Editing Using Issues for Quality Control (section)

==Working with Issues==

===Issues with individual items===

EPrints reports any issues with an individual item on the item control page. This can be useful for:

* a depositor editing an item before submitting to review
* an editor reviewing an item before making it live
* an editor or administrator viewing/editing an item in the live archive

The number of issues identified appears on the Details tab:

[[Image:Issues_count.png]]

A new "Issues" tab is also available:

[[Image:Issues_tab.png]]

Selecting this tab will list the full details of the issues identified with the item:

[[Image:Issues_details.png]]

As a depositor, editor or administrator you can then use the normal EPrints editing options to correct the issue - see Issues Reference below for guidlines.

====Issues Tab in Detail====

The issues tab actually has two sections:

* Current Issues
* Recorded Issues

The "Current Issues" section lists the "live" issues with the item; "Recorded Issues" lists the issues recorded by EPrints the last time the "issue discovery" process was run (typically this should be scheduled to run nightly - see "Checklist" below.

'''Technical Note: Issues come in two flavours - XML-based issues and Plugin-based issues. The "Issues Reference" section below lists the issues that EPrints will recognise by default and indicates whether the issue is XML or plugin based. Only XML-based issues will appear in the "Current Issues" section. Both XML and plugin based issues will appear in the "Recorded Issues" section.

In the example below, EPrints found 3 issues when the issue discovery process ran at 11:46AM - these issues are listed in the "Recorded Issues" section. The editor has subsequently resolved the "Missing or one character family name" issue (#2) so this is no longer shown in the "Current Issues" section. Note that the "Duplicate title" issue only appears in the "Recorded Issues" section because it is a plugin-based issue (see Reference section below). The next time the issue discovery process runs, the "Missing or one character family name" issue will no longer be detected, and no longer be displayed in the "Recorded Issues" section. 

[[Image:issues_sections.png]]

===Searching for Issues===

Some issues may be time dependent, so will not be identified at the point of deposit or during the editorial review process. For example an item that is deposited as "In Press" (ie. due to be published) in 2007 may need attention if it is still "In Press" 2 years later - by that time the item will probably have been published and there may be extra metadata available (such as page numbers) which could be added to the item record. 

Furthermore, Repository administrators upgrading to EPrints 3.1 may want to revisit their existing records and use the new system to identify any potential problems.

EPrints provides an Issues Search function that is available to Repository Administrators via the Admin screen:

[[Image:Issues_search_button.png]]

The Issues Search allows the repository to be searched using a number of different criteria, including issue type (see Reference below), item publication date, type and subject headings. It is also possible to limit the search to one of the 4 areas of the repository - in the example below the Repository Administrator searches for all issues related to items in the live area of the repository:

[[Image:Issues_search_form.png]]

The search results are presented as a list of items, with each item's issues summarised below:

[[Image:Issues_search_results.png]]

===Issues Reference===

This table lists the issues that EPrints will automatically recognise:

{| border="1" cellspacing="0" cellpadding="10"
!
!EPrints Version
!Type
!Reported When
!Suggested Action
|-
!Old but not published
|3.1
|XML
|Publication Status is  "Submitted" or "In Press" and Date is more than 2 years ago
|If the item was published, change its Publication Status to "Published" and enter/verify any additional metadata related to its publication (for example, page numbers, volume, issue, publication date). If the item was not published, change its Publication Status to "Unpublished".
|-
!Short family name
|3.1
|XML
|An author's family (sur)name is missing or very short (1 character)
|This issue is intended to identify author names that have been entered back-to-front, for example the author's initial is entered in the family name field and surname in the given name field. Verify that the author name is correct, edit if necessary.
|-
!Duplicate title
|3.1
|Plugin
|The title of the item is exactly the same as another item
|Verify that the items do not describe the same work. If the item is a duplicate, move it to the Retired area of the repository or delete it outright.
|-
!Similar title
|3.1
|Plugin
|The title of the item is similar to another item
|Verify that the items do not describe the same work. If the item is a duplicate, move it to the Retired area of the repository or delete it outright.
|}