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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:

Field Type

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 TypeCharacteristicsSingle or multi entry
Complex Date

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.

Single
Date

The Date type shows as a calendar from which you pick a specific date - you cannot enter part dates.

Single
DecimalA field to contain decimal numbersEither
FileThis field type allows you to upload one or more documents that relate to the catalogue record.Either
ImageThis field type allows you to upload one or more image files that relate to the catalogue record.Either
Incremental

A field to contain an incremental number.

 

Note that you need to have already defined the template for the incrementation

Single
IntegerA 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 TextA rich text field allows you to create formatted text, such as in an Abstract fieldEither
TextA field for any unformatted dataEither
Thesaurus

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.

 

Note that the thesaurus for this field must already exist in order for it to be selected here, although you do not need to have added all possible entries.

Multiple
URL

This is used to store links to one or more web pages, including YouTube videos

 

Note that you may wish to change the default YouTube integration settings in System Configuration Maintenance.

Either
UserThis 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
Validation List

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.

 

Note that the validation list must already exist in order for it to be selected here, although you do not need to have added all possible entries

Either

 

Attributes for all field types

The following attributes appear for all field types - only the Display Name is a required attribute.

 

AttributeDescription
Display NameUnique name for the field
Unique

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 boxThis box is for information only - it shows which Record Templates and Field Groups the field is used in
Mandatory

Tick if the field is to be mandatory; leave unticked if not.

 

This means mandatory on any record template that the field appears on, not mandatory for every record.

 

 Note that the Title field no longer has to be mandatory.

Globalisation

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.

OPAC Summary

Tick if the field is to appear in the OPAC Summary and Locations screen; leave unticked if not. Note that this can be overridden at the Record Type level.

 

Note that if this option is not enabled in OPAC Maintenance, these settings will not take effect.

See Also

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.

Public
Tick if the field is to be visible in the OPAC to end users; leave unticked if not.
Additional Search

Tick if the field is to appear in the list of Additional Search fields on the search screens; leave unticked if not.

 

Note that these settings apply to all search screens.

 

 

If you do not want the Additional Search Fields drop-down list to appear at all on the search screens, all fields need to have this box unticked.

Default SearchTick if the field is to be included in the All Fields search on the search screens; leave unticked if not.
All DTThis 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.

 

AttributeField TypeDescription
Single Entry 

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

PrecisionDecimalFor Decimal fields, enter the number of points after the decimal (optional)
CapacityIntegerFor Integer fields, enter the highest number allowed (optional)
Max # of charactersTextEnter the maximum number of characters in the field (optional)
Data SizeComplex Date
Rich Text
Thesaurus
URL
Validation List
Enter the maximum number of characters in the field (optional)
Size in MegabytesFile
Image
Enter the maximum size of the file to be attached (optional)
Suggest

Text
Rich Text
Thesaurus
User

Tick to enable users in the catalogue edit screen or in the Advanced Search screens to be presented with matching entries as they type; leave unticked if this is not needed.

 

Note that in order for this to work, the Use Suggestion must also be enabled in System Configuration Maintenance for Library staff and also in OPAC Maintenance for end users.

Field MaskText

Note that the field mask must have already been defined as a validation template in order for it to be selected here

 

Click on the drop-down list labelled <Select Field Mask> and select the required field mask.

Date Default Mode

Complex Date
Date

This attribute allows you to specify the default method of searching date fields, although all options remain available when searching. They are:

  • Exact date
  • Period
  • Start and/or end dates

Select the required option from the drop-down list.

Default ValueText

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.

 

Note: there is a limit of 1,000 characters.

ThesaurusThesaurus

Click on the drop-down list labelled <Select Thesaurus> and select the required thesaurus.

ValidationValidation ListClick on the drop-down list labelled <Select Validation List> and select the required list.
Incrementation TemplateIncremental NumberClick on the drop-down list labelled <Select Incrementation Template> and select the required list.
Multi LineTextFor 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).
InterpretationURL

Click on the drop-down list to select either:

  • Simple URL - for all website URLs (default option)
  • YouTube - for links to YouTube videos
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"

Section Field 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:

Change

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)

Y

N

Whether a field is unique or not

Y

N

Whether a field is required or not

Y

Y

Whether a field is Public or not

Y

Y

Whether the field is in All Fields search or not

Y

Y

Whether field is visible in Additional fields or not

Y

Y

Change the field type

N

N

Add a mask to a field

Y

Y

Change the field name

Y

Y

 

 

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:

  1. Click on the field to highlight it
  2. 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:

  1. Click on the field to highlight it
  2. 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:

  1. Click on the field to highlight it, then click Delete Field(s) in the Actions menu.
  2. The following confirmation message appears:

     

  3. Click OK to continue with the deletion.

You will be returned to the list of fields, with the deleted field missing from the list.

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