Introduction

The Manage Records page is an interactive dashboard that allows you to manage all of the records in your data sources in one place. The following sections in this help guide explain how each of the main features function.

ORCA Publishing Workflow

The ORCA Registry Publishing Workflow is used to manage the lifecycle of records within the registry. The workflow can be configured to be either very basic, where the user manages their records in only two statuses 'Draft' and 'Published, or more involved where the user is required to manage their records through an assessment workflow with a handful of statuses and a review process. The Manage Records page is the main interface to the publishing workflow, allowing users to manoeuvre their records through the valid record statuses.

Basic (Quality Assessment not Required)

The Basic workflow is extremely simple, only requiring that records contain no errors before being published. Users manage their records using two statuses 'Draft' and 'Published'. Having the 'Draft' status allows users to save records while working on them across sessions.

The diagram below illustrates the publishing process for data providers who are not required to have their records assessed by ANDS prior to publishing.


Note: Harvested records are automatically approved by the system.
Records are either auto published by the system or manually by the user. See 'Manually Publish Records' section below.

Quality Assessment Workflow

The Quality Assessment workflow allows ANDS to incorporate a level of quality assessment and approval within the record publishing process (both manual and harvest). The assessment workflow is only intended for new data providers who are gathering an understanding of the RIF-CS schema and ANDS metadata best practices.

In order to prevent records from being automatically published a 'Quality Assessment Required' flag has been set up in all data source accounts within ORCA. Setting the flag for a data source will force all manually created/edited and harvested records through the quality assessment workflow before they can be published. The flag is set by default for all newly created data source accounts and can only be changed by ANDS staff with the appropriate ORCA roles.

Once ANDS believes that a data provider has a good understanding of RIF-CS and best practices, the flag can be cleared allowing any future records to be managed through the Basic workflow.

The diagram below illustrates the publishing process for data providers who are required to have their records assessed by ANDS prior to publishing. Each stage of the workflow is either managed through the Manage My Records or Add Record (manual entry) screens.


Note: Harvested records are automatically submitted for assessment upon ingest.

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'Quality Assessment Required' Data Source Account Configuration Option

To control which data sources are required to publish their records through the Quality Assessment workflow a 'Quality Assessment Required' flag has been set up in all Data Source Accounts. The flag is set by default for new accounts and can only be managed by ANDS staff with the appropriate ORCA roles. Having the flag checked (On) for a data source will force all manually created, edited and harvested records through the Quality Assessment workflow. Once ANDS believes that a data provider has a good understanding of RIF-CS and best practices, the flag can be cleared allowing any future records to be automatically approved.

Having the quality assessment flag at the data source account level may affect aggregators who provide ANDS with data through a single data source. The situation may arise where an aggregator has had part of its data source approved for direct publish access to Research Data Australia while another part is still in the assessment period. As the flag is set at the data source record level all records from the aggregator will be sent through the quality assessment process, possibly holding up previously approved records. Aggregators should discuss how to manage these issues with their ANDS contact.

Assessment Notification Email

The Assessment Notification Email field is used to enter the email addresses of ANDS Quality Assessors for a data source. The field is only available when the 'Quality Assessment Required' flag has been checked (On) and can only be managed by ANDS staff with the appropriate ORCA roles. Multiple email addresses can be entered by separating them with a comma. The address will be used in notifying the assessor(s) when a data source's records are submitted for assessment.

Note: If records from a data source are already in a status of 'Submitted for Assessment' (email has been sent) and the data source administrator submits further records for assessment, an additional email will not be sent. This is to prevent numerous emails being sent when a data source administrator is submitting records on a record by record basis.

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'Manually Publish Records' Data Source Account Configuration Option

In some situations data providers may be required to have their records assessed and approved by ANDS but do not want to have them published immediately to Research Data Australia. For these users a 'Manually Publish Records' flag has been set up in all data source records within ORCA. Having the flag checked (On) will prevent records automatically moving from 'Approved' to 'Published' after being approved by a Quality Assessor. Users will need to use the Manage My Records screen to move these records to 'Published'. The flag will not be set by default.

The 'Manually Publish Records' flag will also be useful for approved providers (not required to have their records assessed by ANDS) who wish to test their harvest and view the records in ORCA. By checking the flag (On) the providers harvested records will be held at a status of 'Approved' and will not be visible in Research Data Australia. The provider then has the option to either, delete the records, remove the flag and re-harvest, or publish the records manually via the Manage My Records screen.

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Record Statuses

The following table lists the record statuses used in the ORCA Publishing Workflow.

Status Definition
Draft The record is still being worked on by the user.
Submitted for Assessment The record has been submitted for assessment.
Assessment in Progress The record is currently being assessed by an ANDS Quality Assessor.
More Work Required The record has been assessed by an ANDS Quality Assessor who has determined that further work is required on the record.
Approved The record has been approved by ANDS. These records are not visible in Research Data Australia.
Published The record has been published. These records are visible in Research Data Australia.
Deleted The previously 'Approved' or 'Published' record has been deleted. These records can be restored via the history tool.
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What is the difference between the record statuses?

Record Behaviour Draft Submitted for Assessment Assessment in Progress More Work Required Approved Published Deleted
Changes status to 'Draft' upon edit NA ✔ ✔ ✔ ✔ X X
Creates duplicate 'Draft' record upon edit NA X X X X ✔ X
Can be restored via Deleted Records page X X X X X ✔ NA
Discoverable in Research Data Australia X X X X X ✔ X
Visible on Manage My Records screen if data source is not flagged as requiring Quality Assessment ✔ X X X ✔ ✔ X
Visible on Manage My Records screen if data source is flagged as requiring Quality Assessment ✔ ✔ ✔ ✔ ✔ ✔ ✔
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Metadata Content Report

The Metadata Content Report is a set of recommended RIF-CS elements for each of the record class types (collection, party, activity & service). The report has been implemented to assist users in creating rich metadata records that align with best practices.

To assist ANDS staff and data providers in validating that records being published to Research Data Australia meet the minimum set of requirements, the Metadata Content Report has been integrated into the ORCA Registry as a series of automated tests. The tests are conducted on records upon ingest to the registry (harvest or manual entry), and the resulting information stored with each record for reporting purposes on the Manage Records page.

Viewing a Records Metdata Content Report

On ingest to the ORCA registry, each record is validated against the Metadata Content Report business rules.

Each record's metadata report information is then made available via a report icon on the Manage Records page.

To quickly assess a record's Metadata Content Report without viewing the complete record:

  1. Hover your mouse over the report icon for the record you're interested in.
  2. A popup box will be displayed. Metadata reccomendations which have been met will be shaded green.
  3. To close the popup box, click the close button shown in the top right hand corner, or move your mouse pointer until it is outside the bounds of the concertina box. The box will disappear after a short delay.



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Actioning Records

Selecting Records

The following section outlines the available record selection methods which can be used on the Manage Records page.

Selecting a single record in a table

  1. Using your mouse cursor, click once on the tile of the record or any white area of the table row.
  2. The background colour of the table row will turn blue to indicate it has been selected.



Select all records in a table

  1. Click the down arrow shown in the top right hand corner of the table you wish to select records in.
  2. A contextual menu will appear.
  3. Click 'Select All X' option. (Where X is the count of all the records within the table)



Select multiple records that are grouped together in a table

  1. Select the first record using the single record selection method outlined above in the section Selecting a single record in a table.
  2. Press and hold the 'Shift' key.
  3. While holding down the key, select the last record in the group.
  4. This will select all the records in-between the first and last record. The background colour of the table rows will turn blue to indicate they have been selected.



Note: You can also use this method combined with the ungrouped method outlined below to select multiple records.

Select multiple records that are not grouped together

  1. Select the first record using the single record selection method outlined above in the section Selecting a single record in a table.
  2. Press and hold the 'Ctrl' key if using Windows or the 'Cmd' key if using a Mac.
  3. While holding down the key, select each of the records you wish to select.
  4. The background colour of each selected table row will turn blue to indicate it has been selected.



Note: You can also use this method combined with the grouped method outlined above to select multiple records.

Deselecting a single record in a table

  1. Using your mouse cursor, click once on the tile of the record or any blue area of the selected table row.
  2. The background colour of the table row will turn white to indicate it has been deselected.



Deselecting all records in a table

  1. Click the down arrow shown in the top right hand corner of the table you wish to select records in.
  2. A contextual menu will appear.
  3. Click 'Select None' option.



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Viewing Records

In order to view a record listed on the Manage Records page, use either of the following methods.

  1. Select the view button shown with each record.



OR

  1. Select the 'More' button shown with each record.
  2. A contextual menu will appear.
  3. Select the 'View Record' option.



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Editing Records

In order to edit a record listed on the Manage Records page, use either of the following methods.

Note: Not all registry users will be able to edit all of the statuses shown on the Manage Records page. The option to edit will only be shown where the logged user has the appropriate privileges.

  1. Select the edit button shown with each record.



OR

  1. Select the 'More' button shown with each record.
  2. A contextual menu will appear.
  3. Select the 'Edit Record' option.



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Moving Records through the Publishing Workflow

The following section outlines the available methods which can be used to move records through the publishing workflow

Note: Not all registry users will be able to carry out all of the status moves on the Manage Records page. The option to change a records status will only be shown where the logged user has the appropriate privileges.

Moving a single record

  1. Select the 'Advance Status' button shown with each record.



OR

Drag & Drop

  1. Click and hold down the mouse button on the record you wish to move.
  2. Now drag the record to the next status table. The table will highlight blue where the move is permitted.
  3. Release your mouse button while the cursor is over the highlighted table.



Note: Not all registry users will be able to carry out all of the status moves on the Manage Records page. The table will highlight blue where the move is permitted. Some registry users will be able to drag and drop records backwards in the workflow (e.g. From 'Assessment in Progress' to 'More Work Required').

OR

  1. Select the 'More' button shown with each record.
  2. A contextual menu will appear.
  3. Select the status option you would like to move the record to. E.g. 'Publish'



Moving multiple records

  1. Select the records you would like to move using one of the methods outlined in the Selecting Records section.
  2. Click the down arrow shown in the top right hand corner of the table, OR click one of the 'More' buttons shown with each selected record.
  3. A contextual menu will appear.
  4. Select the status option you would like to move the record to. E.g. 'Publish'



OR

Drag & Drop

  1. Select the records you would like to move using one of the methods outlined in the Selecting Records section.
  2. Click and hold down the mouse button on the selected records you wish to move.
  3. Now drag the records to the next status table. The table will highlight blue where the move is permitted.
  4. Release your mouse button while the cursor is over the highlighted table.



Note: Not all registry users will be able to carry out all of the status moves on the Manage Records page. The table will highlight blue where the move is permitted. Some registry users will be able to drag and drop records backwards in the workflow (e.g. From 'Assessment in Progress' to 'More Work Required').

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Deleting Records

The following section outlines the available methods which can be used to delete records from the Manage Records page.

Note:

  • Not all registry users will be able to delete all of the statuses shown on the Manage Records page. The option to delete will only be shown where the logged user has the appropriate privileges.
  • The majority of users will only be able to delete records that are in a status 'More Work Required', 'Draft', 'Approved' or 'Published'.
  • Records that are in a status of 'Submitted for Assessment' or 'Assessment in Progress' cannot be deleted directly and will need to be changed to a status of 'Draft' or 'More Work Required' by ANDS staff before they can be deleted.
  • Unapproved status records that have not previously been through to a status of 'Published' do not have a backup. When these records are deleted they are deleted permanently and cannot be restored via the Deleted Records page.

Deleting a single record

  1. Click the 'More' button shown with each record.
  2. A contextual menu will appear.
  3. Click the 'Delete Record' option.



Deleting multiple records from a table

  1. Select the records you would like to delete using one of the methods outlined in the Selecting Records section.
  2. Click the down arrow shown in the top right hand corner of the table, OR click one of the 'More' buttons shown with each selected record.
  3. A contextual menu will appear.
  4. Click the 'Delete Record' option.



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Flagging Records

The Flag feature on the Manage Records page gives you the ability to mark records with an icon which represents a level of importance or grouping (similar to flags used in email applications). The flag is stored with the record and is therefore remembered over your separate logins. Filtering and selection options then allow you to quickly action all of the records you have flagged.

Flagging a single record

  1. Click the 'More' button shown with each record.
  2. A contextual menu will appear.
  3. Click the 'Flag' option.



Flagging multiple records

  1. Select the records you would like to flag using one of the methods outlined in the Selecting Records section.
  2. Click the down arrow shown in the top right hand corner of the table, OR click one of the 'More' buttons shown with each selected record.
  3. A contextual menu will appear.
  4. Click the 'Flag' option.



Note: If one or more of the records in your selection have already been flagged you will need to remove the flag(s) before the 'Flag' option will be displayed in the contextual menu.

Removing flags from records

  1. Select the records you would like to unflag using one of the methods outlined in the Selecting Records section.
  2. Click the down arrow shown in the top right hand corner of the table, OR click one of the 'More' buttons shown with each selected record.
  3. A contextual menu will appear.
  4. Then select the 'Remove Flag' option.



Selecting flagged records

  1. Click the down arrow shown in the top right hand corner of the table you wish to select records in.
  2. A contextual menu will appear.
  3. Click the 'Select Flagged' option.



Displaying only flagged records

  1. Click the 'Filter' button shown at the top of the page.
  2. Click the 'Flagged Records' option.
  3. The tables will now only be displaying records which have been flagged.
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Display Options

Displaying More Records

By default the record tables display a maximum of 20 records. Where more than 20 records exist in a table a 'Show More' tab will be displayed below the last record. Simply click the tab and the next 20 records will be appended to the table.




Tip: When trying to locate a record in a table with a large number of records, it is often much quicker to use the filter options outlined below.

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Search Filter

To assist you in locating records in record tables with large numbers, a search filter has been incorporated into page.

To conduct a search:

  1. Enter your search term into the text field.
  2. Press enter on the keyboard or click the 'Search' button.
  3. Any records with a name or key containing your term will be returned.
  4. To clear a search filter, simply click the 'Search' button again which will be shown with a black X next to it.



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Record Attribute Filters

A number of predefined record attribute filters are available on the Manage Records page to assist you in locating records.

To filter the tables by a specific attribute:

  1. Click the 'Filter' drop down button shown at the top of the page.
  2. A number of filter options will be shown in a menu.
  3. Click the required filter.
  4. Any records with that attribute will be returned.



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Sorting Tables

Two predefined sorting options are included with the Mange Records page 'Date Modified' and 'Quality Level'. By default the tables will be sorted by 'Date Modified' descending.

To sort the records tables by a predefined sort option:

  1. Click the 'Sort' drop down button shown at the top of the page.
  2. The sort options will be shown in a menu.
  3. Click the required sort option.
  4. Records will be sorted by the selected option.
  5. A small up or down arrow will be displayed next to the option in the menu to indicate which direction the records have been sorted in.
  6. Click the same option again to reverse the sort order (e.g. from descending to ascending).



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Support

If you are experiencing any issues with the page or have questions/comments, please email services@ands.org.au. A JIRA ticket will automatically be raised for your request and you will receive an email from the JIRA system with a link to the ticket. Opening the link to the ticket allows you to track and update the issue. You will also receive emails from the system whenever the ticket is updated.