Record life cycle¶
Metadata records have a lifecycle that typically goes through one or more states. For example, when a record is:
created and edited by an
Editorit is in the
being reviewed by a
Content Reviewer, or a review is requested brings the record to
completed and corrected by the
Content Reviewerit is in the
superseded or replaced the state is
The catalog has (an extensible) set of states that a metadata record can have:
Unknown- this is the default state - nothing is known about the status of the metadata record.
Draft- the record is under construction or being edited.
Submitted- the record has been submitted for approval to a content reviewer.
Approved- the content reviewer has reviewed and approved the metadata record.
Rejected- the content reviewer has reviewed and rejected the metadata record.
Retired- the record has been retired.
Workflow can be enabled for the full catalogue, certain groups or on an individual record level.
For an individual record, to enable workflow and change the status from
Draft, click the
enable workflow button
in the metadata view:
To use the workflow for metadata records created before enabling it in
Admin console >
Settings, you must use the above option.
To enable workflow for the full catalogue or certain groups, check
Admin console >
In workflow mode, when approved records are modified, you’re working on a copy of the approved record. Changes on the record will not be visible to users outside your group until the modified record is approved again. Records in this state will be marked as « Working Copy », and their status will be « Approved with working copy ».
When accessing a record with a working copy, it is possible to switch between the two versions:
Similarly if viewing the working copy of a record it is possible to switch to it’s approved version:
To replace an approved record with its working copy, submit it for review as below. Once approved, the working copy version will replace the approved version, and the status will change to « Approved ».
Submitting a record¶
When done editing you can submit a record for review by a content reviewer. The submit button is available on the manage record menu in the metadata view. A popup will open in which you can leave a message for the content reviewer.
A user with role content reviewer is able to submit a record, instantly approve a record (without submission) or approve a record which has been submitted for review. During the review process a content reviewer may benefit from the version history option, which shows the differences between the different versions of the record. As part of the approval process, the content reviewer can also set the level of access to the record, an option is to set the access level to public (visible to all).
Notifications will be sent to editors and content reviewers indicating the status changes on the record involved, so users can easily act when action is required.
There are two status change action hooks (in Java) that can be used by sites to provide specific behaviour:
statusChange- This action is called when status is changed by a user eg. when
Draftrecords are set to
Submittedand could be used for example to send notifications to other users affected by this change.
onEdit- This action is called when a record is edited and saved and could be used for example to reset records with an
A default set of actions is provided. These can be customized or replaced by sites that wish to provide different or more extensive behaviour.
A default pair of metadata status change actions defined in Java is provided with GeoNetwork using the class org.fao.geonet.services.metadata.DefaultStatusActions.java (see source file %score/src/main/java/org/fao/geonet/kernel/metadata/DefaultStatusActions.java).
When a status changes¶
This action is called when status is changed by a user. What happens depends on the status change taking place:
Editorchanges the state on a metadata record(s) from
Submitted, the Content Reviewers from the groupOwner of the record are informed of the status change via email, which looks like the following. They can log in and click on the link supplied in the email to access the submitted records. Here is an example email sent by this action:
Date: Tue, 13 Dec 2011 12:58:58 +1100 (EST) From: Metadata Workflow <email@example.com> Subject: Metadata records SUBMITTED by firstname.lastname@example.org (User One) on 2011-12-13T12:58:58 To: "email@example.com" <Reviewer@localgeonetwork.org.au> Reply-to: User One <firstname.lastname@example.org> Message-id: <1968852534.01323741538713.JavaMail.email@example.com> These records are complete. Please review. Records are available from the following URL: http://localgeonetwork.org.au/geonetwork/srv/en/main.search?_status=4&_statusChangeDate=2011-12-13T12:58:58
Content Reviewerchanges the state on a metadata record(s) from
Rejected, the owner of the metadata record is informed of the status change via email. The email received by the metadata record owner looks like the following. Again, the user can log in and use the link supplied in the email to access the approved/rejected records. Here is an example email sent by this action:
Date: Wed, 14 Dec 2011 12:28:01 +1100 (EST) From: Metadata Workflow <firstname.lastname@example.org> Subject: Metadata records APPROVED by email@example.com (Reviewer) on 2011-12-14T12:28:00 To: "User One" <firstname.lastname@example.org> Message-ID: <1064170697.31323826081004.JavaMail.email@example.com> Reply-To: Reviewer <firstname.lastname@example.org> Records approved - please resubmit for approval when online resources attached Records are available from the following URL: http://localgeonetwork.org.au/geonetwork/srv/en/main.search?_status=2&_statusChangeDate=2011-12-14T12:28:00
This action is called when a record is edited and saved by a user. If the user did not indicate that the
edit changes were a
Minor edit and the current status of the record is
Approved, then the default
action is to set the status to
Changing the status actions¶
These actions can be replaced with different behaviours by:
writing Java code in the form of a new class that implements the interface defined in
org.fao.geonet.services.metadata.StatusActions.javaand placing a compiled version of the class in the GeoNetwork class path
defining the name of the new class in the statusActionsClass configuration parameter in