Editorial Control and Workflow

The Editorial Team & the Rest of the World

Initially iQvoc comes with one predefined administrator with Email admin@iqvoc and password admin.

If you are the administrator the first thing to do is to modify your profile and change the password.

1. Klick on "login" on the right hand of the menu bar.
2. Type Email admin@iqvoc and password admin, klick "login"
3. The dashboard appears - we come to this later.
4. Select administration > users from the menu bar.
5. Find yourself in the users list. Initially, there will be only you. Klick "edit" on the right.
6. Edit your profile and password, click "save".

If you are the only member of your editorial team, you're done.

Large thesauri are usually maintained by a distributed team of domain experts and linguists. iQvoc supports different user roles with different rights for this scenario:

• anonymous (not logged in) = see all published concepts and collections (XL: XL-labels as well)
• reader + see the work in progress an leave comments
• editor + create and modify concepts and collections (XL: XL-labels as well), but not publish them
• publisher + publish or reject changes
• administrator + create & modify users, export and import, configuration.

To see how this works together you should create one reader, editor and publisher at least.

Click to "new user" in the user administration.

Edit the profile for each user and make sure to select the intended role and click "active" before you save.

For simplicity we created the following users in this tutorial:

• Robert Reader (reader), reader@example.org
• Emma Editor (editor), editor@example.org
• Pete Publisher (publisher), publisher@example.org

Creating a Concept

Log in as Emma (editor@example.org). In the dashboard select "new concept" on the right. The dialog is rather self understanding, some notes:

• Reminder: give a date in the future and this concept will be listed in the dashboard even after it has been published.
• Expired at: once a concept has been published it cannot been deleted, as it may be referenced somewhere in the open world. Set an expiration date instead ("best before").
• Labels: the must be not more than one preferred label in each supported language. (XL: select XL-Labels instead of typing the literal form here).
• Definitions and various kind of notes: "Add" opens a set of two fields: one text field and a language selection. Add as many as you like.
• Relations and Matches - we come to this later.

Click on save so far.

In the following dialog you find version information and valid options.

• "Publish" is disabled, as you are Emma the editorial now.
• "Check Consistency" will try to detect logical mistakes

@note: there should be a warning: "out of hierarchy" in this state.

• "Send to review" will indicate to the publisher that you feel you have done.
• "Unlock" will allow other editors to take over.
• "Continue editing" - continue editing this concept version.

Before we continue editing we examine the appearance of the new concept in the dashboard (click Dashboard in the menu bar).

Editing a Concept

Next thing to do is moving this concept to some place in the hierarchy. Looking at the current hierarchy of the Hobbies thesaurus, we cannot find a place, so we decide to create a new top concept "serious hobbies". Do so as before, but select Top Term in the Relations Group.

Now look at the hierarchy again. Select "Draft" on the right which will show you the work in progress.

The additional symbols of the draft mode are:

• cross - move this concept to a different place in the hierarchy. This only works if the concept is not locked by some editor, and it will leave the concept with the new parent in locked mode.
• lock - indicates the concept has been locked by another editor, you cannot move it. _@note: the lock is shown even when the concept has been unlocked before.
• magnifier: quick concept view pops up

Now you find "serious hobbies" as an unpublished (greyed) new top term.

What we don't see is the first concept we created in this session: editorial team. This is because it still has no parent and we did not make it a top concept. So it has no position in the hierarchy, some call it orphaned.

@note: Would be nice to see such orphaned concepts in a shoe box somewhere on the screen, so you can move concepts from the shoe box to the tree and vice versa. But this has not been implemented yet.

So we have to pick up the orphaned concept from the dashboard by clicking on its name in the concept list.

In the concept dialog we click "Continue editing".

Go down to the Relations group and start typing "serious ..." in the Broader term field. "serious hobbies" will appear to be selected.

The Relation group now shows a box for the selected Broader term. This box has a little x on the right to remove it.

Click Save.

Now we go back to the hierarchy (Concepts in the menu bar) in draft mode, and we will find editorial team as a child node of serious hobbies.

Now you're almost done. You are not happy about leaving "serious hobbies" without a definition, but currently you have no good idea, so you set a Reminder date in this concept.

As you think you are ready for now go to both concepts and click "Unlock" and "Send to review".

@note: today the publisher can only publish a concept that has been unlocked. Unlock should only affect other editors. Send to review should not unlock only to the publisher.

Options of the Reader

The reader has not been truly implemented yet. The idea is to have some external domain expert who cannot edit anything but add comments. Those comments are not visible to the public but only to the editorial team.

Options of the Publisher

Logout and log in again as Pete (publisher@example.org).

In the dashboard you can see both new concepts unlocked.

@note: should be still locked by Emma, but show sent-to-review in the State column.

In the concept dialog you have the same options as the editor (which means you can take over editing as well), but the Publish option is enabled.

If you publish, this concept version will be visible to the public and disappear from the dashboard. As Emma has set a reminder in "Serious Hobbies" before, this concept remains in the dashboard even after it has been published.