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Project Workflow

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The detailed configuration steps below can be performed in any order, provided that the workflow has not been started at the batch level. Starting a workflow enforces strict adherence to the successive steps it defines.

Standard Project​

Preliminary Settings​

  • Workflow

    • Create the necessary workflow groups
    • Assign the relevant users

  • Automatic Controls

    • Create an automatic control configuration
    • Set up the controls to be performed, acceptable error rates, and sampling mode

Project and Batch​

  • Create a project

  • Create a digitization batch

    • Batch type: "Physical"
    • Requested format
    • Expected compression type
    • If necessary (depending on the activated automatic controls): compression rate, resolution, color profile

  • Attach the batch to the digitization project (either at the time of batch creation or afterward if the project is created after the batch)

  • If necessary, redefine at the batch level the components inherited from the project and required for its proper execution (depending on needs):

    • Service provider
    • Workflow
    • FTP configuration
    • Automatic control configuration
    • Internet Archive collection
    • PAC classification plan
    • Omeka collection
    • Omeka item type

Documentary Units​

  • Import records to create documentary units. If the project and batch exist at the time of import, it is possible to import them directly into the relevant batch.
  • Or create the records and documentary units.
  • Associate the documentary units with the batch if this was not done during import.

Workflow Steps​

StepTypeDescriptionValidation
Form Generation🔵 OptionalTo be defined.
Validation of Condition Reports🔵 OptionalCreation of the initial condition report (outside the workflow) and validation of this report. at the top right of the condition report.
Validation of Form and Condition Report by Provider🔵 OptionalCreation of a condition report by the provider upon receipt of the document and validation of this report. at the top right of the condition report.
Condition Report Before Digitization🔵 OptionalCreation of a condition report by the provider before digitizing the document and validation of this report. at the top right of the condition report.
Waiting for Digitization⚪ TransitionalStep not managed by NumaHOP.
Condition Report After Digitization🔵 OptionalCreation of a condition report by the provider following the digitization of the document and validation of this report. at the top right of the condition report.
Delivery of Digitized Documents🔴 MandatoryDelivery of digitized documents to the platform, following the deposit of files on the FTP.Creation of a delivery and launch of the delivery.
Automatic Controls in Progress⚪ AutomaticExecution of automatic controls and generation of derived files. Retrieval of the table of contents and OCR if configured.
Quality Control in Progress🔴 MandatoryVisual inspection of digitized documents.Completion of quality control.
Pre-rejection of Document🔵 OptionalIf the step is activated, the first rejection of the document will generate a pre-rejection to be confirmed in the "Rejection Validation" step.First rejection of the document during visual inspection.
Pre-validation of Document🔵 OptionalIf the step is activated, the first validation of the document will generate a pre-validation to be confirmed in the "Document Validation" step.First validation of the document during visual inspection.
Rejection Validation🔵 OptionalValidation of rejection if the "Pre-rejection of Document" step is activated.Final rejection of the document.
Document Validation🔴 MandatoryValidation or rejection of the document during quality control. In case of rejection, automatic sending of the control report to the provider, then end of the workflow for re-delivery.Validation or rejection of the document during quality control.
Validation of Document Record🔴 MandatoryValidation of the documentary unit record. at the top right of the record.
Control Report for Provider⚪ AutomaticSending the control report to the provider.
Document Archiving🔵 OptionalSending the validated document to CINES for archiving. Daily automated task. In case of error, the user can send it manually.
Document Dissemination🔵 OptionalDissemination of the validated document to Internet Archive. Daily automated task. In case of error, the user can send it manually.

Legacy Project Takeover​

Workflow Steps​

StepTypeDescriptionValidation
Quality Control in Progress🔴 MandatoryVisual inspection of digitized documents.Completion of quality control.
Pre-rejection of Document🔵 OptionalIf the step is activated, the first rejection of the document will generate a pre-rejection to be confirmed in the "Rejection Validation" step.First rejection of the document during visual inspection.
Pre-validation of Document🔵 OptionalIf the step is activated, the first validation of the document will generate a pre-validation to be confirmed in the "Document Validation" step.First validation of the document during visual inspection.
Rejection Validation🔵 OptionalValidation of rejection if the "Pre-rejection of Document" step is activated. Automatic sending of the control report to the provider, then end of the workflow for re-delivery.Final rejection of the document.
Document Validation🔴 MandatoryValidation or rejection of the document during quality control. In case of rejection, automatic sending of the control report to the provider, then end of the workflow for re-delivery.Validation or rejection of the document during quality control.
Validation of Document Record🔴 MandatoryValidation of the documentary unit record. at the top right of the record.
Control Report for Provider⚪ AutomaticSending the control report to the provider.
Document Archiving🔵 OptionalSending the validated document to CINES for archiving. Daily automated task. In case of error, the user can send it manually.
Document Dissemination🔵 OptionalDissemination of the validated document to Internet Archive. Daily automated task. In case of error, the user can send it manually.