CHAPTER 5 - ENTERING META-DATA
Chapter Summary:
As mentioned earlier, a RECORD is not the same as an ASSET. A record does not require an asset in order to be created, but an asset always requires a record. For this reason, a record is automatically created with the name of the attachment when the attachment is uploaded.
The one requirement for a record to be created is that it must be associated with a particular catalog. By using the ADD NEW RECORD tab, you can go to the place where the data is added, and have the option of uploading the asset later.
Once a new record is created, it is automatically put into a pending category. There it can be retrieved for editing or to upload its asset, or be placed in other categories. Other actions can also be done to new and existing records. For more information on these actions, see Chapter 3 - Creating New Assets.
Another way to create a record is to upload an asset first. This can be done using the UPLOAD tab, and its new record will automatically appear for data entry. See Chapter 3 - Creating New Assets/Uploading, for more information about uploading.
Either way, you end up on a new record page where you can enter your data. Instructions for entering data in a new record are basically the same as for editing the data of an existing record. The one extra step for an existing record is that you need to find the record first (see Chapter 2 - Searching for Records). Instructions for Entering, Editing and Deleting Record Data are below.
Finally, value list choices (drop-down menus) in the data sections of a record can be edited. For more information about this, see Adding, Deleting or Editing A Value List (below).
ADDING A NEW RECORD
1. GO TO and CLICK ADD NEW RECORD tab (upper right of browser window)
5. To print a copy of the record to easily take to a meeting, GO TO and CLICK print cutoff sheet (in the Actions menu)
6. To search for your new record in the future, GO TO Search tab (Chapter 2 - Searching for Records)
To advance forward or go backward in the order of the records in the catalog:
1. GO TO and CLICK the black arrows in the gray boxes at the top left of the record, by the breadcrumbs
TIP >>> These arrows will only appear if there are other records in the catalog. The records displayed are filtered by the search results.
so it will let you browse through the detail pages for your results in that catalog
ENTERING, EDITING AND DELETING RECORD DATA
Some sections of the record are divided into sub-sections. To access a section or sub-section of a category:
1. GO TO and CLICK the section in the menu at left, under Data
2. This will display the sections or sub-sections to the right
3. To open sections or sub-sections, GO TO and CLICK edit or add new
4. After entering data in a section or sub-section, GO TO and CLICK save values.
5. To cancel your data changes instead of saving, GO TO and CLICK cancel.
7. To minimize or expand a sub-section, CLICK the arrow next to its heading
CAUTION! When entering data in a section or subsection, remember to CLICK save values to save your data before exiting the section
or sub-section.
Browsing catalogs or viewing pending files will navigate you away from your new record.
Four Ways To Enter Data - each section has one or a combination of ways to enter data:
Text Boxes - Edit these by clicking on the box and typing in the correct meta data
Value Lists - Edit these by clicking on the box and then selecting the desired value from the drop-down list
Value Lists
Check Boxes - Edit these by clicking on the individual box for the desired selection. Individual boxes can be selected, or all for all boxes to be selected, or none to remove all selections.
Check Boxes
TIP >>> Administrators have permissions to edit value list selections. For instructions, see "Editing a Value List" below.
Item selected in a "Not Available" field will be automatically deselected from the corresponding "Available" field, and vice versa.
CAUTION >>> Before saving values for Not Available and Available fields, be certain of your data entry.
Calendars - Used for editing Date fields
The preferred way to enter dates is to use the calendar (see below). When opting to not to use the calendar, enter dates manually in "x/xx/xxxx" format:
1. CLICK on calendar.
2. Choose and CLICK month field .
3. Choose and CLICK year field.
4. CLICK day. (This will populate the date field and close the Calendar.)
5. GO TO and CLICK save values.
MULTI-RECORD EDITING
From any Results Page (This could be from searching, browsing, or viewing a Selection Group), GO TO the "edit" menu and CLICK "Multi Edit".
On the next page, CLICK the catalog whose records you wish to Multi-Edit.
You will now see an Asset Details page, similar to the one you see when editing a single record, which will confirm the number of assets you are editing. You will notice that not all actions are available when multi-editing.
You may now edit the meta-data fields as described in the documentation sections above. Your changes will affect all of the records from your results page under the catalog you selected.
TIP >>> When Multi-Editing, if the value for a given meta-data field does not match across all records being edited, it will not be displayed.
ADDING, DELETING OR EDITING A VALUE IN A LIST (selection in a drop-down menu)
Accessing A List:
1. GO TO and CLICK edit next to that list
2. This will take you to the Data Editor, where you can make changes to the value list (see instructions below)
3. To return to the Detail page from the Data Editor, GO TO and CLICK go back to starting page (upper left corner of page)
Adding A Value:
1. GO TO and CLICK add new record (at end of value list)
4. GO TO and CLICK save.
5. It will now appear at the end of the value list with the chosen name
6. After completing your changes, to return to the Detail page of the record, GO TO and CLICK go back to starting page
CAUTION! Although the assigned ID box number for the new value can be changed, it is not recommended, as this will change the
ordering of future items.
Deleting A Value:
1. GO TO and CLICK delete in value row
2. The prompt "deleted" will appear under Add New Record, at the end of the list, to indicate the deletion has taken place
3. To see the revised list, GO TO and CLICK the list breadcrumb
3. To return to the Detail page of the record, GO TO and CLICK go back to starting page
CAUTION! When removing a value from a list for a record, that option is removed from the list for the entire catalog. No other records in
the catalog will be able to choose that value for that list. If any record already has that value selected for that list, it will need to
have a new value selected. DO NOT DELETE UNLESS YOU ARE REALLY SURE THAT NO OTHER RECORDS ARE USING THIS VALUE!
Data Editor and catalog breadcrumbs (before list breadcrumb) are not needed or recommended for performing data editing tasks.
Finding An Existing Value in a List:
1. In the Data Editor, GO TO and CLICK ID and NAME text boxes and ENTER meta data for item,
then CLICK go
Search through the list to find the value you want. CLICK forward (at the end of the list) for more pages, if needed
Editing An Existing Value: (Not recommended. See Cautions below.)
1. GO TO and CLICK value name
2. Boxes autofill with the current information.
4. GO TO and CLICK save.
TIP >>> Lists type inputs can be filtered, or displayed according to the selections made in other lists. When adding (or editing) a value in this
type of list, a related field will appear along with ID and Name fields. The new list value will display only when the value entered
for the related field is also selected.
In filtered lists, displaying the same new value in more than one related field category requires that the value be added to each
of those categories independently. However, it is fine to enter multiple new values with the same Name, as long as their IDs
and corresponding related categories differ.
CAUTION! Although the assigned ID box number for the value can be changed, it is not recommended, as this will change the
ordering of future items.
Edited fields are only applied to the catalog you are in. To change across all catalogs requires each of the catalogs to be
updated individually. Before editing a list of values, be certain of your changes, as they will appear throughout the catalog!
To remove your changes, go through the editing steps again and CLICK save.
Search Types: (Not recommended) To the left of the Data Editor page is a listing of links to all the value lists in the catalogs. These links are not attached to a particular record but rather to the type of value list. It is not recommended to use these links to access a value list, as editing lists across catalogs in this way can be complicated. The preferred method is to edit the value list through an individual record as described above. As noted, any change in the value list of an individual record will automatically change that list for all records in that catalog.