Tutorial transcription editor (en)

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Scope of the transcription editor

 Benutzeroberfläche des Transkriptionseditors
User interface of transcription editor

Whether or not a text needs to be transcribed or a recognized text needs to be corrected, especially historic literature is very demanding on human transcriptors and proofreaders. These texts are particularly based on special characters and abbreviations that doesn't exist on regular computer keyboards.Unicode-equivalents and the applicable digital print types need to be defined in advance and manually transfered into the transcribing text. Errors and irregularities are inevitable if they are not prevented by means of a wise working environment and well-defined workflow. Furthermore, the staff hierarchy of many projects of transcribition requires a user management that allows for a "correcting of the correcture" by qualified staff. The development of Narragonien digital serves these requirements by means of an intuitive and operating system-independend web-based user interface.

The transcription editor enables the creation of exact character matching transcriptions in a controlled environment including the verification of correct encoding, full control about data (scans and electronic texts), as well as the consequent usage of MUFI-Fonts for special character encoding. A hierachical system of user privileges allow for the inclusion of student assistants and seminar participants.

Technical data

  • Web application
  • Technology: Java EE with GlassFish-Server
  • CKEditor based user interface
  • MUFI-based unicodes and fonts for transcriptions
  • User account control with rights management system

Access to the editor

After adaption and activation for the respective projects, the transcription editor is available as a seperate web application. In order to work with the editor, you need a password-protected account.

Different security roles can be allocated to your user account:

  • Gäste/guests can watch allocated pages in the editor, but they may not edit them (currently not available).
  • Mitarbeiter/collaborators may watch an opus as well as single text pages and may edit them when allocated by a coordinator.
  • Koordinatoren/coordinators may edit any text and my also allocate pages for editing to selective collaborators. Subsequently, they may check their progress and choose the final version for transcription. Furthermore, they may add new collaborators and coordiantors.
  • Administratoren/administrators have the same privileges as coordinators. Additionally, the have privileges to access extended system settings of the editor and the whole web environment.

User administration

Access to user and privileges management is only accessible to administrators and coordinators. By clicking on Administration/administration -> Benutzerverwaltung/user management an overview about all registered users ist opened.

Every entry may be edited by clicking on Bearbeiten/edit or deleted by clicking on Entfernen/remove. New users can be added by clicking on Hinzufügen/add.

Document management

The document administration is also only accessible to Administratoren/administrators and Koordinatoren/Coordinators. Furthermore, adding new opus is also only available to Administratoren/administrators and requires writing permissions to the server directory.

By means of document management, users with corresponding permissions may edit the opus and their corresponding meta data.

By clicking on Hinzufügen/add, an input mask in order to create a new opus is opened. Metadata fields that are marked by an asterisk (*) must be filled up in order to save the entity. Other fields are optional. If print types and depositories must be linked during the creation of an opus, they have to be created in advance in tabs Drucktypen/print types or Aufbewahrungsorte/depository, respectively.


Auswahl der angezeigten Tabellenspalten
Selection of displayed spread sheet columns
  • Tabular overview: In this menu item you see a tabular overview of all opus. By clicking on the Spalten/columns botton, you may configure the shown columns by yourself. You may display important metadata, if you miss any.

Bearbeiten der Metadaten eines Werksn
Editing the metadata of an opus
  • Edit metadata: Otherwise you can see the complete metadata of an opus by clicking on Bearbeiten/edit. Now you can also choose the type inventory needed for transcription (see below).

Zuweisen von Bearbeitern zu einzelnen Scanseite
Allocating editors for single scan pages
  • Assign scans: If you have the permissions of a coordinator, you can call up the scan list by clicking on the button right next to the Bearbeiten/edit button. For that purpose, select the corresponding scans and click on Mitarbeiter zuweisen/assign to collaborator. Now a listing of project collaborator is opened. Choose the collaborator and confirm your choice by clicking on Zuweisung/assign. Assignments that are already selected, can be removed by clicking on Zuweisung entfernen/remove assignment. Subsequently, you can save the changes by clicking on Speichern/save.

Print types

Selection of print types
Selection of print types

This view shows an overview about all print types installed on the system.

By clicking on the Hinzufügen/add button, an input mask is opened in order to create a new print type. Metadata fields marked with an asterisk ( * ) must be filled up in order to save the entity. Any other fields are optional. Glyphs can be added either when a print type is created or afterwards.

Glyph set: Create and link of a glyph set happens in 2 steps:

  1. First of all, a Unicode-formatted csv-file containing all glyphs to be linked needs to be created. For symbols that consist of two Unicodes, both of them have to be written in the same line sepearated by a tabulator.
  2. In the input mask, the csv-file now may be chosen to create a new print type in section "Glyphensatz/glyph set and uploaded.

Edit an existing print type: By clicking the Bearbeiten/edit-button, the input mask for editing the chosen print type is opened. The displayed fields and functions are the same as in the input mask when creating a print type.

Remove an existing print type: By clicking on the split-button menu Entfernen/remove, the confirmation dialogue to remove the chosen print type is opened.

Display and edit a list of glyphs: By clicking the split-button menu Glyphenliste/List of glyphs, the dialogue to display of the assigned glyphs is opened.

Edit the glyphs: The unicodes of the glyphs may be edited seperatedly of each other by clicking on the affecting unicode.

Mark as special sign: The checkbox in the column Sonderzeichen/special signs shows if the glyphs in the spread sheet of special signs assigned to the type of the opus, may be displayed or not.

Remove glyphe The recycle bin in the last column allows the deletion of the corresponding glyphe.

Work with the editor

Selection of glyphs

For selection of required special glyphs, there are currently two buttons with different layout available. One for vertical selection on the edge, the other one as a keyboard-like cross-fading. You may decide for you own which of them you can work more comfortable. The functions are both the same. By clicking on the relevant glyph, text will be inserted at the current position of the cursor. The available glyphs may be adapted in the metadata of the opus before.

From draft to release

The work with the editor is made for collaboration of collaborants, e.g. student assistants, and coordinators as supervision authority. Collaborants can edit the assinged transcriptions, save as draft or transmit the concluding release candidate to the appropriate coordinator. Coordinators may accept the proposal or send it back for revision.


Bearbeiten = edit
Entwurf = draft
Release-Kandidat = release candidate
Kontrolle (Koordinator) = check (coordinator)
Bestätigen = confirm
Abbrechen der Bearbeitung = cancel editing
Ablehnen = decline

By clicking on Speichern/save or Entwurf/draft, you can save you work. If you are of the mind that you have transcribed the text correctly or found all faults, you can define your editing as release candidate. In this case, the status changes to "release candidate". If you are collaborant, the scan is locked for further editing until a coordinator examined the work.

As coordinator, you decide either to decline the release candidate. In this case, the text is marked as Abgelehnt/declined and submitted for re-edit. If you choose Abbrechen/abort, the text is marked as Abgelehnt/declined and not submitted once again.If you are satisfied with the work, you may bestätigen/confirm the release-candidate as correct version.

Wether or not you declined, aborted or confimed the text, as a coordinator you can evaluate it as draft at any time. Furthermore, coordinators have all permisstion to edit like collaborants as well and can correct themselves at anytime.