Curation Process: Workflow

When you have a suitable time window, please log into the email account (then click “Apps” on the left and then “Outlook” in the center of the screen) and check what’s in the inbox (Inbox):

Receiving registrations

If you see an email in the inbox with the subject [Signup], open it and check whether everything we ask for has been completely filled out.

If the registration is complete, move it to the folder Archive: Signup.

Then send the registree the following standard text as a reply:

Thank you for your registration with Open Filk Songbook!

Everything looks good. 
We can now accept songs from you and are already looking forward to your submissions.
How to do this is explained at https://filksongbook.com/info/upload/

Best regards
Your Open Filk Songbook Team

If the registration is not complete, send a reply to the submitter and ask for the missing information to be added.
Then please move the email into the Pending folder.

Receiving and curating songs

STEP 1: If you see an email with the subject [Submission] and want to process it: move it to the WIP folder.

If more than 3 ChordPro files are attached: please write a reply to the submitter with the following standard text:

Thank you for the submissions!

Unfortunately, that's too many files at once. Please submit only up to 3 files per email.
Otherwise the work packages become too large for us to process sensibly, and we lose track.

We have deleted your email (for workflow management purposes).

Please submit the songs again properly.
Thank you!

Best regards
Your Open Filk Songbook Team

Then delete the email.

Otherwise:

Download the submitted ChordPro files and check in each case who is listed under {c:Lyrics...} as lyricist(s) and whether we have a registration from all of them. (You can simply search for the names in the folder Archive: Signup.)

If people are missing: please write a reply to the submitter with the following standard text (adjust names!):

Thank you for the submission!

Unfortunately, we're still missing the registration from XXX to be allowed to host the song YYY. Can you please take care of that?
Then we'll be happy to accept the song.

Best regards
Your Open Filk Songbook Team

Then move the email to Pending.

If all necessary registrations are present, download the attached ChordPro file and check it for completeness and correct format.

If everything looks right (possibly after you’ve made it so with small corrections), upload the file to Nextcloud in the upload folder (see below). Then please write the following standard reply text to the submitter:

Thank you for the submission! We have reviewed it and everything looks good.
The files will be hosted on https://filksongbook.com/songs with the next update cycle and can then be accessed there.

Thank you for your contribution!

Best regards
Your Open Filk Songbook Team

Then move the email to the folder Archive: Submissions.

If major corrections are needed or something is unclear, please simply write a reply to the email instead and request the necessary changes.

This could look like this, for example:

Thank you for the submission!

Unfortunately, the file XXX is not quite correct yet. YYY is still missing.

Can you please correct this and send us the corrected file(s) again (as a reply to this e-mail)?
As soon as everything is correct, we'll be happy to accept the song(s).

Best regards 
Your Open Filk Songbook Team

Then move the email to the folder Pending.

Uploading to Nextcloud

To upload fully curated song files, you have three options, depending on your preference.
All accomplish the same thing in the end – use whichever you prefer. 🙂

(a) Use the upload folder

Go to the upload link you received and log in with the associated password.

Then click on the “+ Upload” button in the middle and simply select the file to upload.

The files uploaded this way automatically end up in the upload folder and will be picked up and sorted with the next update cycle.

(b) Log in to Nextcloud

Alternatively, you can go to www.filksongbook.com/files and log in with your personal account.

There you’ll probably see the most recently used folders in the middle of your screen:

You can click directly on upload there.
Alternatively, you can also click on the “Files” icon at the top left of the page: and then click on upload.

Then you click at the top on New => Upload Files:

And then you select the files you’ve approved and upload them.

(c) FTP upload

This will be available soon as another alternative. Please have patience. 🙂

And done! Great job, thank you! 🥰