Introduction

Find and Edit

After logging in, the system will display the Find and Edit landing page, shown below. The Find and Edit page currently displays all of the records in the system. CollectionSpace Release 0.4 supports three types of records: Object, Intake and Acquisition.

Edit

• To view or edit a record, click on its identification number.

Search

• To perform a keyword search limited by record type, enter a search term into either of the search boxes, choose a record type, and press return or click the search button.
• When the search results are returned, click on a record’s identification number to view the record, or use the search box to perform a new search.

Users can return to the Find and Edit page at any time by clicking on the Find and Edit link in the header of each page.

Create New

From the Create New landing page, a user may create a new object record, intake record, or acquisition record. Release 0.4 supports the creation of "quick" records, which are completely blank. Future releases of CollectionSpace will support creating new records from existing records and templates.

Object Records

To create a new object record, select "Create Quick Record" under the header "Object Records."

• The Object record is based on the cataloging procedure in the Spectrum standard.

Procedural Records

To create a new intake or acquisition record, select the radio button next the type of procedure, then select "Create Quick Record."

• The Intake record is based on the object entry procedure in the Spectrum standard.
• The Acquisition record is based on the acquisition procedure in the Spectrum standard.

Records

The view/edit page for all three record types support free-text entry for most of the fields in the record, as well as several fields with special entry methods as described below.

Identification Numbers

In an object, intake or acquisition record, a user may add an identification number in one of two ways:

1. Type any style of identification number into the identification number field
2. Click the “select number pattern” box to the right of the identification number field. A list of identification number types will pop-up. Choose a pattern, and the system will automatically populate the field with the next available number in that pattern. Please note that these numbers are for demo purposes only; each institution using CollectionSpace will have the ability to create and use its own identification number patterns.

Calendar Dates

Release 0.4 supports the addition of calendar dates selected using a calendar datepicker. Future releases will include support for free-text entry of dates and for "fuzzy" dates (e.g. circas, era).

To add a calendar date to an intake or procedural record, or to change a date, tab to or click the calendar icon. Select a date with the mouse or keyboard directional keys, and it will populate the field.

Known bug: To exit the calendar without choosing a date, click on the calendar icon again. This bug will be fixed for version 0.5.

Vocabularies

Release 0.4 support two types of vocabularies: controlled lists, and a non-hierarchical Name Authority. Future releases will support additional hierarchical and non-hierarchical vocabularies (e.g. Location, Subject).

Controlled Lists

Some fields in an object, intake or acquisition record are populated with terms from a controlled list. To select a term, tab to or click anywhere in the field (identified by a downward-facing arrow), and select the term with the mouse or keyboard directional keys.

Currently, only existing terms may be added to a record; future releases will support adding terms to controlled lists.

Name Authority

Some fields in an object, intake or acquisition record are populated with terms from a non-hierarchical personal name authority. This field uses a predictive search interface. To find a term, tab to or click in a name authority field (listed below), type in at least three letters (Joh and Smi are good test names), and those terms in the authority that contain those letters will appear in a dropdown. Select the term from the dropdown, and it will populate the field.

Fields currently populated by the name authority are:

object/cataloging > content - organization
object/cataloging > content - people
object/cataloging > content - person
object/cataloging > inscription content > inscriber
object/cataloging > inscription description > inscriber

intake > current owner
intake > depositor
intake > field collector
intake > valuer
intake > insurer
intake > condition checker/assessor

acquisition > acquisition authorizer
acquisition > acquisition funding source
acquisition > acquisition source

A user may also enter in a new name that does not exist in the authority. The new name will be saved with the record, but is not currently added to the authority.

Currently, a user sees only the authority term, with no additional information. Release 0.5 will allow users to add organization names, and view and edit additional name authority information.

Relationships

From an object, intake or acquisition record, a user may pivot to a related object, intake or acquisition record. To pivot, use the mouse or tab and hit enter to select the identification number of the record from the right sidebar.

Currently, new records will be pre-populated with related records, to demonstration the pivot capability. These relationship are "one-way" only; i.e. if a user sees a related object in an intake record, the object record may not have the equivalent relationship to the intake record. Support for two-way relationships will be added to the demo site in a follow-up 0.4 release on January 25th. Release 0.5 will allow users to search for and add new related records.