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Nov 13, 2026

Heratio Help Center article. Category: Reference.

Heratio AHG Framework - User Workflows

Version: 2.1.17 Last Updated: January 2026

1. Plugin Management Workflow

PLUGINMANAGEMENTWORKFLOWAdministratorwantstoenablenewpluginStep1:DiscoverAvailablePluginsAdmin->Settings->Plugins(/admin/ahgSettings/plugins)Output:AVAILABLEPLUGINSNameStatusCategoryVersionahgThemeB5Pluginenabledtheme2.1.17✓ahgPrivacyPlugindisabledcompliance1.2.0ahgIiifPlugindisabledmedia1.0.0Step2:EnablePluginInAdmin->Settings->Plugins,toggle"Privacy"onandSave.✓PluginahgPrivacyPluginenabled✓Databasemigrationsapplied(3tablescreated)✓CacheclearedPluginisnowactive.RestartPHP-FPMforchangestotakeeffect.Step3:RestartServices$sudosystemctlrestartphp8.3-fpm$phpartisanoptimize:clearStep4:ConfigurePlugin(AdminSettings[PluginName])Navigateto:AdminSettingsPrivacySettingsConfigure:Retentionperiods,consenttypes,breachworkflowsDone!

2. Sector Configuration Workflow

SECTORCONFIGURATIONWORKFLOW(Museum/Library/Gallery/DAM/Archive)Question:Whattypeofinstitutionareyou?MuseumLibraryGalleryDAMMuseum5.0MARC/RDAArtworkMediaCCO/CIDOCISBNlookupCatalogingAssetsStep1:EnableappropriatesectorpluginSetthesectorinAdmin->SectorProfile:(/admin/sector-profile)MuseumORLibraryORGalleryORDAMStep2:Sectorpluginautomaticallyconfigures:MUSEUMEXAMPLEFieldLabels:•"Extent""Dimensions"•"ScopeandContent""ObjectDescription"•"ArchivalHistory""Provenance"Vocabularies:•ObjectType:Painting,Sculpture,Textile,Ceramic...•Material:Oilpaint,Bronze,Marble,Wood...Standards:•Museum5.0proceduresenabled•CCOmetadatafieldsavailableStep3:EnablecapabilitypluginsasneededSamecapabilitiesworkacrossALLsectors:CapabilityPluginWorksWithIIIFViewingahgIiifPluginAllsectors3DModelsahg3DModelPluginAllsectorsPrivacy/GDPRahgPrivacyPluginAllsectorsAI/NERahgAIPluginAllsectorsLoansahgLoanPluginAllsectorsConditionahgConditionPluginAllsectorsRightsahgExtendedRightsAllsectorsResult:Sector-specificterminologyUniversalcapabilities

3. Record Lifecycle Workflow

RECORDLIFECYCLEWORKFLOWCREATION1.CreateRecord•Adddescription(ISAD(G)/DublinCore/sector-specific)•Uploaddigitalobjects•LinktorelatedrecordsPluginstriggered:AhgHooks::trigger('record.created',$record)AuditTrail:logscreationIIIF:generatesmanifest(ifimages)2.Accessioning/CatalogingOptionalPluginActionsahgConditionPluginCreateconditionassessmentahgHeritagePluginRegisterasheritageassetahgSecurityPluginApplysecurityclassificationahgPrivacyPluginFlagPIIforprotectionahgAIPluginExtractnamedentities3.Publication/AccessRecordvisibilitydeterminedby:Publicationstatus(draft/published)Securityclassification(ifahgSecurityPluginenabled)Embargodates(ifahgEmbargoPluginenabled)Userpermissions(HeratioACLclearancelevel)Publicuserssee:Published,unclassifiedrecordsIIIFviewersforimages3DmodelviewersAudio/videoplayers4.Use/ResearchResearcherActionsahgResearchPluginSubmitaccessrequestahgResearchPluginBookreadingroomvisitahgCartPluginAddtocartfororderingahgFavoritesPluginSavetofavoritesahgFeedbackPluginSubmitfeedback/correction5.Loans/ExhibitionsahgLoanPluginworkflow:CreateloanrequestAdditemstoloanConditioncheck(outgoing)TracklocationduringloanConditioncheck(incoming)Closeloan6.PreservationahgPreservationPlugin:Formatmigration(obsoletecurrent)Fixitychecking(checksumvalidation)PREMISmetadatagenerationAIP/DIPpackagingahgBackupPlugin:ScheduledbackupsOff-sitereplicationDisasterrecoveryDISPOSITION(ifneeded)

4. Privacy Compliance Workflow (POPIA/GDPR)

PRIVACYCOMPLIANCEWORKFLOWDATASUBJECTACCESSREQUESTDataSubjectsubmitsSARRequestreceivedvia:•Email•Webform•InpersonStep1:LogrequestinsystemAdminPrivacySARRequestsNewRequestType:[Access/Erasure]Requester:[Name]Email:[email@example.com]Deadline:[auto:30days]Step2:Verifyidentity□IDdocumentverified□Proofofaddressverified□IdentityconfirmedACCESSERASURERequestRequestSearchforallSearchforallpersonaldata:personaldata:•ActorrecordsCheckiflegal•Useraccountsbasisallows•Auditlogsdeletion•Researchreq•Loanrecords□Archival□Legalhold□ResearchExportdatainportableformatPseudonymize(CSV/JSON)ordeleterecordsStep3:RespondwithindeadlinePOPIA:30daysGDPR:30days(extendableto90)Sendresponsewith:•Dataexport(ifaccess)•Confirmation(iferasure)•Reason(ifrefused)

5. Loan Request Workflow

LOANREQUESTWORKFLOWBorrower(Museum/Gallery)REQUESTED►REVIEWING►APPROVED•Createrequest•Checkavail.•InsuranceOK•Additems•ConditionOK?•Agreementsent•Setdates•SecurityOK?•SchedulepickupRejectedDECLINEDDISPATCHED•Notifyborrower•Conditioncheck•Closerequest•Packitems•Ship/deliver•UpdatelocationCLOSED◄RETURNED◄ONLOAN•Finalreport•Conditioncheck•Atborrower•Archivedocs•Inspectdamage•Trackstatus•Updaterecords•Backtostorage•InsurancevalidAtEachStage,theSystem:LogsallactionstoaudittrailSendsnotificationstostakeholdersUpdatesloanstatusindatabaseTriggersconditionassessmentprompts

6. Condition Assessment Workflow

CONDITIONASSESSMENTWORKFLOWTriggers:ScheduledreviewLoandispatch/returnDamagereportedNewacquisitionStep1:SelectObjectBrowseSelectRecordActionsNewConditionAssessmentStep2:CompleteAssessmentFormOverallCondition:○Excellent○Good●Fair○PoorStability:○Stable●Unstable○DeterioratingDisplaySuitable:●Yes○Withrestrictions○NoLoanSuitable:○Yes●Withconditions○NoPriority:○Low●Medium○High○UrgentStep3:DocumentDamage/IssuesForeachcomponent:Component:FrameCondition:FairDamageType:CrackingSeverity:ModerateLocation:LowerrightcornerPhoto:[Upload]Step4:ProposeTreatment(ifneeded)TreatmentType:ConservationrepairDescription:Stabilizecracking,consolidatepaintEstimatedCost:R15,000Priority:MediumRecommendedBy:[ConservatorName]Step5:SetNextReviewDateBasedoncondition:•Excellent/Good:2-5years•Fair:1year•Poor:6months•Critical:ImmediateactionSaveSystemautomatically:Addsassessmenttoobject'sconditionhistoryUpdatesloansuitabilityflagsSchedulesnextreviewreminderLogstoaudittrail

7. Security Classification Workflow

SECURITYCLASSIFICATIONWORKFLOWClassificationLevels(NARSSA-aligned):LevelCodeColorAccess0UGreenUnclassified-Publicaccess1RBlueRestricted-Staffonly2CYellowConfidential-Need-to-know3SOrangeSecret-Clearedpersonnel4TSRedTopSecret-SpecialclearanceCLASSIFYINGARECORDCreate/EditRecordSecurityClassificationPanel(sidebar)Classification:[Dropdown:U/R/C/S/TS]Reasonforclassification:ContainspersonalmedicalrecordsReviewDate:[Datepicker]HandlingInstructions:Donotcopy.Readingroomaccessonly.ACCESSCONTROL(automatic)UserClearanceLevelCanAccess0(Public)Uonly1(Staff)U,R2(Researcher)U,R,C3(Manager)U,R,C,S4(Director)U,R,C,S,TSRecordclassifiedasCwill:•Behiddenfrompublicbrowse•Requirelogintoview•Onlyshowtouserswithclearance≥2•Logallaccessattempts

Part of the Heratio AHG Framework - v2.1.17