Administration Functional Analysis

Overview

The admin interface for our CMS controls a number of disparate functions, from user management to metadata assignment. Admin is an all-or-nothing permission, currently held by two staff members: Megan Forbes and Jesse Martinez. Jesse is not a regular end-user of the system; rather, he is responsible for system maintenance, upgrades, fixes - anything that requires getting into the code. Megan is responsible for everything else described below.

System Administration

Contains two logs, the event log and task queue log. The event logs contains logs for debugging, errors, logins, and login failures. The task queue log contains logs for the media processing queue.

Use: Never

Notes:

• Never used not necessarily because it's not useful, but because system administration/oversight is somewhat lacking at the moment given the time constraints of the system administrator

Screenshots:
Event log
Task queue log

Access Administration

Contains interfaces for user login management and user role management.

Use: Frequent

Notes:

• Although there is an interface for user role creation, it is not possible for the sysadmin to assign permission to newly created roles, rendering the functionality more-or-less non functional.
• There are no definitions for existing roles.
• The admin may inactive users while maintaining their accounts, which is useful.

Screenshots:
New user
Role list
Role detail

Objects Administration

Contains a large number of user interfaces for classification, metadata, custom fields, and relationship types.

Notes:

• Although many of the controlled lists mentioned below are never changed, we would still like the ability to edit controlled list contents in CSpace. The examples below just happen to be of rarely-changing lists (those things that would change are not currently controlled lists, they're free text).
• Also, many of these were changed quite often on initial configuration, the system is just more stable now.

Attributes

User interface for assigning specific attribute fields to a particular artifact class or work type. A default set of fields may also be established.

Use: Often

Screenshots:
Attribute assignment

Object types

User interface for adding items to the Museum's bi-level classification system (Artifact classes and Work types). New terms may be added, terms may be reordered, moved under new headers, etc.

Use: Often

Screenshots:
Object type list
Object type detail

History types

User interface for adding additional categories to the "history" tab in Cataloging. Each category (e.g. storage location) includes the same set of data entry fields (free text and a date).

Use: Rarely

Screenshots:
History example: Storage
History type list
History type detail

Number types

User interface for adding new terms to the controlled list in the "numbering" tab in Cataloging.

Use: Rarely

Screenshots:
Number types

Object doc. types

Use: Never

Data sources

User interface for adding new terms to the controlled list for "collection category" in the "basic" tab of Cataloging.

Use: Never

Screenshots:
Data sources list

Flag definitions

User interface for adding additional checkboxes at the bottom of the "basic" tab in Cataloging. New terms also appear in the advanced search.

Use: Rarely

Screenshots:
Object flags

Clip attributes

Use: Never

Lot doc. types

User interface for adding new terms to the controlled list in the "documents" tab in Registrar/Lots.

Use: Never

Screenshots:
Lot doc types

Lot status types

User interface for adding new terms to the controlled list for "donation status" in the "basic" tab of Registrar/Lots.

Use: Never

Screenshots:
Lot status types

3rd party license doc. types

Use license doc. types

Use license communication types

Use license rights holder response types

Exhibition review statuses

Storage location types

Use (for the six above): Never

Representations Administration

Contains licenses that may be used in connect with the "representations" tab of Cataloging.

Use: Never

Attributes Administration

Contains the user interface for managing attributes available via Cataloging and Authorities.

Use: Rarely (beyond original configuration)

Notes:

• The user interface here is somewhat clunky - in the list view, the user may only view the elements (or attributes) associated with the standard that is first on the list. To view another standard's elements, the list must be rearranged.
• A better scenario for us would be to allow an element to be tagged with multiple standards rather than just one.

Screenshots:
Attribute standards list
Attribute standards detail
Attribute elements list
Attribute elements detail

Authorities Administration

Contains a large number of user interfaces for authorities-related configuration, including relationship types and attributes.

Relationship types

User interface for adding new terms to the controlled list for "relationship type" in the "relationships" tab of Edit.

Use: Rarely

Notes:

• The current CMS does not include authority terms in stream; rather, they are all added via the relationships tab and then given a relationship (list controlled here). In our migration to CSpace, we intend to map these relationship types to several fields (or perhaps a production field with a type dropdown).
• The current CMS requires a slightly odd locution for its relationship types, we would like to get rid of this.

Screenshots:
Relationship types

Locales

Controls the locale of the system.

Use: Never

Notes:

• This is never changed/added to, but we would like our CSpace implementation to use US English, currency, times, etc.

Entity sources

User interface for adding new terms to the controlled list for the "source" field in the Entity authority.

Use: Rarely

Screenshots:
Entity sources

Entity types

User interface for adding new terms to the controlled list for the "entity type" field in the Entity authority.

Use: Rarely

Notes:

• CollectionSpace currently sorts out people and corporations into two separate vocabularies; we use one vocabulary with a type field. We will likely continue to do this once we implement CSpace.

Screenshots:
Entity types

Entity contact types

User interface for adding new terms to the controlled list for the "contact type" field in the Entity authority.

Use: Never

Screenshots:
Entity contact types

Entity attributes

User interface for managing attributes available via the Entity authority.

Use: Rarely

Screenshots:
Entity attributes

Place types

Place hierarchies

Place attributes

Place georef types

Storage location georef types

Vocabularies

Use (for six above): Never

Occurrence attributes

User interface for managing attributes available via the Occurrence authority.

Use: Rarely

Screenshots:
Occurrence attributes

Occurrence sources

User interface for adding new terms to the controlled list for the "source" field in the Occurrence authority.

Use: Rarely

Screenshots:
Occurrence sources

Occurrence types

User interface for adding new types of occurrence vocabulary.

Use: Rarely

Notes:

• Beyond the entity, place, and collection authorities, all other authorities follow the "occurrence" model. We may have as many as we like, but the fields are the same among them. We currently have two instances of the occurrence authority: Productions and Publications.

Screenshots:

Occurrence types

Collection types

User interface for adding new terms to the controlled list for the "type" field in the Collection authority.

Use: Never

Screenshots:
Collection types

Collection attributes

User interface for managing attributes available via the Collection authority.

Use: Rarely

Screenshots:
Collection attributes