Example for a Thesaurus Curation Workflow

At the latest when going productive (or online) with a thesaurus project the question arises how to handle curation and updates. The following workflow provides a blueprint on how such a workflow could be managed with PoolParty.

The suggested configuration here is to have two PoolParty servers installed:

  • Server 1, staging server: use to do the actual curation of the vocabulary
  • Server 2, production server: use to publish the latest version of the vocabulary

See the setup architecture diagram below.

So these are the two main tasks:

  • Curation of the vocabularies on the staging server
  • Versioning and updates of the vocabularies to the production server

Curation of Vocabularies on the Staging Server

The curation process includes the following tasks:

  • Adding new entries / vocabularies
  • Editing and updating
  • Review of changes

Adding New Entries / Vocabularies

Suggesting new entries or new vocabularies at the moment should be done on request by the thesaurus management team. Request can be handled for example through email or webforms.

PoolParty also offers an API call which enables users to suggest concepts/terms via a web-based interface.

Such suggestions can thus be stored in existing vocabularies and can be curated directly in the PoolParty environment by the thesaurus management team.

Editing and Updating

Editing, deleting and updating should be done by the thesaurus management team following the documentation on how to work with PoolParty.

Review of Changes

Reviewing of changes should be done by the thesaurus management team based on the workflow function of PoolParty:

Basically a review of all changes since the last version on time or a continuous monitoring of changes through working on a new version can be done.

Versioning and Update of Vocabulary to Production Server

The versioning and update process includes the following tasks:

  • Export of vocabularies from staging server for versioning
  • Import  of vocabularies to production server for update

Export of Vocabularies From Staging Server for Versioning

When a new release of a vocabulary is available on the staging server it should be exported for versioning and for updating the production server. This should be done by the thesaurus management team.

A copy of the export should be stored to have all versions of a vocabulary available.

Import of Vocabularies to Production Server for Update

When a new release of a vocabulary is available it should be imported to the production server by the thesaurus management team. Via the advanced import options the content of a project can be replaced with the import file. In this way the export of the new version from the staging server can be mirrored to the production server.