[GeoNetwork-users] Confusion over workflow status in GeoNetwork 3.12

GeoNetwork GeoNetwork User
, , ,
1

Hi All

I wonder if someone could take me through, step by step, how workflow
approval/retirement works in GeoNetwork 3.12.1, with workflow enabled. I
have looked at the documentation but I haven't found anything that explains
it fully.

As far as I can tell it is only possible to retire the submitted working
copy of a record, not an approved record. This means that if you want, at
some later date, to retire a record you have to first edit it, then submit
a change and save the draft, then go to the working copy and choose to
approve,reject or retire it.

I think there should be a simple option to directly retire an approved
record?

Secondly, submitting a working copy for approval does not seem to generate
an email to the reviewer. I would have thought it should?

If I am wrong about how this works, please could someone explain the
process to me?

Thanks

Jo

--
*Jo Cook*
t:+44 7930 524 155/twitter:@archaeogeek
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responses at that time, please visit support.astuntechnology.com or phone
our office on 01372 744009

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GeoServer,
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864201149.

2

Hi Jo

I think there should be a simple option to directly retire an approved

record?

I agree, it doesn't seem fine to have to edit / submit a metadata to be
able to retire it. I've tested and also it's unclear what it does, as after
retiring the record, the approved version is maintained and the working
copy is removed, so it seems similar to the reject option.

The documentation of the workflow life cycle is not very clear about the
retire action:
https://geonetwork-opensource.org/manuals/trunk/en/user-guide/workflow/life-cycle.html

Secondly, submitting a working copy for approval does not seem to

generate an email to the reviewer. I would have thought it should?

That seems like a bug to me.

Regards,
Jose García

On Wed, Jul 21, 2021 at 6:00 PM Jo Cook via GeoNetwork-users <
geonetwork-users@lists.sourceforge.net> wrote:

Hi All

I wonder if someone could take me through, step by step, how workflow
approval/retirement works in GeoNetwork 3.12.1, with workflow enabled. I
have looked at the documentation but I haven't found anything that explains
it fully.

As far as I can tell it is only possible to retire the submitted working
copy of a record, not an approved record. This means that if you want, at
some later date, to retire a record you have to first edit it, then submit
a change and save the draft, then go to the working copy and choose to
approve,reject or retire it.

I think there should be a simple option to directly retire an approved
record?

Secondly, submitting a working copy for approval does not seem to generate
an email to the reviewer. I would have thought it should?

If I am wrong about how this works, please could someone explain the
process to me?

Thanks

Jo

--
*Jo Cook*
t:+44 7930 524 155/twitter:@archaeogeek
Please note that currently I do not work on Friday afternoons. For urgent
responses at that time, please visit support.astuntechnology.com or phone
our office on 01372 744009

--
--
*Sign up to our mailing list
<https://astuntechnology.com/company/#email-updates&gt; for updates on news,
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*
*

Astun Technology Ltd, 120
Manor Green Road, Epsom, Surrey, KT19 8LN, UK
t:+44 1372 744 009 w:
astuntechnology.com <http://astuntechnology.com/&gt; twitter:@astuntech
<https://twitter.com/astuntech&gt;

iShare - enterprise geographic
intelligence platform <https://astuntechnology.com/ishare/&gt;
GeoServer,
PostGIS and QGIS training <https://astuntechnology.com/training-courses/&gt;
Helpdesk and customer portal
<
https://astuntech.atlassian.net/wiki/spaces/ISHAREHELP/pages/364970043/Astun+Technology+Support+Portal
>

Company registration no. 5410695. Registered in England and Wales.
Registered office: 120 Manor Green Road, Epsom, Surrey, KT19 8LN VAT no.
864201149.

_______________________________________________
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GeoNetwork-users@lists.sourceforge.net
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GeoNetwork OpenSource is maintained at
http://sourceforge.net/projects/geonetwork

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*Vriendelijke groeten / Kind regards,Jose García
<http://www.geocat.net/&gt;Veenderweg 136721 WD BennekomThe NetherlandsT: +31
(0)318 416664 <+31318416664>Please consider the environment before printing
this email.*

3

Jo,

Re

Secondly, submitting a working copy for approval does not seem to

generate an email to the reviewer. I would have thought it should?

If it is not sending emails, it could be due to the SMTP server no being setup correctly. Are you getting any other emails from your GN system?
If SMTP is turned setup and you don't get an email then check the logs as there should be something regarding the failed email.

I have recently tested this with 3.12.1 release as we are having issues with our GN configuration having issues connecting to the SMTP server due to firewall issues and I can clearly see the logs indicating that it is trying to send the email. As we have not corrected the SMTP firewall issue yet, I cannot fully confirm that it works - but it should.

________________________________
From: Jose Garcia via GeoNetwork-users <geonetwork-users@anonymised.comnet>
Sent: July 23, 2021 3:37 AM
To: Jo Cook <jocook@anonymised.com>
Cc: Geonetwork-Users@anonymised.com <geonetwork-users@lists.sourceforge.net>
Subject: Re: [GeoNetwork-users] Confusion over workflow status in GeoNetwork 3.12

Hi Jo

I think there should be a simple option to directly retire an approved

record?

I agree, it doesn't seem fine to have to edit / submit a metadata to be
able to retire it. I've tested and also it's unclear what it does, as after
retiring the record, the approved version is maintained and the working
copy is removed, so it seems similar to the reject option.

The documentation of the workflow life cycle is not very clear about the
retire action:
https://geonetwork-opensource.org/manuals/trunk/en/user-guide/workflow/life-cycle.html

Secondly, submitting a working copy for approval does not seem to

generate an email to the reviewer. I would have thought it should?

That seems like a bug to me.

Regards,
Jose García

On Wed, Jul 21, 2021 at 6:00 PM Jo Cook via GeoNetwork-users <
geonetwork-users@lists.sourceforge.net> wrote:

Hi All

I wonder if someone could take me through, step by step, how workflow
approval/retirement works in GeoNetwork 3.12.1, with workflow enabled. I
have looked at the documentation but I haven't found anything that explains
it fully.

As far as I can tell it is only possible to retire the submitted working
copy of a record, not an approved record. This means that if you want, at
some later date, to retire a record you have to first edit it, then submit
a change and save the draft, then go to the working copy and choose to
approve,reject or retire it.

I think there should be a simple option to directly retire an approved
record?

Secondly, submitting a working copy for approval does not seem to generate
an email to the reviewer. I would have thought it should?

If I am wrong about how this works, please could someone explain the
process to me?

Thanks

Jo

--
*Jo Cook*
t:+44 7930 524 155/twitter:@archaeogeek
Please note that currently I do not work on Friday afternoons. For urgent
responses at that time, please visit support.astuntechnology.com or phone
our office on 01372 744009

--
--
*Sign up to our mailing list
<https://astuntechnology.com/company/#email-updates&gt; for updates on news,
products, conferences, events and training*
*
*

Astun Technology Ltd, 120
Manor Green Road, Epsom, Surrey, KT19 8LN, UK
t:+44 1372 744 009 w:
astuntechnology.com <http://astuntechnology.com/&gt; twitter:@astuntech
<https://twitter.com/astuntech&gt;

iShare - enterprise geographic
intelligence platform <https://astuntechnology.com/ishare/&gt;
GeoServer,
PostGIS and QGIS training <https://astuntechnology.com/training-courses/&gt;
Helpdesk and customer portal
<
https://astuntech.atlassian.net/wiki/spaces/ISHAREHELP/pages/364970043/Astun+Technology+Support+Portal
>

Company registration no. 5410695. Registered in England and Wales.
Registered office: 120 Manor Green Road, Epsom, Surrey, KT19 8LN VAT no.
864201149.

_______________________________________________
GeoNetwork-users mailing list
GeoNetwork-users@lists.sourceforge.net
https://lists.sourceforge.net/lists/listinfo/geonetwork-users
GeoNetwork OpenSource is maintained at
http://sourceforge.net/projects/geonetwork

--

*Vriendelijke groeten / Kind regards,Jose García
<http://www.geocat.net/&gt;Veenderweg 136721 WD BennekomThe NetherlandsT: +31
(0)318 416664 <+31318416664>Please consider the environment before printing
this email.*

_______________________________________________
GeoNetwork-users mailing list
GeoNetwork-users@lists.sourceforge.net
https://lists.sourceforge.net/lists/listinfo/geonetwork-users
GeoNetwork OpenSource is maintained at http://sourceforge.net/projects/geonetwork

4

Hi Ian,

Thanks for the response- yes other workflow events such as directly
approving records are correctly generating emails. I don't think there's
anything in the log files when the working copy record is submitted to
suggest an error, but I could be wrong so will dig further!

All the best

Jo

On Fri, Jul 23, 2021 at 11:26 AM Ian Allen <ianwallen@anonymised.com> wrote:

Jo,

Re
> Secondly, submitting a working copy for approval does not seem to
generate an email to the reviewer. I would have thought it should?

If it is not sending emails, it could be due to the SMTP server no being
setup correctly. Are you getting any other emails from your GN system?
If SMTP is turned setup and you don't get an email then check the logs as
there should be something regarding the failed email.

I have recently tested this with 3.12.1 release as we are having issues
with our GN configuration having issues connecting to the SMTP server due
to firewall issues and I can clearly see the logs indicating that it is
trying to send the email. As we have not corrected the SMTP firewall issue
yet, I cannot fully confirm that it works - but it should.

------------------------------
*From:* Jose Garcia via GeoNetwork-users <
geonetwork-users@lists.sourceforge.net>
*Sent:* July 23, 2021 3:37 AM
*To:* Jo Cook <jocook@anonymised.com>
*Cc:* Geonetwork-Users@anonymised.com <
geonetwork-users@lists.sourceforge.net>
*Subject:* Re: [GeoNetwork-users] Confusion over workflow status in
GeoNetwork 3.12

Hi Jo

> I think there should be a simple option to directly retire an approved
record?

I agree, it doesn't seem fine to have to edit / submit a metadata to be
able to retire it. I've tested and also it's unclear what it does, as after
retiring the record, the approved version is maintained and the working
copy is removed, so it seems similar to the reject option.

The documentation of the workflow life cycle is not very clear about the
retire action:

https://geonetwork-opensource.org/manuals/trunk/en/user-guide/workflow/life-cycle.html

> Secondly, submitting a working copy for approval does not seem to
generate an email to the reviewer. I would have thought it should?

That seems like a bug to me.

Regards,
Jose García

On Wed, Jul 21, 2021 at 6:00 PM Jo Cook via GeoNetwork-users <
geonetwork-users@lists.sourceforge.net> wrote:

> Hi All
>
> I wonder if someone could take me through, step by step, how workflow
> approval/retirement works in GeoNetwork 3.12.1, with workflow enabled. I
> have looked at the documentation but I haven't found anything that
explains
> it fully.
>
> As far as I can tell it is only possible to retire the submitted working
> copy of a record, not an approved record. This means that if you want, at
> some later date, to retire a record you have to first edit it, then
submit
> a change and save the draft, then go to the working copy and choose to
> approve,reject or retire it.
>
> I think there should be a simple option to directly retire an approved
> record?
>
> Secondly, submitting a working copy for approval does not seem to
generate
> an email to the reviewer. I would have thought it should?
>
> If I am wrong about how this works, please could someone explain the
> process to me?
>
> Thanks
>
> Jo
>
> --
> *Jo Cook*
> t:+44 7930 524 155/twitter:@archaeogeek
> Please note that currently I do not work on Friday afternoons. For urgent
> responses at that time, please visit support.astuntechnology.com or
phone
> our office on 01372 744009
>
> --
> --
> *Sign up to our mailing list
> <https://astuntechnology.com/company/#email-updates&gt; for updates on
news,
> products, conferences, events and training*
> *
> *
>
> Astun Technology Ltd, 120
> Manor Green Road, Epsom, Surrey, KT19 8LN, UK
> t:+44 1372 744 009 w:
> astuntechnology.com <http://astuntechnology.com/&gt; twitter:@astuntech
> <https://twitter.com/astuntech&gt;
>
>
>
> iShare - enterprise geographic
> intelligence platform <https://astuntechnology.com/ishare/&gt;
> GeoServer,
> PostGIS and QGIS training <https://astuntechnology.com/training-courses/
>
> Helpdesk and customer portal
> <
>
https://astuntech.atlassian.net/wiki/spaces/ISHAREHELP/pages/364970043/Astun+Technology+Support+Portal
> >
>
>
>
>
> Company registration no. 5410695. Registered in England and Wales.
> Registered office: 120 Manor Green Road, Epsom, Surrey, KT19 8LN VAT no.
> 864201149.
>
> _______________________________________________
> GeoNetwork-users mailing list
> GeoNetwork-users@lists.sourceforge.net
> https://lists.sourceforge.net/lists/listinfo/geonetwork-users
> GeoNetwork OpenSource is maintained at
> http://sourceforge.net/projects/geonetwork
>

--

*Vriendelijke groeten / Kind regards,Jose García
<http://www.geocat.net/&gt;Veenderweg 136721 WD BennekomThe NetherlandsT: +31
(0)318 416664 <+31318416664>Please consider the environment before printing
this email.*

_______________________________________________
GeoNetwork-users mailing list
GeoNetwork-users@lists.sourceforge.net
https://lists.sourceforge.net/lists/listinfo/geonetwork-users
GeoNetwork OpenSource is maintained at
http://sourceforge.net/projects/geonetwork

--
*Jo Cook*
t:+44 7930 524 155/twitter:@archaeogeek
Please note that currently I do not work on Friday afternoons. For urgent
responses at that time, please visit support.astuntechnology.com or phone
our office on 01372 744009

--
--
*Sign up to our mailing list
<https://astuntechnology.com/company/#email-updates&gt; for updates on news,
products, conferences, events and training*
*
*

Astun Technology Ltd, 120
Manor Green Road, Epsom, Surrey, KT19 8LN, UK
t:+44 1372 744 009 w:
astuntechnology.com <http://astuntechnology.com/&gt; twitter:@astuntech
<https://twitter.com/astuntech&gt;

iShare - enterprise geographic
intelligence platform <https://astuntechnology.com/ishare/&gt;
GeoServer,
PostGIS and QGIS training <https://astuntechnology.com/training-courses/&gt;
Helpdesk and customer portal
<https://astuntech.atlassian.net/wiki/spaces/ISHAREHELP/pages/364970043/Astun+Technology+Support+Portal&gt;

Company registration no. 5410695. Registered in England and Wales.
Registered office: 120 Manor Green Road, Epsom, Surrey, KT19 8LN VAT no.
864201149.

5

Dear all,

I think I have encountered a similar issue as Jo regarding the emails sent
when a workflow is enabled.
I am running a 3.10.5.0 instance of GN and the reviewer is not
receiving emails from the editors when they submit them for approval.
The smtp configuration seems to be correct as the "test email
configuration" button in the settings does indeed produce an email.
I can not see anything in the log files in relation to emails no matter
what the log level is set to.
Is this a bug or does anyone know a way to fix this?

Best regards,
Periklis

On Fri, 23 Jul 2021 at 12:35, Jo Cook via GeoNetwork-users <
geonetwork-users@lists.sourceforge.net> wrote:

Hi Ian,

Thanks for the response- yes other workflow events such as directly
approving records are correctly generating emails. I don't think there's
anything in the log files when the working copy record is submitted to
suggest an error, but I could be wrong so will dig further!

All the best

Jo

On Fri, Jul 23, 2021 at 11:26 AM Ian Allen <ianwallen@anonymised.com> wrote:

> Jo,
>
> Re
> > Secondly, submitting a working copy for approval does not seem to
> generate an email to the reviewer. I would have thought it should?
>
> If it is not sending emails, it could be due to the SMTP server no being
> setup correctly. Are you getting any other emails from your GN system?
> If SMTP is turned setup and you don't get an email then check the logs as
> there should be something regarding the failed email.
>
> I have recently tested this with 3.12.1 release as we are having issues
> with our GN configuration having issues connecting to the SMTP server due
> to firewall issues and I can clearly see the logs indicating that it is
> trying to send the email. As we have not corrected the SMTP firewall
issue
> yet, I cannot fully confirm that it works - but it should.
>
> ------------------------------
> *From:* Jose Garcia via GeoNetwork-users <
> geonetwork-users@lists.sourceforge.net>
> *Sent:* July 23, 2021 3:37 AM
> *To:* Jo Cook <jocook@anonymised.com>
> *Cc:* Geonetwork-Users@anonymised.com <
> geonetwork-users@lists.sourceforge.net>
> *Subject:* Re: [GeoNetwork-users] Confusion over workflow status in
> GeoNetwork 3.12
>
> Hi Jo
>
> > I think there should be a simple option to directly retire an approved
> record?
>
> I agree, it doesn't seem fine to have to edit / submit a metadata to be
> able to retire it. I've tested and also it's unclear what it does, as
after
> retiring the record, the approved version is maintained and the working
> copy is removed, so it seems similar to the reject option.
>
> The documentation of the workflow life cycle is not very clear about the
> retire action:
>
>
https://geonetwork-opensource.org/manuals/trunk/en/user-guide/workflow/life-cycle.html
>
> > Secondly, submitting a working copy for approval does not seem to
> generate an email to the reviewer. I would have thought it should?
>
> That seems like a bug to me.
>
> Regards,
> Jose García
>
>
>
> On Wed, Jul 21, 2021 at 6:00 PM Jo Cook via GeoNetwork-users <
> geonetwork-users@lists.sourceforge.net> wrote:
>
> > Hi All
> >
> > I wonder if someone could take me through, step by step, how workflow
> > approval/retirement works in GeoNetwork 3.12.1, with workflow enabled.
I
> > have looked at the documentation but I haven't found anything that
> explains
> > it fully.
> >
> > As far as I can tell it is only possible to retire the submitted
working
> > copy of a record, not an approved record. This means that if you want,
at
> > some later date, to retire a record you have to first edit it, then
> submit
> > a change and save the draft, then go to the working copy and choose to
> > approve,reject or retire it.
> >
> > I think there should be a simple option to directly retire an approved
> > record?
> >
> > Secondly, submitting a working copy for approval does not seem to
> generate
> > an email to the reviewer. I would have thought it should?
> >
> > If I am wrong about how this works, please could someone explain the
> > process to me?
> >
> > Thanks
> >
> > Jo
> >
> > --
> > *Jo Cook*
> > t:+44 7930 524 155/twitter:@archaeogeek
> > Please note that currently I do not work on Friday afternoons. For
urgent
> > responses at that time, please visit support.astuntechnology.com or
> phone
> > our office on 01372 744009
> >
> > --
> > --
> > *Sign up to our mailing list
> > <https://astuntechnology.com/company/#email-updates&gt; for updates on
> news,
> > products, conferences, events and training*
> > *
> > *
> >
> > Astun Technology Ltd, 120
> > Manor Green Road, Epsom, Surrey, KT19 8LN, UK
> > t:+44 1372 744 009 w:
> > astuntechnology.com <http://astuntechnology.com/&gt; twitter:@astuntech
> > <https://twitter.com/astuntech&gt;
> >
> >
> >
> > iShare - enterprise geographic
> > intelligence platform <https://astuntechnology.com/ishare/&gt;
> > GeoServer,
> > PostGIS and QGIS training <
https://astuntechnology.com/training-courses/
> >
> > Helpdesk and customer portal
> > <
> >
>
https://astuntech.atlassian.net/wiki/spaces/ISHAREHELP/pages/364970043/Astun+Technology+Support+Portal
> > >
> >
> >
> >
> >
> > Company registration no. 5410695. Registered in England and Wales.
> > Registered office: 120 Manor Green Road, Epsom, Surrey, KT19 8LN VAT
no.
> > 864201149.
> >
> > _______________________________________________
> > GeoNetwork-users mailing list
> > GeoNetwork-users@lists.sourceforge.net
> > https://lists.sourceforge.net/lists/listinfo/geonetwork-users
> > GeoNetwork OpenSource is maintained at
> > http://sourceforge.net/projects/geonetwork
> >
>
>
> --
>
>
>
>
>
>
>
>
>
>
>
> *Vriendelijke groeten / Kind regards,Jose García
> <http://www.geocat.net/&gt;Veenderweg 136721 WD BennekomThe NetherlandsT:
+31
> (0)318 416664 <+31318416664>Please consider the environment before
printing
> this email.*
>
> _______________________________________________
> GeoNetwork-users mailing list
> GeoNetwork-users@lists.sourceforge.net
> https://lists.sourceforge.net/lists/listinfo/geonetwork-users
> GeoNetwork OpenSource is maintained at
> http://sourceforge.net/projects/geonetwork
>

--
*Jo Cook*
t:+44 7930 524 155/twitter:@archaeogeek
Please note that currently I do not work on Friday afternoons. For urgent
responses at that time, please visit support.astuntechnology.com or phone
our office on 01372 744009

--
--
*Sign up to our mailing list
<https://astuntechnology.com/company/#email-updates&gt; for updates on news,
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*
*

Astun Technology Ltd, 120
Manor Green Road, Epsom, Surrey, KT19 8LN, UK
t:+44 1372 744 009 w:
astuntechnology.com <http://astuntechnology.com/&gt; twitter:@astuntech
<https://twitter.com/astuntech&gt;

iShare - enterprise geographic
intelligence platform <https://astuntechnology.com/ishare/&gt;
GeoServer,
PostGIS and QGIS training <https://astuntechnology.com/training-courses/&gt;
Helpdesk and customer portal
<
https://astuntech.atlassian.net/wiki/spaces/ISHAREHELP/pages/364970043/Astun+Technology+Support+Portal
>

Company registration no. 5410695. Registered in England and Wales.
Registered office: 120 Manor Green Road, Epsom, Surrey, KT19 8LN VAT no.
864201149.

_______________________________________________
GeoNetwork-users mailing list
GeoNetwork-users@lists.sourceforge.net
https://lists.sourceforge.net/lists/listinfo/geonetwork-users
GeoNetwork OpenSource is maintained at
http://sourceforge.net/projects/geonetwork