To edit system preferences navigate to Manage > My Preferences in the Global Navigation menu.
Preferences allow individual users to streamline and tailor their cataloging processes. Although Preferences vary by user, here's a list of the user preferences we are currently supporting. There are system-wide defaults for new users who have not set their preferences yet. Your preferences are divided into several different tabs, and can be accessed at all times by clicked "Preferences" at the bottom of any CA screen.
- User Interface Locale
- This setting determines the language used in menus, informational text and the User Interface. This setting will not affect the other languages you have configured for cataloging purposes.
- User Interface Theme
- Currently there is only one theme included in the standard CollectiveAccess installation. However, should you choose to design your own theme, you can select it here.
- Show current location as "breadcrumb" trail
- This control turns the Breadcrumb Trail display on or off.
- Autoclear Previous Quicksearch
- This option determines whether or not your search terms remain available in the Quicksearch field after your search has been completed. Select "Clear search terms for a new search" if you would like to automatically clear your search terms. "Search terms remain editable for next search" will ensure that your search terms remain in the form until you delete them.
- Remember last search or browse
- This option determines if the last performed search or browse is kept after navigating away from the results display.
- Map base layer
- This sets the base layer to use when searching, viewing or editing using maps. You have 3 different options:
Here you can set which editor to use for creating objects, entities, occurrences,... You can set this according to type (e.g. entities) and/or according to subtype (e.g. individual, organisation,...). Not all systems will have multiple User interfaces from which to choose. In many cases, the Editing preferences are simply automatic - there is but one UI for Objects, and so that UI is automatically selected. In some instances, however, such as in the image below, different users of the same system will need to see different UI's. For example, an organization's museum registrar may need to see different metadata from the same organization's archivist/librarian, as they're essentially dealing with two different collections.
- Default cataloguing locale
- If you have multiple locales defined for your archive, you can choose the default language here
- Item label display mode
- This setting allows you to choose a display mode if you are cataloging titles in multiple languages. You may choose to display labels in your primary language, in the item's language, or both.
- Object editor user interface
- Selects which Editor to use when editing Objects.
- Object lot editor user interface
- Selects which Editor to use when editing Object Lots.
- Entity editor user interface
- Selects which Editor to use when editing Entities.
- Place editor user interface
- Selects which Editor to use when editing Places.
- Occurrence editor user interface
- Selects which Editor to use when editing Occurrences.
- Collection editor user interface
- Selects which Editor to use when editing Collections.
- Storage location editor user interface
- Selects which Editor to use when editing Storage Locations.
- Object representation editor user interface
- Selects which Editor to use when editing Object Representations.
- Representation annotation editor user interface
- Selects which Editor to use when editing Representation Annotations.
- Sets editor user interface
- Selects which Editor to use when editing Sets.
- Set item editor user interface
- Selects which Editor to use when editing Set Items.
- List editor user interface
- Selects which Editor to use when editing Lists.
- List item editor user interface
- Selects which Editor to use when editing List Items.
CollectiveAccess provides tools for making uniform changes to batches of data. For more information, navigate to Batch Editing. As with your "Editing" Preferences, this screen is most relevant when there is more than one UI for a given table in your configurations. When all users share essentially the same UI's, then the settings here will be automatic. If not, they should match the settings applied in the "Editing" tab.
As with "Editing," you can select Batch Editing UI's for Objects, Object Lots, Entities, Places, Occurrences, Collections, Storage Locations, Loans, and Movements.
"Quick Add" is a feature that allows you to rapidly set up a new record when a relationship look-up fails to produce results. For example, if you wanted to create a relationship between an Object record and an Entity, but the relationship type-ahead search finds that the Entity doesn't already exist in the database, you will see text that says "so and so does not exist. create?" Clicking on this will open a window with basic Entity fields, and you can create the relationship then and there. This feature is not always ideal, especially for more complex records, as it only provides one editing screen and can lead to hasty mistakes. However, it can be very useful, and so in your Preferences you can set the appropriate Quick-Add UI (if you have more than one). Quick-Add is currently enabled for Entities, Places, Occurrences, Collections, and Storage Locations.
- Naming policy for downloaded media
- This preference decides how CollectiveAccess will handle your media filename when it is uploaded. There are currently four options:
- keep the original filename and file extension
- rename the media to reflect the record ID (plus the file extension)
- rename the media to reflect the record ID, version number and file extension
- rename the media to reflect the record ID, representation ID, version number and file extension.
- You can also choose your preferred PDF viewer
Units of Measurement
- Display Measurements in
- This option allows you to choose which measurement units the system should display. Choose from Metric System, English System, or display units as they were entered. This setting does not affect how CollectiveAccess will interpret the values you enter when cataloging, nor does it limit which units of measurement you can use. For more information about supported units of measurement, see Measurement input formats.
- Preferred display currency
- This option allows you to select the currency preferences for any monetary values in your data. Again, this setting does not affect how CollectiveAccess will interpret the values you enter when cataloging your information.
If you want to create a new record that has significantly similar metadata to an existing record, you can use duplication tools to simplify your work. However, in order to avoid merely duplicating records wholesale, you can use the "Duplication" tab in your Preferences to dictate exactly which components will be duplicated for a given table. For example, you may want to duplicate preferred labels and media, but not metadata. Or, you may want to duplicate certain relationships but not others. Before you set out to duplicate a record, you must ensure that you've made your selections in the form seen below:
These settings exist for Objects, Object Lots, Entities, Places, Occurrences, Collections, Storage Locations, Loans, Movements, List, List Items, Tours, Sets, and Display Lists.
You can create a short user profile by entering your Organization name, Address, Phone, and Fax.