Difference between revisions of "Add a new authority record"

Latest revision as of 17:12, 26 April 2012

Please note that ICA-AtoM is no longer actively supported by Artefactual Systems.
Visit https://www.accesstomemory.org for information about AtoM, the currently supported version.

Main Page > User manual > Add/edit content > Add/edit authority records > Create a new authority record

From the main menu

Add a new authority record from the main menu

In the main menu, hover your cursor over "Add" and select "Authority records". Alternatively, navigate to an authority record view page and click the "Add new" button in the button block. ICA-AtoM takes you to a blank edit page for data entry.

Save or cancel the new record

On loading, the edit page displays the record with all information areas closed; click on an information area to access the fields grouped under it.

Description Area in Authority Record edit template

In the ISAAR authority record edit template there is a "Descriptive Area" that holds a number of data entry fields. The "History" field contains information in a narrative form about the main events of the person, organization or corporate entity.

You can quit the process at any time by clicking the "cancel" button in the button block; no new record will be added.
Click the create button in the button block to save the new record.

View Authority Record

Once the record is saved, you can view the information entered.

Note: The related Archival Description now includes the Biographical History (taken from the authority record "history" field).

View Archival Description (RAD template) section Admin/Bio History

From a related ISAD(G) archival description (Name of creator field)

In the Name of creator field in the ISAD edit page, type in a new name. The name will be saved as a new authority record when you save the archival description

From a related RAD, Dublin Core or MODS archival description (Actor name field)

A new actor name added to the event dialogue box creates a new authority record (RAD, Dublin Core, MODS templates only)
In an archival description edit page, add a new event. In the Actor name field, type in a new name. When you save the archival description, ICA-AtoM creates a new authority record for the name.

From a related ISAD(G) or RAD archival description (Name access point)

Type a new name into a Name access point field. When you save the archival description record, ICA-AtoM creates a new authority record for the name.

From an authority record view page

Click the Add new button in the button block of an authority record view page. This will open a blank edit page for data entry.

@@ Line 1: / Line 1: @@
-<span class="pageTitle">Add / edit archival institutions</span>
+[[Main Page]] > [[User manual]] > [[Add/edit content]] > [[Add/edit authority records]] > Create a new authority record
-[[Main Page]] > [[User manual|(UM) User manual]] > [[UM-3|UM-3 Add / edit content]] > UM-3.3 Add / edit archival institution descriptions
-== Overview ==
+<div class="clearfix">
-This page describes how to create, edit and delete descriptions of [[Glossary#Archival institution|archival institutions]] and how to exit the [[Glossary#Edit screen|Edit screen]] (return to the [[Glossary#View mode|view mode]]).
+== From the main menu ==
-For detailed notes on individual fields, see:
+<div class="clearfix">
-*[[UM-3.3.1|Data entry: archival institutions]].
-*[[UM-3.4 | Data entry: description control area (same for all record types)]].
+[[Image:addMenu.png|500px|right|thumb|Add a new authority record from the main menu]]In the [[Glossary#Main menu|main menu]], hover your cursor over "Add" and select "Authority records". Alternatively, navigate to an [[Glossary#Authority record|authority record]] [[Glossary#View page|view page]] and click the [[Glossary#Add new button|"Add new" button]] in the [[Glossary#Button block|button block]]. ICA-AtoM takes you to a blank [[Glossary#Edit page|edit page]] for data entry.
-== Create a new archival institution ==
+</div>
-[[Image:um3-3Create1.png|500px|right|thumb|Create a new institution]]
+<div class="clearfix">
-[[Image:um3-3Create2.png|500px|right|thumb|Create a new institution]]
+[[Image:editIsaar.png|500px|right|thumb|Save or cancel the new record]]On loading, the [[Glossary#Edit page|edit page]] displays the record with all [[Glossary#Information area|information areas]] closed; click on an [[Glossary#Information area|information area]] to access the [[Glossary#Field|fields]] grouped under it.
-. Click the [[Glossary#Add / edit tab|Add / edit tab]] on the [[Glossary#Main menu bar|Main menu bar]].
+</div>
+<div class="clearfix">
-. Click the "Archival institution" sub-tab on the [[Glossary#Main menu bar|Main menu bar]]; ICA-AtoM takes you to the [[Glossary#List screen|List screen]] showing all existing institutions.
+[[Image:AuthorityRecordDescription.png|500px|right|thumb|Description Area in Authority Record edit template]] In the ISAAR authority record edit template there is a "Descriptive Area" that holds a number of data entry fields. The "History" field contains information in a narrative form about the main events of the person, organization or corporate entity.
+</div>
-. Click the [[Glossary#Add new button|Add new]] text that appears in the "Name" [[Glossary#Column header|column header]] or the [[Glossary#Add new button|Add new button]] at the foot of the list; ICA-AtoM creates a new record and routes you to a blank [[Glossary#Edit screen|Edit archival institution screen]] for data entry.
+<div class="clearfix">
+*You can quit the process at any time by clicking the "cancel" button in the [[Glossary#Button block|button block]]; no new record will be added.
+*Click the [[Glossary#Create button|create button]] in the [[Glossary#Button block|button block]] to save the new record.
-. Enter data.
+</div>
-*See [[UM-3.3.1|Data entry: archival institutions]] for detailed explanations and notes on fields.
+<div class="clearfix">
-. To quit the create process without registering the new record, click the [[Glossary#Cancel|Cancel button]] in the [[Glossary#Button block|Button block]]. ICA-AtoM returns you to your original starting point; no new record is created.
+[[Image:AuthorityRecordView.png|500px|right|thumb|View Authority Record]] Once the record is saved, you can view the information entered.
+</div>
-. To register the new record, click the [[Glossary#Create button|Create button]]. ICA-AtoM leaves you on the [[Glossary#Edit screen|Edit screen]] but the changes the [[Glossary#Button block|Button block]] to [[Glossary#Save button|Save]], [[Glossary#Cancel button|Cancel]], and [[Glossary#Delete|Delete]].
+<div class="note">
-<br clear=right>
+Note: The related Archival Description now includes the Biographical History (taken from the authority record "history" field).
-== Edit an existing institution ==
-[[Image:um3-3Edit1.png|500px|right|thumb|Edit an existing description]]
+[[Image:BioHistArchivalDesc.png|500px|right|thumb|View Archival Description (RAD template) section Admin/Bio History]]
-[[Image:um3-3Edit2.png|500px|right|thumb|Edit an existing description]]
+</div class="note">
+<div class="clearfix">
+</div>
-. Navigate to the institution you want to edit.
+== From a related ISAD(G) archival description (Name of creator field) ==
-*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
+In the Name of creator [[Glossary#Field|field]] in the ISAD [[Glossary#Edit page|edit page]], type in a new name. The name will be saved as a new [[Glossary#Authority record|authority record]] when you save the [[Glossary#Archival description|archival description]]
-. Switch from [[Glossary#View mode|View mode]] to [[Glossary#Edit mode|Edit mode]] by clicking the [[Glossary#Record title bar|Record title bar]] or [[Glossary#Edit button|Edit button]]; this takes you to the [[Glossary#Edit screen|Edit archival institution screen]]. It displays the record with all [[Glossary#Record area|record areas]] closed; click on an area to access the fields grouped under it.
+<div class="clearfix">
-. Add / revise data as required (see [[UM-3.3.1|Data entry: archival institutions]]) for detailed explanations and notes on fields).
+== From a related RAD, Dublin Core or MODS archival description (Actor name field) ==
+# [[Image:dcEvent2.png|500px|right|thumb|A new actor name added to the event dialogue box creates a new authority record (RAD, Dublin Core, MODS templates only)]]In an [[Glossary#Archival description|archival description]] [[Glossary#Edit page|edit page]], add a new [[Glossary#Event|event]]. In the Actor name field, type in a new name. When you save the [[Glossary#Archival description|archival description]], ICA-AtoM creates a new [[Glossary#Authority record|authority record]] for the name.
-. To discard all changes, click the [[Glossary#Cancel button|Cancel button]] in the [[Glossary#Button block|Button block]]; ICA-AtoM returns you to the [[Glossary#View screen|View screen]], with no changes saved.
+</div>
-. To save changes, click the [[Glossary#Save button|Save button]] in the [[Glossary#Button block|Button block]]; ICA-AtoM commits the changes and re-loads the page.
+== From a related ISAD(G) or RAD archival description (Name access point) ==
-*Note that re-loading the page causes all [[Glossary#Record area|record areas]] to '''close'''; this behaviour will be revised in a future release of ICA-AtoM (e.g. page will stay open as it was before save).
-<br clear=right>
+Type a new name into a Name [[Glossary#Access point|access point]] [[Glossary#Field|field]]. When you save the [[Glossary#Archival description|archival description]] record, ICA-AtoM creates a new [[Glossary#Authority record|authority record]] for the name.
-== Delete an existing institution ==
-[[Image:um3-1Delete.png|500px|right|thumb|Delete an existing institution]]
-. Navigate to the institution you want to delete.
+== From an authority record view page ==
-*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
+Click the [[Glossary#Add new button|Add new button]] in the [[Glossary#Button block|button block]] of an [[Glossary#Authority record|authority record]] [[Glossary#View page|view page]]. This will open a blank [[Glossary#Edit page|edit page]] for data entry.
-. Switch from [[Glossary#View mode|View mode]] to [[Glossary#Edit mode|Edit mode]] by clicking the [[Glossary#Record title bar|Record title bar]] or [[Glossary#Edit button|Edit button]]; this takes you to the [[Glossary#Edit screen|Edit screen]].
+[[Category:User manual]]
-. Click the [[Glossary#Delete button|Delete button]] in the [[Glossary#Button block|Button block]].
+__NOTOC__
-. ICA-AtoM prompts you to confirm the delete request; click "OK".
-. ICA-AtoM deletes the record and returns you to the [[Glossary#List screen|List screen]].
-. Note the following consequences of deleting an archival institution:
-*You will be prompted whether or not to delete the related [[Glossary#Authority record|authority record]].
-<br clear=right>
-== Exit the Edit screen ==
-[[Image:um3-3Exit.png|500px|right|thumb|Exit the Edit screen]]
-You can exit the [[Glossary#Edit screen|Edit screen]] by a number of methods. Whatever you do, '''always click the Save button before exiting, otherwise any changes you made will be lost.'''
-. Click the [[Glossary#Record title bar|Record title bar]] to return to the description in [[Glossary#View mode|view mode]] ([[Glossary#View screen|View screen]]).
-. Click a sub-tab on the [[Glossary#Main menu bar|Main menu bar]] to go to that [[Glossary#List screen|List screen]].
-. Use the [[Glossary#Search / browse box|Search/browse box]] to run a search or browse action.
-. Click the [[Glossary#ICA-AtoM logo|ICA-AtoM logo]] to return to the [[Glossary#Home screen|Home screen]].
-. Click a link on the [[Glossary#System menu|System menu]] to launch some other action.
-<br clear="right">
-<span class="revision">Last revised: 2 June 2008 (ICA-AtoM v0.6)</span>