Chapter 16: Customizing the Archivists` Toolkit
Contents
1. Label Jabstract 4 First Previous Next Last Cancel OK Edit the Label Press OK to save the note record Repeat until you have completed the desired customizations A a ge M Press Done to save the customizations Note These customizations will not appear in the interface until the application has been restarted 2272. 204 Chapter 16 E Configure Application Database Tables Record 1 of 40 Table Name Accessions Fields accessionDate Accession Date java util Date 0 a accessionDispositionNote Accession Disposition Note java lang String 0 accessionid Accession Id java lang Long 0 accessionNumber Accession Number 1 accessionNumber1 Accession Number1 java lang String nl accessionNumber2 Accession Number2 java lang String 0 accessionNumber3 Accession Number3 java lang String 0 accessionNumber4 Accession Number4 java lang String 0 accessRestrictions Access Restrictions java lang String 0 acknowledgementDate Acknowledgement Date java util Date 0 acquisitionT ype Acquisition Type java lang String 0 agreementReceived Agreement Received java util Date 0 agreementSent Agreement Sent java util Date 0 bulkDateBegin Buk Date Begin java lang Integer o bulkDateEnd Bulk Date End java lang Integer 0 cataloged Cataloged java lang Boolean 0 catalogedNote Cataloged Note java lang String nl conditionNote Condition Note java lang String 0 containerSummary Container Summary java lang String 0 created Created java util Date 0 createdBy Created By java lang String 0 dateBegin Date Begin java lang Integer 0 dateEnd Date End java lang Integer 0 dateExpression Date Expression java lang String 0 dateProcessed Date Processed java util Date 0 description Description java lang String 0 fd E E Se a S First Previous Next Last Cancel OK
3. or merging items in a list or by importing terms Note Editing a lookup list may cause changes in some records If any of the records to be changed are invalid or if the edit would create duplicate records the Toolkit will return an error message and you will be unable to complete the operation More information about data cleanup of imported data is available in Chapter 5 Deleting a lookup list 1 From the Admin Menu select View Edit Lookup Lists 219 Archivists Toolkit User Manual xl Edit Lookup Lists List Numeration Types Name Description Type Name link creator subject role Name link form Name link function Name link source role Name rules Name source Resource component levels x Add Record Remove Records Done 2 Select the name of the lookup list you wish to delete and press Remove Records 3 The Toolkit will prompt you to confirm deletion of the list Press Yes to delete the list Deleting items from a lookup list 1 From the Admin Menu select View Edit Lookup Lists Double click on the list you wish to modify Select the value that you wish to delete a R Press Remove Item 220 Chapter 16 Administration Lookup Lists Record 1 of 30 List Name Finding aid status Completed 0 record s Add Item edited full draft 1 record s In process O record s Remove Item Unprocessed 0 record s Change Item unverified full draft 41 record s Merge Items Im
4. change the lookup list that a field is linked to if the field is already configured to use a lookup list You will find a table listing the predefined AT lookup lists the field to which they are linked and the type of lookup list in the appendices Creating lookup lists 1 From the Admin Menu select View Edit Lookup Lists 216 Chapter 16 ame Description Type Name link creator subject role ame link form Name link function ame link source role 2 Press Add Record 217 Archivists Toolkit User Manual BE EE Administration Lookup Lists List Name Add Item eS __ Removeitem Item Item a Items __ Importitems Items __Show Record Count Record __Show Record Count Items in Red can t be modified Items in Blue are AT initial values QUI x F3 First Previous Next Last Cancel OK OK 1 3 Enter a List Name to identify the list 4 To enter terms manually a Press Add Item b The Toolkit will prompt you to enter a new value for the list Enter the value and press OK c Repeat until you ve entered all values for the list 5 To import a list a Press Import Items 218 Chapter 16 BE Archivists Toolkit 0 7 4 217 Record s Title Container List Resources Container Summary here Accession Id j ass Etter Pat Photographs Deane Annual Reports T E New York University Archives Correspondence New York University Archi
5. 3 Double click on the appropriate field in the list 205 Archivists Toolkit User Manual 7 Configure Application Database Fields Record 1 of 43 Field Name containerSummary Field Label container Summary Data Type java lang String Lookup List IV Include In Search Editor Return Screen Order fo Definition natural language statement for listing the number and type of containers housing the contents of the accession Examples 10 record cartons 3 archive boxes and 4 map folders lt lt Re gt ER gt First Previous Next Last In the Database Field window modify the Field Label Press OK to save the field record Repeat for additional fields in the same table until all desired modifications are made Press OK to save all changes to the table Customizing the list screens List screens are used for browsing name subject accession and resource records and for displaying linked records such as a list of names associated with an accession record You may add a field to a list screen change the left to right order of fields columns in a list screen or remove a field from a list screen 206 Chapter 16 Note Customizing list screens is accomplished by customizing specific field records In order to modify the list screen you must first identify the table that is the source of fields in the list screen 1 From the Admin Menu select Configure Application xl Configure Applicat
6. University Archives Papers 101 m New York University Archives Records 102 m New York University Archives Papers 103 oO New York University Archives Records 100 m New York University Archives Bound Volumes BookdsBound Volumes 99 C New York University Archives Lecture Notes Notebook Class M Lecture Notes Notebook Class M 104 m New York University Archives Posters Publications Files MemorabiliaPosters Publications 105 m New York University Archives Records 106 m New York University Archives Rernrds 108 New York University archives Start 2 A W G Inbox Mir W 14 Customiz lit RoboHelp H 3 testing versi J Adobe Phot ists al JC 3 41PM 3 Select the file you wish to import The list must be in a plain text file with each item in the list on a single line For example List item 1 List item 2 List item 3 The new values will be added to those already in the list If the imported list duplicates items already in the list these duplicate values will not be imported 4 Press OK to save the list Configuring note options For any of the descriptive notes you can customize the label that appears in the Toolkit s interface Note To customize the title of the note that is output as a header in EAD print finding aids and other descriptive outputs you must edit the default value for notes Instructions are
7. f MUC University of Massachusetts Amh Documents University of Massachusetts Amh Yc hi Cc Uninstall_Archivists Toolkit ha Mes nent patties Records Desktop MARCTies New York University Archives Videotapes ll Archivists Toolkit exe New York University Archives Papers I Archivists Toolkit ico New York University Archives archive Took praeeunt niiin A instalArchivistsTookit exe New York rae Archives Posters anc New York University Archives Records New York University Archives Records E ReleaseNotes html New York University Archives INegatives MOTTE New York University Archives Records New York University Archives Records n amp Filename isttestot Open New York University Archives Records My Network New York University Archives Manuscript eee Filesoftype ali Files X Cancel New York University Archives Chronologie New York University Archives Negatives Contact Sheet New York University Archives slides 4 7 O x Oo New York University Archives Photos Negatives Conta eS a New York University Archives Records First Previous Next Last Print Cancel D New York University Archives Records New York University Archives Papers Created Jul 7 2006 by developer Modified Sep 17 2006 by developer Record Numbe C New York University Archives Records eR P Men F New York University Archives Videotapes m New York University Archives Records Oo New York University Archives Records m New York
8. the value 3 the Toolkit will reorder the rest of the fields When the record is saved the fields with a return screen order other than 0 will be sorted and then renumbered starting at 1 5 Press OK to save the field record 209 Archivists Toolkit User Manual 6 Repeat until desired modifications are made 7 Press OK to save all changes to the table Modifying search settings The Toolkit s search interface allows you to search for terms within a field You can customize which fields are available for searching 1 From the Admin Menu select Configure Application x Configure Application Table Name Accessions AccessionsLocations AccessionsResources rchDescription naloginstances rchDescriptioninstances rchDescriptionNames rchDescriptionNotes rchDescriptionRepeatingData rchDescriptionSubjects ListDefinitionItems 2 Double click on the table that contains the fields that you wish to change searching sorting settings 210 Chapter 16 E Configure Application Database Tables Record 1 of 40 Table Name Accessions Fields accessionDate Accession Date java util Date 0 a accessionDispositionNote Accession Disposition Note java lang String 0 accessionid Accession Id java lang Long 0 accessionNumber Accession Number 1 accessionNumber1 Accession Number1 java lang String nl accessionNumber2 Accession Number2 java lang String 0 accessionNumber3 Accession Number3 java la
9. to save the record Configuring the application interface 202 Chapter 16 Configuring the application interface Overview Configuring the application interface will allow you to e change the field labels that display on data entry screens e modify the fields that appear in list screens e customize which fields are available in the search interface e tailor rollover tips including field definitions and examples Note The Reference List of Screens Tables and Fields in the appendices will assist you in locating the field you wish to customize Modifying field labels You may wish to modify field labels that appear in the Toolkit interface for example to reflect terminology used in your repository or to match existing processing and procedure documentation Note Changing the label of a field is a superficial change that only affects the interface You cannot turn a Container summary field into a Preservation actions field for example The underlying field name data type and any associated import and output mappings will not change 1 From the Admin Menu select Configure Application 203 Archivists Toolkit User Manual Accessions AccessionsLocations AccessionsResources rchDescription naloginstances 4rchDescriptionInstances ArchDescriptionNames 4rchDescr iptionNotes ArchDescriptionRepeatingData 4rchDescriptionSubjects 2 Double click on the table that contains the fields you wish to customize
10. Chapter 16 Customizing the Archivists Toolkit Overview The Archivists Toolkit provides a number of customization features that allow you to maximize productivity by tailoring the application to your needs You can e establish default values for fields e configure the interface by customizing field labels identifying which fields should appear in list screens modifying searching settings and editing rollover tips that appear for each field e create and edit lookup lists that provide multiple controlled values for a field e customize default titles for notes These options can increase data entry efficiency and allow for an interface that is more closely aligned with your repository context Note Customizing the Toolkit is an advanced operation requiring some investigation into the underlying table structure of the Toolkit s database Before beginning the customization process it is advisable to review the terminology provided in the following section and to study the Reference List of Screens Tables and Fields found in the appendices Terminology The following terms represent concepts related to the AT database or interface Familiarity with these terms is essential to navigating and using the customization features Field A basic unit or element of data entry in the Toolkit Field name The identifier for a field in the Toolkit s database The field name does not appear in data entry or other interface screens and c
11. annot be modified Field label The term displayed in the interface to identify a specific field Field labels appear in data entry screens and list screens Field labels may be modified List screen A screen that lists a group of records in the Toolkit These include the lists used to retrieve and access name subject accession and resource records when you press List All from the main screen List screens are also used to display linked records For example in an accession record the source creator and name subject records linked to the accession record are displayed on the Names amp Subjects tab in a list screen 197 Archivists Toolkit User Manual Lookup list A list of terms that provides a set of predefined values for a certain field The lookup list can be accessed during the data entry process and a value selected from the list Table A set of data elements that is organized into horizontal rows and vertical columns A row represents a record in the table and a cell is a specific instance of a field within that record Relational databases such as that used in the Toolkit are comprised of multiple tables that are linked together Therefore the fields appearing on a single data entry screen may actually be stored in different tables In order to access a field for customization purposes you must first identify the table that contains the field Note In order to access the specific field you would like to customize yo
12. d window modify the Definition and or Examples Press OK to save the field record Repeat until desired modifications are complete Press OK to save all changes to the table Modifying the date format setting The system date format establishes a standardized format for entering and displaying all transaction dates i e dates that are not for descriptive purposes This includes accession date acknowledgement date etc 215 Archivists Toolkit User Manual 1 From the Admin Menu select View Edit Date Format Setting Administration Date Format Setting System date format M d yyyy x Cancel OK 2 Choose the desired System date format 3 Press OK to save the record Lookup lists Overview Lookup lists provide a set of predefined values that can be selected during data entry to populate a field The Toolkit comes with a number of pre defined lookup lists You can modify many of these lists though there are some that can not be modified because their values are necessary for correct operation of the Toolkit or necessary in order to produce valid standardized outputs such as EAD or MODS You may also create a new lookup list for example if you wish to control data entry for a certain field or speed data entry by presenting a list of commonly used values Note As of Version 1 0 it is not possible to assign a lookup list to a field that did not previously contain a lookup list It is possible however to
13. e those records Press Yes to change the list and update any records that use the value being modified 7 The Toolkit will verify the number of records that have been modified Press OK 8 Press OK to save the list Merging items in a lookup list 1 From the Admin Menu select View Edit Lookup Lists 2 Double click on the list you wish to modify 3 Select the first value to be merged 222 Chapter 16 4 Holding down the control CTRL key select the second value to be merged Administration Lookup Lists Anglo American Cataloguing Rules aacr Cataloging Cultural Objects cco Finding aid prepared using lt title render italic linktype simple gt Rules for Archival Description lt title gt Rules for Archival Description rad Merge Item Import Item Show Record Cc Items in Red can t be modified Items in Blue are AT initial values DU 80 ais First Previous Next Last Cancel OK Created Dec 4 2006 by lee Modified Dec 15 2006 by kelcy Record Number 21 5 Press Merge Items 6 Select the item to merge into the value to which both sets of records should be linked 7 The Toolkit will respond with the number of records that you will be updating and ask you to confirm that you wish to update those records Press Yes to change the list and update any records that use the value being modified 223 Archivists Toolkit User Manual Anglo American Cataloguing Rules aacr Cata
14. ference List of Screens Tables and Fields found in the appendices may assist you in locating the desired field 6 Enter the default text in the Value field 7 Press OK to save the record Creating a default title and default value for a note 1 From the Admin Menu select the option to Edit Repositories 2 Open your repository s record by double clicking on your repository name in the list 200 Chapter 16 y Administration Repositories Conditions Governing Access note Conditions Governing Use note Custodial History Dimensions note Existence and Location of Copies note 3 Click on the Default Values tab 4 Double click on the note you wish to customize 201 Archivists Toolkit User Manual x Repositories Notes Label Note Text a OID clie wyg First Previous Next Last Cancel OK OK 1 5 Enter a Label and or Note Text for the note 6 Press OK to save the record Editing and removing default values 1 From the Admin Menu select the option to Edit Repositories 2 Open your repository s record by double clicking on your repository name in the list 3 Click on the Default Values tab 4 Edit or remove the default value a To edit a default double click the appropriate entry in the list to open the record in question and edit the value b To remove a default select the appropriate entry in the list and press Remove Default Value 5 Press OK
15. ing 0 created Created java util Date 0 createdBy Created By java lang String 0 dateBegin Date Begin java lang Integer 0 dateEnd Date End java lang Integer 0 dateExpression Date Expression java lang String 0 dateProcessed Date Processed java util Date 0 description Description java lang String 0 fd CHOC First Previous Next Last Cancel OK 3 Double click on the appropriate field in the list 208 Chapter 16 Configure Application Database Fields Record 1 of 43 Field Name containerSummary Field Label Container Summary Data Type java lang String Lookup List x IV Include In Search Editor Return Screen Order fo Definition natural language statement for listing the number and type of containers housing the contents of the accession Examples 10 record cartons 3 archive boxes and 4 map folders lt lt Re gt ER gt First Previous Next Last 4 In the Database Field window enter a value in the Return Screen field A 0 will remove the field from the list screen a number will add the field to the list screen in the order that you designate Caution Removing a value from the Return Screen Order field and leaving it blank will cause an error that will require you to restart the application If you wish to remove the field from the list enter a 0 Note The Toolkit does not prevent you from creating duplicate entries in this field If you enter 3 and another field in the table also has
16. ion Table Name Accessions AccessionsLocations AccessionsResources rchDescription naloginstances rchDescriptioninstances rchDescriptionNames rchDescriptionNotes 4rchDescriptionRepeatingData rchDescriptionSubjects 2 Double click on the table that contains the fields you wish to add to or remove from the list screen 207 Archivists Toolkit User Manual E Configure Application Database Tables Record 1 of 40 Table Name Accessions Fields accessionDate Accession Date java util Date 0 a accessionDispositionNote Accession Disposition Note java lang String 0 accessionid Accession Id java lang Long 0 accessionNumber Accession Number 1 accessionNumber1 Accession Number1 java lang String nl accessionNumber2 Accession Number2 java lang String 0 accessionNumber3 Accession Number3 java lang String 0 accessionNumber4 Accession Number4 java lang String 0 accessRestrictions Access Restrictions java lang String 0 acknowledgementDate Acknowledgement Date java util Date 0 acquisitionT ype Acquisition Type java lang String 0 agreementReceived Agreement Received java util Date 0 agreementSent Agreement Sent java util Date 0 bulkDateBegin Bulk Date Begin java lang Integer o bulkDateEnd Bulk Date End java lang Integer 0 cataloged Cataloged java lang Boolean 0 catalogedNote Cataloged Note java lang String nl conditionNote Condition Note java lang String 0 containerSummary Container Summary java lang Str
17. loging Cultural Objects cco Rules for Archival Description rad af Select an item to merge into Describing Archives 4 Content Standard dacs 6 record s Finding aid prepared using lt title linktype simple gt Describing Archives 4 Content Standard lt title gt 1 record s Items in Red can t be modified Ttems in Blue are AT initial values ga 2 First Previous Next Last Cancel OK Created Dec 4 2006 by lee Modified Dec 15 2006 by kelcy Record Number 21 8 The Toolkit will verify the number of records that have been modified Press OK 9 Press OK to save the list Importing items into a lookup list 1 From the Admin Menu select View Edit Lookup Lists 2 Press Import Items 224 Chapter 16 RE Archivists Toolkit 0 7 4 217 Record s Container List Container Summary here Dr Lapman s All Natural ER a Etter Pat Photographs D Deans Annual Reports 1 EEE z xj New York University Archives Correspondence New York University Archives Index to Minutes Biograr Ee yoy BET Cy New York University Archives Speeches n New York University Archives Coronan Xi ew york unnersty archives Directories New York University Archives Promationa Look in aTa A goma New York University Archives Title here Dr Lapman s All Natural Repository Title here A Dr Lapman s All Natural Repository Meyer fami University of Massachusetts Amh Shepherd
18. ng String 0 accessionNumber4 Accession Number4 java lang String 0 accessRestrictions Access Restrictions java lang String 0 acknowledgementDate Acknowledgement Date java util Date 0 acquisitionT ype Acquisition Type java lang String 0 agreementReceived Agreement Received java util Date 0 agreementSent Agreement Sent java util Date 0 bulkDateBegin Buk Date Begin java lang Integer o bulkDateEnd Bulk Date End java lang Integer 0 cataloged Cataloged java lang Boolean 0 catalogedNote Cataloged Note java lang String nl conditionNote Condition Note java lang String 0 containerSummary Container Summary java lang String 0 created Created java util Date 0 createdBy Created By java lang String 0 dateBegin Date Begin java lang Integer 0 dateEnd Date End java lang Integer 0 dateExpression Date Expression java lang String 0 dateProcessed Date Processed java util Date 0 description Description java lang String 0 fd E E Se a S First Previous Next Last Cancel OK 3 Double click on the appropriate field in the list 211 Archivists Toolkit User Manual 6 7 Configure Application Database Fields Record 1 of 43 Field Name containerSummary Field Label container Summary Data Type java lang String Lookup List IV Include In Search Editor Return Screen Order jo Definition natural language statement for listing the number and type of containers housing the contents of the accession Examples 10 reco
19. ns java lang String 0 acknowledgementDate Acknowledgement Date java util Date 0 acquisitionT ype Acquisition Type java lang String 0 agreementReceived Agreement Received java util Date 0 agreementSent Agreement Sent java util Date 0 bulkDateBegin Bulk Date Begin java lang Integer o bulkDateEnd Bulk Date End java lang Integer 0 cataloged Cataloged java lang Boolean 0 catalogedNote Cataloged Note java lang String nl conditionNote Condition Note java lang String 0 containerSummary Container Summary java lang String 0 created Created java util Date 0 createdBy Created By java lang String 0 dateBegin Date Begin java lang Integer 0 dateEnd Date End java lang Integer 0 dateExpression Date Expression java lang String 0 dateProcessed Date Processed java util Date 0 description Description java lang String 0 fd CHOC First Previous Next Last Cancel OK 3 Double click on the appropriate field in the list 214 4 5 6 7 Chapter 16 Configure Application Database Fields Record 1 of 43 Field Name containerSummary Field Label container Summary Data Type java lang String Lookup List IV Include In Search Editor Return Screen Order fo Definition natural language statement for listing the number and type of containers housing the contents of the accession Examples 10 record cartons 3 archive boxes and 4 map folders lt lt Re gt ER gt First Previous Next Last In the Database Fiel
20. port Items 2 Are you sure you want to update 2 record s This can t be undone l Items in Red can t be modified Items in Blue are AT initial values golpe u s First Previous Next Last Cancel OK Created Dec 4 2006 by lee Modified Dec 14 2006 by lee Record Number 22 5 Because editing a lookup list value may result in changing records that contain that value the Toolkit will respond with the number of records that you will be updating and ask you to confirm that you wish to update those records Press Yes to change the list and update any records that use the value being modified 6 The Toolkit will verify the number of records that have been modified Press OK Caution If any of the records to be modified were imported into the Application and are not valid records the operation cannot be performed and the Toolkit will return an error message 5 Press OK to save the list Changing items in a lookup list 1 From the Admin Menu select View Edit Lookup Lists 2 Double click on the list you wish to modify 3 Select the value that you wish to edit 4 Press Change Item 221 Archivists Toolkit User Manual EE 3 i x Cancel 5 Enter a new value 6 Because editing a lookup list value may result in changing records that contain that value the Toolkit will respond with the number of records that you will be updating and ask you to confirm that you wish to updat
21. provided in the Default Values section of this chapter 225 Archivists Toolkit User Manual 226 1 From the Admin Menu select the option to View Edit Notes Etc x Notes Etc Notes Etc Name Notes Etc Label Bibliography Biographical Historical note Chronology Conditions Governing Access note Conditions Governing Use note Custodial History note Dimensions note Existence and Location of Copies note Existence and Location of Originals n File Plan note General note General Physical Description note Immediate Source of Acquisition note Index Language of Materials note Legal Status note List definition List ordered Location note Material Specific Details note Other Finding Aids note Abstract Accruals note Appraisal note Arrangement note Bibliography cancel me Biographical Historical note Chronology Conditions Governing Access note Conditions Governing Use note Custodial History Dimensions note Existence and Location of Copies note Existence and Location of Originals n File Plan General note General Physical Description note Immediate Source of Acquisition note Index Language of Materials note Legal Status note List definition List ordered Location note Material Specific Details note Other Finding Aids note b l Chapter 16 2 Double click on the note that you wish to customize EU Administration Notes etc Record 1 of 33 Name Abstract
22. rd cartons 3 archive boxes and 4 map folders First Previous Next Last In the Database Field window click on the Include in Search Editor checkbox to change the setting Press OK to save the field record Repeat until desired modifications are made Press OK to save all changes to the table Modifying rollover tips Rollover tips contain text that appears when you allow your cursor to hover over a field label They help to provide guidance during the data entry process rollover tips are composed of a definition and examples You may modify either of these fields 212 Chapter 16 1 From the Admin Menu select Configure Application Accessions AccessionsLocations AccessionsResources rchDescription naloginstances ListDefinitionItems 2 Double click on the table that contains the field s you wish to customize 213 Archivists Toolkit User Manual E Configure Application Database Tables Record 1 of 40 Table Name Accessions Fields accessionDate Accession Date java util Date 0 a accessionDispositionNote Accession Disposition Note java lang String 0 accessionid Accession Id java lang Long 0 accessionNumber Accession Number 1 accessionNumber1 Accession Number1 java lang String nl accessionNumber2 Accession Number2 java lang String 0 accessionNumber3 Accession Number3 java lang String 0 accessionNumber4 Accession Number4 java lang String 0 accessRestrictions Access Restrictio
23. te field or note For example you may wish to establish Access restricted until materials are processed as the default value for the Access restrictions field in the accession record 198 Chapter 16 Note Not all fields will be available for establishing a default value For example information such as the user and date of record creation or update is automatically captured by the Toolkit For a complete list of fields for which a default value can be established as well as a list of the Toolkit s table names and fields see the appendices Creating a default value for a field 1 From the Admin Menu select the option to Edit Repositories 2 Open your repository s record by double clicking on your repository name in the list al x Administration Repositories Repository Info Default values Notes Fields At Field Table Name Value As String Add Default Value Remove Default Value Default Values for notes Existence and Location of Copies note go m2 XI First Previous Next Last Cancel OK OK 1 3 Click on the Default Values tab 4 Press Add Default Value 199 Archivists Toolkit User Manual al 7 x Repositories Default Values Table accessions y Field access Restrictions gt Value mM G amp od First Previous Next Last Cancel OK OK 1 5 Select the appropriate Table then the Field for which you will be establishing a default value Note The Re
24. u must know which table contains the field The Reference List of Screens Tables and Fields appendix shows the AT interface screens along with a list of tables field names field labels and list screens contained in each In the appendices you will also find a table listing the predefined AT lookup lists the field to which they are linked and the type of lookup list Default values Default values Overview If your repository uses boilerplate text for field you may wish to create a default value so that the same data does not need to be entered repeatedly A default value is data that will automatically be entered into a field whenever you or another staff member in your repository creates a new record that contains that field For example if you enter Materials closed until processed as a default value for the Access Restrictions field that phrase will be entered into the Access Restrictions field whenever a new accession record is created for your repository The default value can then be edited when necessary Establishing default values Because default values are repository specific they are part of the repository record Establishing the default value for a certain field or note will result in that default text being input into the field or note each time you create a new record You may then edit the default value if you wish This allows you to easily input boilerplate text once so that it automatically populates the appropria
25. versity Archives First Previous Next Last Print Cancel D New York University Archives Far fm New York University Archives Papers E G New York University Archives CR Created Jul7 2006 by developer Modified Sep 17 2006 by developer Record Numbe p RER VEESAAR Videotapes o New York University Archives Records 96 m New York University Archives Records 98 D New York University Archives Papers 101 o New York University Archives Records 102 a New York University Archives Papers 103 D New York University Archives Records 100 Oo New York University Archives Bound Volumes BookdsBound Volumes 99 E New York University Archives Lecture Notes Notebook Class M Lecture Notes Notebook Class M 104 o New York University Archives Posters Publications Files MemorabiliaPosters Publications 105 O New York University Archives Records 106 D New York University Archives Rarnrds 108 New York University Archives start A by ol 1 amp E Inbox micr a 14 customiz jie RoboHelp H E testing vers B Adobe Phot ae EPL L PET b Select the file you wish to import The list must be in a plain text file with each item in the list on a single line For example List item 1 List item 2 List item 3 c Press Open The new values will appear in the list d Press OK to save the list Editing lookup lists You may delete a lookup list or edit an existing lookup list by adding deleting changing
26. ves Index to Minutes Biograp EE Lists New York University Archives Speeches New York University Archives Coronel x fe vr universi archives Directories New York University Archives Promotiona Look in F ATga fea fe New York nec Archives Title here Dr Lapman s All Natural Repository Title here k Dr Lapman s All Natural Repository Meyer fami University of Massachusetts Amh Shepherd f NUS 0 University of Massachusetts Amh Documents University of Massachusetts Amh Uninstal_Archivists Toolkit iad Kid LR ne fer MARCfiles New York University Archives ell Archivists Tookit exe New York University Archives Records Corresponc Records s Desktop Videotapes Papers M archivists Tookitico New Yark University Archives Administrat limi archivists Tookitlax New York University Archives D in instalarchivistsTookit exe re E lax jar New York University Archives Bist test txt New York University Archives i ReleaseNotes html New York University Archives New York University Archives New York University Archives File name list test txt Open New York University Archives New York University Archives Files of type fall Files Cancel New York University Archives New York University Archives Negatives Contact Sheet D New York University Archives Slides 4 7 B G B KIM D New York University Archives poe ia Conta cS O New York Uni
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