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[Valid for v1.3]


Sets, another aspect of Management in CollectiveAccess, are ordered groupings of any record type defined by users for a specific purpose. Unlike Collections, Sets are ad-hoc groups of records created by a user for a practical purpose (e.g., a working checklist for an upcoming exhibition, or a set of Entities for which biographical information is needed). They are typically temporary groupings and thus not meant for collection-level cataloging.

Set items

A "set item" is a record assigned to a Set. Records in a Set can take additional cataloging, allowing one to contextualize and annotate records within an assigned Set. This enables the construction of Sets where each record contains Set-specific captions and links. This makes Sets and Set Items a great tool for constructing slideshows and tours based on your collection records, without affecting the original records in the database.

Creating Sets

CollectiveAccess allows you to create unique Sets to organize and manage your records. Through Sets you can curate content for a website, manage cataloging workflows, perform batch edits and group objects together for practically any purpose. So how do you create them?

Create a New Set

  • Go to Manage > My Sets in the Global Navigation.
  • Select the type of Set you would like to create:

Public presentation will publish to the public website (Pawtucket). User set creates a set only for use in the back-end of the database (Providence).

  • Select the Set Content – what types of records you want to add to this set. Enter a Title for the Set. Enter the Set Code – a unique identifier that will distinguish this set in the database. Enter an Introduction (if needed).
  • Click save to activate the Set
  • You must create and save the Set before you can add records.

Creating a New Set

Creating a set.png

To add records to the set, scroll down to the bottom of the set-up screen to the “Set Items” field. Enter either the Title or Identifier of a record in this type-ahead field. Click on the desired record from the results. The record will automatically be added to the set. Click the X inside the record to remove it from the set. Note that you will not be able to add items to your set until you have (at least) saved the title information for that set.

Adding an Item to a Set

Adding items.png

Sharing Sets

From the Set Info screen, you can assign access permissions for your set. First, you may determine whether you wish the set to be publicly accessible using the “Access” drop-down. From the Group Access element, you may add specific group users and assign them read-only or editing access to your set. Enter the name of the group, then select “can read” or “can edit” from the drop-down menu. Additionally, you may assign a date to the user permissions. Permissions will expire on the date you enter. If you do not wish to set a time limit on the user permissions, leave the date field blank.

Set Access Fields

Sets access fields.png

Sets group access fields.png

Searching by Sets

From the inspector in the “Find-Object” menu, you may search by any set available to you, by selecting the set title from the “Search By Set” drop-down menu. Once you search by set, all set items will display in the results as usual, and all the display options apply as they would in any other type of search.


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