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To use the Field Maintenance function, select System & Database Settings > Database Settings > Fields  from the top menu in the Admin application.

This same function can also be selected using the original menu system

System Management > Database Configuration > Field Maintenance

The system presents the form displaying the Fields tab for managing all fields in the catalogue database. Other functions are available, represented as tabs, that can be selected directly from within this form. 


Upon loading, the form immediately lists all of the fields in the database used for capturing data, in A – Z sequence, that are available for recording and indexing metadata in the catalogue (database). Click on a column heading to re-sort the list.
As well as performing the function to Create New Field, existing fields settings can be changed using the EDIT button or fields can be deleted using the DELETE buttons.

The form displays default settings for Language, Data Standards, and Portal settings with the option to make changes from drop down lists to select a different setting.

The page displays each Field with attributes that define how the field is configured and can be used. When choosing the Create New Field button a new Field template is presented.

The list of fields can be filtered using the available filters in the table header.

Column HeadingDescription


Denotes that the template is Active and available to use by staff administrators, or Inactive and not available.

Display Name

The name describing the field.

RIS Name

A short name for the field if exporting to RIS formats such as Endnote.


Identifies the field type, this affects data searching, input and presentation.


Used to identify if the field is mandatory during data entry.

Single Entry

Dictates if multiple values can be stored in the same field or if a single entry is required.


If enabled the field will be shown on the Portal to end users. Additional security controls also apply such as Access Permissions.

Additional Search

If enabled the field will be shown in the additional search fields drop-list on the portal for users to use for searching.

All Fields SearchWhen enabled data stored in the field will be included during an all field search.
Data SearchIf enabled it displays additional search controls allowing users to return records where the field Does or does not contain data.
GlobalizationUsed to store different values for different global units such as Offices. For example in the same field Office A might store a shelf reference which is different to Office B.

Edit - Allows for the Field attributes to be modified.

Delete - Allows for Fields to be deleted. It is not possible to delete a Field if it is still linked to other templates such as Record Types, Search and result templates.  This action is not reversible.

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