privileges as local administrator.
• 3. (Optionally) The user chooses to view the organizational unit description.
  • 3.1. The system displays the organizational unit description
• 4. The user selects one or more organizational units and confirms the choice.
• 5. The system creates a collection in the state “created” with the selected organizational unit(s) and the standard workflows predefined. By default all available genres are selected as “allowed genres”, all available submission methods are selected as “allowed submission methods”.

Comment Natasa: According the set-up of the context in the core services: we first define the content types allowed in the context and only then we define the allowed genres for the metadata profile associated as a default with the content type (i.e. in case the metadata profile in use is genre specific).

• 6. Continue with use case UC_PM_CA_02 edit collection with the created collection as selected collection. The use case ends successfully.

Post-Conditions / Results

• A new collection in the state “created” has been created.

UC_PM_CA_02 edit collection

The user edits the collection attributes or the default metadata values.

Triggers

• The user wants to edit the collection attributes or the default metadata values.

• This use case is included by the use case UC_PM_CA_01 create a collection.

Actors

• Local Administrator

Pre-Conditions

• One collection is selected.

• The collection is in the state “created” or “opened”.

Flow of Events

• 1. The user chooses to edit the selected collection or the collection was selected by a previous use case.
• 2. The system displays the collection edit view.
• 3. (Optionally) The user adds other open organizational units for which the user has the privileges as local administrator.
• 4. (Optionally) The user edits the collection attributes or the default metadata values.
  • 4.1. The system checks if items in the selected collection exist with a genre not listed as an allowed genre.
    • a. No items exist.
    • b. At least one item exists. The system displays an error message (MSG_PM_CA_01). Continue with 4.

Comment Natasa: This should not be the case. Allowed genres should be only with the meaning “from this point onward” i.e. new submissions should not be allowed.

Comment UAT: Question is: do we decide for the user or do we let him decide (if items with “wrong” genre are part of collection”. At least user should be warned that even if changing allowed genres, still “wrong” items exist. He can decide if proceed further or cancel the action (and edit the respective “wrong” items)

• 5. Extension point: configure workflows

Comment Natasa: This extension point is not in sync with the use case configure workflow in a collection. In fact the workflow configuration also defines the roles who perform a particular workflow action to my understanding?By current set-up it is meant that the workflows steps defined for a workflow of a collection can be performed by different roles in dofferent collections. That is confusing.

• • 5.1. If the collection is in state “created” include use case UC_PM_CA_06 configure workflows for collection.
• 6. (Optionally) The user defines the rules for the validation points in the workflow definitions.
• 7. (Optionally) The user chooses to assign account users to the roles of the collection’s workflows.
  • 7.1. The system displays a list of roles defined in the workflows of the collection.
  • 7.2. The user selects one role.
  • 7.3. The system displays a list of all account users.
  • 7.4. The user selects one or more account users and confirms the input.

Comment Natasa: I think we should not mix the workflow definition and role assignment to a workflow definition with the granting user privileges for specific roles.

• • 7.5. The system creates a privilege for each selected account user with the selected role and the collection as the object. The system updates the collection edit view.
• 8. The user chooses to confirm the input.
• 9. The system stores the data and displays a success message (MSG_PM_CA_02). The use case ends successfully.

Post-Conditions / Results

• The collection data is saved.

UC_PM_CA_03 open collection

Users should be able to submit items to a collection. For this reason the collection must be opened.

Triggers

• The user wants to open a collection for item submission.

Actors

• Local Administrator

Pre-Conditions

• One collection is selected.

• The collection is in the state “created” or “closed”.

Flow of Events

• 1. The user chooses to open a collection.
• 2. The system prompts the user to confirm the opening of the collection.
• 3. The user confirms to open the collection.
• 4. The system changes the state of the collection to “opened” and displays a success message (MSG_PM_CA_03). The use case ends successfully.

Alternatives

• 3a. The user does not confirm to open the collection.
  • 1. The selected collection is unaffected. The use case ends without success.

Post-Conditions / Results

• The collection is in the state “opened”.

UC_PM_CA_04 close a collection

A collection should no longer be available for the submission of new items. Therefore the collection will be closed, thus no publication workflow can be further started. Anyway, items can be modified by triggering the modification workflow. Released items of a closed collection can still be searched and browsed.

Triggers

• The user wants to close a collection, because it should no longer be available for new submissions.

Actors

• Local Administrator

Pre-Conditions

• One collection is selected. • The collection is in the state “opened”.

Flow of Events

• 1. The user chooses to close a collection.
• 2. The system prompts the user to confirm the closing of the collection.
• 3. The user confirms to close the collection.
• 4. The systems changes the state of the collection to “closed” and displays a success message (MSG_PM_CA_04). The use case ends successfully.

Alternatives

• 3a. The user does not confirm to close the collection.
  • 1. The selected collection is unaffected. The use case ends without success.

Post-Conditions / Results

• The collection is in the state “closed”. • Already started publication workflows for this collection are unaffected.

UC_PM_CA_05 delete a collection

A collection is no longer required in the system and should be removed from all administrative interfaces. For this action the collection is deleted. By deleting a collection, all items of the collection in state “pending” will be deleted as well. A collection can not be deleted if it contains items in any other state than “pending”.

Triggers

• The user wants to delete a collection, because it is no longer used.

Actors

• Local Administrator

Pre-Conditions

• One collection is selected.

Flow of Events

• 1. The user chooses to delete a collection.
• 2. The system checks if the selected collection contains items in any other state than “pending”.
  • a. No item in any other state than “pending” exists.
  • b. One or more items in any other state than “pending” exist. The system displays an error message (MSG_PM_CA_05). The use case ends without success.
• 3. The system displays a list of all “pending” items and prompts the user to confirm the deleting of the collection and the items.
• 4. The user confirms to delete the collection and the “pending” items.
• 5. The system deletes the items as well as the collection and displays a success message (MSG_PM_CA_06). .The use case ends successfully.

Alternatives

• 4a. The user does not confirm to delete the collection and the items.
  • 1. The selected collection and the “pending” items are unaffected. The use case ends without success.

Post-Conditions / Results

• The collection and all items in state “pending” are deleted and no longer available for any system action.

UC_PM_CA_06 configure workflows for collection

The user configures the publication and modification workflows for a collection.

Triggers

• The user wants to configure the workflows for a collection. • This use case is included by the use case UC_PM_CA_02 edit collection.

Actors

• Local Administrator

Pre-Conditions

• One collection is selected. • The collection is in state “created” • At least one publication workflow and one modification workflow are available.

Flow of Events

• 1. The system displays the lists of available publication and modification workflows.
• 2. (Optionally) The user changes the desired publication workflow.
• 3. (Optionally) The user changes the desired modification workflow.
• 4. The user chooses to confirm the selection.
• 5. The system stores the selected workflows as defined for the collection and displays a success message (MSG_PM_CA_07). The use case ends successfully.

Alternatives

• 4a. The user does not confirm the workflow selection for the collection.
  • 1. The selected collection is unaffected. The use case ends without success.

Post-Conditions / Results

• A publication and a modification workflow for the collection is saved.

Use Case