Workflow States
Records in DataShot are expected to move through a series of steps as information is added and they are prepared for ingestion into the database of record. These steps are noted as workflow states in the desktop and web applications.
Taxon Entered -> Text Entered -> Specialist Reviewed -> Moved to MCZbase
The normal workflow progression is:
Unit tray labels are created (using the PreCaptureApp), the specimen and labels are imaged on a jig/carrier (corresponding to a template, with a catalog number barcode added to the specimen during imaging, and the unit tray label (with a machine readable current identification) included in the image), then the images are pre-processed with the DataShot desktop application (Main Menu/Action/Preprocess a Directory). This puts the specimens into state Taxon Entered (an image record and a specimen record which includes the catalog number and the current identification.
Data are transcribed manually in either the DataShot desktop application or the DataShot web application, and placed into state Text Entered.
In the web application, records are placed into a new state by the user clicking a button to reflect the new state into which the specimen record is to be saved. (In the desktop application, this is done by selecting the new state from a pick list and pressing a save button.) Only the current state of the record and the states for which the user's role allows them access to are available.
A user with Editor or Chief Editor privileges reviews the record (Search for material in state Text Entered), and places it into state Specialist Reviewed.
A process running in a scheduled job in MCZbase copies the record into a bulkloader in MCZbase and marks it as Moved to MCZbase (generalization: Ingested into Database of Record). Additional flags in the record in DataShot mark whether it has successfully been ingested from the bulkloader into MCZbase, whether media records have been created in MCZbase, and whether the determination history has been ingested into MCZbase. Once a record has gone into the state Moved to MCZbase, it is no longer editable through the DataShot desktop application or web application.
If the unit tray label barcode cannot be successfully read, the record fails over to state OCR and an effort is made to OCR and parse the text in the human readable part of the unit tray label. Seeing multiple records in state OCR in a batch often indicates a problem with the camera set up (such as the camera coming out of focus). Preprocess each batch of images as soon as practicable after they are made, and provide rapid feedback and training to personnel working on the imaging stations.
Anyone can place a record into state QC Problems indicating that there is some problem (such as difficult to transcribe handwritten text) that needs further human intervention.
Editors and Chief editors can place a record into state QC Reviewed if they wish to place reviewed records on hold for some reason prior to moving them into state Specialist Reviewed, or they can conduct a quality review and place specimens back into state Text Entered, or forward directly into state Specialist Reviewed.
In development.
Records in state Taxon Entered can have just the verbatim fields transcribed, and be placed into state Verbatim Entered.
Records in state Verbatim Entered can have the verbatim fields translated into a subset of the database fields (in bulk, by unique values), and then are placed into the state Verbatim Classified. Such records still need further human evalution to bring them into state Text Entered.
Records in state Taxon Entered, Verbatim Entered, or Verbatim Classified can all have their data transcribed directly and move forward to state Text Entered (or by an editor, to Specialist Reviewed).