[Archivesspace_Users_Group] default values in Accession and Resource Records

[Brad Westbrook]

Hi, Kate, and everybody else,

Here is first draft (still under review) for how to set default values in ArchivesSpace v. 1.3.0.  Let me know if anything is unclear or even wrong.

Best,

Brad W.

*********


Default values

Users can set default values throughout the application.  Default values are typically set when the value of a field is very frequently the same across records.  For instance, a segment of the identifier in an accession and / or resource record might be to indicate the custodial repository. If the repository identifier is set as a default value for a segment of the accession and / or resource identifier, then that segment will be populated with that identifier whenever a new accession or resource record is created.  In short, setting default values for repetitive data values is a good way for repositories to streamline data input.

Default values can be edited in a record that they have been applied to.   Also default values can be reset at any time.  Doing so will have no impact on applications of the prior default value; they will be retained in the records in which they were applied.  But default values are not applied in spawning an accession or resource record from a source accession record.

How to set default values:

To set default values you need to log in to ArchivesSpaces as either an administrator or repository manager.

Click on the option for My Repository Preferences

[cid:image001.jpg at 01D0E628.5A7B3A50]


And activate the option to pre-populate records

[cid:image002.jpg at 01D0E628.5A7B3A50]

Then click on Save to save your new preferences.

Now open the browse list for the record type you want to set default values for and click on the option to Edit Default Values at the top of the list

[cid:image003.jpg at 01D0E628.5A7B3A50]

In the case of resources and digital objects, you will need to select between setting default values for the parent record or the component record:

[cid:image004.jpg at 01D0E628.5A7B3A50]

Next, open up a blank record of the type you set default values for, and enter the value defaults into the appropriate fields:

[cid:image005.jpg at 01D0E628.5A7B3A50]


Click on Save to save the default values to the template.

When creating a new record, the default values should populate the fields to which they are assigned:

[cid:image006.jpg at 01D0E628.5A7B3A50]


At any time that you want to not apply the default values, simply return to and de-activate the option to pre-populate records.  This will result in an empty template when you start a new record.

Remember, setting default values is most effective for values that are the same across many records.




From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Kate Tasker
Sent: Wednesday, September 02, 2015 8:04 PM
To: ArchivesSpace Users Group
Subject: [Archivesspace_Users_Group] default values in Accession and Resource Records

Dear list,

Can anyone share instructions on how to create and use default values in Accession and Resource records in version 1.3?

I can see there's now an option to Edit Default Values in the Browse/Accessions or Browse/Resources results screens, and I located and ticked the check-box to "Pre-Populate Records" under the User Preference Defaults options. But for some reason the saved default values are still not appearing when I try and create new Accession or Resource Records - what am I missing?

Thanks for any hints or help- we're eager to take advantage of this fabulous new feature!

-Kate


Kate Tasker
Digital Archivist
The Bancroft Library
University of California
Berkeley, CA 94720-6000
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