This sections allows you to define and maintain fields in the application. A core set of fields is already included with the application.
Note that field maintenance should be done BEFORE you define field groups, content types and record types, but AFTER you have defined field masks, validation lists and thesauri (see separate application).
This page describes:
To access Field Maintenance, select System Management > Database Configuration > Field Maintenance.
This takes you to the following page, which displays the existing fields already defined in the application:
Adding a new field
To add a new field, click Create New Field in the Actions menu.
The following screen appears above the list of fields:
Start by selecting the Type of field from the drop-down list, before entering the name. This is an important decision, as it affects how the data is entered and controlled. See related information on cataloguing into these various field types.
Note that the Field Type cannot be changed once the field definition has been saved.
The following Field Types are available (the links on the Field Type in the table below take you to a description of how that field is used in the catalogue edit screen). See also the Attributes tables below this one.
|Field Type||Characteristics||Single or multi entry|
A Complex Date includes not only the specific date, but also caters for circa, ongoing and no date entries. You need to select this date type if you want to be able to enter part dates, such as year only.
The Date type shows as a calendar from which you pick a specific date - you cannot enter part dates.
|Decimal||A field to contain decimal numbers||Either|
|File||This field type allows you to upload one or more documents that relate to the catalogue record.||Either|
|Image||This field type allows you to upload one or more image files that relate to the catalogue record.||Either|
A field to contain an incremental number.
|Integer||A field to contain whole numbers. Often contains an automatic number or ID. Some fields that look like text actually have ID numbers in the background, and hence are designated as Integer fields.||Either|
|Rich Text||A rich text field allows you to create formatted text, such as in an Abstract field||Either|
|Text||A field for any unformatted data||Either|
A thesaurus controls the terms that can be entered into a field, by storing a list of possible terms, along with optionally synonyms and relationships between those terms.
Once you have selected this Field Type, click on the drop-down list labelled <Select Thesaurus> and select the required thesaurus.
This is used to store links to one or more web pages, including YouTube videos
|User||This allows you to search and select existing users from the Users module to be inserted into a catalogue record. For example, if a record is to manage an enquiry, you may want to insert the name of the enquirer.||Either|
A validation list is a pre-defined list of possible entries, that appear on the cataloguing screen either as a drop-down list if the field is single-entry.
Once you have selected this Field Type, click on the drop-down list labelled <Select Validation List> and select the required list.
Attributes for all field types
The following attributes appear for all field types - only the Display Name is a required attribute.
|Display Name||Unique name for the field|
Tick if the field is to be unique; leave unticked if not
|Allow Empty/Contains data Search|
Tick to enable searching for records where this field is either empty or contains data
|Templates / Groups box||This box is for information only - it shows which Record Templates and Field Groups the field is used in|
Tick if the field is to be mandatory; leave unticked if not.
Note that the Title field no longer has to be mandatory.
The Globalisation feature allows different content to be added for either Offices, Office Groups or Countries. Click on the drop-down list to select the level for which different content may be entered, or leave it at None if content is the same for all users.
See further information on the use of this feature when cataloguing.
See Also links on thesaurus and validation fields allow the user to click on those links to search for other records with those entries: typically used on subject and author fields.
Tick if the field is to to have See Also links; leave unticked if not.
|Tick if the field is to be visible in the OPAC to end users; leave unticked if not.|
Tick if the field is to appear in the list of Additional Search fields on the search screens; leave unticked if not.
|Default Search||Tick if the field is to be included in the All Fields search on the search screens; leave unticked if not.|
|All DT||This is ticked for fields which appear in all Record Types. This is for information only and cannot be changed.|
Attributes for specific field types
Some attributes are only applicable to some field types, and only appear if that type has been selected.
Tick if the field is to be single entry; leave unticked if multiple entries are required.
Note that some field types dictate the setting of this field - see table above
|Precision||Decimal||For Decimal fields, enter the number of points after the decimal (optional)|
|Capacity||Integer||For Integer fields, enter the highest number allowed (optional)|
|Max # of characters||Text||Enter the maximum number of characters in the field (optional)|
|Data Size||Complex Date|
|Enter the maximum number of characters in the field (optional)|
|Size in Megabytes||File|
|Enter the maximum size of the file to be attached (optional)|
Click on the drop-down list labelled <Select Field Mask> and select the required field mask.
|Date Default Mode|
This attribute allows you to specify the default method of searching date fields, although all options remain available when searching. They are:
Select the required option from the drop-down list.
A default value can be assigned to Text fields, so that all new catalogue records created for Record Types using this field will have the default text applied.
Click on the drop-down list labelled <Select Thesaurus> and select the required thesaurus.
|Validation||Validation List||Click on the drop-down list labelled <Select Validation List> and select the required list.|
|Incrementation Template||Incremental Number||Click on the drop-down list labelled <Select Incrementation Template> and select the required list.|
|Multi Line||Text||For Text fields, enter the number of lines that are displayed on the edit screen (note that this is not the same as the number of lines that can be entered, as this expands to fit the data).|
Click on the drop-down list to select either:
|Allow Empty/Contains data Search|
|Enables two check boxes on the search page to allow you to find all records where the field is either populated or empty.|
|Show Thesaurus Hierarchy|
|Displays a hover icon against thesaurus terms in the user profile page; hovering the cursor over the icon will display the hierarchy of thesaurus terms.|
|Multi Value Mode|
|Used in the user profile with sections, it allows multiple thesaurus terms to be distributed over multiple sections more easily.|
|Use Exact Search|
If enabled, a search in this field will always yield an exact match. This is accomplished by surrounding the entered text with double quotes and an equals sign at the front. This same syntax can be used, even without enabling this option, which will make the use of the syntax compulsory. Enabling it will force the syntax to always be used.
Example: ="insurance law"
|The section that this field will be linked to, currently used only for user profiles.|
|Source Field Value|
|The thesaurus used in conjunction with virtual thesaurus fields for MarcXML exports.|
|Duplication Detection Weight|
|This specifies the weighting the field has in duplicate detection matching; the numerical range is a decimal between 0 and 1.|
|Enable data correction for sorting|
Allows correct sort order when displayed in portal tree hierarchy Useful to resolve number problems of 1,10,2,3,30,4. Enabling this will ensure it is sorted as: 1,2,3,4,10,30
|Allow Duplicate Data in Field|
|Allows the same term to be entered into the same field in a single record. Only applies to Thesaurus fields.|
When you have finished, click Save.
This returns you to the field list, with the new field added. By default the new field is Enabled.
Editing a field
To edit a field, either:
- click on the field to select it, then click Edit record in the Actions menu, or
- double click on the field
The same form opens up as for creating a new field.
The following table sets out what can and cannot be changed at this point:
Once a field has been created
Once data has been added
Whether a field is single- or multi-value (only if it can be either anyway)
Whether a field is unique or not
Whether a field is required or not
Whether a field is Public or not
Whether the field is in All Fields search or not
Whether field is visible in Additional fields or not
Change the field type
Add a mask to a field
Change the field name
Make the required changes, then click Save.
This returns you to the field list.
Deactivating a field
Deactivating a field hides it from use within the application, although the field remains in existence, so that it can be re-activated at any time.
To deactivate a field:
- Click on the field to highlight it
- Click Inactivate Field(s) in the Actions menu
The red tick between the box and the field name changes to greyed out.
Activating a field
To activate a field:
- Click on the field to highlight it
- Click Activate Field(s) in the Actions menu
The greyed out tick between the box and the field name changes to red.
Deleting a field
Note that you cannot delete a field once it has data in it or has been added to a Record Type template.
To delete a field:
- Click on the field to highlight it, then click Delete Field(s) in the Actions menu.
The following confirmation message appears:
- Click OK to continue with the deletion.
You will be returned to the list of fields, with the deleted field missing from the list.