PubMan Func Spec Submission

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UC_PM_SM_01 create item

The user selects a collection where she wants to create a new item. With this action the publication workflow is started.

Status/Schedule

• Status: in design
• Schedule:R3

Triggers

• The user wants to create a new item.
• this use case may additionally be invoked by the following use cases:
  • create item from template
  • create new revision of an item
  • fetch metadata from external system

Actors

• Depositor

Pre-Conditions

• if this use case was invoked by another use case then a template item with default metadata and (optionally) a relation to an existing item is passed

Flow of Events

• 1. The user chooses to create an item.
• 2. The system displays a list of all collections and their description in state "opened" for which the user has the privileges as Depositor.
• 3. The user selects a collection of her choice.
• 4. continue with use case UC_PM_SM_02 edit item

Alternatives

• 2a If the user has Depositor rights for only one collection, the collection selection is automatically performed by the system.
  • 2a.1. Continue with Flow of Events step 5.
• 2b If the user has in his/her private preferences a target collection defined and the user has depositor privileges for that collection, the system automatically selects the collection.
  • 2b.1. Continue with Flow of Events step 5.
• 2c The system may offer to the user the collection to where she last created the item successfully.
  • 2c.1 Continue with Flow of Events step 5.

Post-Conditions / Results

• None

Future development

• when creating new item default values for attributes and metadata values are inherited from the metadata set and the collection settings. Collection settings overwrite values inherited from the metadata set.

Discussion

Talk:PubMan_Func_Spec_Submission#UC_PM_SM_01 create item

UC_PM_SM_02 edit item

The user edits the last version of an item while executing a task in the publication or in the modification workflow defined for the collection of the item.

Status/Schedule

• Status: in design
• Schedule:R3

Triggers

• The user wants to change or provide data for an item.

• This use case is invoked by the use cases:
  • UC_PM_SM_01 create item
  • UC_PM_SM_05 create item from template
  • UC_PM_SM_11 create new revision of item
  • UC_PM_QA_11 modify item
• This use case includes the use cases:
  • UC_PM_SM_12 file upload

Actors

• Depositor
• Moderator
• Metadata Editor

Pre-Conditions

• Last item version is selected or this use case was invoked from UC_PM_SM_01 create item

and (optionally) a template item (metadata and (optionally) relations) is passed

• One validation point is selected.

Flow of Events

• 3. The system displays an edit view with the metadata from the last version of the item or pre-filled metadata.
• 7. (Optionally) Include use case UC_PM_SM_16 file upload
• 5. (Optionally) The user edits the item attributes, adds new metadata values or modifies existing metadata values. This includes the selection of an entry from an authority file which is linked to a metadata element. For dealing with organizations when creating the metadata element "Organisation" see 11.2.
• 6. (Optionally) The user chooses to view the collection description.
  • 6.1. The system displays the collection description.
• 10. (Optionally) The user removes one or more uploaded files.
• 11. Extension point: validate data.
  • 11.1. If the user wants to validate the data of the item include use case UC_PM_SM_09 validate item for the selected validation point.
• 12.a. The user decides to finalize the editing of an item by submitting the item.
  • 12.a.1. The system creates a new version of an item. Continue with use case UC_PM_SM_03 submit item
  • 12.a.2. If the item version can not be created the system displays an appropriate error message or a validation report. The use case ends unsuccessfully.

Alternatives

• 12.b. The user decides to finalize the editing of an item by saving the item without submitting.
  • 12.b.1. The system validates the item data against the default validation rules
  • 12.b.2. The system creates a new version of an item. The use case ends successfully.
  • 12.b.3. If the item version cannot be created the system displays an appropriate error message or a validation report. The use case ends unsuccessfully.

Post-Conditions / Results

• A new item version is created and validated in accordance with selected validation point.

Future development

• possible use case for look-up of metadata triggered during edit item to serve for fetching specific set of metadata e.g. source metadata(book, conference paper, event)
• file locator - possible use case to specify a file locator for a fulltext such as:
• 8. (Optionally) The user adds one or more file locators to the item.
  • 8.1. The system sets default values for file attributes from the collection settings and displays an edit view for the file.
  • 8.2. The user enters a locator for the file, selects the visibility if not already set and the content type.
  • 8.3. (Optionally) The user changes the visibility, the content type, the mime type or enters a description.
  • 8.4. The user confirms the entries.
  • 8.5. The system links the file to the item

Discussion

Talk:PubMan_Func_Spec_Submission#UC_PM_SM_02_edit_item

UC_PM_SM_03 submit item

The user submits the last version of the item.

Status/Schedule

• Status: in specification
• Schedule:R3

Triggers

• The user wants to submit the last version of an item.

Actors

• Depositor

Pre-Conditions

• Last item version is selected.
• The last item version is in state "pending" or "in rework".
• Depositor user is the owner of the last item version

Flow of Events

• 1. The user chooses to submit the selected item or the item was selected by a previous use case.
• 2. The system checks if the collection of the item is in state "opened" and if the user has the privilege as Depositor.
  • a. The collection is in state "opened" and the user has the privilege as Depositor.
  • b. The collection is not in state "opened". The systems displays an error message (MSG_PM_SM_02_A). The use case ends without success.
  • b. The user has not the privilege as Depositor. The systems displays an error message (MSG_PM_SM_02_B). The use case ends without success.
• 3. The system validates the item for validation point "submit".
  • 3.a. The validation report status is valid.
  • 3.b. The validation report status is invalid. The selected item is unaffected. The system displays an error message (MSG_PM_SM_03). The use case ends without success.
• 4. (Optionally) The user enters a comment for the submission.
• 5. The user finalizes the submission.
• 6. The system sets the status of the item version to "submitted".
• 7. The system displays a success message (MSG_PM_SM_04). The use case ends successfully.

Alternatives

• None

Post-Conditions / Results

• The item version is in state "submitted".

Discussion

Talk:PubMan_Func_Spec_Submission#UC_PM_SM_03_submit_item

UC_PM_SM_04 fetch metadata from external system

The system fetches metadata from an external system providing an external identifier. These metadata are used to populate metadata for a new item.

Status/Schedule

• Status: in specification
• Schedule:R3

Triggers

• The user wants to fetch the metadata for an item from an external system.

Actors

• Depositor

Pre-Conditions

• None

Flow of Events

• 1. The user chooses to harvest metadata from an external service.
• 2. The system displays a list of all available ingestion sources which provide an ID fetch method.
• 3. The user selects one ingestion source and specifies an external ID appropriate to the selected ingestion source. The user triggers the query of the external system.
• 4. The system queries for item metadata with the specified ID.
  • 4.a. The system receives item metadata for the specified ID. Continue with use case UC_PM_SM_02 edit item with fetched metadata values for metadata as default.
  • 4.b. The query fails. The system does not receive item metadata for the specified ID. The system displays an error message (MSG_PM_SM_10). The use case ends without success.

Post-Conditions / Results

• Fetched metadata are used to create a new item.

Discussion

Talk:PubMan_Func_Spec_Submission#UC_PM_SM_04_fetch_metadata_from_external_system

UC_PM_SM_05 create item from template

The user creates a new item by using another item as a template and provides item data.

Status/Schedule

• Status: in design
• Schedule:R3

Triggers

• The user wants to create a new item.

Actors

• Depositor

Pre-Conditions

• One item is selected.

Flow of Events

• 1. The user chooses to create a new item from the selected item. The metadata values are taken from the selected item.
• 2. Continue with use case UC_PM_SM_01 create item

Post-Conditions / Results

• none

Discussion

Talk:PubMan_Func_Spec_Submission#UC_PM_SM_05_create_item_from_template

UC_PM_SM_06 delete item

The user deletes an item which is not released.

Status/Schedule

• Status: implemented
• Schedule:R1

Triggers

• The user wants to delete an item.

Actors

• Depositor

Pre-Conditions

• One item is selected.
  
• The last item version is in state "pending" or "in rework".
  
• No item version in state "released" exists.
  
• The user is the owner of the last version of the item.
  

Flow of Events

• 1. The user chooses to delete the selected item or the item was selected by a previous use case.
• 2. The system prompts the user to confirm the item deletion.
• 3. The user confirms to delete the item.
• 4. The system deletes the item and displays a success message (MSG_PM_SM_05). The use case ends successfully.

Post-Conditions / Results

• The selected item is deleted.

Discussion

Talk:PubMan_Func_Spec_Submission#UC_PM_SM_06_delete_item

UC_PM_SM_07 change collection of item

The user moves the item from one collection to another.

Status/Schedule

• Status: not implemented
• Schedule:to be defined

Triggers

• The user wants to move the item from one collection to another.

Actors

• Depositor

Pre-Conditions

• One item is selected.
• The last item version is in state "pending" or "in rework".
• The user is the owner of the item.
• The user is in role "Depositor" for more than one collection.

Flow of Events

• 1. The user chooses to change the collection.
• 2. The system displays a list of all collections in state "opened" for which the user has the privileges as Depositor.
• 3. (optionally) The user chooses to view the collection description.
  • 3.1. The system displays the collection description.
• 4. The user selects a collection and confirms the choice.
• 5. The system checks the item data against values and functionality allowed by the collection.
  • a. The item data is in accordance with the allowed values and functionality of the collection.
  • b. The item data is not in accordance with the allowed values and functionality of the collection. The system displays an error message (MSG_PM_SM_06). The use case ends unsuccessfully.
• 6. The system checks the item data against the default values of attributes and metadata definitions of the collection.
  • a. The item data is in accordance with the default values of the collection.
  • b. The item data is not in accordance with the default values of the collection. The system prompts the user to confirm that the item data is not overwritten.
    • 6.1. The user confirms not to overwrite the item data.
• 7. The system changes the collection of the item and displays a success message (MSG_PM_SM_07). The use case ends successfully.

Alternatives

• 6.b.1.a. The user confirms to overwrite the item data.
  • 1. The system overwrites the existing attribute values of the item with the collection’s settings for attribute values.
  • 2. The system overwrites the existing metadata values of the item with the collection settings for metadata values.
  • 3. The system creates a new item version, stores it and displays a success message (MSG_PM_SM_08) Continue with flow of events step 7.

Post-Conditions / Results

• The item has been moved to another collection.

Discussion

Talk:PubMan_Func_Spec_Submission#UC_PM_SM_07_change_collection_of_item

UC_PM_SM_09 validate item

The user wants to validate the last version of an item for the given validation point.

Status/Schedule

• Status: in specification
• Schedule:R3

Triggers

• This use case extends the use cases
  • UC_PM_SM_02 edit item,

Actors

• Depositor
• Metadata Editor
• Moderator

Pre-Conditions

• Last item version is selected.
• One validation point is selected by the system.

Flow of Events

• 1. The user decides to validate the last version of the item.
• 2. The system checks the data of the last version of the item for missing values for obligatory metadata and further constraints defined for the selected validation point.
• 3. The system generates an overview that contains the validation report.
• 4. Use case ends successfully.

Post-Conditions / Results

• None

Future development

• The system identifies possible duplicate items and proceeds further with handling of duplicates. (UC_PM_SM_10 handle duplicate items.)

Discussion

Talk:PubMan_Func_Spec_Submission#UC_PM_SM_09_validate_item

UC_PM_SM_11 create new revision of item

The user wants to create an intellectually revised item.

Status/Schedule

• Status: in design
• Schedule:R3

Triggers

• The user creates a new item with a relation "isRevisionOf" to an existing item

Actors

• Depositor

Pre-Conditions

• Last item version is selected.
• Last item version is in state "released".

Flow of Events

• 1. The user chooses to create a new revision for the selected item version.
• 2. Continue with the use UC_PM_SM_05 create item from template with the following metadata and the relation "isRevisionOf" to the selected item version used as a template:

• Genre
• Creator
• Title
• Language
• AlternativeTitle
• Subject

If the genre, that should be populated is not an allowed genre for the collection, the genre will not be populated.

Future Development

• 2. The systems checks for existing items with a relation of type "isRevisionOf" to the selected item.
  • a. At least one item with relation of type "isRevisionOf" to the selected item exists. The system displays the list of these item(s).
  • b. No item with relation of type "isRevisionOf" to the selected item exists.
• 3. The system prompts for a description of the relation and confirmation of the new revision.
• 4. (optionally) The user enters a description for the relation.
• 5. The user confirms the new revision.

Post-Conditions / Results

• None

Discussion

Talk:PubMan_Func_Spec_Submission#UC_PM_SM_11_create_new_revision_of_item

UC_PM_SM_12_file_upload

The user uploads a file and defines the visibility of the uploaded file.

Status/Schedule

• Status: in design
• Schedule:R3

Triggers

• The user wants to upload one or more files.
• This use case is included by the use case UC_PM_SM_02_edit_item

Actors

• Depositor

Pre-Conditions

• One collection is selected.

Flow of Events

• 1. The user starts to upload one or more files to the system or for an item
  • 1.1 The system prompts for the path of the file.
  • 1.2 The user enters the path to the file and confirms the input.
  • 1.3 The system uploads the file.
  • 1.4 The system checks the size of the file against the defined maximum file size.
    • a. The file size is less or equal to the maximum file size.
    • b. The file size is greater than the maximum file size. The system discards the file and displays an error message. Continue with 1.
  • 1.6. The system identifies the mime type of the file and sets the information to the file.
  • 1.8. The system sets default values for file attributes (i.e. the file visibility) from the collection settings.
  • 1.9. The system displays an edit view for the file.
  • 1.10. The user selects the visibility if not already set and the content type.
  • 1.11. (Optionally) The user changes the visibility, the content type, the mime type or enters a description.
  • 1.12. If the user has chosen the visibility "Organizational unit" the system shows a list of all open organizational units.
    • 1.12.1. The user selects one or more organizational units and confirms the choice.
    • 1.12.2. The system sets the file to be visible by the selected organizational units.
  • 1.13. The user finalizes the entry.
• 2. (Optionally) The user modifies the attributes of one file.
  • 2.1. The system displays an edit view for the file.
  • 2.2. (Optionally) The user changes the visibility, the content type, the mime type or enters a description.
    • 2.2.1. The system checks the change of the visibility.
      • a. The visibility has changed from "Organizational unit". The system removes the setting of organizational units for the visibility.
      • b. The visibility has changed to "Organizational unit". The system shows a list of all open organizational units.
        • i. The user selects one or more organizational units and confirms the choice.
        • ii. The system sets the file to be visible by the selected organizational units.
      • c. Other changes of the visibility were done or the visibility has not changed.
  • 2.3. (Optionally) The visibility is "Organizational unit" and the user chooses to change the organizational units the file is visible to.
    • 2.3.1. The system shows a list of all open organizational units.
    • 2.3.2. The user selects one or more organizational units and confirms the choice.
    • 2.3.3. The system sets the file to be visible by the selected organizational units.
  • 2.4. The user The user finalizes the entry.

Post-Conditions / Results

• The files are uploaded to the system

Further development

• Virus checking for uploaded files
  • 1.5. [Not R3] The system checks the file against viruses.
    • a. No Virus is found.
    • b. At least one virus is found. The system discards the file and displays an error message. Continue with 7.
  • 1.7. The system checks the mime type of the file against the recommended mime types.
    • a. The mime type is recommended.
    • b. The mime type is not recommended. The system displays a warning message.
• Extraction of metadata and language identification from uploaded files

Discussion

Talk:PubMan_Func_Spec_Submission#UC_PM_SM_12_file_upload

Additional Information

Submission activities

https://zim01.gwdg.de/repos/smc/tags/public/PubMan/Submission_activities.gif

Figure: Graphical representation of the submission activities in PubMan

Creating organizations in Metadata

To provide information for the metadata element "Organization" the user has to select an organizational unit from the organizational unit structure. In this case for every path of the selected organizational unit in the organizational unit structure (an organizational unit can have more than one parent organizational unit) a metadata value "Organization" is created by the system. If only one "Organization" is allowed, only one metadata value "Organization" is created for the path taken by the user to select the organizational unit. The "Name" value is derived from the organizational unit path, the "Address" value is copied from the selected organizational unit. Additionally a link to the selected organizational unit is created by copying the organizational unit id. Afterwards the user can edit the name and the address of the organization or delete a complete organization. The modified values are stored in the metadata set, the data in the organizational unit structure is unaffected.

File attributes

• Id: A unique identifier of the file within the system. Has to be given at creation time.
• Name: The name of the file including the extension.
• Visibility: The visibility of the file for users of the system.
  • Valid values:
    • Public
    • Organizational unit
    • Private
• Description: A short description of the file.
• PID: The persistent identifier of the file if the item is released.
  • Handle Prefix + Item Id + File Id
• Content: The data of the file.
• Type: The type of the file.
  • Valid values:
    • any full text
    • pre-print
    • post-print
    • publisher version
    • abstract
    • table of contents
    • supplementary material
    • copyright transfer agreement
    • correspondence
• Size: The size of the file in Bytes.
  • Has to be zero if no content is given.
• Locator: The location from which the data of the file has to be fetched.
  • If the data could not be fetched it has to be retried in reasonable intervals.
• MIME-Type: The MIME-type of this format.
  • Valid values see http://www.iana.org/assignments/media-types/
• usage statement: copyright license/statement

HTML Prototype

Prototype for Submission

Publication Management

Use Case

Identifier

Persistent Identifer or Identification

Multipurpose Internet Mail Extensions

Hypertext Markup Language