Collaborative workflows using MaxQDA: Difference between revisions

From Zack's Wiki
Jump to navigation Jump to search
(Created page with "== Merging and splitting the project == * MaxQDA files (.mx18) should only be worked on locally, by one user at a time. There is major risk of database corruption if the same...")
 
(Applied E-CURATORS category.)
 
(3 intermediate revisions by 2 users not shown)
Line 1: Line 1:
== Merging and splitting the project ==
MaxQDA project files (.mx18) should only be worked on locally, by one user at a time. There is major risk of database corruption if the same file is being worked on my multiple users on different computers, as assisted by Dropbox sync, for instance.
* MaxQDA files (.mx18) should only be worked on locally, by one user at a time. There is major risk of database corruption if the same file is being worked on my multiple users on different computers, as assisted by Dropbox sync, for instance.
* We will therefore collaborate by exporting and importing MaxQDA Exchange files (.mex) on a task-by-task basis.
* One administrative user will be responsible for managing these exports and imports by requesting that all users export exchange files, by importing those exchange files into a new document, and by communicating with all users about these changes in a timely manner.
* The merge administrator will also be responsible for maintaining a synchronized directory on the cloud server containing the most up to date merged file, duplicates of merged files that are re-named to include each user's initials, exchange files exported by each user, and archives of prior work.
* Users will work only with files containing their initials in the file name.
* When it is time to export an exchange file, there are two options that users may follow:
** In order to export an exchange file containing all changes made to a user's project file, users should select Export Exchange File from the Home menu.
** Alternatively, to export only some aspects of the project, namely those that have been modified since the last merge, users shoudl select Export Teamwork: Export Data to Exchange File from the Teamwork menu.
* Users should place their exchange files in the Working Directory folder and then notify the merge administrator that their export has been completed.
* Once all exchange files have been assembled, the merge administrator will create a new project file and give it an appropriate name, according to the file naming scheme.
* In this empty project, the merge administrator will select Import Teamwork: Import Data from Exchange File from the Teamwork menu, and add all files successively.
* After zipping the outdated project files and exchange files, and then moving them from the working directory to an archive folder, the merge administrator will place the new merged file to the working directory, create duplicate versions with users' initials in their file names, and notify users that the new version is ready for them to access.
* Users may have to update the paths to external files upon receiving new versions.


== Accessing external files ==
We will therefore collaborate by merging independently-worked MaxQDA files on a task-by-task basis. See [[Merging MaxQDA project files]] for further details.
* MaxQDA does not change the external files. It just assigns timestamps or 'line-stamps' to codings that correspond with various parts of the file. It should be okay to keep the external files in a cloud-synced folder that we can all access. To set up a syncronized local folder:
** Download the Nextcloud desktop client from [[https://nextcloud.com/clients/|https://nextcloud.com/clients/]]
** In the 'host' field, include `http://server.e-curators.org/cloud`, and use the credentials supplied by Andres as login information.
** Select which folders you would like to sync (i.e. MaxQDA external files) and press apply in the bottom right corner.
* In the Preferences (MacOS) or Settings (Windows) menu, identify the correct folder in which MAXQDA should look for externally stored files as the Nextcloud-synced folder. MaxQDA only supports absolute paths (and not relative paths) when identifying external files and folders, so the location of this folder will be unique to your own computer.
* Ensure that each individual document points to the correct file. To do this, right click on a document, select 'Properties' from the menu, and you will be able to see and modify the path to the desired file.


== Backups ==
One administrative user (admin) will be responsible for managing these merges. This requires that tasks be carefully allocated and that all contributors communicate effectively about the work that needs to be done.
* The backups folder on the Nextcloud server contains subfolders for each user. Synchronize the folder pertaining to you so that you can access that folder locally.
* In the MaxQDA preferences or settings menu, change the folder where backup files are saved to your backup subfolder.
* Ensure that backsups are made automatically on a regular basis by selecting these options in the preferences menu. When you load a mx18 file you will be prompted to save a backup if you have not done so in x days. Each backup will be timestamped, but the naming scheme can't be changed to include the user's name (hence the user subfolders).


== User management ==
The merge admin will be responsible for synchronizing the shared file server containing the most up to date merged file, archiving outdated drafts, and ensuring that all contributors' work occurs in a seamless manner. See [[Nextcloud]] for more details.
* MaxQDA enables rudimentary user management settings. This is meant to help keep track of who makes what changes or codings, and allows us to compare how we code things in different ways so that we can potentially mitigate bias.
 
* After every merge, select 'change user' from the 'teamwork' setting on the 'home' ribbon (icon is a human silhouette), select your username from the dropdown and enter your password.
A few different kinds of work warrant different workflows:
* Transcription
* Initiating new coding
* Continuing existing coding
 
== Transcription ==
''For transcription notation guidelines, see [[Transcription]].''
 
When transcribing an audio/visual document to a text-based format using MaxQDA's built-in transcription tools, each transcript should be produced as its own .mx18 project file. Each file will eventually be merged into a unified .mx18 project file containing all available transcripts.
 
# Create a new MaxQDA project. Name it according to the following scheme: <code>InterviewerName-YYYYMMDD.mx18</code> or <code>BrandonOlson-20190606.mx18</code>.
# Import the media to be transcribed as a new document. MaxQDA will make a copy of this file in the predefined External Files directory (which should be pointed at <code>/your-name/MaxQDA-external</code>, which is paired with a .dat file containing crucial metadata.
# Once you complete your transcription, contact the admin to notify him that the transcript is ready to be merged into a unified project file.
# After completing the merge, the admin will then move the dedicated .mx18 file to an archive folder in the <code>/admin</code> directory and an updated unified file will be made available to all users.
 
== Working with existing project files ==
When tasked with coding or memoing work, you will likely be working with merged .mx18 files.
 
# Prior to the initiation of such work, the admin will create copies of the unified and most up to date .mx18 file, personalize them with each user's name, and place them in each user's working directory.
# Users will then work with their personalized file exclusively.
# When users have completed their tasks, they will contact the admin to notify him that the work is ready to be merged into a unified project file. Users should refrain from making future changes to their personalized .mx18 file after they notify the admin about the completion of their task.
# After completing the merge, the admin will then move each personalized .mx18 into an archive folder in the <code/admin</code> directory and an updated unified file will be made available to all users.
 
== Other things ==
=== Backups and archives ===
In the MaxQDA preferences or settings menu, change the folder where backup files are saved to the <code>/your-name/MaxQDA-backups</code> subfolder.
 
Ensure that backsups are made automatically and on a regular basis by selecting these options in the preferences menu.
 
When you load a .mx18 file you will be prompted to save a backup if you have not done so in a preset number of days (as specified in the backup preferences). Each backup will be timestamped, but the naming scheme can't be changed to include the user's name (hence why we have different backup folders for each contributor).
 
It is also possible to save backups manually by selecting 'Save Project As' from the File menu.
 
=== User management ===
MaxQDA enables rudimentary user management settings. This is meant to help keep track of who makes what changes or codings, and allows us to compare how we code things in different ways so that we can potentially mitigate bias.
 
After every merge, select 'change user' from the 'teamwork' setting on the 'home' ribbon (icon is a human silhouette), select your username from the dropdown and enter your password.
[[Category:E-CURATORS]]

Latest revision as of 19:34, 14 March 2023

MaxQDA project files (.mx18) should only be worked on locally, by one user at a time. There is major risk of database corruption if the same file is being worked on my multiple users on different computers, as assisted by Dropbox sync, for instance.

We will therefore collaborate by merging independently-worked MaxQDA files on a task-by-task basis. See Merging MaxQDA project files for further details.

One administrative user (admin) will be responsible for managing these merges. This requires that tasks be carefully allocated and that all contributors communicate effectively about the work that needs to be done.

The merge admin will be responsible for synchronizing the shared file server containing the most up to date merged file, archiving outdated drafts, and ensuring that all contributors' work occurs in a seamless manner. See Nextcloud for more details.

A few different kinds of work warrant different workflows:

  • Transcription
  • Initiating new coding
  • Continuing existing coding

Transcription

For transcription notation guidelines, see Transcription.

When transcribing an audio/visual document to a text-based format using MaxQDA's built-in transcription tools, each transcript should be produced as its own .mx18 project file. Each file will eventually be merged into a unified .mx18 project file containing all available transcripts.

  1. Create a new MaxQDA project. Name it according to the following scheme: InterviewerName-YYYYMMDD.mx18 or BrandonOlson-20190606.mx18.
  2. Import the media to be transcribed as a new document. MaxQDA will make a copy of this file in the predefined External Files directory (which should be pointed at /your-name/MaxQDA-external, which is paired with a .dat file containing crucial metadata.
  3. Once you complete your transcription, contact the admin to notify him that the transcript is ready to be merged into a unified project file.
  4. After completing the merge, the admin will then move the dedicated .mx18 file to an archive folder in the /admin directory and an updated unified file will be made available to all users.

Working with existing project files

When tasked with coding or memoing work, you will likely be working with merged .mx18 files.

  1. Prior to the initiation of such work, the admin will create copies of the unified and most up to date .mx18 file, personalize them with each user's name, and place them in each user's working directory.
  2. Users will then work with their personalized file exclusively.
  3. When users have completed their tasks, they will contact the admin to notify him that the work is ready to be merged into a unified project file. Users should refrain from making future changes to their personalized .mx18 file after they notify the admin about the completion of their task.
  4. After completing the merge, the admin will then move each personalized .mx18 into an archive folder in the <code/admin directory and an updated unified file will be made available to all users.

Other things

Backups and archives

In the MaxQDA preferences or settings menu, change the folder where backup files are saved to the /your-name/MaxQDA-backups subfolder.

Ensure that backsups are made automatically and on a regular basis by selecting these options in the preferences menu.

When you load a .mx18 file you will be prompted to save a backup if you have not done so in a preset number of days (as specified in the backup preferences). Each backup will be timestamped, but the naming scheme can't be changed to include the user's name (hence why we have different backup folders for each contributor).

It is also possible to save backups manually by selecting 'Save Project As' from the File menu.

User management

MaxQDA enables rudimentary user management settings. This is meant to help keep track of who makes what changes or codings, and allows us to compare how we code things in different ways so that we can potentially mitigate bias.

After every merge, select 'change user' from the 'teamwork' setting on the 'home' ribbon (icon is a human silhouette), select your username from the dropdown and enter your password.

Retrieved from "https://wiki.zackbatist.info/index.php?title=Collaborative_workflows_using_MaxQDA&oldid=211"