[Archivesspace_Users_Group] Auto-populate Notes

Tue Jul 19 14:08:37 EDT 2016

Greetings! I found this discussion by searching the listserv and I hope I did not miss any relevant JIRA tickets. I would like to resurrect some of the points mentioned. In summary, I have copied a previous question regarding default value fields, and specifically whether default values are applied after spawning from an accession record (Brad confirmed that they do not).

I have two follow-ups:

1)      A simple "why not?"  Was this done to prevent default values from overwriting something that may have been present in the accession? Hopkins spawns almost exclusively, so as it is now, the default value fields do not serve us at all.

2)      Further, unlike AT for those who have used both, the Notes themselves are not pre-populated. So as an archivist, I create a spawned resource from accession and do not benefit from the pre-populated fields, then further need to create five+ notes manually without the default values that I already set. This results in a lot of redundant copy and pasting.

Do any other users wish they could either spawn with default values, or have pre-populated Notes when they create a Note from scratch? Have I missed an option somewhere?

For those who solved this with hotkeys, as below, I have spent time trying to solve this with macros, and have gotten stuck by the fact that you cannot "tab" out of a text box (it just keeps adding tabbed spaces to the text), and so I cannot program my macro to check the Publish box at the end of a Note. If anyone knows a way around this sand trap, please let me know!

I am very interested to see if anyone has use cases for the situation-specific use (i.e. only when you create a new Resource and in no other context) use of default values. Thanks!

-Valerie

From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Brad Westbrook
Sent: Tuesday, September 29, 2015 7:12 AM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Auto-populate rights subrecord or text note fields?

Hi, Sue,

Yes, default values will not be applied to a resource record spawned from an accession.

Brad

Sent from my iPhone

On Sep 28, 2015, at 5:35 PM, Susan Luftschein <luftsche at usc.edu<mailto:luftsche at usc.edu>> wrote:
Hi Brad,

One more question about this-I set up some default values for resource records, but when I spawned a resource from an accession, my auto populations (?) did not auto populate.  Does it only work for new, from scratch resource records?

Thanks,
Sue

Sue Luftschein
Archival and Metadata Librarian
USC Libraries Special Collections
University of Southern California
Doheny Memorial Library
3550 Trousdale Parkway, Room 207
Los Angeles, CA 90089-0189
tel:213-740-4046
fax:213-740-2343
luftsche at usc.edu<mailto:luftsche at usc.edu>

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Angela Kroeger
Sent: Thursday, September 24, 2015 6:08 AM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Auto-populate rights subrecord or text note fields?

Brad, thank you very much! This is exactly what I needed. I tried it and it works perfectly.

Thanks also to Laurel Dougherty, who forwarded Brad's email on this feature from a few weeks ago, which I missed while I was temporarily unsubscribed from the list. Thanks also to Susan Luftschein and Joshua Shaw for suggesting other means of meeting the same goal.

Because the default fields for new resource records only appear in truly new resource records and not resource records spawned from accession records (and I can't set default note fields in accession records, where those notes do not exist), I will try Susan's AutoHotkey suggestion for those. A combination of ArchivesSpace default values and AutoHotkeys should do everything I want.

I really appreciate everyone's help. Thank you!

--Angela

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Brad Westbrook
Sent: Wednesday, September 23, 2015 4:00 PM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Auto-populate rights subrecord or text note fields?

Hi.

With release of v.1.3.0 at the end of June, it became possible to set default values pretty much throughout the ArchivesSpace application.  See https://archivesspace.atlassian.net/browse/AR-1038.  The story includes brief instructions for how to do so.

Below are more expanded instructions from the workshop manual for how to set default values.  These instructions will appear in the user manual.

Setting default values for the rights sub-record is limited, as you will be able to set them for only one type of rights asserting, e.g., intellectual property.  That may not be problem re: Permissions and Restrictions in the current design.

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 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.  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 ArchivesSpace as either an administrator or repository manager.

1.     Click on the option for My Repository Preferences

[cid:image001.jpg at 01D0F69E.4AEA5040]

2.     Activate the option to pre-populate records.

[cid:image002.jpg at 01D0F69E.4AEA5040]

3.     Click on Save to save your new preferences.

4.     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 01D0F69E.4AEA5040]

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 01D0F69E.4AEA5040]

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

<image005.jpg>

6.     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 01D0F69E.4AEA5040]

At any time that you want to not apply the default values, simply deactivate 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> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Joshua D. Shaw
Sent: Wednesday, September 23, 2015 4:28 PM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Auto-populate rights subrecord or text note fields?

Hi Angela-

You'll need to use a plugin - either roll your own or add to the local plugin. It's gonna be a bit trickier since the rights sub record will need to be created and then populated via scripting.

Take a look at this plugin which we had developed for us (https://github.com/hudmol/user_defined_in_basic). It's adding some user defined fields to the Basic section, but the same methodology could be used for what you are interested in accomplishing.

Joshua

From: Angela Kroeger
Reply-To: Archivesspace Users Group
Date: Wednesday, September 23, 2015 at 4:10 PM
To: "archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>"
Subject: [Archivesspace_Users_Group] Auto-populate rights subrecord or text note fields?

I have looked through the manual, and I have seen how to set default values for controlled vocabularies. What I would like is to set a default value for a non-controlled free-text field. Specifically, I would like our boilerplate text to auto-populate the permissions and restrictions fields of the rights statement subrecord whenever we create a new accession or resource record. Similarly, I'd like to auto-populate the conditions governing access and conditions governing use note fields. I have not found a way to assign default text to any free-text field.

Is there a way to do this? Am I overlooking something? Could something like this be accomplished with a plugin or script?

If not, it's not a major issue. We'll keep copying and pasting the text from our local documentation. I just wanted to streamline our process if it was possible.

Thank you for any help.

Angela Kroeger
akroeger at unomaha.edu<mailto:akroeger at unomaha.edu>
Archives and Special Collections Associate
Dr. C.C. and Mabel L. Criss Library
University of Nebraska at Omaha
(402) 554-4159

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