1. Participating Applications
CITI (Collections Management System)
Jira Service Desk (JSD)
NETX (Digital Asset Management System)
2. Types of request(
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8 Types)
Object Type Photography(same workflow as Conservation Photography)
Gallery Rotation Photography request
Exhibition Photography request
Collections Labwork Request
Collections Archive Request
Non-Collections Labwork Request
Non-Collections Archive Request
Non-Object Photography
3. Ways to initiate a request for a asset through CITI for each request type
From CITI(Pre-population from CITI is required through GET request URL)
Object Photography
Exhibition Photography
Gallery Photography
Collections Labwork Request(For data in CITI)
Collections Archive Photography Request
From JSD Customer form (Pre-population from CITI is not required)
Non-Collections Archive Photography Request
Non-Object Photography
Labwork(For data not in CITI)Non-Collections Labwork Request
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Note: CITI will only be passing us the object ids or exhibition ids or asset ids in the URL. Rest of the information about the object will have to pulled from CITI’s captions api itself. For asset ids the information should be pulled from NETX post creation of the ticket |
4. Steps for pre-population of data (Valid for Object, Exhibition,Gallery, Collections Archive and Collections Labwork
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photography only)
User will perform some action in CITI which will open up tab(tabs) in the user’s browser
CITI app will pass object ids or exhibition ids or asset ids in the URL
JSD will capture these ids in the url and will make calls to CITI’s caption api to get the details
JSD will populate the customer portal form with data pulled from captions api (For asset id/s the data should be pulled from NEXT rather than CITI api but this should happen post creation of the ticket in JSD)
User will now fill the rest of the form and will submit the ticket
5. Different Cases for Multi-Object and parent child scenarios -
Case Name(passed as parameter through url by CITI) | Case Details |
|---|---|
case1parentChildType1 | Parent and children having same values for fields except object ids (For Object Photography only) |
case2parentChildType2 | Parent and children having different values for form fields (For Object Photography only) |
case3mutiObjectType1 | Multi object scenario with all objects having same field values (For Object Photography and Labwork only) |
case4mutiObjectType2 | Multi object scenario with all objects having different field values (For Object Photography and ) |
multiAssetType1 | Multi asset scenario with all assets having same field values (For Collections Labwork only) |
multiAssetType2 | Multi asset scenario with all assets having different field values (For Collections Labwork only) |
case5galleryRotation | Gallery Rotation Photography (For Gallery Rotation Photography only) |
case6exhibition | Exhibition Photography (For Exhibition Photography only) |
mutiObjectType3 | Multi object scenario with all objects having same field values (For collections archive Photography) |
mutiObjectType4 | Multi object scenario with all objects having different field values (For non-collections archive Photography) |
archiveRequestForGalleryRotation | Collections Archive Request for Gallery rotation only |
archiveRequestForExhibition | Collections Archive Request for Exhibition only |
6. Ways in which request can be made from CITI -
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The creation of sub-tasks depends on values of three fields. They are as follows |
6.1 Object Photography with multi object relationship
Type | Action | Details | URL to be called from CITI | Process of creation of tickets in JIRA | ||
Multi object scenario with all objects having same field values | User requests using the CITI app | User will perform an action in CITI app which will open a browser and a GET request will be made to JSD customer portal | {base_url}?typerequestType=case3mutiObjectType1&ids=43243,434213,432143,45325432&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | Create one ticket for the request on submission RequestId = UUID identifier for identifying the request | ||
Multi object scenario with all objects having different field values | User requests using the CITI app | Multiple tabs will be opened(limited to 10 per order) one for each object | Tab1 - {base_url}?typerequestType=case4mutiObjectType2&requestIdid=12343243&id=43243requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 Tab2 - {base_url}?type=case5&requestId=123requestType=mutiObjectType2&id=53743
One main ticket will be created and all the tickets will be sub-tasks for the main ticket&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | Create one ticket for each request submission(Each Tab) RequestId = UUID identifier for identifying the request |
6.2 Object Photography with parent-child relationship
Type | Action | Details | URL to be called from CITI | Process of creation of tickets in JIRA |
Parent and children having same values for fields | User requests using the CITI app | User will perform an action in CITI app which will open a browser and a GET request will be made to JSD customer portal | {base_url}?type=case1&idsrequestType=parentChildType1&patentid=53432&childIds=43243,434213,432143,45325432Create one main ticket for the request. For parent and each child object in the request create a sub-task under the main ticket.&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | On submission creates a single ticket for all order information in it RequestId = UUID identifier for identifying the request |
Parent and children having different values for form fields | User requests using the CITI app | Multiple tabs will be opened(limited to 10 per order) one for each object | Tab1 - {base_url}?typerequestType=case2parentChildType2&parentId=43243&childId=65443&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 Tab2 - {base_url}?typerequestType=case2parentChildType2&parentId=43243&childId=26553&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | Create one main ticket for the request. For parent and each child object in the request create a sub-task under the main ticket.request submission(Each Tab) RequestId = UUID identifier for identifying the request |
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Note : Parent child relationship and multi-object scenarios are only valid for Object type photography |
6.3 Gallery Rotation Photography
Action | Details | URL to be called from CITI | Process of creation of tickets in JIRA |
User requests using the CITI app | User will perform an action in CITI app which will open a browser and a GET request will be made to JSD customer portal | {base_url}?typerequestType=case5galleryRotation&id=54324&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | On submission create a single ticket with all order information in it RequestId = UUID identifier for identifying the request |
6.4 Exhibition Photography
Action | Details | URL to be called from CITI | Process of creation of tickets in JIRA |
User requests using the CITI app | User will perform an action in CITI app which will open a browser and a GET request will be made to JSD customer portal | {base_url}?typerequestType=case6exhibition&id=54324 |
...
&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | On submission create a single ticket with all order information in it RequestId = UUID identifier for identifying the request |
6.5 Collections Archive Photography(For Data in CITI)
Action | Details | URL to be called from CITI | Process of creation of tickets in JIRA |
Multi object scenario with all objects having same field values | User will perform an action in CITI app which will open a browser and a GET request will be made to JSD customer portal using 'Archive Request' menu item in CITI | {base_url}?requestType=mutiObjectType3&ids=43243,434213,432143,45325432&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | Create one ticket for the request on submission RequestId = UUID identifier for identifying the request |
Multi object scenario with all objects having different field values | Multiple tabs will be opened(limited to 10 per order) one for each object (Action from CITI = 'Archive Request') | Tab1 - {base_url}?requestType=mutiObjectType4&id=43243&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 Tab2 - {base_url}?requestType=mutiObjectType4&id=53743&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | Create one ticket for each request submission(Each Tab) RequestId = UUID identifier for identifying the request |
User requests using the CITI app (CITI menu = Archive request) | User will perform an action in CITI app which will open a browser and a GET request will be made to JSD customer portal | {base_url}?requestType=archiveRequestForGalleryRotation&id=54324&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | On submission create a single ticket with all order information in it RequestId = UUID identifier for identifying the request |
User requests using the CITI app (CITI menu = Archive request) | User will perform an action in CITI app which will open a browser and a GET request will be made to JSD customer portal | {base_url}?requestType=archiveRequestForExhibition&id=54324&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | On submission create a single ticket with all order information in it RequestId = UUID identifier for identifying the request |
6.6 Collections Labwork Request
Case | Action | Details | URL to be called from CITI | Process of creation of tickets in JIRA | |
Single order for object asset labwork, Exhibition asset labwork or gallery rotation asset labwork | User requests using the CITI app for data present in CITI app | User will perform an action in CITI app which will open a browser and a GET request will be made to JSD customer portal | {base_url}?typerequestType=case3mutiAssetType1&idids=54324,54645,6543743,343254&requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | Create one ticket for the request on submission RequestId = UUID identifier for identifying the request | |
Multiple orders for object asset labwork, Exhibition asset labwork or gallery rotation asset labwork | User requests using the CITI app for data present in CITI app | User will perform an action in CITI app which will open a browser and a GET request will be made to JSD customer portal. All tickets should be related after submission | Tab 1 - {base_url}?typerequestType=case4mutiAssetType2&requestIdid=12354324&id=54324requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 Tab 2 - {base_url}?typerequestType=case4mutiAssetType2&requestIdid=12354327&id=54327 Info | requestId=6948DF80-14BD-4E04-8842-7668D9C001F5 | Create one ticket for each request submission(Each Tab) RequestId = UUID identifier for identifying the request |
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Note: For Non-Collections Archive photography, Non-Object photography and Labwork(For data not in CITI) Non-collections Labwork request users will directly visit JSD customer portal form and will fill in the details manually. For these there won’t be any data in CITI so there is no need for pre-population of fields. |
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For all labwork collections Labwork orders we will pull in the following fields from NETX on initiation of request after creation of ticket in JSD - File Size, dimensions, Resolution, Color Profile, Digital Asset, Creation Date, Original Source, Make, Model, Modified date, MIME type, Focal Length, Aperture and Document Type |
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When an ticket is completed we will have to pull the NETX link of the asset into one of the fields in JIRA |
7. Fields which should be pulled from CITI using captions api
Types of Requests | Object | Exhibition | Gallery | Non-Object | Collections Archive | Labwork(For Data in CITI) | Labwork(For Data not in CITI)Non-Collections Archive | Collections Labwork | Non-collection Labwork |
Parameters to be sent pulled from CITI | Object Id | Exhibition Id | Exhibition Id | NA(These requests will be initiated directly from JSD) | Object title / exhibition title | NA(These requests will be initiated directly from JSD) | assetId | NA(These requests will be initiated directly from JSD) |
8. File name generation process (For all the request types other than Labwork)
User will create a ticket in JSD using one of the request typesJSD will generate a file name using the following process
filenames will be created
For Object type photography and Labwork Phtography
JSD will
create N number
JSD will prepend 'J' to the start of the number part. for ex J1234
- Now for each option selected in the below fields, JSD is going to generate a unique filename by generating sequential number prepended by '_'
of sub tasks for each combination of following fields
Object Id
Description of views or details (Checklist. add a view for each option checked)
360 spin needed? (Radio button. If yes, add a view)
Image capture light type (Checklist. add a view for each option checked)
For ex. Let us assume that there are three options checked in ‘Description of views or details', yes for ‘360 spin needed?’ and two options checked for 'Image capture light type’ then there will be six filenames generated as follows J1234_1, J1234_2, J1234_3, J1234_4, J1234_5, J1234_6
JSD will push all the generated filenames in the “File Information“ Jira Field in the CSV format
JSD will generate a unique filename for each of these sub-tasks by taking into account the sub-task ticket number and prepending ‘J' to it for ex. if sub-task ticket number is IMAGEREQ-22 then the generated filename will be 'J22’
JSD will push this filename information in “File Information“ field for the corresponding sub-task
For Exhibition, Gallery Rotation and Collections Archive Photography request
JSD will generate a single file name for the ticket using the ticket number and character 'J', ex. if the ticket number is IMAGEREQ-78 then the generated filename will be 'J78’
JSD will push this filename information in “File Information“ field for the ticket
9. Process for ingesting data in NETX
At the end of the workflow we can send the data over to NETX. Here JSD will search for the attachment with name ending with “-int“. This will be the final version of the asset which should be pushed to the NETX for ingestion. JSD will also update the NETX field “Incoming Relationship Data“ with json payload that will cover all the cases. for ex.
{ “JSDNumber": “JSD-11“, "timestamp": "2020-11-04T16:58:04.095Z”, “exhibition": [ 45, 32 ], “object": [ 12, 13, 14 ]…..}
10. Mapping between Jira and NETX fields to be used while pushing the data to NETX
Jira Field | NETX Field |
|---|---|
Filename assigned by Jira | Preferred title |
Filename assigned by Jira | Imaging UID |
Object ID (for Ryerson content) | Ryerson call number |
Object ID | Object ID |
Exhibition ID | Exhibition ID |
Place ID | Place ID |
Photographer assigned | Creator |
Production staff assigned | Contributor |
Description of views or details | Image view |
Treatment status of conservation | Treatment status |
Image capture light type | Image capture light type |
Jira Ticket number | Jira order number |
Jira customer request type | Document type |
Description | Description |
Staff models | Individual(s) depicted |
Original source | Original source |
Analog asset creation date | Analog asset creation date |
Setup | Setup |
Composite? | This image is a composite |
Composite type? | Primary method of composite |
Permissible use | Permissible use |
Download requirements | Download requirements |
Reviewed | Reviewed |
Jira timestamp for QC status | Reviewed date |
Publish status | Publish status |
Note :- Field may not be required. This can be generated dynamically at the time of NETX push | Incoming Relationship Data |
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