Before an item or compound object is added to a collection, it must be approved.
You can approve items if you have rights to approve items and build indexes. Using this function, CONTENTdm administrators can review controlled vocabulary terms, items, and compound objects that have been uploaded to the pending queue from one or more CONTENTdm Project Clients or added using the Web-based Add option.
You can approve pending items:
Note: Only one approval or index process can run at a time (i.e., approval and index processes do not run simultaneously). For example, when a scheduled index is running on the server, the subsequent scheduled approval is queued and will be run when the scheduled index completes.
To display the Approve page, in CONTENTdm Administration, click the Items tab and then click Approve. (Project Client users with appropriate rights can access the Approve page from the Administration menu.) All files in the pending queue of the specified collection are displayed. You can review, approve, or delete those items, as well as review and edit controlled vocabulary terms, and set up or manage scheduled and pending approvals.
Note: Approved items are added to the collection but cannot be searched or browsed until the text index is built (for more information, see Building the Text Index).
Note: Although you can approve a very large number of items at a time, to maintain acceptable performance, we recommend you limit your approval of items in batches of less than about 50,000 items.
You can either choose approval actions that process all pending items and controlled vocabulary terms at once, or you can review the detailed approval queue actions and choose individual items and terms to edit, approve or delete.
Note: A maximum of 100 items can be viewed in the pending queue at one time. However, more items can be in the pending queue then the items displayed. As items are approved, the items remaining in the pending queue will display.
Full Approval Queue Actions
If you use the full approval queue actions options, all items are added to the collection, including items containing unauthorized controlled vocabulary terms. The unauthorized controlled vocabulary terms are added to the collection but the terms are not added to the controlled vocabulary list.
Note: Items that do not have metadata in required fields are approved when approving all items.
To approve all pending items:
To approve all pending items and index the collection:
To delete all pending items:
Caution: Choosing to delete all items from the pending queue deletes all items uploaded by any user. Click Cancel to return to the Approve Items page without deleting items.
The Approve Items page reloads, displaying an updated view of items in the pending queue.
Detailed Approval Queue Actions
The detailed approval queue actions enable you to edit and add items in the pending queue. If you use the detailed approval queue actions options, only the selected items are added to the collection. You cannot approve items that have unauthorized controlled vocabulary terms unless you first add those terms to the controlled vocabulary or edit them to conform. For more information, see Controlled Vocabulary.
Note: A maximum of 100 items displays at a time. As items are approved or deleted, the display updates to show the next 100 items in the pending queue.
To edit and approve a single pending item (single approve):
To approve one or more pending items (selected approve):
To delete selected pending items:
In the Detailed Approval Queue Actions box, select the item or items and click Delete. The Approve Items page displays, and the items are no longer displayed as pending items.
Note: Deleted items are permanently removed and are never added to the collection unless they are re-added and approved.
Scheduled approvals approve all currently pending items and controlled vocabulary terms. (To add terms to the controlled vocabulary, you must use the detailed approval queue actions on the Approve Items page.)
You can choose to set up an approval process to start once at a specified future date and time, or to use recurring approvals. This is a useful way to automate some of your collection management tasks and allow approval processes to run in the background during convenient times. (You may want to schedule related index processes, as well. For more information, see Building the Text Index.) After you have set up scheduled approvals, you can view and cancel pending approvals.
Note: All times are displayed in the time zone of your server.
To schedule a one-time approval process:
To schedule a recurring approval process:
To cancel scheduled approvals:
A controlled vocabulary defines a list of valid terms that can appear in metadata fields within CONTENTdm. A controlled vocabulary allows an administrator to restrict metadata in selected fields to specific words or phrases. Pending controlled vocabulary terms displayed on the Approve Items page are not authorized for the collection until you add or edit them.
Add. Adds the term to the controlled vocabulary.
Edit. Takes you to an edit list that provides you with a list of all items that contain the pending vocabulary term in its metadata. Clicking on edit for one of those items allows you to edit the term.
Note: If you are administering a shared controlled vocabulary, any changes will also change the vocabulary in other fields and collections that use it. A good practice is to always review the list of fields and collections sharing the controlled vocabulary before making changes to help you determine the impact. For more information, see Using Controlled Vocabulary.
To add term(s) to the controlled vocabulary:
To change or delete the term within the item:
The approval history enables you to review the date, time, duration and number of items in all past approval processes (both scheduled and immediate).
To review the approval history:
Review the history.
Note: Users who upgrade from a version earlier than CONTENTdm 5 will not have an approval history until after the first time they approve items in version 5 or later.
This utility is located in the bin directory of the server. To run it, you must open a command prompt and change directories to the bin directory of your server.
To use the approve command line utility:
Open a command prompt on your CONTENTdm Server.
Navigate to the bin directory of your CONTENTdm Server. The default location is C:\Program Files\OCLC\CONTENTdm\Content5\Server\bin on Windows and /usr/local/Content5/bin on Unix.
Enter the following:
Where alias is the alias of the collection. (To look up the alias name for your collection, refer to the Collection Configuration page located under the Collection tab in CONTENTdm Administration.)
The command line screen indicates that each item is added.
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