As each year is completed, editors can publish the documents to the website. There are a number of steps to take.
Publishing the metadata
1) Run an item search on all documents that contain the year and have a metadata status that does not contain "publish" - This should find anything with a blank field, complete or incomplete. Try to resolve the issues.
2) Run an item search on all documents that contain the year and have a facsimile permission status that does not contain "cleared."
- Look up the repository/collection on the Google spreadsheet and update documents that have been cleared.
- Send permission requests to those that have not been approached. Ask for all collections held by the repository, not just the one you need.
3) Run an item search on all documents that contain the year and have a copyright permission status that does "not contain" cleared.
- Look up the status of the authors and clear up any that are entered incorrectly.
- Add the remaining authors to the Basecamp Copyright Research project and assign them to students and staff to research and clear.
4) Run an item search on all documents that contain the year, have a metadata status that contains "Ready to Publish," a Facsimile Status that contains "Cleared," and a Copyright Status that contains "Cleared."
- On the Search results page, click the "Select all x results" button and then choose "Edit" from the bar just above the listing of documents.
- You will then see the Batch Edit screen.
- In the Item Metadata section, select "Public" from the "Public?" dropdown.
- In the Curator Monitor section, select "Published" from the Metadata Status dropdown.
- In the Curator Monitor section, select "Published" from the Publication Status dropdown.
- In the Curator Monitor section, select "Yes" from the Publish Images dropdown.
- In the Curator Monitor section, select "Yes" from the Publish Record dropdown.
- Press the "Save Changes" button.
Publishing the transcription
1) Run an item search on all documents that contain the year and have a transcription status that does not contain "publish" - This should find anything with a blank field, complete or incomplete. Try to resolve the issues.
2) Run an item search on all documents that contain the year and have a metadata status of "Published" and a transcription status of "Ready to publish."
- On the Search results page, click the "Select all x results" button and then choose "Edit" from the bar just above the listing of documents.
- You will then see the Batch Edit screen.
- In the Curator Monitor section, select "Published" from the Transcription Status dropdown.
- In the Curator Monitor section, select "Yes" from the Publish Transcription dropdown.
- Press the "Save Changes" button.
Unpublishing a Transcription
In the Monitor tab of the document, change the Transcription Status from Published to "Ready to Publish" (or Proofread, Complete) and save the record. This will unpublish the transcription until it is changed back to Published.