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Before we look in detail at the methodology of specific user groups, let us take a look at some basics. Any of the terms used in this section that may not be familiar to you can be found together with an explanation in the glossary.
To open Goobi for the first time, simply type the address of your local Goobi installation in your browser’s address bar, for example:
The page displayed by your browser should be similar to the one below:
For security reasons, you should always log out of Goobi whenever you leave your work station. Depending on the configuration, Goobi will automatically log you out after a period of inactivity. To log out manually, simply click on your user name at the right-hand edge of the menu bar and select the Log out option from the drop-down sub-menu.
After logging in, most users continue with the menu option My tasks in the menu bar. This will display a screen similar to the one shown below:
In the My tasks list, you will only find those process tasks that form part of a project to which you have been assigned and which you are qualified to perform. In the diagram above, for example, a scan operator will only be shown tasks that are currently at the scanning stage of the overall workflow. The task name is shown in the Task column, while the name of the process to which the task belongs is shown in the Process title column.
The Project column displays the name of the corresponding project, and the Priority column provides a simple overview of the priority of the individual step. The priorities can be one of the following:
Explanation of the symbols for the priorities of a workflow step
Depending on your configuration and the process involved, you will also find additional information next to the status symbol that tells you how urgent the task is. If you see a priority symbol, this means that the project manager has prioritised this step. Tasks will always be shown in priority order regardless of which column you have chosen as the basis for sorting and listing your tasks.
As well as these priority indicators, there is an option to send error messages back from a later to an earlier point in the workflow. This means that errors detected at a later stage can be redirected backwards along with an error report. A red Correction button with a warning symbol in the My tasks list will immediately show the responsible person that the task listed in that row is one that was previously completed but that has now been found to contain an error. To display the error message, hold the cursor briefly over the red Correction button.
The status of each task can also be identified from the icon displayed in the Actions column. Within the My tasks area, you will come across the following Action symbols:
Explanation of symbols used for indicating the status of a workflow step
If you wish to check the meaning of any of these symbols, simply hold the cursor over the symbol in question. In the Actions column, for example, this might show you which user is already working on that particular task.
If the number of hits is very large, you can choose to navigate between different pages of the table. To do this, click on the arrow symbols below the table to move forwards or backwards. If you click on the current page number for the table, this will display an input box where you can enter the number of the page you want to view. Once you confirm this with the Enter key, Goobi will take you directly to the page you requested.
There is some scope for changing the way the list of tasks is displayed under the heading My tasks. As a general rule, you can arrange the tasks in ascending or descending order for any of the columns. If too many tasks are displayed, you can use the menu options above the table to modify the display.
If you wish to modify the display, the following options are available:
Options for customising the My tasks list
As well as the check boxes that you can tick to restrict the range of tasks displayed, Goobi gives you the option to filter specific tasks from the overall list of those process tasks that have been assigned to your project team and that you are qualified to perform. To display only certain tasks, enter your filter term into the Filter tasks input box. You can find a description of possible filter terms in the section Filtering processes. You can also save your filters and make them available for all other Goobi users.
This way, even complex filter terms can be selected and applied at any time from a list of previously saved terms. To save a filter and include it in the list of predefined filters, simply click on the save symbol after entering the term. You can then select and apply it any time you wish from the list.
If you want Goobi to display more columns in the My tasks list, you can choose from the following:
List of available columns that can be added to the task list
To adjust the column display, just select the column that you wish to add to the table display. To do so, tick the corresponding checkbox.
Once you have logged in, you can choose a number of settings to create your own user profile. To do this, click on your user name in the menu bar and then on the sub-menu item User configuration. Goobi will then display a form in which you can specify your personal configuration details.
In General view, you can choose a number of settings for working with Goobi. The Automatic logout after session timeout option allows you to choose how long you want Goobi to wait before logging you out automatically after a period of inactivity. In the diagram above, for example, the user has chosen to set this option at 120 minutes.
The value you enter in the Table size field (in this example: 10) determines how many rows Goobi will list on each page in a table before having to scroll on to display additional data on the next page of the table.
The Language for metadata option allows you to define which language from the configured ruleset you want Goobi to use for the structure data and metadata when you are working with the integrated METS Editor. You do not have to choose the same language as the one selected for the Goobi user interface, although it must be configured in the ruleset. This setting allows you to specify particular languages for structure data and metadata regardless of the languages in which Goobi itself is available.
The last of these user configuration settings is the Show process creation date checkbox. If this checkbox is selected, Goobi will display an additional column in the My tasks area and in the Processes and Production templates areas showing the date on which the process was created.
In the Mail Notifications section, you can configure which emails you want to receive when status changes occur in Goobi. The first step is to define the language in which the emails are written. The projects in which the user is a member are listed below the language selection. As soon as one of the projects has been clicked, it will be expanded and the list of tasks will be listed that are unlocked for the user groups in which the user is a member.
Here you can select the tasks about which the user wants to be informed in case of a selected status change. This is possible for individual tasks as well as for all tasks.
You may need to make changes to your Goobi configuration in order to activate mail notifications and be able to use all its functions:
If the user has the user right Notifications for all status changes, all tasks are displayed instead of only those in which he himself is a member. In addition, notifications for further status changes can also be selected in this case, such as for error cases or the completion of processing.
For a detailed explanation of the other values you can enter in the user configuration section, simply click the Help icon on the menu bar. Goobi will display information about the options for each input field.
You will need to click Save in order for these settings to take effect.
| Priority | Meaning |
|---|---|
| Symbol | Meaning |
|---|---|
| Option | Notes |
|---|---|
| Column | Description of content |
|---|---|
Create and modify the configuration file
Set a jwtSecret in the file
Unlock the mail deactivation endpoint in the file
Show automatic tasks
This option instructs Goobi to include tasks that are to be performed automatically rather than manually by a user.
Hide correction steps
This option hides any tasks in the table for which a correction message has been issued.
Show only my tasks
This option instructs Goobi to display only those tasks that have not yet been accepted by a user and therefore are not currently being processed.
Show only open tasks
This option instructs Goobi to display only those tasks that have not yet been accepted by a user and therefore are not currently being processed.
Show tasks of other users
This option allows you to display tasks that you would be authorised to carry out but that are already being performed by other users.
ID
The process ID for the step in question.
Process date
The Process date column tells you the date on which the process (of which the task forms part) was created in Goobi.
Module
The available modules and plug-ins that have been defined for that particular step in the workflow. These modules and plug-ins provide additional functionality to extend the scope of Goobi for specific tasks.
Locks
The Locks column lists the names of other users who have opened and are currently using Goobi’s internal METS Editor. Only one person at a time can use the METS editor to process structure data and metadata. Depending on your location and configuration, several people may be responsible for individual projects and tasks, and the Locks column allows you to see whether any of your colleagues is currently working on the metadata for specific processes.
Batch
The Batch column will display the batch ID for the process. This column will contain a value only if the corresponding process forms part of a batch with other processes, i.e. in cases where various processes are to be worked through at the same time.
The task priority level is normal.
The task has priority and should therefore be given preference.
The task has a high priority and should therefore be completed quickly.
The task has top priority and should therefore be completed urgently.
At least one correction message has been issued in relation to this task or other tasks in the process workflow. This task should therefore be given preference.
This task is not currently being processed. Click on the icon to accept the task.
This icon indicates that you are already processing this task. Click on the icon to open the detailed view for this step.
This icon indicates that the task in question is already being processed by another user. Click on the icon to display the details of the task. You cannot work on this task unless it is first released by your Goobi administrator.
This task is part of a batch. It can be accepted and processed together with other tasks in the same batch.
This icon indicates that the task is a batch task that you have already accepted.
This icon indicates that the task is a batch task that has already been accepted by another user. Click on the icon to display the details of the task. You cannot work on this task unless it is first released by your Goobi administrator.
On the page shown here, the details and plugins for tasks can be configured. The page does not differ significantly between tasks of process templates and those of existing processes. Differences are marked where appropriate.
The title of the task is specified in this field. This can be freely selected. However, it should be taken into account that GoobiScript calls, for example, use the respective task titles to automatically execute background tasks across many processes.
Therefore titles should be short, meaningful and unique. Spaces and special characters are allowed.
The position number is used to specify the position of a task in a process template or an existing process. Accordingly, an integer must be specified here.
On the one hand, the position number is used to display all tasks of a process in the correct processing sequence. On the other hand, when tasks are completed, those next tasks within a process that follow the sequence according to the current task are unlocked.
Several tasks can have the same position number. This then means for Goobi that the concerning tasks may be executed simultaneously. Parallel processing works with both automatic and manual tasks (for example, when several employees are working on a task in parallel).
If the task sequence of a process is configured with gaps (for example 1, 2, 3, 6), Goobi jumps directly to the task with the next highest number.
The order of tasks also plays an important role in GoobiScript calls. There, based on the number specified here, further administrative precautions can be taken.
This setting is only available when creating a new task within a process template.
Furthermore, this setting is only relevant when new tasks are to be inserted between already existing tasks.
If this option is set, the position number is set directly when the task is created. It may happen that another task already exists with the same number and both tasks can be processed in parallel later.
If this option is not set, then in the case of a duplication of the sequence number with that of another already existing task, the sequence numbers of the other and all subsequent tasks are shifted back by exactly one number when saving. This ensures that the new task inserted in the process does not duplicate any existing position number and that the subsequent tasks can still retain their defined numbering relative to each other (including missing and duplicated numbers).
If it turns out afterwards that this option was wrongly selected when creating the task and all subsequent tasks have a "wrong" position number, there are two possible solutions: For small adjustments, the position number can be adjusted at any time in the task overview of the process template using the buttons available for this purpose. For large adjustments, or if tasks already exist for the current process template, it is recommended to write a GoobiScript so that it adjusts all "wrong" numbers and is executed on all incorrectly numbered tasks.
In this list it is possible to select a priority for the current task. It should be noted that the priorities Standard, Priority, High priority and Highest priority are only intended to visually represent the importance of tasks. They have no further technical effect on the corresponding process.
The Correction option also has no effect on the task, but is automatically set if the final result in a task to be completed is not to be accepted and a correction message is sent.
This option can be activated if it is in the sense of the task to edit metadata.
If a task is marked with the Metadata property, additional icons and options are displayed at various places in the user interface to access metadata. For example, the button for calling the metadata editor is also displayed if a task has this property.
If metadata in a task is to be uploaded, downloaded, validated or used in any other way, this option must be selected.
This option can be enabled if the user in this task should get read access to image files in his user folder (on the Goobi server). This may be the case, for example, when images are to be downloaded or displayed for quality checking.
This option can be activated if the user in this task should get write access to image files in his user folder (on the Goobi server). This is required whenever images are to be uploaded or edited.
This option can be enabled to validate the metadata of the process when completing this task. This validation has nothing to do with the validation plugin (see below). The type of validation set here checks if all metadata, structure elements (DocStructs) and page counts have been applied according to the rule set.
This option can be enabled if it is in the sense of the task to export data for further processing with other systems. This can be, for example, other database formats, content management systems (CMS) or simply certain file formats. If this task is defined as an export task, an export plugin must be selected in the 'Step plugin' field. Export plugins usually start with the prefix intranda_export_.
If this task is an automatic task and an export task at the same time, the export will take place automatically. Regardless of this, the user will see an export button next to the corresponding task in the overview and can also export the dataset manually.
This option can be selected if the task should be skipped in the process. If a task has this property, it will be closed automatically as soon as a user accepts it. If this task is an automatic task, it will also be skipped and closed automatically.
Different types of tasks can be configured as automatic tasks. This allows, for example, plugins or GoobiSript calls to be executed either directly or in one of the available processing queues.
Specifically, the following types of tasks can be automated: Internal tasks (intranda_step_*), export tasks (intranda_export_*), script tasks, HTTP tasks and time delay tasks (intranda_delay_*). In each case, make sure that the appropriate plugin or script is selected as described in the corresponding chapter.
In order to use processing queues, they must first be enabled and set up in the corresponding configuration files (goobi_config.properties and goobi_activemq.xml). If this option is then activated, a drop-down menu appears below the checkbox from which the desired processing queue can be selected.
If the option Don't execute in processing queue is selected, the corresponding plugin or script will be executed directly as soon as the task is reached in the process. This option is recommended only for tasks that should be triggered by the user in real time, for example by completing the previous task.
The Processing queue for fast jobs and Processing queue for slow jobs options provide two independently operating processing queues that are normally the right choice for most automated tasks. The fast processing queue is intended for tasks that have a rather short execution time and should be completed promptly.
The slow processing queue, on the other hand, should be used for tasks that require a lot of processing time and for which it is not really relevant how quickly they are completed. For example, the slow processing queue can be used for large amounts of image exports, OCR analysis, 3D calculations, or other complex applications. As a result, this processing queue is also suitable for tasks that sometimes require a total computing time of hours, days or even longer over many thousands of processes.
However, by default, Goobi always prioritizes tasks that are being executed by users in real time and tasks that are in the fast processing queue. For example, if Goobi is busy during the day due to the work of many active employees and there is also a well-filled slow processing queue, it is therefore common for this to make its greatest progress at night.
In addition, there is an In queue for external processing option. This processing queue can be used by REST API requests. Suitable REST API requests are usually provided by plugins.
If the task is to be used to generate thumbnails, this checkbox must be selected. A text input field then appears, in which an example configuration for the generation of thumbnails is given. This should be adapted for the project's own needs.
The text input field includes several lines in which a YAML-compatible notation of key-value pairs is expected. Key-value pairs are separated by a colon (:) and each line may contain exactly one key-value pair. The first line contains the string --- to indicate the beginning of the data set. Comments are marked with a hash (#) and may be placed in a separate line as well as at the end of a line used for content. They are ignored by the interpreter. Thus it is also possible to "comment out" certain parts in experimental configurations.
At the beginning the following example configuration is in the text input field:
The variables have the following meaning (details, see below):
Note that Sizes accepts a list. Each line starts with the string - and then contains an integer. The list entries must directly follow the line Sizes:. Text values must be enclosed in double quotes ". Boolean values can be used directly and can be set to either true or false to turn the feature on or off.
Master
Setting this value to true will generate thumbnails for all image files inside the master folder (usually /opt/digiverso/goobi/metadata/{processId}/images/{processId}_master/) and store them in the thumbnails folder (usually /opt/digiverso/goobi/metadata/{processId}/images/thumbs/{processId}_master_{size}/).
Media
Setting this value to true will generate thumbnails for all image files inside the media folder (usually /opt/digiverso/goobi/metadata/{processId}/images/{processId}_media/) and store them in the thumbnails folder (usually /opt/digiverso/goobi/metadata/{processId}/images/thumbs/{processId}_media_{size}/).
Img_Directory
At this point, a third, additional folder can be specified for the generation of the thumbnails. The generation behaves here in exactly the same way as with the master folder and the media folder. However, this folder must be specified as a full folder path, for example /opt/digiverso/goobi/metadata/{processId}/images/{processId}_custom/. The destination folder for generation would then be accordingly: /opt/digiverso/goobi/metadata/{processId}/images/thumbs/{processId}_custom_{size}/. If the folder path specified here is empty or the parameter is missing, this option will be ignored during generation.
Custom_script_command
A path to an individual script file or to an executable program that is to be used to generate the thumbnail files can be specified here. The script or program should be able to independently recognize the image files and use the correct process-related folder paths. If the field is left empty, Goobi will use internal Java libraries for generation.
Note: This option is not currently supported. All thumbnails are generated using special image processing Java libraries, regardless of any script or program specified here.
Sizes
At this point a list of image file sizes (in pixels) can be specified in which the thumbnails should be generated. This can be done by specifying one or more lines, each of which starts with the YAML list entry prefix (- ) and then contains an integer. Note that each of the specified image file sizes will be used independently, and will always produce thumbnails that have the specified size on their longest side. For example, if the values 400 and 800 are specified, both thumbnails with a size of 400 pixels and thumbnails with a size of 800 pixels will be generated.
Additional technical information
In the examples above, the placeholders {processId} stand for the respective process ID and {size} for the thumbnail size in pixels. These are inserted in folder names accordingly.
All settings (except Sizes) can be omitted, in which case the default values given above will be used.
If multiple thumbnail sizes are specified, all will be generated independently. All respective sizes are stored in their individually named folders (consisting of image size and source folder).
All generated thumbnail images are JPG files using a default color profile of the image file processing Java library.
Watermarks are not included in preview images.
Spaces in filenames of original files are replaced by %20 in thumbnail image file names for technical reasons.
If the folders for the preview images do not exist, they will be created automatically.
If the output folders including preview images already exist and if the source image files have not changed (measured by the last-modified value of all involved image files), the thumbnail images will not be regenerated.
This option can be enabled to run one or more scripts on the server as part of the current process. For example, these can be Bash or Python scripts that perform background tasks or interact directly with the current task's dataset in the file system.
The numeric return values of the scripts play an important role in workflow control. Therefore, they are documented in detail following this chapter and should be strictly observed.
If the script step option is activated, a table appears below the checkbox in which up to five script files can be entered. For each script a name and a path can be entered, whereby the path is the absolute path (including script file name) in the server file system. The associated name can be freely selected and serves exclusively the simpler recognition for the user.
Any fields in the table can be filled in or left blank. If this task is executed later in a process, Goobi will execute all filled script path fields from top to bottom.
Care must be taken to ensure that the specified scripts are executable. Otherwise, error messages in the journal and server log files will indicate the cause of non-execution. Common causes of errors are for example missing execution rights, wrong environment variables (especially PATH), missing interpreters, wrong file paths or missing parameters. Parameters can easily be specified in the script field.
If another script language is to be used, an interpreter must be specified if necessary. In this case, the interpreter is the executed program and then executes the script file specified as a parameter.
The script lines read from the table (but not the script files themselves) will be searched again by the variable replacer in Goobi Workflow when executing the scripts in a process and any variables will be replaced. This can be used to insert metadata values into certain fields. For example, parameters for the scripts specified here can be written so that the parameter values correspond to the variables for the variable replacer.
A few examples of scripts:
If the available script fields are not sufficient, a kind of meta script file can be written instead, which in turn executes several scripts and occupies only one field in the table.
Return values of script files
The respective return value of a script is used by Goobi Workflow to determine the current status of the corresponding task, especially between the processing of multiple scripts within one task. A distinction is made between Success, Error, Reopen task and Continue task.
The return value, for example 99, is specified in Bash scripts with the command return 99 or in python with sys.exit(99) to the end of the script. This should properly handle any errors caught by if blocks or other situations, and in particular should not use return statements without return values.
The following table gives an overview of the respective behavior of Goobi:
If a script outputs text in the error output stream (STDERR), this is also treated as an error condition (1). Errors are documented in the journal and server log files.
The input and output streams STDIN and STDOUT are currently not used.
Combination of multiple scripts
The value 0 can be used if a script is the only or last script in a task. If the script was successfully executed, the task is set to Completed status. If 0 is used and scripts follow afterwards, unwanted side effects may occur.
The value 1 (and all undefined values) can be used if a script fails. Goobi will then not execute any further scripts and set the current task directly to Error status. Error messages (STDERR output and goobi-internal errors) are logged in the journal and server log.
The value 98 can be used if a script could not be executed as desired and Goobi should be told to restart the whole task. Accordingly, the execution of the first defined script will be started again if it is an automatic task. The status of the task is set back to Open by the return value 98 and to In process in case of an automatic task. This return value can be used, for example, for situations when scripts perform error handling in their own error detection and then need to be re-executed to benefit from their own error corrections on the next execution attempt. Validation scripts can also be used at this point to detect errors from previous scripts and cause the task to restart accordingly.
The value 99 can be used if a script could be executed successfully and another script is to be executed afterwards. The status of the task is not yet set to Completed with 99 (in contrast to 0), which makes sense if several scripts follow each other. The last script should then return 0 to complete the task.
If the provided script fields are not sufficient and multiple script calls are outsourced to an external script file, make sure that all return values are passed correctly and arrive back in Goobi to achieve the desired effects in task automation.
This option can be selected if the current task is to perform an HTTP (or HTTPS) transaction with an API of another server. This application is mainly intended for POST, PUT and PATCH requests, i.e. for uploading data to the respective services. However, GET requests can also be sent conditionally to check the availability of resources. As soon as the corresponding checkbox is selected, several input fields appear in which the details of the request can be entered.
With the option `Close step after successful HTTP call, it can be configured whether the task should be closed automatically in case of a successful HTTP request. More details, see below.
First, the HTTP method must be selected. The method to use is determined by the API endpoint used (usually within a REST API) and must match the method specified in the associated specification. Otherwise, the accessed server can be expected to return an error message (405 Method Not Allowed, see below).
In general, APIs should adhere to the following request method conventions, although deviations are possible:
* If unchanged properties are omitted, this may lead to unintended deletion of the data in question, since the API endpoint assumes that the properties should be overwritten with "empty" data. Details on the specific behavior of the API should always be found in the associated specification.
** Note that the GET method is only partially supported at this point. The received data is not stored or further processed. The GET method can be used to query the existence or accessibility of data.
The next step is to specify the HTTP URL. This is composed of the domain name or IP address of the server, optionally the port number, the API endpoint and the required URL parameters. If the default HTTP port '80' is used, this can be omitted.
Some examples of API request URLs:
After that the HTTP body is entered. This is only relevant if it is a POST, PUT or PATCH method. The content of the request depends on the API used and the corresponding API endpoint, so we cannot go into more detail here. However, if a REST API is used, data must always be entered in JSON format.
The specified data in the HTTP body, once the HTTP request is later performed for a process, will be post-processed by goobi's internal variable replacer. This makes it possible to use metadata field labels according to the variable translator's syntax rules in the request content. These are then replaced by the actual data in the respective process before the request is sent.
Additionally, the Escape HTTP body as JSON option can be selected. This modifies control characters (for example, line breaks or tabs) in the request content so that they are masked by backslashes (\\) and can be used correctly by the API endpoint if necessary. However, the exact handling of such control characters also depends on the API endpoint and must be read in the associated specification or requested from the provider.
This completes the settings for the request.
As soon as the request is sent later during the execution of the task within a process, the requested server responds with an HTTP status code. This is read by Goobi and decides whether to continue executing the process. In general, successfully answered requests lead to the completion of the respective task. If the next task in the process is an automatic task, it will be executed.
With the option Close step after successful HTTP call, it can be configured that the task is really closed if the HTTP call was successful. If this option is not choosed, the task will remain in the status Open.
If an error status code is returned, the task remains in an error status and manual intervention is required. Errors are logged in the journal and server log files.
In the realm of HTTP status codes, normally all status codes < 400 are considered successes and all >= 400 are considered errors.
The following is a listing of the most common status codes associated with REST APIs:
Successful status codes:
200 OK - The request was processed successfully or the data set could be found
201 Created - The resource was created successfully
204 No Content - The request was processed successfully, the answer intentionally does not include data
Error status codes
400 Bad Request - The request was not formatted correctly - The syntax should be checked
401 Unauthorized - Authentication is required for this request (or the specified authentication is invalid)
403 Forbidden - This resource exists, but may not be requested
404 Not Found - The resource does not exist - possibly the URL or URI is incorrect
405 Method Not Allowed - The wrong HTTP method was used (see above)
429 Too Many Requests - Too many requests were sent within a certain period of time
500 Internal Server Error - The server has detected an internal error for which the request is not directly responsible
501 Not Implemented - The API endpoint does not exist - Possibly an incorrect API version is used
In addition, some further status codes can be returned. The respective meaning can be found in the relevant RFC standards. In case of special problems, however, the responsible support should be contacted.
In this drop-down menu, the status of the task can be set manually. Typically, in a process template, all tasks are set to Locked and the first one to Open, so that later in each process, editing can start at the first task. In the course of editing, Goobi sets all open tasks to In queue or In process and finished tasks to Completed. In case of an error, the task is automatically set to Error.
Additionally, there is an option Deactivated to deactivate a task completely. This will be skipped by Goobi when editing the process. The Error status can also be used manually to indicate that an edit has not taken place as desired and may need to be repeated.
When setting the status in a task in an already existing and edited process, care should be taken here to avoid unwanted side effects caused by automatic tasks being opened or closed manually, which are triggered by this intervention in the workflow.
This option can be enabled if the current task should be able to be grouped and executed together with similar tasks within a batch.
In this drop-down menu, a plugin is selected that is to be used for the task currently being processed. There are different possibilities for what the plugin selected here can be used for. Different possibilities are described in more detail in other subchapters on this page.
Plugins can be used for automatic or semi-automatic tasks. In this case, time delay plugins (intranda_delay_*), validation plugins (intranda_validation_*), export plugins (intranda_export_*) or other types of plugins can be selected. Plugins that bring their own user interface and are not already described in one of the other categories on this page can also be selected here (e.g. intranda_step_*).
For tasks that should not use a plugin, this field is left empty.
A task can be configured to run a validation plugin upon completion. The corresponding plugin can be set in this field. Validation plugins usually start with the prefix intranda_validation_.
Time delay plugins can be included as tasks in the process to pause automatic processing for a certain time. If a task is to be used for time delay, this checkbox must be set and a corresponding plugin must be set.
The corresponding plugin is selected in the Step plugin field. Plugins that can be used for time delay usually start with the prefix intranda_delay_.
This option can be enabled if metadata has been modified by completing this task and the search index should be updated for the entire dataset of this process.
This option can be enabled to offer generating and downloading a docket PDF file for the current intermediate status of the corresponding process in the task overview. This can be handy to manually check the current technical status of the process.
There is a specific screen for adding new processes to Goobi’s store of data. Select the option Workflow - Production templates from the menu bar. You will be shown a list containing all the production templates already available in Goobi together with their configured workflows.
This list gives you an overview of all those production templates that you as a project member are authorised to view. The only difference between this template list and the process list lies in the Actions column. To add a new process in Goobi, click the correct symbol in the Actions column.
Tip:
To avoid having to keep every production template for every project, production templates can also be used for other projects. Simply click on the small arrow next to the button to select the desired project from the list of usable projects.
This will open a new window allowing you to import the bibliographical data for the new process.
This manual contains a very broad overview of the ways in which new processes can be created in Goobi by importing metadata from a library catalogue. For more information and details of alternative methods of creating one or more processes at the same time in Goobi, please refer to the section Goobi Management. To import bibliographical data from one of the configured library catalogues (Pica, Aleph, Z39.50, etc.), select a catalogue from the Search in OPAC drop-down list and enter the relevant identifier. Next, click on the corresponding Import button. Goobi will now fill the relevant fields automatically and set the correct publication type.
Once you have requested the catalogue, fill in all the fields marked at the end with an asterisk behind the label. These are compulsory fields, although you can of course fill in all the other fields, too. Do not enter anything into the Author-Title-Key (ATS) or the Title-Key (TSL) fields. The fields for Process title, Tif header document name, Tif header image description, Author-Title-Key or Title-Key are filled in automatically by Goobi when you save the new process or when you select the Generate button. The Author-Title-Key is a combination of some of the characters from the main title and the names of the people involved. The process name is made up of the Author-Title-Key generated by Goobi and a unique identifier. This way, each process within Goobi is given an unambiguous and meaningful name.
Before you click on the Save button, please ensure that at least one digital collection has been selected for this process. To select more than one digital collection, hold down the Control key. Finally, click on Save to move to the next page.
Goobi will now display an overview page that allows you to work with the new process you have just created. For example, you can generate a docket. To do so, just click on the Print docket link. To create another process, click Create new process. If you want to open the new process to modify its individual workflow or settings, click on Open newly created process.
Once a new process has been created, it can be viewed (together with its first open workflow step) by all those users and user groups who have been configured for that step. So, if the first step in the workflow is Scanning, for example, the newly created process will be visible to all scan operators assigned to the overall project containing that process. Accordingly, the task can be accepted and performed by any of these scan operators.
In the top right corner you can switch between several available languages. Goobi is supplied and installed by intranda in German, English and Spanish. Adding other languages is straightforward, and this can be done at any time if required.
As is usually the case for web applications, you will find a navigation menu. After logging in, users can select from a number of options depending on their level of authorisation. The diagrams below show what the menu bar can look like after login depending on the authorisation level of the user.
As the illustrations above show, access to the functions offered by Goobi varies considerably depending on the level of authorisation of the user. Whereas some members of the project team may only be able to view their specific work, e.g. as a scan operator, users with a higher level of authorisation can choose from a much wider range of functions.
Users with a higher level of authorisation can view details of all the source works covered by those projects to which they have been assigned. They can also add new source works to Goobi based on Production templates.
Users with administrator rights have access to the widest range of functions and can view processes for all projects, not just for those projects to which they belong. They are also authorised to make changes to processes and workflows, add users, define user groups and assign individual users to user groups and projects. In addition to these settings, administrators can draw on a range of additional functions allowing them to configure projects in detail, specify rulesets with their structural and metadata and define the authentication process.
This section focuses on topics for those project members who work with Goobi on a day-to-day basis, for the most part through the menu option My tasks.
To work with Goobi you will need a valid user name and password. You will usually receive these from your system administrator. In most case, they will be the same as those you were given for access to the operating system, for example. Please contact your system administrator or the Goobi support team at intranda GmbH if you have any problems with access or user authentication.
Once you have a valid user name and password, simply open the Goobi start page. Enter your user name and password and click Log in.
Once you have logged in, the Goobi screen will change. The menu bar will now contain a range of options for working with Goobi (depending on your authorisation level). Your screen will appear roughly the same as in the diagram below.
Your user name will appear at the right-hand edge of the menu bar when you are logged in. Click on your user name to display a menu with a Settings option. This will show you which user groups and projects you belong to. The other menu options available in the menu bar will vary depending on these user groups.
If you want to search for a particular process, you can use Goobi’s straightforward search box. To do so, select the Workflow - Search for volume option from the menu bar.
The input box used to search for a process in Goobi allows you to combine as many search parameters as you like. When you first open the input box, it will display the fields for the most common search criteria.
Each row in the search box contains several fields. The first of these allows you to specify which field you wish to search. The remaining fields relate to the value of the field being searched. In some fields (e.g. Process title and ID) you can enter a text-based search. In others, however, such as Project and Step, Goobi will offer you a choice of the actual search options available.
If the default number of rows shown for combining fields in a complex search is not sufficient, you can add (or remove) rows at any time.
All the processes that you or other users create will remain in Goobi’s database. To display an overview of these processes, select the option Workflow - Processes in the menu bar.
Goobi will display a table of all the processes that you are allowed to access. This will depend on whether you are a member of those projects or an authorised Goobi administrator. These details are stored in your user account and will determine how much of the stored data will be displayed in the Current processes table. Equally (unless you are an authorised administrator), Goobi will not display processes belonging to projects that have been marked as completed by an administrator.
The process list gives you an overview of all those processes that have not yet completed all the corresponding steps. In addition to these active processes, if you wish to display processes that have completed all their steps, select the table menu option Modify display and check the Show finished processes box. This will display all the Goobi processes that you are authorised to access regardless of their current status. If you are a Goobi administrator, by ticking the checkbox Show deactivated projects you can also list those processes for which the overall project has already been marked as completed.
The overview of current processes allows you to work with specific processes and modify their data or the status of individual steps independently of the workflow. To do this, you do not yourself have to be a member of the user group that is registered in Goobi as the group with responsibility for the individual workflow steps making up the processes in the list. This means that you can, for example, access Goobi’s integrated METS Editor regardless of whether the status of the current process indicates that it is at the stage of obtaining and recording structure data and metadata. From this screen, you can also export the data to other systems, e.g. a presentation system for digitised material such as the intranda viewer. You can also, for example, generate PDF files from the digitised material in combination with the structure data and metadata that have been recorded.
Each of the columns in the process view table can be sorted into ascending or descending order by clicking on the column headings. The little sort direction symbols at the right-hand edge of the column heading cell will change accordingly.
The Process title column contains the unique identifier for each process. It is generated automatically from the metadata whenever new processes are added to Goobi.
The Status column shows you immediately how far a particular process has advanced in the workflow. The colour system used here indicates how many steps have already been completed out of the workflow by those users involved. The red section of the bar shows how many steps are still locked and cannot yet be processed by users. The yellow section shows how many steps are currently being processed or waiting to be processed. For details of the status of individual process steps, just click the process in the Process title column. Goobi will display a detailed list of all the steps for that process and their current status.
| Variable | Data type | Default value | Meaning |
|---|---|---|---|
| Return value | Status | Action of Goobi |
|---|---|---|
| HTTP method | URL or URI | Action | Request content |
|---|---|---|---|
In the example above, you can see which individual steps out of the workflow have already been completed by users, which are currently being processed and which are still locked until the preceding steps have been completed. You can search for one or more specific processes from the list at any time using the Filter processes box. Your search term will need to be entered using the correct syntax. For more information, please see .
A detailed description of all the functions provided by Goobi in process view can be found in the , which contains further information about the functions described above and all other available options.
Master
Boolean
false
This value can be set to true to enable thumbnail generation for all image files in the master folder.
Media
Boolean
false
This value can be set to true to enable thumbnail generation for all image files in the media folder.
Img_directory
Text
""
Here you can optionally specify another folder with image files.
Custom_script_command
Text
""
Here you can optionally specify an alternative script or executable program to generate thumbnails.
Sizes
List of integers
800
A list of image file sizes (in pixels) in which the images will be generated must be specified here.
0
Completed
Executes the next script of this task
1 and all undefined values
Error
Cancels execution of this task
98
Open
Cancels execution and restarts the task
99
In process
Executes the next script of this task
POST
Created target address
Data set is created
All properties to create
PUT*
Existing target address
Data set is replaced
All unchanged and changed properties
PATCH
Existing target address
Data set is changed
Only changed properties
GET**
Requested target address
Data set is requested
- No content -
Create process from this process template.
Towards the right-hand edge of the menu bar there is an option to call the integrated Help function. This can be used for many of the input boxes in Goobi and shows you which information is required and where. As well as an explanation of the content required in each field, the Help function will often provide examples.
Please note, however, that the Help function does not provide explanations for every area of Goobi. They are available only for input forms and boxes.
As with any other technical system, you should change your password from time to time for security reasons. To do so, click on your user name in the menu bar and then select the Change password option. This will display the following screen:
To change your password, enter your new password in the two boxes below. The change will take effect when you click Save. When you next log in to Goobi and from then onwards, you will have to use your new password. Do not disclose your password to any other users. In order to create a secure password, you need to use a mixture of special characters, numbers, both lower and upper case letters and at least 8 characters in total.
