One of our users was loading metadata into their sandbox using SDDFs and wanted to add the metadata to a Workgroup then Register it.
First issue
They loaded a SDDF and were able to add metadata to a review without first linking it to a Workgroup or Stewardship Organisation. I would have thought it shouldn’t be possible to add metadata to a review unless it is linked to a Workgroup or Stewardship Organisation.
Also, they weren’t able to progress the registration of the metadata until it was linked to a Stewardship Organisation. Unfortunately before the metadata items could be registered, they had to manually add each metadata item to the Stewardship Organisation as they didn’t have an option to do this in bulk.
Second issue
The next time they loaded a SDDF, they tried to bulk load the metadata to a Workgroup and Stewardship Organisation (from where they would add the metadata to a review). However, as per the screenshot, they didn’t have Bulk Action to add metadata to a Workgroup and instead needed to do this manually.
Users don’t have to manually move individual metadata items from their sandbox to the workgroups they have access to. Instead, there is an option in the Aristotle Metadata Registry that an admin can enable, allowing users to bulk move content from their sandbox to workgroups.
As an admin, to enable this feature, go to ‘Aristotle Cloud Dashboard’ > ‘View Registry Settings’. You need to enable the submitter and manager options, depending on who you want to allow to move bulk content to workgroups, and then save your changes.
Once enabled, users will see the option to bulk move content from their sandbox to the workgroups they have access to.
Regarding adding bulk content to stewardship organisations from the sandbox: if users have access to move content into stewardship organisations, they will also see the option to bulk move content from their sandbox to those stewardship organisations.
I hope that answers your questions. Feel free to reach out if you have any further questions.
Re: Regarding adding bulk content to stewardship organisations from the sandbox: if users have access to move content into stewardship organisations, they will also see the option to bulk move content from their sandbox to those stewardship organisations.
This issue wasn’t with bulk moving from a sandbox to stewardship organisation. It was that one of our users couldn’t bulk add metadata in a registration review into a stewardship organisation. I had a look too and I couldn’t see a way to do it either.
We acknowledge that there are some gaps between best practices and system functionality. While the system is designed to allow organisations the flexibility to establish their own best practices without being overly restrictive, there are ways we can work to streamline the processes. We will take this into consideration.
In the meantime, there is an efficient way to achieve what you’re asking. You can bulk add metadata items to either a workgroup or a stewardship organisation, depending on your requirements. If those items are already part of a review, they will automatically be associated with the selected workgroup or stewardship organisation.
Just to clarify, when we create a review and add a workgroup to it, the workgroup itself is added to the review, not the individual metadata items within the review.
I hope this explanation helps. If you have any further questions, I’m happy to arrange a Teams meeting with you and your team to walk through the process.
