Problem with "Item Cleanup with the System Manager"
When the "DaysBeforeElectronicDeliveryCleanup" key is set, the System Manager is not JUST changing the photoduplication status to finished for the orders whose files it has deleted, but it sends all the orders whose photoduplication status is delivered and photoduplication status date is over DaysBeforeElectronicDeliveryCleanup to finished status.
The cleanup process should be really driven by the name of files deleted by the system manager. The system manager should really leave other orders alone, no matter what status they have or how long they have that status. Otherwise,
1. if somehow an order was moved to the delivered status and its file was not uploaded, moving such an order to finished by the system manager will be a mistake.
2. for multi-sites Aeon installation, not all sites will be using the Aeon electronic delivery, thus moving all delivered orders (including orders which do not use Aeon electronic delivery) to finished by the system manager will be a mistake.
p.s. this behavior is different from the item cleanup description in Aeon documentation on Aeon web site.
"To determine if a file should be removed, the system manager looks at the PhotoduplicationDate and the PhotoduplicationStatus fields of the request associated with the file. If PhotoduplicationDate is older than the number of days defined by the DaysBeforeElectronicDeliveryCleanup key and if the PhotoduplicationStatus is one with an ItemDelivered state code, the file is removed and the Photoduplication status of the request is updated to Order Finished.
This process will also clean up all the files with a last modified date older than the days represented by DaysBeforeElectronicFileCleanup key, if the transaction record contains a non-null photoduplication status and the username exists in the username table. In this part of the cleanup, those transactions which also have a Photoduplication Status with an Item Delivered state code will be routed to Order Finished. "
Adding to Bill's comment below, for these orders in the customized queue (delivered but need extra chores before calling them finished), after we completed the chores, a staff will manually move them to the finished queue. And for the orders which don't need extra works after delivered, the routing rule (Bill mentioned below) will move them to finished queue.
Bill Comstock commented
Our orders shouldn't be moved to FINISHED by an automated sweep that picks up every order in the system that is marked DELIVERED that has aged 30 days-plus.
Very often we mark orders ITEM DELIVERED when we've delivered (not via Aeon) requested images to an external customer, and the order also requires that we deposit the images to the preservation repository, link them to a catalog record, etc. We use a routing rule to place orders with these characteristics into a queue that indicates additional work is required. In this scenario, we've delivered the customer's images fast (partially complete), but we still have extra chores in order to preserve and make the images accessible online.
We want the auto-delete function to work as described in the documentation: "To determine if a file should be removed, the system manager looks at the PhotoduplicationDate and the PhotoduplicationStatus fields of the request **associated with the file** (https://prometheus.atlas-sys.com/display/aeon/Aeon+System+Manager). The only orders that should be moved to FINISHED are the ones **associated with the file/s** that were loaded into the online delivery directory.
Thanks for digging into this, Genie. We appreciate it.
The items from your site that are at Item Delivered and are moved after 30 days ... when would those be considered finished? Like are they not finished until a staff person says so or are you wanting a time frame greater than 30 days? I'm trying to figure out if the overall process works and it's just each site wants a unique time frame or if you're skipping the process for other reasons too.
Bill Comstock commented
This is causing us a lot of trouble: Just because one SITE in a multi-SITE installation uses the online delivery function, all orders from my SITE are being automatically, mistakenly, moved to FINISHED status if the DELIVERED status is > 30 days old. These orders aren't FINISHED for us, and once the system moves them to this status they disappear from one of our this-order-still-needs-work queues and staff fail to complete them. PLEASE FIX THIS and only auto-move orders to FINISHED when those specific orders have made use of the online delivery function.
Aeon ticket number (Atlas:001600209)