Building a Document Management System in Drupal

8/12/2019 Building a Document Management System in Drupal

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Building aDocument Management System

in Drupal

John Zornig

Senior ArchitectCentre for Educational Innovation and Technology

The University of Queensland

DrupalID:jzorn

ig


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Ill cover

Introduction to the requirements spec andthe reasoning behind the choice of drupal.

The document content types and editingsolution (cck, ckeditor)

Site navigation and document display

(advanced book blocks, views etc.)

Workflow (revisioning, rules)


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DIRECTOR, CENTREFOR INTEGRATED

RESOURCEMANAGEMENT

THE UNIVERSITY OF QUEENSLAND ORGANISATION

As at January 2010

DIRECTOR, HUMANRESOURCES

SENATE

PRESIDENT, ACADEMIC BOARD

EXECUTIVE DIRECTOR (OPERATIONS)

CHIEF FINANCIALOFFICER & DIRECTORFINANCE & BUSINESS

SERVICES

DIRECTOR,PROPERTY &FACILITIES

SENIOR DEPUTYVICE-CHANCELLOR

DIRECTOR,UQ BIOLOGICAL

RESOURCES

CENTRES

Australian Housingand Urban ResearchInstitute QueenslandResearch Centre(AHURI)

DIVISIONS

Chemical & StructuralBiology

Molecular Genetics &Development

Molecular Cell Biology

Genomics &Computational Biology

PROGRAMS

Cancer Biology

Immunology

Metabolic Medicine

Director,UQ Diamantina

Institute for Cancer,Immunology &

Metabolic Medicine

PRO-VICE-CHANCELLOR

CENTRE

Centre for BiomarkerResearch andDevelopment

CENTRES

Australian Centre forMinerals Extensionand Research

Centre for Mined LandRehabilitation

Centre for SocialResponsibility inMining

Centre for Water in theMinerals Industry

Julius KruttschnittMineral ResearchCentre

Minerals IndustrySafety and HealthCentre

WH Bryan MiningGeology ResearchCentre

DIRECTOR,UQ

INTERNATIONAL

DEPUTY VICE-CHANCELLOR(INTERNATIONAL)

DIRECTOR,INSTITUTE OFCONTINUING

& TESOLEDUCATION

VICE-CHANCELLOR

DEPUTY VICE-CHANCELLOR(RESEARCH)

ACADEMIC REGISTRAR& DIRECTOR, STUDENT

& ADMINISTRATIVESERVICES DIVISION

DIRECTOR, OFFICEOF PROSPECTIVE

STUDENTS &SCHOLARSHIPS

DIRECTOR,EQUITY OFFICE

DEPUTY VICE-CHANCELLOR(EXTERNAL RELATIONS)

DIRECTOR,ASSURANCE

& RISKMANAGEMENT

SERVICES

UNIVERSITY SECRETARY &GENERAL COUNSEL

DEAN,UQ GRADUATE SCHOOL

DEPUTY VICE-CHANCELLOR(ACADEMIC)

DIRECTOR,UQ

ART MUSEUM

PRO-VICE-CHANCELLORRESEARCH &

INTERNATIONAL

Executive Dean,Faculty of Arts

SCHOOLS

English, Media Studies& Art History

History, Philosophy,Religion & Classics

Languages &Comparative CulturalStudies

Music

UNIVERSITYCENTREConfucius Institute

FACULTY CENTRESCentre for Critical &Cultural Studies

Centre for theHistory of EuropeanDiscourses

OTHERArts Ipswich

Institute of ModernLanguages

SCHOOLS

Dentistry

Health & RehabilitationSciences

Human MovementStudies

Medicine

Nursing & Midwifery

Pharmacy

Population Health

UNIVERSITYCENTRESNational ResearchCentre forEnvironmentalToxicology

UQ Centre for ClinicalResearch

FACULTY CENTRESAustralian Centre forInternational & TropicalHealth

Centre for OnlineHealth

Centre for Military& Veterans Health

Centre for YouthSubstance Abuse

Healthy CommunitiesResearch Centre

Queensland Centre forHealth Data Services

UQ Centre forIndigenous Health

SCHOOLS

Architecture

Chemical Engineering

Civil Engineering

Mechanical and MiningEngineering

Information Technology& ElectricalEngineering

FACULTY CENTRESAdvanced WaterManagement Centre

SCHOOLS

Business

Economics

Law

Tourism

SCHOOLS

Animal Studies

Integrative Systems

Land, Crop & FoodSciences

Veterinary Science

FACULTY CENTRECentre for Nutrition& Food Sciences

SCHOOLS

Biological Sciences

Biomedical Sciences

Chemistry & MolecularBiosciences

Earth Sciences

Geography, Planning& EnvironmentalManagement

Mathematics & Physics

UNIVERSITYCENTRESCentre for IntegratedPre-Clinical DrugDevelopment

Centre of Magnetic

ResonanceCentre for MarineStudies

Centre for Microscopy& Microanalysis

ARC Centre ofExcellence (COE) forIntegrative LegumeResearch

FACULTY CENTRESCentre forNanotechnology &Biomaterials

Centre for BiologicalInformationTechnology

Ecology Centre

Centre forComputationalMolecular Science

Director,Institute for

Molecular Bioscience

Director,Queensland Brain

Institute

Director,Australian Institute

for Bioengineering &Nanotechnology

Director,Institute for SocialScience Research

Director,Sustainable Minerals

Institute

Executive Dean,Faculty of Business,Economics & Law

Executive Dean,Faculty of

Engineering,Architecture

& InformationTechnology

Executive Dean,Faculty of

Health Sciences

Executive Dean,Faculty of Natural

Resources,Agriculture &

Veterinary Science

Executive Dean,Faculty of Science

Executive Dean,Faculty of Social

& BehaviouralSciences

SCHOOLS

Education

Journalism &Communication

Political Science &International Studies

Psychology

Social Science

Social Work & HumanServices

UNIVERSITYCENTRE

ARC Key Centre forHuman Factors &

Applied CognitivePsychology

Issued by the Office of the Executive Director (Operations)

www.uq.edu.au/about/docs/org-chart.pdf

DIRECTOR,RESEARCH &

INNOVATION DIVISION

DIRECTOR, OFFICEOF UNDERGRADUATE

EDUCATION

DIRECTOR,TEACHING &

EDUCATIONALDEVELOPMENT

INSTITUTE

DIRECTOR, CENTREFOR EDUCATIONAL

INNOVATION &TECHNOLOGY

DIRECTOR, CENTREFOR I NNOVATIONIN PROFESSIONAL

LEARNING

UQ LIBRARIAN &DIRECTOR OF

LEARNING SERVICES

DIRECTOR,ABORIGINAL ANDTORRES STRAIT

ISLANDERSTUDIES UNIT

DIRECTOR,INFORMATIONTECHNOLOGY

SERVICES

DIRECTOR,PLANNING &

MANAGEMENTINFORMATION

DIRECTOR,CORPORATEOPERATIONS

DIRECTOR, OFFICEOF MARKETING &COMMUNICATIONS

DIRECTOR,OFFICE OF PROTOCOL

DIRECTOR,CUSTOMS HOUSE

PRO-VICE-CHANCELLOR,

ADVANCEMENT

DIRECTOR, CENTREFOR ADVANCED

IMAGING

Director,Queensland Alliance

for Agriculture &Food Innovation

Director,Global Change

Institute

DIRECTOR, TRUST& FOUNDATION

RELATIONSDIRECTOR,

LEGAL OFFICE

CEITITS


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Requirements

The university needs to maintain a collectionof policies which are approved by theuniversity senate.


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Requirements

Replace the existing, manual and at times ad-hoc, workflows and static website with a

dynamic website backed by an electronicworkflow.

Improve navigation

Separate out policy, procedures, guidelinesand forms


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Document types

Policy, Procedures, Guidelines

include metadata and document content

Form

include metadata and either

attached file (pdf, xls etc)

url (online forms)

Used CCK, Field groups, Conditional Fields


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Document content types

Metadata a CCK field group

Doc Number, Notes (Text), Topic (Node reference),

Appproval date, Review date, Date superseded (Date),

Approval authority, Evaluation timeframe, Audience, Keywords

(Content Taxonomy Fields),

Web Links (Link)


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Body a CCK field group Policy, Procedures, Guidelines

Statement (Text), Image File (File)

Form

Description, Form type (Text),

Form Type is a controlling field (CCK Conditional Fields)

URL (Link) or

Attached File (File)


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Workflow a CCK field group

Workflow State, Evaluation Details, Approval Text (Text),

Editors, Reviewers (User reference),


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Navigation

Topic

Organised in a heirarchy

May include a description and custodians

Leaf nodes contain a Policy, Procedures, Guidelinesand Form. (all optional, possibly multiple forms)


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Navigation Menus

Topic content type

By Topic book to manage the heirachy

Advanced Book Blocks to transform ByTopics book to a menu

JQuery Menu to create accordian menu

Developed patch to close open submenus


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Navigation Menus

Views to create other navigation menus

By Title, By Type, By Audience, ByCustodian, Recent Updates


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Document Display

Navigate to a Topic with optional anchor #Policy etc.

instead of /content/

we have /content/#

Topic node has attached view displaying all documents in Tabsaddressed by the anchor. (Views Tabs)

Empty text for view constructs search query for legacy

site.

Bit of trickery to cope with multiple forms. (Views Accordian)

Another attached view to list Custodians


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TitleBodyImage FileOwner RoleBook

Topic

TitleDescriptionContact eMail

UQ Role

TitleBodyImage FileCustodianBook

TopicTitle "By Topic"BodyImage FileOwner RoleBook

Topic

PolicyPolicy Name...Topic

...

ProcedureProcedure Name...Topic...

GuidelineGuideline Name

...Topic...

Forms

Topic...

FormForm Name...Topic...

FormForm Name...Topic...

Relationships between content types


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Workflow (the hard part)

Roles for Approver, Editor, Reviewer Each document can have different Editors and

Reviewers

Retain each approved revision of a document draft, review, approval, approved state cycle

for each revision of a document

Draft, Approved, Superseded cycle for eachdocument


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Workflow

Not a good fit for Workflow module

Used Revisioning, Module Grants, Rules,Node Access User Reference

Rules triggered on metadata changes


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Access control

Module Grants allows non-author access to unpublished drafts.

User reference cck fields designate Editors and Reviewers.

Rules manage allocation of the Editor and Reviewer role toEditors and Reviewers when the cck fields change.

These roles can see document revisions and the reviewdiscussion tab (threaded comments, Talk)

ppl_revisioning_revisions_summary() prevents users without active role reference from accessing

document revisions


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Rules

Rule event types

Edit form being built, being validated, After saving new

content, Content going to be saved, After updatingexisting content.

Most rules condition on changes in Workflow State and

user role

Access for Approver and Editor roles differ by workflowstate

Sending workflow emails


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With thanks to all the contributors toDrupal 6 and the following modules

admin_menu

adminrole

advancedbookblocks

advanced_help

auto_nodetitle

backup_migrate

backup_migrate_files

better_formats

book_inherit_typebrowscap

cck

ckeditor

conditional_fields

content_access

content_taxonomy

date

develdiff

email

embed_views

environment_indicator

feedback

filefield

globalredirect

glossary

image_resize_filter

insert

invisimail

jquerymenu

jquery_ui

ldap_integration

linklinkchecker

login_destination

messaging

module_grants

nobookoutline

nodeaccess_userreference

node_export

nodereference_urlnotifications

pathauto

path_redirect

ppl_custom

print

r4032login

realname

realname_userreference

revisioning

role_delegation

rules

search_config

securepages

securepages_prevent_hijack

simplify_node_addsmart_menus

statistics_filter

tabs

talk

taxonomy_delegate

token

views

views_accordionviews_attach

views_customfield

views_field_view

views_tabs

zenophile

zen (theme)

and Nadia Chester

Documents

Building a Document Management System in Drupal