Difference between revisions of "Add/edit terms"

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<span class="pageTitle">Edit taxonomies (terms)</span>
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{{DISPLAYTITLE:Terms}}
  
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[[Main Page]] > [[User manual|(UM) User manual]] > [[UM-3|UM-3 Add / edit content]] > UM-3.5 Edit taxonomies (terms)
 
  
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== Overview ==
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[[Main Page]] > [[User manual]] > [[Add/edit content]] > Add/edit terms
  
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[[Image:um3-5Taxonomy.png|500px|right|thumb|Drop-down value lists draw terms from taxonomies]]
 
  
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Throughout ICA-AtoM, [[Glossary#Controlled vocabulary|controlled vocabularies]] are used to generate drop-down [[Glossary#Value list|value lists]] to restrict data entry in certain fields to certain values. ICA-AtoM stores these values as [[Glossary#Term|term]] records in the database, and assigns them to [[Glossary#Taxonomy|taxonomies]].
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[[Image:valueList.png|500px|right|thumb|Value lists in drop-down menus draw terms from taxonomies]]
  
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*E.g. the "Type of entity" field of an [[Glossary#Authority record|authority record]] can take only one of ''Corporate body, Person, Family''. Each of these values is a [[Glossary#Term|term]] assigned to the "Actor entity types" [[Glossary#Taxonomy|taxonomy]].
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As defined in our documentation glossary, a [[Glossary#Taxonomy|taxonomy in AtoM is “a grouping of controlled-vocabulary terms used to generate value lists and access points.” Throughout ICA-AtoM, [[Glossary#Controlled vocabulary|controlled vocabularies]] are used to generate [[Glossary#Drop-down menu|drop-down menus]]. These provide [[Glossary#Value list|value lists]] that restrict data entry in certain [[Glossary#Field|fields]] to certain values. A value list is defined in our glossary as restricting “data entry in certain fields to controlled vocabulary terms or terms derived from authority records. They appear as drop-down menus in edit pages.”  ICA-AtoM typically stores these values as [[Glossary#Term|term]] records in the database, and assigns them to [[Glossary#Taxonomy|taxonomies]], e.g. the type of entity [[Glossary#Field|field]] of an [[Glossary#Authority record|authority record]] can take only one of "corporate body, person, family." Each of these values is a [[Glossary#Term|term]] assigned to the actor entity types [[Glossary#Taxonomy|taxonomy]]. All controlled vocabularies are managed via taxonomies in AtoM, accessible to authorized users via the Manage > Taxonomies menu
  
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ICA-AtoM ships with a fixed number of [[Glossary#Taxonomy|taxonomies]] containing default values ([[Glossary#Term|terms]]). Some [[Glossary#Term|terms]] are '''locked''', i.e. cannot be deleted or edited, because they are accessed by the application's underlying code. Most [[Glossary#Term|terms]], however, can be edited or deleted, and all [[Glossary#Taxonomy|taxonomies]] can be assigned new [[Glossary#Term|terms]] in addition to any locked values.
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ICA-AtoM ships with a fixed number of [[Glossary#Taxonomy|taxonomies]] containing default values ([[Glossary#Term|terms]]). Some [[Glossary#Term|terms]] are locked, i.e. cannot be edited or deleted, because they are used by the application's underlying code. Most [[Glossary#Term|terms]], however, can be edited or deleted, and all [[Glossary#Taxonomy|taxonomies]] can be assigned new [[Glossary#Term|terms]] in addition to any locked values.
  
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*Note that users (even [[Glossary#Administrator|administrators]]) '''cannot''' add new [[Glossary#Taxonomy|taxonomies]]; the number and names of [[Glossary#Taxonomy|taxonomies]] are fixed and can only be altered by [[Glossary#Developer|developers]] working directly with the code.
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<div class="text-alert">
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<h3>An Example of a locked  taxonomy: Material Type</h3>
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Material type is a controlled vocabulary that supports our Canadian Rules for Archival Description (RAD) template. A complete version of RAD is available from the Canadian Council on Archives here: http://www.cdncouncilarchives.ca/archdesrules.html
  
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Section 1.1C of RAD defines an optional additional to an archival description, the General Material Designation (GMD). The list of approved terms for a GMD description is provided in 1.1C1 of RAD, and conforms to the terms available in the AtoM Material Type taxonomy. As such, when a user sets the Default template in AtoM to RAD instead of ISAD(G), the template provides different fields (including different controlled drop down lists) to support the differences between the two descriptive standards. In the RAD description template, the General Material designation is a repeatable field with a controlled list of drop-down terms – the list of these terms is maintained and managed in the Material Type taxonomy.
  
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This page describes how to edit [[Glossary#Taxonomy|taxonomies]] by adding, editing or deleting their [[Glossary#Term|terms]]. Note that you must have at least [[Glossary#Editor|editor access privileges]] to edit [[Glossary#Taxonomy|taxonomies]]. For detailed notes on individual fields, see the following pages:
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These terms, or this descriptive practice, are not formally recommended within ISAD(G), and consequently, are not provided anywhere in the descriptive template. In ISAD(G), this information is captured via free-text in sections such as 3.1.5 Extent and Medium, and possibly other related fields (such as 3.4.4 Physical characteristics and technical requirements)
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*[[UM-3.5.1|Data entry: terms]].
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</div>
  
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For exiting [[Glossary#Edit mode|edit mode]] (return to the [[Glossary#View mode|view mode]]), see the following page:
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By allowing authorized administrators access to all taxonomies, users have the ability to customize descriptive templates to meet local or regional descriptive practices, or to remove controlled field terms that are not in use within the institution. This ability to customize is one of the strengths of AtoM as a freely available open-source software application.
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*[[UM-3.6|Exit edit mode (same for all record types)]].
 
  
  
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== Add a term to a taxonomy ==
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<div class="note">
  
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[[Image:um3-1Create1.png|500px|right|thumb|Create a new description]]
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Users (even [[Glossary#Administrator|administrators]]) cannot add new [[Glossary#Taxonomy|taxonomies]]; the number and names of [[Glossary#Taxonomy|taxonomies]] are fixed and can only be altered by [[Glossary#Developer|developers]] working directly with the code.
  
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[[Image:um3-1Create2.png|500px|right|thumb|Create a new description]]
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</div>
  
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1. Click the [[Glossary#Add / edit tab|Add / edit tab]] on the [[Glossary#Main menu bar|Main menu bar]].
 
  
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== Actions ==
  
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2. Click the "Archival description" 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 archival descriptions.
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* [[Add a new term]]
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* [[Edit a term]]
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* [[Delete a term]]
  
  
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3. 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 screen]] for data entry.
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== Data entry ==
  
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[[Term data entry]]
  
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4. Enter data (see [[UM-3.4.1|Data entry: archival descriptions]] for detailed explanations and notes on fields).
 
  
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== [[Hierarchical taxonomies]] ==
  
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5. Click the [[Glossary#Save button|Save button]] to commit the new record.
 
  
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== See also ==
  
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6. Note that the behaviour of the [[Glossary#Cancel button|Cancel button]] changes after you first click the [[Glossary#Save button|Save button]].
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[[Exit edit mode]] (same for all record types)
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*Before the first save, "Cancel" = "delete the new record" (i.e. do not commit).
 
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*After the first save, the record is committed. A [[Glossary#Delete button|Delete button]] now appears for deleting, while "Cancel" = "do not commit the data entered since the last save".
 
  
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<br clear=right>
 
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== Edit an existing description ==
 
  
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[[Image:um3-1Edit1.png|500px|right|thumb|Edit an existing description]]
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[[Category:User manual]]
  
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[[Image:um3-1Edit2.png|500px|right|thumb|Edit an existing description]]
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__NOTOC__
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1. Navigate to the description you want to delete.
 
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*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
 
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2. 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]]. It displays the record with all [[Glossary#Record area|record areas]] closed; click on an area to access the fields grouped under it.
 
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3. Add / revise data as required (see [[UM-3.1.1|Data entry: archival descriptions]]) for detailed explanations and notes on fields).
 
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4. 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.
 
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5. To save changes, click the [[Glossary#Save button|Save button]]; ICA-AtoM commits the changes and re-loads the page.
 
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*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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<br clear=right>
 
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== Delete an existing description ==
 
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[[Image:um3-1Delete.png|500px|right|thumb|Delete an existing description]]
 
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To delete an archival description:
 
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1. Navigate to the description you want to delete.
 
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*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
 
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2. 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]].
 
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3. Click the [[Glossary#Delete button|Delete button]].
 
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4. ICA-AtoM prompts you to confirm the delete request; click "OK".
 
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5. ICA-AtoM deletes the record and returns you to the [[Glossary#List screen|List screen]].
 
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6. Note the following consequences of deleting an archival description:
 
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*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.
 
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*Any [[Glossary#Access point|access points]] assigned to the description are deleted.
 
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*Any date [[Glossary#Event|events]] associated with the description are deleted.
 
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*The [[Glossary#Authority record|authority record]] of the associated creator is '''not''' deleted.
 
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*The [[Glossary#Archival institution|archival institution]] record of the associated repository is '''not''' deleted.
 
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<br clear="right">
 
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<span class="revised">Last revised: 2 June 2008 (ICA-AtoM v0.6)</span>
 
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<br clear="right">
 
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<span class="revised">Last revised: 2 June 2008 (ICA-AtoM v0.6)</span>
 

Latest revision as of 15:09, 23 January 2013

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 terms


Value lists in drop-down menus draw terms from taxonomies

As defined in our documentation glossary, a [[Glossary#Taxonomy|taxonomy in AtoM is “a grouping of controlled-vocabulary terms used to generate value lists and access points.” Throughout ICA-AtoM, controlled vocabularies are used to generate drop-down menus. These provide value lists that restrict data entry in certain fields to certain values. A value list is defined in our glossary as restricting “data entry in certain fields to controlled vocabulary terms or terms derived from authority records. They appear as drop-down menus in edit pages.” ICA-AtoM typically stores these values as term records in the database, and assigns them to taxonomies, e.g. the type of entity field of an authority record can take only one of "corporate body, person, family." Each of these values is a term assigned to the actor entity types taxonomy. All controlled vocabularies are managed via taxonomies in AtoM, accessible to authorized users via the Manage > Taxonomies menu

ICA-AtoM ships with a fixed number of taxonomies containing default values (terms). Some terms are locked, i.e. cannot be edited or deleted, because they are used by the application's underlying code. Most terms, however, can be edited or deleted, and all taxonomies can be assigned new terms in addition to any locked values.

An Example of a locked taxonomy: Material Type

Material type is a controlled vocabulary that supports our Canadian Rules for Archival Description (RAD) template. A complete version of RAD is available from the Canadian Council on Archives here: http://www.cdncouncilarchives.ca/archdesrules.html

Section 1.1C of RAD defines an optional additional to an archival description, the General Material Designation (GMD). The list of approved terms for a GMD description is provided in 1.1C1 of RAD, and conforms to the terms available in the AtoM Material Type taxonomy. As such, when a user sets the Default template in AtoM to RAD instead of ISAD(G), the template provides different fields (including different controlled drop down lists) to support the differences between the two descriptive standards. In the RAD description template, the General Material designation is a repeatable field with a controlled list of drop-down terms – the list of these terms is maintained and managed in the Material Type taxonomy.

These terms, or this descriptive practice, are not formally recommended within ISAD(G), and consequently, are not provided anywhere in the descriptive template. In ISAD(G), this information is captured via free-text in sections such as 3.1.5 Extent and Medium, and possibly other related fields (such as 3.4.4 Physical characteristics and technical requirements)

By allowing authorized administrators access to all taxonomies, users have the ability to customize descriptive templates to meet local or regional descriptive practices, or to remove controlled field terms that are not in use within the institution. This ability to customize is one of the strengths of AtoM as a freely available open-source software application.


Users (even administrators) cannot add new taxonomies; the number and names of taxonomies are fixed and can only be altered by developers working directly with the code.


Actions


Data entry

Term data entry


Hierarchical taxonomies

See also

Exit edit mode (same for all record types)


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