Workflow

Adding new collections to the list

New collections can be added using the following Google form:
New Collection Webform

Please reference the form field help text and collections metadata for guidance in filling in the appropriate information. Also, it is important to leave a comment about your submission in the "Comments/Remarks about your edit" field as it helps add context to the request.

Edit existing collections

Editing existing collections can be done by visiting the collections list on the iDigBio Portal where each collection will have a link to "Update/Add Information". Clicking the link takes you to a pre-populated version of the Google form with current information about the collection of interest. Once you have made your edits and added a comment about your edit, you can submit the form to iDigBio.

Processing new collections and edits

Each time the Google form is submitted, a corresponding issue ticket is submitted to this project: https://github.com/iDigBio/idb-us-collections/issues

The tickets include both the JSON needed to create/edit a collection file and remarks about the request. Tickets can be assigned to iDigBio staff members for data validation and/or follow up with the requester. Once an issue has been validated, it should be marked with the "approved" label.

Preparing a new release for the Portal

For every issue marked with the label "approved," staff should create a corresponding branch for the change and each branch+issue needs to be in a new PR by itself (targeting master). Every time a PR is created or a subsequent commit is made to the PR, TravisCI will pick up the change and build. This validates the collection file via tests for JSON syntax, unique collection IDs, and metadata. Once confirmed as build passing, the PR can be merged. Staff should then mark the corresponding issue as closed either manually or via git commit message for the merge.