User type: archivist and internal user
The internal user/archivist will proceed to create the corresponding transfer information packages (PIT) in which they will include those documents they want to enter. The basic process for making a pre-entry is as follows:
- The user clicks the New pre-entry link that appears in the upper right margin of the previous figure or clicks the Pre-entry information packages link in the entry menu:
- Select which template you will use to describe the simple or composite documentary unit you want to enter:
- In the case of uploading a ZIP file, the platform will ask you if the documentary unit includes detached signatures or if it is a free structure:
- Once the content has been uploaded, the template selected and, in the case of a ZIP file, what type of compressed file it is, the user must click "send" to proceed with filling in the metadata.
- The PIT is created in the Pre-entry area for its description. In addition, the platform automatically:
- Associate the ZIP or document with the pre-entry package.
- Give each node the name of the folder or file as appropriate.
- For each file, associate its format according to its extension.
- It presents a list of the PIT structure to the user and the metadata to be filled in.
- It informs, through an icon, whether the mandatory metadata of each metadata node is reported or not.
- The pre-entry status is “pre-entry incomplete”, as not all mandatory metadata has been reported.
- The next step is to fill in the metadata of the different units by clicking on Edit/view metadata . The system presents a metadata form with the fields to be filled in. The mandatory fields are marked with an asterisk. Once all the metadata has been filled in, click on the “save” button to save the changes.
- In the case of composite documentary units, once their metadata has been filled in, the platform allows the metadata of the simple documentary units that make it up to be automatically filled in by clicking on the filled in metadata link. If this option is not desired, the user can manually fill in the metadata by clicking on the link corresponding to each simple documentary unit.
- At this point, the pre-entry is in the “authorized pre-entry” status and can now be entered. The entry task can only be performed by the archivist. The transfer information packages generated by internal users will remain in the pre-entry area (provided their status is “authorized pre-entry”) waiting for the corresponding archivist to proceed with their definitive entry.