Configuring Metadata Elements

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This page covers how you can create or edit existing metadata elements using the Providence User Interface. If you have not installed CollectiveAccess yet, or if you would like to install one of the available Metadata Standards, it may be preferable to configure Providence using Profiles. You can then make changes to your system by configuring Metadata Elements individually. For more detailed information about what Metadata Elements are and how they work, please visit API:Metadata Elements and Attributes.

Creating a New Metadata Element

In the Global Navigation bar, navigate to Manage > Administration. Then, in the Local Navigation (sidebar) select Metadata Elements. This displays a complete list of all of the metadata elements currently available in your system. From here, you can you delete or edit existing elements. To create a new metadata element, click the [+]New icon in the Control Bar. This loads the Metadata Element Editor.

Metadata elements.JPG

Display Information 
  • Enter a Display Name for your Metadata Element.
  • Enter a Description for your Element.
  • If your system supports multiple languages, select the applicable language from the Locale drop-down menu.
  • To create display information in an additional language, click "+Add Title" and repeat the above steps for the alternate display information.
List Elements 
If you would like to restrict your Element to a predetermined set of values, you can create a List to do so. When your List has been created, it will appear in the "Use List" dropdown. Select the List name from the drop-down to create a List Element.
Element Code 
All Metadata Elements require a unique alpha-numeric code which is used to identify it throughout the system.
Documentation URL 
You may enter an optional link to documentation about your element.
If you are creating a List Element, select the List datatype. Otherwise, you can determine the type of data that your field will receive. For detailed information about each type, see Attribute Types. Additional configuration options for each datatype become available after the basic information screen is saved.
Type Restrictions 
You have the option of binding your new Metadata Element to Primary Types of your choosing. For example, Dimensions are applicable to Objects, but not Collections or Entities. Birthdates should only appear for Entity records. Type Restrictions ensure that your Metadata Element only appears where it's needed. To apply your Metadata Element to multiple editors, repeat the following steps for each applicable type.
  • Bind Attribute to - Choose the Primary Type to which your Element applies
    • Type - After saving the initial record, this list will populate with subtypes, if applicable
      • Include Subtypes - Extend the restriction to child elements of the object type. In the xml profile, set to 1 for true: <includeSubtypes>1</includeSubtypes
  • Minimum number of attributes of this kind that must be associated with an item - Allows you to determine if this is required information for your record. Set 0 if it is not required, or 1 if it is required.
  • Maximum number of attributes of this kind that can be associated with an item - Allows you to set a maximum number of repeating fields
  • Minimum number of attribute bundles to show in an editing form. - Determines how few fields can appear within a record. Set to 0 if the user has the option to remove the field entirely.

Click Save to commit your changes. Upon saving, the following new options will appear:

Datatype-Specific Options 
This field contains additional configuration options according to the datatype you assigned to your metadata element. The following are some options you might see:
  • Can be empty -
  • Can be used for sorting - check this box if you'd like to be able to sort by your metadata element in search results.
  • Create Item Link
  • Date range boundaries - specifies a range of dates the entered data must fall between
  • Default text - if you would like your element to have an initial value, type it here
  • Does not Use Locale Setting -
  • Height of data entry field in user interface - height of your field in rows
  • Is a lifespan
  • Line breaks -
  • Maximum number of characters - The maximum number of characters that can be entered into the field
  • Maximum value - the largest numerical value that can be entered
  • Minimum number of characters - enter 1 if the information is required, or 0 if it is not
  • Minimum value - the smallest numerical value that can be entered
  • Must not be blank
  • Occurrence type restriction - restrict the field to a specific occurrence type that has been defined for your system
  • Place type restriction - restrict the field to a specific place type that has been defined for your system
  • Reference Only
  • Relationship Table - Choose which Relationship table will be used (objects & objects, objects & entities, etc)
  • Relationship Type
  • Render List As - this appears for Metadata of the "List" datatype and controls how your list is displayed. Choose "Drop-down list" for a drop-down menu of selectable options or "Radio Buttons" to view the values as buttons (recommended only for shorter lists). For lists with only two values, you may also choose "Yes/no checkbox" which represents your list as a positive or null response. This is used as a "Yes or No" option in the UI but you can customize this for other values (for example Preferred/Not Preferred, etc).
  • Right Item Type
  • Regular expression to validate input with
  • Width of data entry field in user interface - Width of the field in columns
  • Width of list in user interface - Width of the drop-down menu in columns
If you set Type Restrictions for your metadata element, the editor will populate a list of subtypes if they exist.

You have successfully created and configured a new Metadata Element! However, further steps need to be taken to place this within your cataloging system. To continue, see User Interface Administration.



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