[Valid for v1.3]
Creating a record
To create a new record, Click or mouse-over the NEW tab in the Global Navigation Bar (at the top of your screen when you log in), select the appropriate table in the dropdown menu, and then choose a sub-type, if any. For example, your configuration will probably have "Objects," but you may also have more specific Object types, such as "Artwork." Once you have made your selection, the record editor will default on the Basic Info page (which can be renamed if you so desire), and additional screens will be listed in the Local Navigation Bar (the list of tabs on the right side of the screen). </translate>
<translate> Basic Info Page (Object Record)
Your default screen should contain the foundation for a new record. Enter all known information and click save. A record can be saved with blank fields, so long as no required metadata elements are left empty (in which case you’ll receive a warning). Be sure to include at least a Title and an Object Identifier. Note that the tabs on the Local Navigation Bar will be greyed out and inaccessible until you save a record for the first time. </translate>
As you create records, you will notice that Objects and Entities allow for "alternate names" (often colloquialisms which describe an object). This makes it easier to find the objects for which you are searching, especially on the public website. There are two different types of alternate names which can be entered into the system, “alternate” and “use for,” which can be chosen using the “type” drop-down menu. Alternate names are alternative, but still acceptable labels and names for an object. “Use for” names, on the other hand, are incorrect labels that are frequently attached to an item, such as misspellings. Entering alternate spellings in the “use for” field allows the proper records to appear in searches and prevent redundant records from being created. The content standard also describes how to formulate Alternate Names, and you should refer to this (rather than guessing) when filling out this field. </translate>
The Inspector Window
After a record has been saved for the first time, the Inspector Window will appear in the top left corner of the record. The Inspector Window contains several elements that will help you keep track of your work. Some of these are configurable, so they may vary slightly in your installation.
The Inspector Window
- Results Control: These controls allow you to navigate through your search results after conducting a “Search” or “Browse.” Use the arrows to view your search results one by one. Clicking “Results” will take you back to your full list of search results.
- Identifying Information: Displays the object type, name, and accession number.
- Watch List Icon: Shaped like a small eye. Clicking this icon adds the selected object to your watch list, which can be accessed by selecting “Manage > My watched items” from the Global Navigation Bar. The icon turns black when active.
- Type Change Icon: Second from the left (next to the Watch List Icon). Clicking on this symbol gives you the option to change your record from one type of object to another. This could be useful, for example, if you've imported a set of records, but some of them imported as the incorrect type. Be forewarned: this can affect other records as well - be sure to check your relationships after changing type.
- Create Child Record:This downward-facing arrow indicates the ability to create a child record under the current record. This will only be used if you're working with a system that uses hierarchical records, such as an archival collection with nested series/file records.
- Duplicate Record:This looks like two layered editing icons. Use this if you want to create another record with very similar metadata.
- Less/More Info Button: Collapses or expands the Inspector window.
- Media Thumbnail: Shows a thumbnail image of attached media. When there are multiple items attached to a record, arrow keys will appear. When clicked, the Media Viewer will launch, allowing you to pan and zoom across the image or file as well as download it in a range of sizes. It can also play audio, video media, and display documents. The Media Viewer will be discussed more thoroughly later on in this document.
Populating data elements
Once you have populated the basic info page and you have the basis for your record, you can move on to the additional screens to complete the record. In order to feel comfortable using these screens, you will want to be familiar with the common types of data elements used in CollectiveAccess, described below. </translate>
- Text: The majority of data elements are text fields, which represent a free-text value (there is no rigid format for entering information in these fields). Common text fields could be Title, Description, and Provenance. This element accepts any type of text.
- DateRange: This element represents a specific date or date range. CollectiveAccess is relatively flexible in terms of the values it will accept for this element; the same date could be represented as 6/7/2007, 6-7-2007, 6.7.2007, 7-JUN-2007, or 7-JUN-07. For a complete list of acceptable formats, please visit Date and Time Formats.
- List: Lists can be rendered in many ways, and are available to make cataloging faster and more efficient. Common lists are rendered types as drop-down menus and checkboxes, though they can also be in a type-ahead or hierarchy browser format. In a drop-down list or checkbox, simply select the relevant item(s) from the list.
- Dimensions and Weight: These elements accept dimension and weight measurements in metric and English units. Entries are simply a numeric quantity + a unit specifier. Supported units specifiers are described on the measurement input formats page.
- Currency: Currency elements accept a currency value composed of a specifier and a decimal number. The current specifier should be a standard three-letter currency code.
- Media: Uploaded media (image, sound, video). CollectiveAccess will try to identify the file, extract metadata and create derivatives.
- LCSH (Library of Congress Subject Headings): This is a lookup field in which you can enter the first few letters of a Library of Congress Subject and the database will return a list of possible matches. There is a “Subjects” screen under “Objects” in which you can add multiple Library of Congress Subject Headings.