CLS General Functions New Partner Setup and Maintenance on CA R.org

Partner Collection Setup and Editing on CaliforniaRevealed.org

These directions explain how one configures new partner collections on CaliforniaRevealed.org (CA-R.org). These directions can also be used to updated the same pages after initial setup.

Important resources:

• New Partner upload survey

• Folder of Partner logos

• Collection Descriptions

Enabling new partners on californiarevealed.org

Once materials are on IA and fully derived we can begin creating Islandora objects for the public site (CA-R.org), which triggers the initial creation of the Partner Organization page on CA-R.org. For this to be successful records must be in one of four workflow states: Published, Rework, Preservation Version Requested or Preservation Version Accepted.

Before starting this please assign your name to the collection on the back end of the New Partner upload survey, so we can track who completed each partner and notify CDL about new Partners in a timely fashion.

To start, one needs to enable the "push" from the repository. Whis is what enables records in the Published, Rework, Preservation Version Requested, and Preservation Version Received workflow states to appear on the website. 

• Find and open the partner on the Partner List page 

• Click on the Edit tab 

• Paste in the new Collection Description provided by the New Partner upload survey.

• Scroll to the bottom of the page, and hit the check box next to the phrase Push to California Revealed 

• Save

  • Please note that the Partner Organization page may not save if there are not items in an appropriate workflow state (Published, Rework, Preservation Version Requested or Preservation Version Accepted).

• Verify that the partner page now has a value of 1 below the phrase "Push to California Revealed" (bottom left of page).

  • I.e. Bancroft Library

  • 1 indicates that the push is active, and the partner will be created on the next CA-R.org cron occurrence.

  • 0 indicates that the push is not active, and Islandora objects will not be created for the partner, even if they are in the right workflow state.

Part two: Setting up partner collections on californiarevealed.org:

Please see African American Museum and Library at Oakland or University of Southern California, USC Libraries, Special Collections as example partners. These instructions also apply for updating partner collection descriptions and contact information.

• Log into californiarevealed.org/user

• In the upper left mouse over the little house icon and select the Run cron option 

• This will force any newly pushed partner collections to appear in the Browse Collection view. 

• This happens automatically every 3 hours. 

• If there are any errors that appear on the resulting reports page, please take a screenshot and send it to Megan and Pamela on Teamwork for troubleshooting.

• Locate and open the collection page for the partner on the Browse Collections list.

  • It will have a grey folder as an icon. 

• Click on the Edit tab.

• Fill in the partner information: 

  • Collection Summary = Collection Descriptions.

    •  If there is not a value here transfer the value from the New Partner upload survey if the uploader provided one. If one not available contact Evan.

  • Add Contact Info based on the info on the partners page on the Partner List in the repository: 

    • Address 

    • Phone number 

    • Institutional email address 

    • Partner's Website (titled as "Organization Website") 

    • Link to OAC finding aid home page -- if applicable (titled as "Online Archive of California Finding Aids") 

  • Teaser Image --Locate and download the Partner's logo to add to their IA collection.

    • Partner logos need to follow the image sizing requirements for CA-R.org, which requires that logos be a minimum of 500 x 500 ppi, and must be square.

    • Willow has created properly formatted logos for most partners. These are housed on SharePoint in the Folder of Partner logos. They are labeled by MARC code. If you need help with getting a logo image properly formatted please contact Willow and copy the rest of the setup team.

  • Update both of the Solr Query fields with the below value to enable display of newspaper issues.

  OR ancestors_ms:"cavpp:[nodeID]"

  • For the "Facets to display on page" Section select all except "Partner Institution" and "RELS_EXT_hasModel_uri_s "

• Save -- all other fields are automatically populated by Islandora.  

• Check the number of items appearing against what is available for the partner on IA.

• If no/not enough items are appearing on CA-R.org: 

  • Go back to the repository

  • Go to content menu, and set filters to partner/stream/cycle as appropriate and apply

  • Select all results

    • Ensure that when the upper left box is checked the button ("Select all xxxxx number of records in the view.") that appears for groups larger than 50 is also selected.

  • Under Operations select the option that reads Add/update Islandora object corresponding to this entity, then click on Execute.

    • Important note: this operation will only work for items that have corresponding objects with compatible metadata on the Internet Archive. Therefore, it should only work for items in workflow states Published, Rework, Preservation Version Requested and Preservation Version Received.

  • Next it will display a list of titles, and ask if you are sure that you want to perform this operation on the listed records plus however many more there were beyond 50.

    • If you are sure click on Confirm

    • If not click Cancel

  • Depending on the number of objects to be processed/created this can be quick, or an hours long process.

    • While it is running please avoid the following:

      • Navigating away from the current page in the browser tab.

      • Do not masquerade as another user during the process -- it will be disrupted and will need to be re-run.

  • Once the task is complete the partner collection on CA-R.org should have more items online.

    • If not, or there are errors, send a screenshot and links to Megan and Pamela to investigate/troubleshoot.

    • The above process may have to be done several times to ensure all items are present on CA-R.org.