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Aviary User Guide
OHMS in Aviary
9. Workflow Management
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9.1. Work Statuses
The OHMS Studio has a workflow management component to demonstrate the processing and quality control status as well as an overall status update. This feature can be used to communicate readiness to various participants in the OHMS workflow (indexers, sync-ers, archivists, digital library representatives). An indexer can use the workflow status to mark that an interview has been started but is not completed, indicate which phase of the process the interview is in, and indicate that the interview has been completed. Workflow status can be marked for each of the major OHMS functions including the Metadata, Indexing, and Transcript Sync utilities.
Processing
The status component of workflow management is handled individually through the metadata, indexing, and transcript syncing modules. Each page has a drop-down menu that allows you to choose from four options to set the status of each component.
Changing the status of these modules will automatically change the color of that module's indicator in the interview manager, giving you a visual indication of the status. Upon creation of the record pending a status change, the record will present black. A change of status will change the color accordingly:
No Status: black
“Pending”: blue
"In Process": darker blue
"Ready for QC": red
"Active QC": purple
"Complete": green
The indexing module also has an additional option: "Not Applicable", which will change the color of the word "Index" to gray in the interview manager.
Status
The status measurement is a way to communicate to other team members where the interview is in the overall OHMS process. Because we often have multiple interviews from different projects that are processed all at once, it is helpful to have an “at-a-glance” view of their statuses. Additionally, it is useful to have final confirmation that the OHMS export and the archival ingest of the XML file has been completed so that you can remove the interview from the OHMS application, in preparation for making it publicly accessible via the OHMS viewer.
This process is automated based upon the status of each module within the interview manager. An interview automatically begins with a blue "In Process" status. When all status indicators for an interview are green (or gray, indicating that they are not applicable), the status indicator will automatically turn green indicating that the interview is "Complete".
9.2. Work Assignments
OHMS Organization Owners and Administrators can assign interviews to individuals with the “OHMS Assigned User” role. When an interview is assigned to an individual, the designated OHMS Assigned User can only view and work on interviews assigned to them.
To make this assignment, in OHMS Studio, edit the Assignments column to change it from “Assign User” to an individual.
To assign interviews to an individual who does not appear in the selection list, first make sure the individual has the role “OHMS Assigned User.” To do so, an Organization Admin may navigate to the Users section on the left menu, locate the user who needs their role changed, and change the role to “OHMS Assigned User.”
In the User Management record for a particular User or Editor, an OHMS Organization Owner or Admin can view interviews assigned to those users, as well as view the status of progress, date assigned, and the current assignment status.
9.1. Work Statuses
09/28/2023
The OHMS Studio has a workflow management component to demonstrate the processing and quality control status as well as an overall status update. This feature can be used to communicate readiness to various participants in the OHMS workflow (indexers, sync-ers, archivists, digital library representatives). An indexer can use the workflow status to mark that an interview has been started but is not completed, indicate which phase of the process the interview is in, and indicate that the interview has been completed. Workflow status can be marked for each of the major OHMS functions including the Metadata, Indexing, and Transcript Sync utilities.
Processing
The status component of workflow management is handled individually through the metadata, indexing, and transcript syncing modules. Each page has a drop-down menu that allows you to choose from four options to set the status of each component.
Changing the status of these modules will automatically change the color of that module's indicator in the interview manager, giving you a visual indication of the status. Upon creation of the record pending a status change, the record will present black. A change of status will change the color accordingly:
The indexing module also has an additional option: "Not Applicable", which will change the color of the word "Index" to gray in the interview manager.
Status
The status measurement is a way to communicate to other team members where the interview is in the overall OHMS process. Because we often have multiple interviews from different projects that are processed all at once, it is helpful to have an “at-a-glance” view of their statuses. Additionally, it is useful to have final confirmation that the OHMS export and the archival ingest of the XML file has been completed so that you can remove the interview from the OHMS application, in preparation for making it publicly accessible via the OHMS viewer.
This process is automated based upon the status of each module within the interview manager. An interview automatically begins with a blue "In Process" status. When all status indicators for an interview are green (or gray, indicating that they are not applicable), the status indicator will automatically turn green indicating that the interview is "Complete".
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