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Nov 13, 2026

Heratio Help Center article. Category: Public Access.

Heritage Discovery Platform

User Guide

A comprehensive heritage discovery platform that provides an engaging public landing page, community contributions, custodian management, access mediation, and analytics.

Overview

HERITAGEDISCOVERYPLATFORMPUBLICDISCOVERYCONTRIBUTIONSADMINISTRATIONvvvLandingPageCommunityCustodianSearch/BrowseParticipationManagementCollectionsTrustSystemAnalyticsTimelineReviewQueueAccessControl

Key Features

Platform Capabilities

Item Description
Landing Page Rijksstudio-inspired visual discovery
Search Intelligent search with autocomplete
Contributions Community transcription and identification
Access Control Embargo and access request management
Custodian Tools Batch operations and audit trail
Analytics Search insights and usage tracking
POPIA Compliance Privacy flag management

Public Discovery Interface

Landing Page

The heritage landing page provides a visually engaging entry point to your collections.

LANDINGPAGESECTIONSHEROSECTIONFull-viewportbackgroundwithKenBurnseffectTagline,searchbox,suggestedsearchesEXPLOREBYTimePlacePeopleThemeFormatTrendingCURATEDCOLLECTIONSAuto-rotatingcarouseloffeaturedcollectionsBROWSEBYCREATORTopcreatorswithitemcountsTIMELINEInteractivehistoricalperiodnavigationRECENTLYADDEDMasonrygridofrecentitemswithimagesHELPUSIMPROVEContributioncall-to-actionwithleaderboard

How to Access

Navigate to: /heritage or visit the homepage when not logged in (auto-redirect).

Search Features

The heritage search provides intelligent discovery:

Search Capabilities

Item Description
Autocomplete Suggestions as you type
Query Expansion Synonyms and related terms
Multi-language Language detection
Filters Format, time, place, subject, creator
Results Ranking Relevance + quality + engagement scoring

Explore Categories

Browse by Time (Timeline)

Navigate collections through historical periods:

TIMELINEPERIODSPre-ColonialDutchColonialBritishUnionPre-16521652-17951795-19101910-1948ApartheidDemocraticEra1948-19941994-Present

Browse by Place

Explore collections by geographic location with map integration.

Browse by People

Discover records connected to specific individuals and organizations:

  1. Navigate to Heritage > Creators
  2. Browse alphabetically or by item count
  3. Click a creator to see related records

Browse by Theme

Filter collections by subject matter and topics.

Browse by Format

Filter by content type (photographs, documents, maps, etc.).

View popular items based on recent user engagement.

Community Contributions

Overview

The heritage platform enables community participation through moderated contributions.

Contribution Types

  • Transcription - Convert handwritten documents to text
  • Points: 25 per contribution
  • Identification - Identify people, places, objects
  • Points: 15 per contribution
  • Historical - Add context and background information
  • Context Points: 20 per contribution
  • Correction - Suggest corrections to metadata
  • Points: 10 per contribution
  • Translation - Translate content to other languages
  • Points: 30 per contribution
  • Tags/Keywords - Add searchable keywords
  • Points: 5 per contribution

Contributor Registration

  1. Navigate to Heritage > Login or click "Sign In" on the landing page
  2. Click Create Account
  3. Fill in:
    • Email address
    • Display name
    • Password
  4. Verify your email via the confirmation link
  5. Start contributing!

Making a Contribution

  1. Find an item you want to contribute to
  2. Click the Contribute button
  3. Select contribution type (transcription, identification, etc.)
  4. Fill in the contribution form
  5. Click Submit Contribution
  6. Wait for review and approval
CONTRIBUTIONWORKFLOWContributorCustodian/AdminSystemSubmitReviewApprove/RejectAwardPointsUpdateRecord

Trust Levels

Contributors earn trust through consistent quality contributions:

Trust Levels

Item Description
Level 0: New Just registered, limited permissions
Level 1: Contributor Active contributor
Level 2: Trusted Consistent quality, verified
Level 3: Expert High approval rate, special access

Badges and Achievements

Earn badges for contribution milestones:

Badge Requirement
First Steps First contribution
Active Contributor 10 approved contributions
Dedicated Contributor 50 approved contributions
Heritage Champion 100 approved contributions
Transcription Expert 25 transcriptions
Sharp Eye 25 identifications
Local Historian 25 context additions
High Quality 95% approval rate on 20+ contributions

Leaderboard

View top contributors on the landing page and at Heritage > Leaderboard.

Access Requests

Why Request Access?

Some items may have restricted access due to:

  • Privacy concerns (POPIA/GDPR)
  • Copyright restrictions
  • Cultural sensitivity
  • Embargo periods
  • Security classification

Submitting an Access Request

  1. Navigate to the restricted item
  2. Click Request Access
  3. Select your purpose:
    • Personal/Family Research
    • Academic Research
    • Educational Use
    • Commercial Use (requires approval)
    • Media/Journalism (requires approval)
    • Legal/Compliance (requires approval)
    • Government/Official (requires approval)
    • Preservation/Conservation
  4. Provide institution affiliation (if applicable)
  5. Describe your research project
  6. Justify why you need access
  7. Agree to terms and conditions
  8. Submit request

Request Status

Track your requests at Heritage > My Access Requests:

Request Status

Item Description
Pending Awaiting review
Approved Access granted (check valid dates)
Denied Access not granted (see notes)
Expired Access period ended
Withdrawn Request cancelled by user

Viewing Your Activity

My Contributions

Navigate to Heritage > My Contributions to view:

  • Pending contributions
  • Approved contributions
  • Rejected contributions (with feedback)
  • Points earned
  • Badges awarded

My Access Requests

Navigate to Heritage > My Access Requests to view:

  • Request status
  • Approval/denial notes
  • Access validity period

Administration

Admin Dashboard

Access at Heritage > Admin (requires admin privileges)

  • ADMIN DASHBOARD
  • Quick Stats:
    • Total Users
    • Active Users
    • New This Month
    • Active Alerts
  • Quick Actions:
    • Review Access Requests
    • Create Batch Operation
    • View System Alerts
    • Preview Landing Page

Landing Page Configuration

Configure at Heritage > Admin > Landing Config:

Setting Description
Hero Tagline Main headline on landing page
Hero Subtext Supporting text below tagline
Search Placeholder Placeholder text in search box
Suggested Searches Quick search suggestions
Primary Color Theme color for the platform
Show Sections Toggle visibility of landing page sections

Hero Slides

Manage background images at Heritage > Admin > Hero Slides:

  • Upload hero images
  • Set captions and credits
  • Configure Ken Burns effect
  • Set rotation timing
  • Enable/disable slides

Curate collections at Heritage > Admin > Featured Collections:

  • Select IIIF or archival collections
  • Override titles and descriptions
  • Set display order
  • Enable/disable collections

Feature Toggles

Enable/disable features at Heritage > Admin > Features:

Feature Default Description
Community Contributions Enabled Allow public contributions
User Registration Enabled Allow new registrations
Social Sharing Enabled Enable share buttons
Downloads Enabled Allow file downloads
Citations Enabled Show citation options
Analytics Enabled Track usage data
Access Requests Enabled Allow access requests
Embargoes Enabled Enable embargo system
Batch Operations Enabled Enable bulk updates
Audit Trail Enabled Track all changes

Branding

Customize appearance at Heritage > Admin > Branding:

  • Logo upload
  • Favicon
  • Primary/secondary colors
  • Banner text
  • Footer text
  • Custom CSS
  • Social links
  • Contact information

Access Control Management

Access Requests Review

Manage at Heritage > Admin > Access Requests:

  1. View pending requests
  2. Review justification and purpose
  3. Approve or deny with notes
  4. Set access validity period

Embargo Management

Manage at Heritage > Admin > Embargoes:

Embargo Type Effect
Full Record completely hidden
Digital Only Metadata visible, files hidden
Metadata Hidden Files visible, details hidden

Configure:

  • Start and end dates
  • Auto-release option
  • Notification preferences
  • Legal basis

POPIA Flags

Manage privacy concerns at Heritage > Admin > POPIA Flags:

Flag types:

  • Personal Information
  • Sensitive Data
  • Children's Data
  • Health Information
  • Biometric Data
  • Criminal Records
  • Financial Information
  • Political Affiliation
  • Religious Beliefs
  • Sexual Orientation

Custodian Tools

Custodian Dashboard

Access at Heritage > Custodian:

  • CUSTODIAN DASHBOARD
  • Quick Actions:
    • Batch Operations
    • Audit Trail
    • Access Requests
  • Activity Summary (30 Days):
    • Actions by category
    • Top contributors
  • Recent Activity:
    • Latest changes with timestamps

Batch Operations

Perform bulk updates at Heritage > Custodian > Batch:

  • Select items by search or list
  • Choose operation type
  • Preview changes
  • Execute with progress tracking
  • Review results

Audit Trail

View change history at Heritage > Custodian > History:

  • Filter by user, date, action type
  • View field-level changes
  • Export audit logs

Contribution Review

Review community contributions at Heritage > Review:

  1. View pending contributions
  2. Compare with original record
  3. Approve with optional edits
  4. Reject with feedback
  5. Award points automatically

Analytics

Analytics Dashboard

Access at Heritage > Analytics:

  • ANALYTICS OVERVIEW
  • Overview Stats:
    • Page Views
    • Searches
    • Downloads
    • Unique Visitors
  • Search Performance:
    • Average Results
    • Zero Result Rate
    • Click-through Rate
  • Access Control:
    • Pending Requests
    • Approval Rate
    • POPIA Flags
  • Trends Chart:
    • Search and click trends over time

Search Insights

Access at Heritage > Analytics > Search:

  • Top search queries
  • Zero-result searches (content gaps)
  • Failed searches
  • Search term relationships
  • Autocomplete effectiveness

Content Analytics

Access at Heritage > Analytics > Content:

  • Most viewed items
  • Download statistics
  • Engagement metrics
  • Quality scores

Alerts

View system alerts at Heritage > Analytics > Alerts:

Alert categories:

  • Content issues
  • Search problems
  • Access concerns
  • Quality warnings
  • System notifications
  • Opportunities

URL Routes Reference

Route Purpose
/heritage Public landing page
/heritage/search Search interface
/heritage/explore Browse categories
/heritage/timeline Timeline navigation
/heritage/creators Browse by creator
/heritage/collections Featured collections
/heritage/trending Trending items
/heritage/login Contributor login
/heritage/register Contributor registration
/heritage/contribute/:slug Contribution form
/heritage/my/contributions My contributions
/heritage/my/access-requests My access requests
/heritage/leaderboard Contributor leaderboard
/heritage/access/request/:slug Request access form
/heritage/admin Admin dashboard
/heritage/custodian Custodian dashboard
/heritage/analytics Analytics dashboard
/heritage/review Contribution review queue

Tips for Users

DO DON'T
Explore different browse modes Ignore suggested searches
Contribute what you know Submit low-quality content
Provide detailed justification Request access without reason
Check your contribution status Expect instant approval
Earn trust through quality Try to game the points system

Tips for Administrators

DO DON'T
Review requests promptly Let requests pile up
Configure landing page branding Use default settings
Monitor zero-result searches Ignore analytics insights
Curate featured collections Leave collections static
Address POPIA flags quickly Ignore privacy concerns

Need Help?

Contact your system administrator if you experience issues.

Part of the Heratio AHG Framework