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E-library / Digital Repository
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E-library / Digital Repository · Available now

Trace each content revision from intake to delivery.

E-library / Digital Repository keeps a content item with its owning organization, project, assigned person, requirement lines and supporting files. Operators prepare an item, document each requirement outcome and attach source evidence.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewContent intake board
E-library / Digital Repository · Content items

Content intake board

Content items in one list

New content item
Content items in view
6
Draft
2
Submitted
2
Verified
1
Draft2
Willow Creek oral history interviewNorthfield Civic Records
50
Elm River neighborhood newsletterHarbor Industrial Archives
540
Add
Submitted2
Northfield council minutes, 1984Pine Grove Natural History
70
Stonebridge school yearbook, 1972Willow Creek Oral Histories
190
Add
Verified1
Harbor textile mill photographsCedar Valley Maps
430
Add
Decided1
Cedar Valley trail map, 1928Harbor Industrial Archives
950
Add
Willow Creek oral history interviewContent items · CI-13601
Draft
OwnerSofia Costa
ProjectNorthfield Civic Records
Revision50
Decide revisionCI-13601 · Willow Creek oral history interview

Digital Repository Reviewer approves, returns or rejects the submitted source revision.

Waiting for Digital Repository Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
14
Saved views
13
Roles with set permissions
5
Reports and dashboards
8
Features

Work each content item with its evidence

Every feature works on the same records. Pick one to see the screen your team works in.

Content intake

Register content against the right organization, project and owner.

  • One item per submission
  • Visible revision
  • Recorded status
  • Content items
  • Projects
  • Organizations
  • People
  • State history
Explore content intake
OverviewSubmitted revisions
E-library / Digital Repository · Content intake

Submitted revisions

Verified waits for the digital repository reviewer

New
NumberTitleRevisionOwnerSubmitted date
CI-25251Willow Creek oral history interview30Amir Hassan16 Oct
CI-74516Northfield council minutes, 1984480Elijah Park28 Oct
CI-87274Harbor textile mill photographs70Amir Hassan20 Oct
CI-24096Cedar Valley trail map, 1928470Claire Nguyen02 Nov
CI-27806Elm River neighborhood newsletter920Elijah Park19 Oct
6 of 6 records
Willow Creek oral history interviewContent items · CI-25251
Revision30
OwnerAmir Hassan
Submitted date16 Oct
Example screen with sample data
Process

From intake to recorded delivery

Content intake to delivery ships ready to use. One step needs a named approval before the work moves on: Decide revision (Digital Repository Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Register content

    Create a project-linked item with an owner and number.

    Willow Creek oral history interviewCI-13601 · Digital Repository Operator
    Register contentBy Digital Repository Operator

  2. Complete requirements

    Record each line's outcome and source reference.

    Willow Creek oral history interviewCI-13601 · Digital Repository Operator
    Complete requirementsBy Digital Repository Operator

  3. Submit revision

    Hand the prepared revision to a separate reviewer.

    Willow Creek oral history interviewCI-13601 · Digital Repository Operator
    Submit revisionBy Digital Repository Operator

  4. Verify evidence

    Check linked files and requirement outcomes.

    Willow Creek oral history interviewCI-13601 · Digital Repository Reviewer
    Verify evidenceBy Digital Repository Reviewer

  5. Decide revision

    The Digital Repository Reviewer records a reasoned decision on that revision.

    Willow Creek oral history interviewCI-13601 · Digital Repository Reviewer
    Decide revisionBy Digital Repository Reviewer
    ApprovalDigital Repository Reviewer approves, returns or rejects the submitted source revision.

  6. Record delivery

    Keep the delivery reference with its run and receipt.

    Willow Creek oral history interviewCI-13601 · Digital Repository Operator
    Record deliveryBy Digital Repository Operator

Start with Content intake to decision

Inside a record

Connect sources and receiving repositories

Open any content item to see its application requirements, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Owner, Project and Revision.

  2. 2
    Application requirements

    Each line is linked to this content item.

  3. 3
    Who works on it

    Digital Repository Administrator, Digital Repository Operator and Digital Repository Reviewer, each with their own permissions.

  4. 4
    Process stages

    Every status change, in order.

  5. 5
    Approvals

    Decide revision, with who decides.

Content intake boardWillow Creek oral history interview
E-library / Digital Repository · Content items

Willow Creek oral history interview

Northfield Civic Records · Draft

Log activity
1
Record details
OwnerSofia Costa
ProjectNorthfield Civic Records
Revision50
2
Application requirements

Willow Creek oral history interview

ParentSequenceDescription
Northfield council minutes, 198480Provide signed interview release
Willow Creek oral history interview20Capture full page margins
Willow Creek oral history interview20Record creator and date
Application requirements
6
Total sequence
260
3

Who works on it

  • Digital Repository AdministratorManage Projects
  • Digital Repository OperatorManage application requirements, content files, content items…
  • Digital Repository ReviewerManage review decisions
5

Approvals

  • Decide revisionDigital Repository Reviewer
    Approved
Example screen with sample data
Approvals

Decide the exact revision

OverviewApprovals
E-library / Digital Repository · Overview

Approvals

Signed in as Digital Repository Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • CI-25251Willow Creek oral history interview
    Requested by Amir Hassan
    Waiting3dActions
  • CI-74516Northfield council minutes, 1984
    Requested by Elijah Park
    Waiting2dActions
  • CI-87274Harbor textile mill photographs
    Requested by Amir Hassan
    Waiting2dActions
  • CI-24096Cedar Valley trail map, 1928
    Requested by Claire Nguyen
    Waiting6dActions

Who approves what

DecisionApprover
Decide revisionThe Digital Repository Reviewer records a reasoned decision on that revision.Digital Repository Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens E-library / Digital Repository to the work that is theirs. Pick a role to see what it starts with.

Digital Repository Administrator

Maintains approved configuration: record entry on Projects, read-only on all operational, review and provenance tables, and access to all four repository pages. No schema editing, deletion, bulk operations or export grants.

This is the first screen this role sees.

OverviewRuns requiring reconciliation

Runs requiring reconciliation

Operation runs · Digital Repository Administrator

SourceNameOperation keySource revisionResult referenceStatus
Harbor textile mill photographsOral history transcript ingestingest-interview-004-v2350PKG-ORAL-004Reconciliation required
Stonebridge school yearbook, 1972Council minutes OCR reviewocr-minutes-1984-06-v1390OCR-CIVIC-1984-06Reconciliation required
Ridgeway community theater posterMill photo metadata exportexport-mill-photos-v3220EXPORT-MILL-027Reconciliation required
Cedar Valley trail map, 1928Trail map preservation copypreserve-trail-map-v1340MASTER-MAP-1928-03Reconciliation required
Northfield council minutes, 1984Newsletter access package buildpackage-newsletter-1968-v2110PKG-NEWS-1968-FALLReconciliation required
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

See the queue and its outcomes

Read the item queue, review outcomes, assigned work and delivery trail.

Overview
E-library / Digital Repository · Overview

E-library / Digital Repository dashboard

This quarter

Production tasks in view
6
Open
3
In progress
3
Due date within 14 days
5

Content items by status

How far records got this quarter

StageReachedStep
Draft48
Submitted2246%
Verified1150%
Decided873%

Revision by status

Sample totals per stage

2.0k0
2.0kDraft
2.0kSubmitted
2.0kVerified
2.0kDecided
2.0kDelivered
Example screen with sample data
  1. 01Content by project and status

    Group content items by Project and Status to show the current collection workload.

  2. 02Requirement outcomes

    Count application requirements by Parent and Outcome for review preparation.

  3. 03Evidence verification

    List content files by Content and Verified with document date.

  4. 04Reviewer decisions by revision

    Compare review decisions Decision, Reviewer and source revision for each Source.

  5. 05Outstanding task due dates

    List production tasks with Status, due date and assigned to.

  6. 06Delivery references

    Show Delivered content items with completed at and delivery reference.

  7. 07Execution result trace

    Follow operation runs through operation steps, Status and external receipt id.

  8. 08Failed action attempts

    Show execution attempts by Source, operation key, attempt number and failure reason.

All reports and dashboards

Who it's for

For collections with accountable review

See how E-library / Digital Repository fits your kind of team.

Academic repositories

Review thesis and research deposits against project requirements.

Institutional digital collections

Keep project ownership, source evidence and delivery references together.

Public sector repositories

Track accountable preparation, review and correction across agency collections.

Controls

Trace revisions, tasks and receipts

Each stage of content intake to delivery names the role that acts and the status it records, so a change is never anonymous.

OverviewContent intake to delivery
E-library / Digital Repository · Process

Content intake to delivery

Each stage, the role that acts and the status it records

Process stages
9
Approval steps
1
Roles involved
3
Tables touched
9
Submit revision
Digital Repository Operator
StatusDraft → Submitted
Verify evidence
Digital Repository Reviewer
StatusSubmitted → Verified
Decide revisionApproval
Digital Repository Reviewer
StatusVerified → Decided
RecordsReview decisions
Content intake to delivery
  1. Start
    Submit revisionDraft → Submitted
    Digital Repository Operator
  2. Step
    Verify evidenceSubmitted → Verified
    Digital Repository Reviewer
  3. Approval
    Decide revisionVerified → Decided
    Review decisions
  4. Step
    Record deliveryDecided → Delivered
    Digital Repository Operator
Example screen with sample data

See each stage in detail

AI agent

Ask Proto for the next case

Ask Proto to prepare item queues, review context and delivery checks.

It can

  • Digital Repository Operator: List my content items still in Draft and show their pending requirement lines.
  • Digital Repository Reviewer: Show submitted revisions with their linked evidence and prior decisions.
  • Digital Repository Administrator: Find runs requiring reconciliation and show their operation keys and receipt references.
  • Repository Read Only Analyst: Summarize delivered content by project using the recorded delivery references.

Stays with a person

  • A person must decide whether evidence satisfies the project's criteria and whether a revision should be approved, returned or rejected.
  • The receiving endpoint's receipt determines the external delivery result.
  • Use the actor's authorized role and organization scope for any suggested action; inspect the item revision before recording a decision.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • E-library / Digital Repository
  • Source collection
  • Document storage
  • Receiving repository
  • Identity directory
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 14 tables
14tables
  • Content intake5
  • Requirements and evidence5
  • Independent review6
  • Tasks and corrections6
  • Delivery and execution5
  • Projects and provenance6
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Define the first collection

    Record the organization, project code, operating dates and policy reference. Assign an administrator, operators and independent reviewers.

  2. Map source data

    Agree item numbers, source identifiers, file references and mapping versions. Import a small case set with correct project and owner links.

  3. Prepare and review

    Enter requirement lines and supporting files, then submit a revision. Have a separate reviewer approve, return and reject representative cases.

  4. Trace delivery

    Reconcile an approved item’s delivery reference, run, attempt and external receipt against the receiving endpoint.

  5. Rehearse correction

    Replace evidence on a successor revision and assign a compensating task if an earlier delivery is superseded.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for E-library / Digital Repository.

All questions
How do I get started?

Click Get started, then use Proto to configure E-library / Digital Repository for your business. Start with one organization, one project, a few representative content items and separate operator and reviewer accounts. Rehearse a clean approval, a returned item and a corrected delivery.

What does a content item represent?

It is the working record for material submitted under a project. It carries the item number, title, status, revision, owner and links to requirements, files, decisions and delivery details.

How are collections separated?

Each item belongs to a project and organization. The project carries its code, dates and policy reference. Agree how staff are scoped to authorized organizations during setup.

Who decides whether a revision is accepted?

The Digital Repository Reviewer records a decision against the source revision after examining the requirements and evidence. The operator prepares the item and resolves returned work.

What happens when evidence is incomplete?

Leave the relevant requirement Pending or record a rejected outcome with a reason. Assign a production task to a person who can obtain or correct the material before the revision is reviewed again.

Can a delivered item be corrected?

A successor revision can carry the changed material through independent review. Keep the earlier decision and execution receipt available, and assign a compensating task when the earlier delivery is superseded.

How do we investigate an uncertain delivery?

Use the operation key, source revision, attempt status, run result and step receipt to compare the recorded action with the receiving endpoint. Reconcile the original action before deciding on another attempt.

Can analysts edit content?

Repository Read Only Analyst has read access to authorized records and summaries. Preparation and review use their own roles and decision boundaries.

Where do source fields and external identifiers belong?

Source mappings record project-linked field mappings and transform rules. Requirement, file, content and execution records retain the references needed to trace an item and its result.

Set up E-library / Digital Repository your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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