Task types
Librario has several task types. You and your team create some of them yourself; Librario creates others automatically — after an import or during its daily check of your collection. Each type has a clear purpose and a predefined status flow; some also appear directly on publication and authority pages (authority records cover people and organizations such as authors and editors).
Overview
| Task type | How it arises |
|---|---|
| Error report | A colleague reports a metadata error |
| Hard-copy order | A colleague orders a physical copy |
| Generic tasks | You create it by hand |
| Quality review | “Request review”, or automatically after an import |
| Duplicate review | Daily check for duplicate DOIs, ISBNs, or files |
| Data quality summary | Daily check for incomplete metadata |
| Failed import | Daily check for aborted imports |
| Recurring tasks | From a template you define |
All tasks appear on the Kanban board, which only library staff can see. Error reports and hard-copy orders are additionally visible to the person who raised them — on the publication page and in the My Requests view.
Manually created tasks
Error report
When a colleague spots an error in the metadata of a publication or authority record (wrong year, missing author, typo in the title), they use Report error to leave a short description.
Librario creates an Error-report task, routes it to the responsible person, and notifies them. The reporter sees the resolution state on their next visit to the publication.
Automatic assignment
With advanced task management, administrators choose who new error reports go to in the account settings, under Automatic assignment → User requests. The options: assign to nobody (the task waits unassigned on the Kanban board), assign at random to a librarian, or assign to a fixed person.
Quality review
A quality review documents whether a publication or authority record is editorially signed off in its current state. On detail pages, a quality assurance card shows the current review status (“Not reviewed” or “Reviewed”, including the date of the last review) and offers two footer actions:
- Mark as reviewed — sets the state to “Reviewed” immediately and closes any open review task.
- Request review — creates an open quality-review task that someone can pick up later. Useful when a colleague has more context or when the review depends on a clarification.
Request review remains available after a “Reviewed” mark — for example when metadata changes warrant another pass. If an open review task already exists, the card footer links straight to it.
Who sees the quality assurance card
The quality assurance card is shown only to administrators and librarians. Regular users do not see it — it is an internal control tool.
Quality-review tasks from imports
After every import, Librario creates one quality-review task for each imported publication. This automatic creation cannot be switched off — it makes sure no imported record stays unreviewed unnoticed.
What you can control is how prominent the tasks are: in the account settings, administrators pick the strategy “Do not assign” under Automatic assignment → Data Quality. The review tasks then wait unassigned on the Kanban board without notifying anyone — your team works through them in a batch. Deleting one task does not stop the next import; it creates review tasks again.
Librario also sets a due date: the deadline (called SLA deadlines for tasks in the account settings) determines how many business days after creation the task becomes due. Overdue tasks are highlighted on the board.
Do not delete completed reviews
A completed quality review is the durable record that a publication or authority record was reviewed at a given time. Delete such a task and that record is lost for good. Close a review with Mark as reviewed, not by deleting it.
Hard-copy order
When a colleague wants a physical copy of a publication sent through internal mail, they click Hard-copy order on the publication page and fill out the form (preferred delivery date, note). Librario creates a Hard-copy-order task and notifies the people responsible for internal mail.
The typical flow:
- Request. A colleague places the order; the task lands in Open.
- Pack and ship. Library staff picks up the task and dispatches the copy; the task moves to In Progress.
- Confirm. Once the delivery is out, the task is marked Done and the requester gets a notification.
Regular users can see their own hard-copy orders on the publication page at any time, including status and delivery date.
Automatic assignment and due date
With advanced task management, administrators choose who hard-copy orders go to in the account settings, under Automatic assignment → User requests. They also set the deadline there (called SLA deadlines for tasks in the account settings): the number of business days after which an order becomes due.
Generic tasks
For anything that does not fit one of the structured types, use generic tasks. Examples:
- “Check DIN 4109 inventory — buy the current edition, archive the old one”
- “Clarify with publisher X whether series Y will ship by Q3”
- “Compile a tunnel-statics reading list from the last 10 years for the Tunnel-South site engineering team”
Create generic tasks via New task on the Kanban board. Title, description, priority, due date, and owner are all free-form.
Clear titles are half the battle
A task titled “DIN standard” tells you nothing two weeks later. Write what to do and why: “DIN 1045-1: order the current edition as a physical copy (needed for the Tunnel-South site team)”.
Automatically created tasks
Some tasks appear without any action from you. Once a day, Librario checks your collection in the background and creates a task when it finds something that needs attention — duplicate entries, incomplete metadata, or an aborted import.
How automatically created tasks behave
These points apply to the three automatically created task types — duplicate reviews, data quality summaries, and failed imports:
- An open, untouched task is not created again by the next daily check. A large backlog does not multiply day by day.
- A task you delete or mark as done reappears on the next daily check as long as the underlying problem persists. This is deliberate: Librario does not lose sight of a real problem.
- To hide a recommendation for good, set the task to the status “Ignored”. Librario then skips it. “Ignored” only suppresses the reminder, though — the underlying data problem remains.
Duplicate review
Librario detects possible duplicates from three signals: a duplicate DOI, a duplicate ISBN, or an identical file. For each finding, Librario creates a task once a day that states how many records share the signal. On the task card these appear as “DOI duplicate”, “ISBN duplicate”, or “File duplicate”. Your team decides whether it is a true duplicate and merges the records if so.
Data quality summary
Librario also checks your collection for incomplete metadata every day. One task is created per kind of gap — for example publications without an author, without a publication date, without a language, without a file, or without searchable full text. So you see several of these tasks side by side; on the card they are titled “Data quality: …” with the number of affected records.
That number updates with every check. When it drops to zero — because your team has closed the gaps — Librario closes the task itself.
Assigning data-quality tasks
Duplicate reviews and data quality summaries fall into the Data Quality assignment area. With advanced task management, administrators set how these tasks are distributed in the account settings — “Do not assign” is available here too. These tasks have no deadline; they are recommendations without a fixed due date.
Failed import
When an import aborts, Librario records it during its daily check and creates a “Failed import” task. A failed import is not lost — it lands visibly on the board. Once the import is restarted and completes, the task closes.
Recurring tasks
Recurring tasks are created automatically too — not from the daily check, but from a template you define yourself. This is part of advanced task management. The Recurring tasks page explains how to set up such templates.