All objects that are processed in Goobi as part of the whole range of digitisation workflows, and that as such have their own individual progress status, can be viewed in the Processes area. First, click on the menu item Workflow – Processes in the menu. Goobi will now display a list of all the processes you are authorised to view. If you are a Goobi administrator (as in the screenshot below), you are authorised to view all the processes being managed in Goobi.

If you are not an administrator but are authorised to Goobi manager level, you will have been assigned to specific projects. In Process view, you will only be able to display those processes you are authorised to access through your membership of those projects.

The number of hits listed in the table of processes is determined by each individual’s user configuration. In the diagram shown above, for example, you can see the number of rows in the table is limited to ten. In order to display more processes, you would need to move to the next page using the page function below the table.

You can use the simple checkbox filters above the table to quickly filter the results displayed by Goobi or to show processes that are hidden by default. By way of example, an administrator can select the checkbox Show deactivated projects above the process table to display all the processes that were previously hidden because the corresponding project has been deactivated. Using the checkbox Show finished processes, you can display all the processes that belong to active projects but have already completed every step in their workflow. By default, if neither of these checkboxes is selected, Goobi will only show processes that are currently being processed as part of the workflow, i.e. completed processes and deactivated projects are excluded by default.

If you want to filter the list of processes displayed by Goobi still further (e.g. because the list of processes is too large), you can enter your own filter in the Filter processes input box. The options available to you here are very comprehensive and are explained in detail in section Searching processes. As an alternative to this filter function, you can perform a search by selecting the menu item Workflow - Find process in the menu. This will open a detailed filter dialogue box where you can fine-tune your search using a combination of properties, processes, task status, etc. This method of filtering using the Find process dialogue box translates your search request into a search filter string as described in section Searching processes.

After using a particular filter, if you wish to save it for future use, you can store it in the list of pre-defined filters. To do so, once you have entered the filter string, simply click on the save symbol next to the drop-down list of pre-defined filters. If you wish to reuse any of your pre-defined filters on a future occasion, simply choose it from the drop-down list to enter the filter string automatically in the Filter input box. To update the list of results using that filter, press the enter key or click on the reload symbol next to the Filter input box. The list of hits is automatically updated in the Processes window.

Each of the different columns in the table can also be sorted, allowing you, for example, to list the processes in ascending or descending order depending on the process name or status or the project to which it belongs.

You can adjust the way how the processes are displayed in tabular form. You can include other columns in the table, e.g. the identifier and the date on which the process was created. You can also add selection boxes that allow the user to select individual processes for batch actions. If you choose this option, you will be able to activate a checkbox in each row of the process table. This means that you can then apply any of the actions to those processes whose checkboxes are activated rather than to the whole set of filtered processes or to the processes listed on the current page.

You can also view the workflow details for each process by clicking on the Process title. This allows you to check the current status of individual steps of the workflow. Goobi will display a small summary view of the selected process indicating the current status of each workflow step for that process. If you hold the cursor over the small square coloured symbols to the right of each workflow step, you will see a brief overview indicating which users have previously worked on that step and when.

As well as the options described above allowing users to edit or amend each volume independently of the current status of the workflow and to process its structure data or metadata or re-export the data to the presentation system, with Goobi you can also apply different actions to a whole group of processes. These actions are applied to all of the processes displayed in the table. If you want to restrict the change or action to a particular selection of processes, you will need to filter the list accordingly. To do so, simply use the Filter processes box, the list of predefined filters or Goobi’s search function to list only those processes you wish to edit.

Once you have adjusted the list of processes to meet your requirements, you can apply the available actions (shown underneath the process table) to that list. For each action, you can also choose whether to apply the action to the entire set of matches (i.e. all the filtered processes) or just to the processes listed on the page of the table that is currently being displayed. You will be prompted to make this selection when you click on one of the available actions.

The table below contains a description of each possible action.

Description of actions that can be applied to a group of processes

If you need even more detailed information about a process, click on the first symbol in the Actions column for that process. This will open the detailed view window for that process with a number of options for specific purposes. You can also perform other actions for each process. Details of these possible actions can be found in the Actions column for each process. Some of the possible action symbols will not be activated if the status of the process does not yet permit that action to be performed. You cannot, for example, generate a pdf for a process if it does not yet contain any images. In such cases, the Generate PDF symbol will be deactivated.

The following options are available for each process in the Actions column:

Possible actions for individual processes

It is important to note that all of the possible actions offered by Goobi can be performed for individual processes or a number of processes together regardless of their current status. This allows users with manager-level or administrator-level authorisation to access and if necessary amend the data for specific processes at any time.

If you want to search for specific processes, you can use Goobi’s extended search function. To do this, select the menu bar option Workflow – Search for volume.

In order to conduct a finely tuned search, Goobi’s Search for volume dialogue box uses a filter syntax that makes it possible to identify the requested processes on the database.

The above diagrams show how a search is performed in Goobi using its internal search syntax based on the search details entered in the dialogue box. The search syntax generated by Goobi can be seen in the filter box Find processes above the table and can be extended to include additional parameters. It is also possible to save a search in case it is needed on future occasions. It will then appear in the drop-down list of pre-defined filters and can be executed at any time.

Below you will find an explanation of the background filter syntax. This is useful because manually combining the search parameters described below allows you to perform more detailed searches than is the case simply using the dialogue box. The following table contains a description of some typical search filters and how they work.

Examples of the detailed filter syntax for use with process searches

Note: The operators < and > are interpreted in the background as less than or equal to and greater than or equal to. For example, searching for processdate>2022 will list all processes whose creation date is 2022 and later.

As you can see from the examples given above, it is possible to conduct some very complex filter-based searches by combining a wide range of parameters. Unlike the simple filters you can apply in the dialogue box, by using the correct filter syntax you can use the same parameters more than once with different values for a single search (e.g. to simultaneously retrieve both completed workflow steps and others that are still in progress).

All the parameters listed above can be combined with each other as required. Please note, however, that any parameters containing a blank space should be written inside double quotation marks.

When you apply an action to a group of processes, you also have an option to run Goobi scripts within that action. To do so, click on the button Execute GoobiScript in the Possible actions box. Goobi will display an overview of all the scripts that can be applied to the entire list of processes, to the processes listed on the current page or just to a selection of processes.

For every GoobiScript, you need to enter the name of the script you wish to run as well as the corresponding parameters. These parameters are shown when you click on the script in the list. Replace the parameters shown as examples with your desired settings.

After completing the GoobiScript, you can now apply it to selected hits or the entire hit list. Before the execution, however, a security query appears in which the number of operations to which the GoobiScript should be applied must first be confirmed again.

Syntax

The lines starting with a hash # form comments for help purposes. They can also be omitted before submitting the GoobiScript. Accordingly, the GoobiScript is a bit more compact afterwards:

Run multiple GoobiScripts together

Thanks to the change to the new syntax, it is now also relatively unproblematic to have several GoobiScripts started together. Note that each GoobiScript is separated from the previous GoobiScript by the --- character. This way you can easily combine several commands and start them together. This could look like this, for example:

Here, too, the commas can be omitted accordingly for a shortened application, so that the entire call becomes clearer:

The processing of such multiple GoobiScripts takes place after sending in the order of the naming in each case over all affected processes. Related to this example this means, if 3 processes are concerned the following processing:

Available GoobiScripts

You can choose from the following Goobi scripts:

GoobiScript: addUser

The GoobiScript addUser allows you to add a new user to a specific workflow step. Before you apply this Goobi script, you should ensure that you have the correct login name for the user you wish to add to that step. You also need to check the exact name of the step to which you want to add a new user. For the parameter steptitle you should select the name of the step to which you want to add the new user.

GoobiScript: addUserGroup

The GoobiScript addUserGroup is similar to addUser, as it gives additional user rights for workflow steps. For the parameter steptitle, enter the full name of the step to which you want to add a user group, and for the parameter entitled group enter the exact name of the user group you wish to add for that step.

GoobiScript: cloneProcess

The GoobiScript cloneProcess allows the duplication of one or more Goobi processes. The parameter content can be used to specify whether only the database contents and the METS file should be copied or whether all the associated directories (e.g. the images) should also be duplicated. The parameter title can be used to control the titles of the processes to be created. The variable system of Goobi is used here and thus allows a high degree of flexibility.

GoobiScript: renameProcess

The GoobiScript renameProcess allows you to rename a process or several Goobi processes. A search string is defined with the search parameter, the new value with replace and the search method with type (defined values contains - the search value should be contained in the process title - or full - the process title must match the search value exactly). Both the task title in the workflow and the image directories of the process in the file system are renamed.

GoobiScript: deleteTiffHeaderFile

For the GoobiScript deleteTiffHeaderFile there is no need to enter additional parameters. Running this GoobiScript will delete any previously created TIFF header files that can be used by a program that writes the TIFF headers into the images. This allows you, for example, to make centrally modified TIFF headers available for future use, since missing TIFF header files are automatically created on the basis of the configuration the next time the file is accessed.

GoobiScript: swapSteps

The GoobiScript swapSteps allows you to swap the order of two steps within the workflow of a number of processes. To perform a swap, you need to provide the details of each of the steps involved. Enter the workflow number and full name of the first and second step. Running this script will then swap the order of the steps you have specified. This makes it very easy to change workflows across a large number of processes.

GoobiScript: importFromFileSystem

The GoobiScript importFromFileSystem imports existing image sets from a defined output directory into processes that have already been created in Goobi. This can be useful if you want to import projects into Goobi that were created before Goobi was installed. Please note that all the image directories within the specified output directory must have the same name as the processes in Goobi. An automatic import from the file system can only be performed correctly if the folder name and process title are identical. For the parameter entitled sourcefolder, you need to specify the location of the individual directories containing the processes you wish to import.

GoobiScript: setRuleset

The GoobiScript setRuleset allows you to make a central change to the Goobi ruleset for a group of processes. This could be particularly important after detailed editing and testing of a ruleset (for safety reasons this is performed separately in a newly created ruleset), if you then wish to apply the new ruleset to the processes. For the parameter entitled ruleset, you need to specify the name of the ruleset using the name as it appears in the ruleset list in Goobi. The newly assigned ruleset will be entered when you run the GoobiScript, regardless of which ruleset is currently in place for the individual processes being changed.

GoobiScript: deleteStep

You can run the GoobiScript deleteStep if you want to delete a specific step from the workflow for a group of processes. Running the script will delete the workflow step (specified by its full name in the parameter steptitle) from the list of selected processes. Please note that this GoobiScript will also delete any production-related data being stored for that particular workflow step (e.g. project staff, processing date, status).

GoobiScript: addStep

The GoobiScript entitled addStep allows you to automatically create a new step with a specific name and a specific position in the workflow order. For the parameter steptitle, enter the name of the new step, and for the parameter order enter the required workflow order number. In addition to numerical values, the keyword end can also be used to add the step to the end.

GoobiScript: addStepAtOtherStepPosition

The GoobiScript addStepAtOtherStepPosition enables the creation of a workflow step with a defined title at a defined position within the workflow where another workflow step is already located. By inserting the new workflow step, all existing workflow steps with this or a subsequent position are moved so that the new workflow step can be inserted at the desired target position. The parameter newsteptitle allows you to define the title for the new workflow step to be inserted. The parameter existingsteptitle defines the name of the workflow step that determines the target position of the step to be inserted. The parameter insertionstrategy defines whether the new step is to be inserted before (before) or after (after) the specified existing step.

GoobiScript: setStepStatus

You can choose the GoobiScript setStepStatus to modify the workflow status for a group of processes at the same time. For the parameter steptitle, you need to enter the name of the workflow step whose status you wish to change. For the status parameter, you should enter the required numerical value using the system:

GoobiScript: setStepNumber

Using the GoobiScript setStepNumber you can modify the workflow order number of an individual step for a group of processes. For the parameter steptitle you need to enter the full name of the workflow step you wish to change. For the number parameter you should enter the workflow order number you want to apply to that step for all the selected processes.

GoobiScript: addShellScriptToStep

The GoobiScript addShellScriptToStep allows you to add shell scripts or other command-line calls to designated workflow steps in a group of processes. For the parameter steptitle you need to specify the full name of the steps you wish to change. For the script parameter, enter the full command that you wish Goobi to execute in the form of a command-line call whenever this step is activated.

Please note that shell commands at Linux level begin with /bin/bash/.

In the parameter label you define the name for the shell script.

GoobiScript: setStepProperty

You can use the Goobi script setStepProperty to set individual options for a specific workflow step in a group of processes at the same time. For the parameter steptitle, you should enter the full name of the step you wish to select. For the property parameter, you will need to select one of the following values:

You should also set the value of the actions you have specified here to activated or deactivated by entering the values true or false for the value parameter..

GoobiScript: export

The GoobiScript export allows you to export a large number of processes. The parameters exportImages and exportOcr can be used to specify whether the associated images and OCR data should be exported. If an export plugin has been configured in the workflow, that plugin will be loaded and used for the export; if not, Goobi will run the default export.

GoobiScript: runScript

Using the GoobiScript runScript, you can initiate a script for a particular workflow step outside the regular workflow. The parameter steptitle is used to enter the full title of the workflow step whose scripts you wish to run.

If the workflow step contains a number of scripts, you can specify which one you wish to run using the script parameter. If this parameter is left blank, all the scripts for that workflow step will be run in the specified sequence.

GoobiScript: deleteProcess

As the name suggests, the GoobiScript deleteProcess is used to delete processes. You have to use the parameter contentOnly (value true or false) to specify whether Goobi should delete only the data from the file system or, additionally, all the information from the database.

GoobiScript: addPluginToStep

The GoobiScript addPluginToStep allows you to add plugins to workflow steps. You can use the parameter steptitle to specify the name of the workflow step and the parameter plugin for the identifier of the plugin that you wish to add.

GoobiScript: updateImagePath

The GoobiScript updateImagePath updates the path to the image files within the METS files. No parameters are required to run this GoobiScript.

GoobiScript: updateContentFiles

The GoobiScript updateContentFiles updates the list of all image files within the METS files. No parameters are required to run this GoobiScript.

GoobiScript: addToProcessLog

The GoobiScript addToProcessLog allows adding messages to the process log. The type parameter determines how the message should be classified. The message parameter specifies the content of the message.

GoobiScript: setProject

The GoobiScript setProject allows you to assign the selected tasks to a defined project. The parameter project specifies which project should be used for this.

GoobiScript: runPlugin

The GoobiScript runPlugin allows the execution of a step plugin for the selected tasks. The parameter steptitle determines the step of the affected tasks from which the plugin is to be executed.

GoobiScript: import

The GoobiScript import is not intended for execution by users from the user interface. Instead, it is started during the execution of mass imports from the selected plugin. It then performs a mass import in the form specified in the import plug-in. The parameter plugin defines the unique name of the plugin. The identifiers parameter determines which identifiers the data records have that are to be imported. The parameter template determines which production template is to be used for the import.

GoobiScript: metadataDelete

The GoobiScript metadataDelete allows you to delete metadata from a process. The field parameter specifies the type of metadata, where the internal rule set name must be used. The value parameter defines the content of the metadata. The parameter ignoreValue determines whether the content of the parameter value is to be ignored and whether the metadata is to be deleted independently of its value. The parameter type can be used to control whether the metadata to be deleted are present as normal metadata, whether they occur within a named metadata group, or whether an entire metadata group is to be deleted. The parameter group allows the naming of the group concerned. The following application scenarios apply:

• If metadata is given as value within type (or no value is given) and no name is given within the parameter group, a normal metadata is deleted.

• If metadata is specified as the value within type (or no value is specified) and a name is specified within the parameter group, the metadatum is changed within the named group.

• If group is specified as the value within type, the group named within the parameter field is deleted.

The parameter position allows you to specify where the metadata should be found:

GoobiScript: metadataAdd

The GoobiScript metadataAdd allows you to add new metadata to a process. The field parameter defines the type of metadata, where the internal ruleset name must be used. The value parameter defines what content the new metadata should contain. The parameter ignoreErrors determines whether, in the event of an error, the processing and saving of the METS file should be continued or the processing for the object should be aborted. The parameter type can be used to control whether the change is to be made to a simple metadata or within a metadata group. The parameter group defines the metadata group to which the metadata is to be added. The following application scenarios exist:

• If metadata is given as value within type (or no value is given) and no name is given within the parameter group, the metadata is added as normal metadata.

• If metadata is given as the value (or no value is given) and a name is given within the group parameter, a metadata is added to the named group.

• If group is specified as the value, a new metadata group is created with the name specified within the group parameter.

The parameter position allows you to specify where the metadata should be added:

Any authority data can also be added using the authorityName and authorityValue parameters.

GoobiScript: metadataReplace

The GoobiScript metadataReplace allows you to replace a metadata with a new value. The old value is thus replaced by another value and is therefore no longer available. The field parameter determines which type the metadata has, whereby the internal ruleset name must be used here. The search parameter defines the current content of the metadata. The replace parameter defines which content the metadata is to have instead. The parameter group specifies whether the change is to be made within a metadata group. If no value is given here, the change is made to a normal metadata. If, on the other hand, a value is given, the change of the metadata takes place within the named metadata group. The parameter position allows you to specify where the metadata to be replaced should occur and be replaced:

Any authority data can also be added or changed using the authorityName and authorityValue parameters.

GoobiScript: metadataReplaceAdvanced

The GoobiScript metadataReplaceAdvanced allows replacing a metadata with a new value. In contrast to metadataReplace, regular expressions can be used here to manipulate values. The field parameter determines what type the metadata has, whereby the internal ruleset name must be used here. The value parameter defines a regular expression that is applied to the content of the metadata. The parameter group specifies whether the change is to be made within a metadata group. If no value is given here, the change is made to a normal metadata. If, on the other hand, a value is given, the change of the metadata takes place within the named metadata group. Any authority data can be added or changed using the authorityName and authorityValue parameters.

GoobiScript: metadataChangeValue

The GoobiScript metadataChangeValue allows the manipulation of existing metadata of a process. Prefixes or suffixes can be added to an existing metadata to extend the content of a metadata. The field parameter specifies the type of metadata, where the internal ruleset name must be used. The content of the prefix parameter is used to prefix a text with the current value of the metadata. The content of the parameter suffix is used to append a text after the current value of the metadata. The parameter group specifies whether the change is to be made within a metadata group. If no value is given here, the change is made to a normal metadata. If, on the other hand, a value is given, the change of the metadata takes place within the named metadata group. The parameter position allows you to specify where the metadata should be present and adjusted:

GoobiScript: metadataChangePersonType

The GoobiScript metadataChangePersonType changes the role type of a person. The call requires four parameters. The oldType parameter specifies what the old type should be, and the newType parameter specifies the type that the person should receive instead. The parameter ignoreErrors determines whether, in the event of an error, processing and saving of the METS file should continue or whether processing should be aborted for the object. The parameter position, on the other hand, controls where the person should be present to be changed:

GoobiScript: metadataChangeType

The GoobiScript metadataChangeType changes the type of a metadata. The call requires four parameters. The oldType parameter specifies the old type of the metadatum. The newType parameter specifies the new type for the metadata. The parameter ignoreErrors controls whether, in case of an error, the processing and saving of the METS file should be continued or whether the processing for the object should be aborted. The parameter type can be used to control whether the change is to be made to a simple metadata or within a metadata group. The parameter group defines the metadata group for which the metadatum is to be changed. The following application scenarios exist:

• If metadata is specified as value within type (or no value is specified) and no name is specified within the parameter group, a normal metadata is changed.

• If metadata is specified as the value within type (or no value is specified) and a name is specified within the parameter group, the metadata is changed within the named group.

• If group is specified as the value within type, the type of the named group is changed from the old value (oldType) to the new value (newType).

The parameter position allows you to specify where the metadatum should occur so that it is affected by the change:

GoobiScript: changeProcessTemplate

The GoobiScript changeProcessTemplate allows you to change the workflow for the affected processes. The templateName parameter defines which production template is to apply to the operations. If this GoobiScript is applied to processes, Goobi tries to set the steps already performed to the identical status in the updated workflow if possible. This can only succeed if the steps have the same titles.

GoobiScript: updateDatabaseCache

The GoobiScript updateDatabaseCache ensures that the internal database table of the Goobi database is updated with the status of the workflows and the associated media files as well as metadata. This is important if, for example, the metadata has been modified outside of Goobi, or if a new index field has been defined. Among other things, various statistics are based on these database tables and therefore require as up-to-date values as possible for the visualization of information.

No parameters are required to run this GoobiScript.

GoobiScript: propertySet

The GoobiScript propertySet allows you to add and change a process property. The parameter name specifies the name of the property. The value parameter specifies the value that the property should have. If a property already exists with the name specified here, its value is changed to the value specified here.

GoobiScript: propertyDelete

The GoobiScript propertyDelete allows the deletion of process properties. The parameter name specifies the name of the properties to be deleted.

GoobiScript: executeStepAndUpdateStatus

The GoobiScript executeStepAndUpdateStatus executes a selected step and then updates the workflow for further processing of the following work steps. The steptitle parameter determines which step is to be executed. After the call, Goobi checks whether this is a script step, an export step, a plug-in step or an HTTP step and executes it accordingly. If the work step is marked as automatic, the further workflow process is continued after the execution. If, on the other hand, the call triggers a wait mode, the status is not changed by Goobi but waits for a status change by the respective plugin or script itself. If an error occurs while the started step is being executed, the status of the workflow step is set to error.

GoobiScript: exportDatabaseInformation

The GoobiScript exportDatabaseInformation exports all database contents of the selected Goobi operations to an internal XML file. This is then located in the Goobi file system within the process folder and has a file name that can be used to import the data into another Goobi instance. The path of such a file is e.g.

No parameters are required to run this GoobiScript.

GoobiScript: moveWorkflowForward

With the GoobiScript moveWorkflowForward the status of the workflow can be moved forward step by step. Each time this GoobiScript is executed, the active workflow step is changed accordingly (e.g. from open to in work).

GoobiScript: moveWorkflowBackward

With the GoobiScript moveWorkflowBackward the status of the workflow can be moved backwards step by step. Each time this GoobiScript is executed, the active work step is changed accordingly (e.g. from completed to in work).

GoobiScript: setPriority

The GoobiScript setPriority can be used to define the priority of individual or all process steps. The parameter priority determines which priority should be used. The following values are available: standard, high, higher, highest and correction. The parameter steptitle determines for which workflow step the priority is to be set. If the parameter steptitle is not specified, the priority is changed for all workflow steps of the selected processes.