List and Vocabulary Management

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Unlike like previous versions, in Providence all lists and vocabularies are stored in the ca_lists, ca_list_items tables. Each individual list is given a unique code up to 20 characters in length and stored in the ca_lists.list_code field. This code is used in system configuration to uniquely identify a list.

Broadly speaking there are two types of lists:

  • "system lists" used in specific places in the Providence UI and which must exist for the application to function properly. For example the object type drop-down in the object editor must exist for object editing to occur and is always associated with the object editing UI.
  • "user lists" are arbitrarily defined lists specific to an installation and used to provide controlled sets of values for a field or fields. These lists can be used to create drop-down menus.

System lists are set up by the Providence installer and can be edited, but not deleted, using the web-based list management tools (yes, you can delete them directly in the database, but that will break your installation). The following system lists are defined

sphinx
List Code Description
object_sources Populates object “source” drop-down list. Each object record may optionally have one (and only one) designated source. This is typically used to indicate from where a record was imported/obtained, but can be used for any non-repeating list-constrained object value.
object_types Defines the set of object types supported by the system. Each type can have it’s a distinct set of metadata attributes bound to it. You can structure the list hierarchically to group related types together.
object_statuses Populates object “accession status” drop-down list. Each object record may optionally have one (and only one) accession status. This is typically used to indicate whether an object is accessioned, non-accessioned, a loan, etc.
object_label_types Populates the label types drop-down list for object labels (object titles are referred to as “labels” internally). Label types are used to optionally distinguish different types of non-preferred labels.
object_acq_types Populates the object acquisition type drop-down list. Each object record may have one (and only one) acquisition type. This is typically used to indicate how an object was acquired for the collection.
object_lot_types Defines the set of lot types supported by the system (e.g., gifts, bequests, purchases). Each type can have it’s a distinct set of metadata attributes bound to it. You can structure the list hierarchically to group related types together.
object_lot_statuses Populates lot “lot status” drop-down list. Each lot record may optionally have one (and only one) lot status. This is typically used to indicate whether an object is accessioned, non-accessioned, pending accession, etc.
object_lot_label_types Populates the label types drop-down list for lot labels (lot titles are referred to as “labels” internally). Label types are used to optionally distinguish different types of non-preferred labels.
entity_types Defines the set of entity types supported by the system (e.g., individuals, organizations, families). Each type can have it’s a distinct set of metadata attributes bound to it. You can structure the list hierarchically to group related types together.
entity_sources Populates entity “source” drop-down list. Each entity record may optionally have one (and only one) designated source. This is typically used to indicate from where a record was imported/obtained, but can be used for any non-repeating list-constrained object value.
entity_label_types Populates the label types drop-down list for entity labels (entity names are referred to as “labels” internally). Label types are used to optionally distinguish different types of non-preferred labels.
place_types Defines the set of place types supported by the system (e.g., continents, countries, states, provinces, counties). Each type can have a distinct set of metadata attributes bound to it. You can structure the list hierarchically to group related types together.
place_hierarchies Defines available place hierarchies in the place editor. If you wish to use the place names authority, you must define at least one entry in this list.
place_sources Populates place “source” drop-down list. Each place record may optionally have one (and only one) designated source. This is typically used to indicate from where a record was imported/obtained, but can be used for any non-repeating list-constrained object value.
place_label_types Populates the label types drop-down list for place labels (place names are referred to as “labels” internally). Label types are used to optionally distinguish different types of non-preferred labels.
occurrence_types Defines the set of occurrence types supported by the system (e.g., exhibitions, historic events, bibliography). Each type can have a distinct set of metadata attributes bound to it. You can structure the list hierarchically to group related types together. Unlike other authorities, where types are presented as sub-divisions, each occurrence type is presented as an independent authority. This allows you to create custom authority lists (and editors) by simply creating a new occurrence type.
occurrence_sources Populates occurrence “source” drop-down list. Each occurrence record may optionally have one (and only one) designated source. This is typically used to indicate from where a record was imported/obtained, but can be used for any non-repeating list-constrained object value.
occurrence_label_types Populates the label types drop-down list for occurrence labels (occurrence names are referred to as “labels” internally). Label types are used to optionally distinguish different types of non-preferred labels.
collection_types Defines the set of collection types supported by the system (e.g., external collection, virtual collection, in-house collection). Each type can have a distinct set of metadata attributes bound to it. You can structure the list hierarchically to group related types together.
collection_sources Populates collection “source” drop-down list. Each collection record may optionally have one (and only one) designated source. This is typically used to indicate from where a record was imported/obtained, but can be used for any non-repeating list-constrained object value.
collection_label_types Populates the label types drop-down list for collection labels (collection names are referred to as “labels” internally). Label types are used to optionally distinguish different types of non-preferred labels.
storage_location_types Defines the set of storage location types supported by the system (e.g., buildings, floors, rooms, cabinets, drawers). Each type can have a distinct set of metadata attributes bound to it. You can structure the list hierarchically to group related types together.
storage_location_label_types Populates the label types drop-down list for storage location labels (storage location names are referred to as “labels” internally). Label types are used to optionally distinguish different types of non-preferred labels.
object_representation_label_types Populates the label types drop-down list for object representation labels (object representation titles are referred to as “labels” internally). Label types are used to optionally distinguish different types of non-preferred labels.
representation_annotation_label_types Populates the label types drop-down list for representation annotation labels (annotation titles are referred to as “labels” internally). Label types are used to optionally distinguish different types of non-preferred labels.
list_item_types Defines the set of list item types supported by the system (e.g., terms, headings, facets). Each type can have a distinct set of metadata attributes bound to it. You can structure the list hierarchically to group related types together. Types are optional for list items. You only need to define them if you need to distinguish between various types of items in your lists.
list_item_label_types Populates the label types drop-down list for object labels. Label types are used to optionally distinguish different types of non-preferred labels.
object_event_types Defines the set of object event types supported by the system (e.g., loan, conservation, loss). Each type can have a distinct set of metadata attributes bound to it. You can structure the list hierarchically to group related types together.
object_event_label_types Populates the label types drop-down list for object event labels (object event names are referred to as “labels” internally). Label types are used to optionally distinguish different types of non-preferred labels.
object_lot_event_types Defines the set of lot event types supported by the system (e.g., appraisal, inspection, fumigation). Each type can have a distinct set of metadata attributes bound to it. You can structure the list hierarchically to group related types together.
set_types Defines the range of set types supported by the system (e.g., curated sets, user generated sets, online exhibitions). Each type can have a distinct set of metadata attributes bound to it. You can structure the list hierarchically to group related types together.
access_statuses Populates the “access” drop-down menu present for most item types (objects, entities, places, occurrences, collections, list items, object representations, representation annotations). The “access” value is typically used to determine whether a specific item should be displayed to a user of a public-access front-end. For example, the “Pawtucket” front-end will only display items with an access value of “1”
workflow_statuses Populates the “status” drop-down menu present for all item types (objects, entities, places, occurrences, collections, list items, object representations, representation annotations, storage locations). The “status” value is typically used to indicate at what stage in the workflow a given item is (e.g., “In editing”, “Needs approval”, “Approved”)
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