Difference between revisions of "Add/edit terms"

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2. Click the "Term" 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 [[Glossary#Taxonomy|taxonomies]].
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2. Click the "Term" sub-tab on the [[Glossary#Main menu bar|Main menu bar]]; ICA-AtoM takes you to the [[Glossary#List screen|List taxonomy terms screen]] showing all existing [[Glossary#Taxonomy|taxonomies]].
  
  
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== Edit an existing description ==
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== Edit an existing taxonomy ==
  
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[[Image:um3-1Edit1.png|500px|right|thumb|Edit an existing description]]
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[[Image:um3-5Edit1.png|500px|right|thumb|Edit an existing taxonomy]]
  
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[[Image:um3-1Edit2.png|500px|right|thumb|Edit an existing description]]
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[[Image:um3-5Edit2.png|500px|right|thumb|Edit an existing taxonomy]]
  
  
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1. Navigate to the description you want to delete.
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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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*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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2. Click the "Term" sub-tab on the [[Glossary#Main menu bar|Main menu bar]]; ICA-AtoM takes you to the [[Glossary#List screen|List taxonomy terms screen]] showing all existing [[Glossary#Taxonomy|taxonomies]].
  
  
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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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3. Click the [[Glossary#Taxonomy|taxonomy]] you want to edit to expand it and view the [[Glossary#Term|terms]] associated with it.
  
  
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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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4. [[Glossary#Term|Terms]] that appear in black with a lock icon are '''locked''' and cannot be edited.
  
  
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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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5. [[Glossary#Term|Terms]] that appear in blue can edited; click an editable [[Glossary#Term|term]].
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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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6. Add / revise data as required (see [[UM-3.5.1|Data entry: terms]] for detailed explanations and notes on fields).
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7. To discard all changes, click the [[Glossary#Cancel button|Cancel button]]; ICA-AtoM returns you to a [[Glossary#List screen|List screen]] showing only terms associated with the current [[Glossary#Taxonomy|taxonomy]], no changes saved.
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8. To save changes, click the [[Glossary#Save button|Save button]]; ICA-AtoM commits the changes and routes you to a [[Glossary#List screen|List screen]] showing only terms associated with the current [[Glossary#Taxonomy|taxonomy]], any changes saved.
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9. Repeat with other [[Glossary#Term|terms]] to continue editing the [[Glossary#Taxonomy|taxonomy]].
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10. Click the [[Glossary#List all|List all button]] to return to the [[Glossary#List screen|List taxonomy terms screen]].
  
 
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1. Navigate to the description you want to delete.
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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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*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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2. Click the "Term" sub-tab on the [[Glossary#Main menu bar|Main menu bar]]; ICA-AtoM takes you to the [[Glossary#List screen|List taxonomy terms screen]] showing all existing [[Glossary#Taxonomy|taxonomies]].
  
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3. Click the [[Glossary#Delete button|Delete button]].
 
  
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3. Click the [[Glossary#Taxonomy|taxonomy]] you want to edit to expand it and view the [[Glossary#Term|terms]] associated with it.
  
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4. ICA-AtoM prompts you to confirm the delete request; click "OK".
 
  
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4. Click the [[Glossary#Term|term]] you want to delete from the taxonomy (locked terms cannot be deleted). ICA-AtoM displays the [[Glossary#Term|term]] in [[Glossary#Edit mode|edit mode]] ([[Glossary#Edit screen|Edit screen]]).
  
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5. ICA-AtoM deletes the record and returns you to the [[Glossary#List screen|List screen]].
 
  
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5. Click the [[Glossary#Delete button|Delete button]].
  
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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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6. ICA-AtoM prompts you to confirm the delete request; click "OK".
  
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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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7. ICA-AtoM deletes the record and returns you to the [[Glossary#List screen|List taxonomy terms screen]].
  
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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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8. Note that you '''cannot delete a term that has been used as a value in another record'''. Attempting to do so will generate an [[Glossary#Error message|error message]].
  
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*E.g. you try to delete ''Sub-fonds'' from the "Levels of description" [[Glossary#Taxonomy|taxonomy]], but you get an if an [[Glossary#Error message|error message]]; this means one or more [[Glossary#Archival description|archival descriptions]] has ''Sub-fonds'' as the value of the "Level of description" field.
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<span class="revised">Last revised: 2 June 2008 (ICA-AtoM v0.6)</span>
 
  
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*As of the current version of ICA-AtoM (v0.6), the delete error message is not very information and only tells that an error has occurred but not which error or why; this will be addressed in a future release (post-1.0).
  
 
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<span class="revised">Last revised: 2 June 2008 (ICA-AtoM v0.6)</span>
 
<span class="revised">Last revised: 2 June 2008 (ICA-AtoM v0.6)</span>

Revision as of 16:46, 5 June 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.

Edit taxonomies (terms)

Main Page > (UM) User manual > UM-3 Add / edit content > UM-3.5 Edit taxonomies (terms)

Overview

Drop-down value lists draw terms from taxonomies

Throughout ICA-AtoM, controlled vocabularies are used to generate drop-down value lists to restrict data entry in certain fields to certain values. ICA-AtoM 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.


ICA-AtoM ships with a fixed number of taxonomies containing default values (terms). Some terms are locked, i.e. cannot be deleted or edited, because they are accessed 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.


This page describes how to edit taxonomies by adding, editing or deleting their terms. Note that you must have at least editor access privileges to edit taxonomies. For detailed notes on individual fields, see the following pages:

For exiting edit mode (return to the view mode), see the following page:


Add a term to a taxonomy

Create a new description
Create a new description

1. Click the Add / edit tab on the Main menu bar.


2. Click the "Term" sub-tab on the Main menu bar; ICA-AtoM takes you to the List taxonomy terms screen showing all existing taxonomies.


3. Click a taxonomy to expand it and view the terms associated with it.


4. Click the Add new button to add a new term to the taxonomy. ICA-AtoM routes you to the Edit screen for data entry.


5. Enter data (see Data entry: terms for detailed explanations and notes on fields).


6. Click the Create button to commit the new record.


7. ICA-AtoM returns you to the List taxonomy terms screen.


Edit an existing taxonomy

File:Um3-5Edit1.png
Edit an existing taxonomy
File:Um3-5Edit2.png
Edit an existing taxonomy


1. Click the Add / edit tab on the Main menu bar.


2. Click the "Term" sub-tab on the Main menu bar; ICA-AtoM takes you to the List taxonomy terms screen showing all existing taxonomies.


3. Click the taxonomy you want to edit to expand it and view the terms associated with it.


4. Terms that appear in black with a lock icon are locked and cannot be edited.


5. Terms that appear in blue can edited; click an editable term.


6. Add / revise data as required (see Data entry: terms for detailed explanations and notes on fields).


7. To discard all changes, click the Cancel button; ICA-AtoM returns you to a List screen showing only terms associated with the current taxonomy, no changes saved.


8. To save changes, click the Save button; ICA-AtoM commits the changes and routes you to a List screen showing only terms associated with the current taxonomy, any changes saved.


9. Repeat with other terms to continue editing the taxonomy.


10. Click the List all button to return to the List taxonomy terms screen.


Delete an existing description

File:Um3-1Delete.png
Delete an existing description

To delete an archival description:


1. Click the Add / edit tab on the Main menu bar.


2. Click the "Term" sub-tab on the Main menu bar; ICA-AtoM takes you to the List taxonomy terms screen showing all existing taxonomies.


3. Click the taxonomy you want to edit to expand it and view the terms associated with it.


4. Click the term you want to delete from the taxonomy (locked terms cannot be deleted). ICA-AtoM displays the term in edit mode (Edit screen).


5. Click the Delete button.


6. ICA-AtoM prompts you to confirm the delete request; click "OK".


7. ICA-AtoM deletes the record and returns you to the List taxonomy terms screen.


8. Note that you cannot delete a term that has been used as a value in another record. Attempting to do so will generate an error message.

  • E.g. you try to delete Sub-fonds from the "Levels of description" taxonomy, but you get an if an error message; this means one or more archival descriptions has Sub-fonds as the value of the "Level of description" field.
  • As of the current version of ICA-AtoM (v0.6), the delete error message is not very information and only tells that an error has occurred but not which error or why; this will be addressed in a future release (post-1.0).


Last revised: 2 June 2008 (ICA-AtoM v0.6)

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