Difference between revisions of "Add/edit archival descriptions"
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| − | 4. Enter data (see [[UM-3.4.1|Data entry: archival descriptions]] for detailed | + | 4. Enter data (see [[UM-3.4.1|Data entry: archival descriptions]] for detailed explanations and notes on fields). |
| Line 38: | Line 38: | ||
== Edit an existing description == | == Edit an existing description == | ||
| − | [[Image:um3- | + | [[Image:um3-1Edit1.png|500px|right|thumb|Edit an existing description]] |
| + | |||
| + | [[Image:um3-1Edit2.png|500px|right|thumb|Edit an existing description]] | ||
1. Navigate to the description you want to edit. | 1. Navigate to the description you want to edit. | ||
| − | *Either click the | + | *Either click the [[Glossary#Add / edit tab|Add/edit > Archival descriptions]] sub-tab on the [[Glossary#Main menu bar|Main menu bar]] and select the record from the list; or |
| − | *Use the | + | *Use the [[Glossary#Search / browse box|Search/browse box]] to find the record you want to edit. |
| − | * | + | *For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]]. |
| − | 2. By any method, when you select a description from | + | 2. By any method, when you select a description from the [[Glossary#List screen|List]] or [[Glossary#Search results screen|Search results]] screen, ICA-AtoM displays the full record on the [[Glossary#View screen|View screen]], showing any fields in which information has already been entered. To begin editing, click the [[Glossary#Record title bar|Record title bar]] at the head of the record or the [[Glossary#Edit button|Edit button]] at the foot. |
| − | 3. ICA-AtoM opens the record on the | + | 3. ICA-AtoM opens the record on the [[Glossary#Edit screen|Edit screen]]. It displays the record with all [[Glossary#Record area|record areas]] closed; click on an area to access the fields grouped under it. |
| − | 4. Add / revise data as required ([[ | + | 4. Add / revise data as required (see [[UM-3.1.1|Data entry: archival descriptions]]) for detailed explanations and notes on fields). |
| − | 5. To discard all changes, click the | + | 5. To discard all changes, click the [[Glossary#Cancel button|Cancel button]]; ICA-AtoM returns you to the [[Glossary#View screen|View screen]], with no changes saved. |
| − | 6. To save changes, click the | + | 6. To save changes, click the [[Glossary#Save button|Save button]]; ICA-AtoM commits the changes and re-loads the page. |
| + | *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). | ||
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[[Image:um3-1Delete.png|500px|right|thumb|Delete an existing description]] | [[Image:um3-1Delete.png|500px|right|thumb|Delete an existing description]] | ||
| − | Only | + | Only [[Glossary#Editor|editors]] and [[Glossary#Administrator|administrators]] can delete records in ICA-AtoM. To delete an archival description: |
| Line 75: | Line 78: | ||
| − | 2. Switch from the | + | 2. Switch from the [[Glossary#View screen|View]] to the [[Glossary#Edit screen|Edit]] screen by clicking the [[Glossary#Record title bar|Record title bar]] or [[Glossary#Edit button|Edit button]]. |
| − | 3. Click the | + | 3. Click the [[Glossary#Delete button|Delete button]]. |
| − | 4. ICA-AtoM prompts you to confirm the delete request; click | + | 4. ICA-AtoM prompts you to confirm the delete request; click "OK". |
| − | 5. ICA-AtoM deletes the record and returns you to the | + | 5. ICA-AtoM deletes the record and returns you to the [[Glossary#List screen|List screen]]. |
6. Note the following consequences of deleting an archival description: | 6. Note the following consequences of deleting an archival description: | ||
| + | |||
*If the record has lower-level descriptions registered to it (is a "parent record"), '''all the lower-level records are also deleted''' - e.g. if you delete a series, any sub-series, files or items that belong to the series will '''also''' be deleted. | *If the record has lower-level descriptions registered to it (is a "parent record"), '''all the lower-level records are also deleted''' - e.g. if you delete a series, any sub-series, files or items that belong to the series will '''also''' be deleted. | ||
| − | *Any access points assigned to the description are also deleted. | + | |
| − | *Any date events associated with the description are also deleted. | + | *Any [[Glossary#Access point|access points]] assigned to the description are also deleted. |
| − | *The authority record of the associated creator is '''not''' deleted. | + | |
| − | *The archival institution record of the associated repository is '''not''' deleted. | + | *Any date [[Glossary#Event|events]] associated with the description are also deleted. |
| + | |||
| + | *The [[Glossary#Authority record|authority record]] of the associated creator is '''not''' deleted. | ||
| + | |||
| + | *The [[Glossary#Archival institution|archival institution]] record of the associated repository is '''not''' deleted. | ||
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[[Image:um3-1Exit.png|500px|right|thumb|Exit the Edit screen]] | [[Image:um3-1Exit.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 [[Glossary#Save button|Save button]] before exiting''', otherwise any changes you made will '''not''' be saved. | |
| + | |||
| + | 1. 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]]). | ||
| + | |||
| + | |||
| + | 2. Click a sub-tab on the [[Glossary#Main menu bar|Main menu bar]] to go to that [[Glossary#List screen|List screen]]). | ||
| + | |||
| + | |||
| + | 3. Use the [[Glossary#Search / browse box|Search/browse box]] to run a search or browse action. | ||
| + | |||
| + | |||
| + | 4. Click the [[Glossary#ICA-AtoM logo|ICA-AtoM logo]] to return to the [[Glossary#Home screen|Home screen]]. | ||
| + | |||
| + | |||
| + | 5. Click a link on the [[Glossary#System menu|System menu]] to launch some other action. | ||
Revision as of 12:40, 29 May 2008
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 > UM-3 Add / edit content > UM-3.1 Add / edit archival descriptions
Add / edit archival descriptions
This page describes how to create, edit and delete archival descriptions and how to exit the Edit screen (return to the List or View screen).
For detailed notes on individual fields, see:
Create a new archival description
1. Click the Add / edit tab on the Main menu bar.
2. Click the "Archival description" sub-tab on the Main menu bar; ICA-AtoM takes you to the List screen showing all existing archival descriptions.
3. Click the Add new text that appears in the "Name" column header or the Add new button at the foot of the list; ICA-AtoM creates a new record and routes you to a blank Edit screen for data entry.
4. Enter data (see Data entry: archival descriptions for detailed explanations and notes on fields).
5. Click the Save button to commit the new record.
6. Note that the behaviour of the Cancel button changes after you first click the Save button.
- Before the first save, "Cancel" = "delete the new record" (i.e. do not commit).
- After the first save, the record is committed. A Delete button now appears for deleting, while "Cancel" = "do not commit the data entered since the last save".
Edit an existing description
1. Navigate to the description you want to edit.
- Either click the Add/edit > Archival descriptions sub-tab on the Main menu bar and select the record from the list; or
- Use the Search/browse box to find the record you want to edit.
- For more information on navigation in ICA-AtoM, see in this manual: Access content.
2. By any method, when you select a description from the List or Search results screen, ICA-AtoM displays the full record on the View screen, showing any fields in which information has already been entered. To begin editing, click the Record title bar at the head of the record or the Edit button at the foot.
3. ICA-AtoM opens the record on the Edit screen. It displays the record with all record areas closed; click on an area to access the fields grouped under it.
4. Add / revise data as required (see Data entry: archival descriptions) for detailed explanations and notes on fields).
5. To discard all changes, click the Cancel button; ICA-AtoM returns you to the View screen, with no changes saved.
6. To save changes, click the Save button; ICA-AtoM commits the changes and re-loads the page.
- Note that re-loading the page causes all 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).
Delete an existing description
Only editors and administrators can delete records in ICA-AtoM. To delete an archival description:
1. Navigate to the description you want to delete.
2. Switch from the View to the Edit screen by clicking the Record title bar or Edit button.
3. Click the Delete button.
4. ICA-AtoM prompts you to confirm the delete request; click "OK".
5. ICA-AtoM deletes the record and returns you to the List screen.
6. Note the following consequences of deleting an archival description:
- If the record has lower-level descriptions registered to it (is a "parent record"), all the lower-level records are also deleted - e.g. if you delete a series, any sub-series, files or items that belong to the series will also be deleted.
- Any access points assigned to the description are also deleted.
- Any date events associated with the description are also deleted.
- The authority record of the associated creator is not deleted.
- The archival institution record of the associated repository is not deleted.
Exit the Edit screen
You can exit the Edit screen by a number of methods. Whatever you do, always click the Save button before exiting, otherwise any changes you made will not be saved.
1. Click the Record title bar to return to the description in view mode (View screen).
2. Click a sub-tab on the Main menu bar to go to that List screen).
3. Use the Search/browse box to run a search or browse action.
4. Click the ICA-AtoM logo to return to the Home screen.
5. Click a link on the System menu to launch some other action.