Embargo user experience (UX)

[jefferya]

This issue is a summary of the conversation on May 28/29 2024 regarding embargoed items and UX.

Background:

• most items don't have embargoes
• some have embargoes for <5 years (limited by the current UI)
• a handful (<17) have embargo dates longer than 5 years
• a process using the Solr information checks if the embargo date has passed and removed the embargo and changes visibility to the specified value
• embargo date

Findings during the investigation:

• embargo dates that go beyond our lifetimes, let along system lifetimes, e.g., 2162-01-01T07:00:00Z: how to gracefully handle?

• UI limited the embargo date to +- 5 years impacts editing material - how to gracefully handle the instances beyond 5 years?

For example, ... it would only allow me to embargo something, if done manually, up to 2029, or back to 2020, because only 10 facets in the drop-down menu can be shown. If, however, I go back into the entry, it will allow me to embargo up to 2034, since the median facet is 2029. If I save that, then go back again, it will then allow up to 2039, and so forth. This is obviously not ideal, but it is a workaround when doing things manually.

• should an automated audit be implemented to scan for embargo entry errors and automated embargo release to find problems before users (prevent letters from lawyers)

• should a response plan be documented for when this situation occurs?