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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Hi, Kate, and everybody else,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Best,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Brad W.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">*********<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<h2>Default values<o:p></o:p></h2>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">How to set default values:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">To set default values you need to log in to ArchivesSpaces as either an administrator or repository manager.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Click on the option for My Repository Preferences<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><img width="226" height="167" id="Picture_x0020_6" src="cid:image001.jpg@01D0E628.5A7B3A50"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">And activate the option to pre-populate records<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><img width="529" height="278" id="Picture_x0020_5" src="cid:image002.jpg@01D0E628.5A7B3A50"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Then click on Save to save your new preferences. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><img width="626" height="91" id="Picture_x0020_4" src="cid:image003.jpg@01D0E628.5A7B3A50"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><img width="626" height="85" id="Picture_x0020_3" src="cid:image004.jpg@01D0E628.5A7B3A50"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Next, open up a blank record of the type you set default values for, and enter the value defaults into the appropriate fields:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><img width="626" height="585" id="Picture_x0020_2" src="cid:image005.jpg@01D0E628.5A7B3A50"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Click on Save to save the default values to the template. <o:p>
</o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">When creating a new record, the default values should populate the fields to which they are assigned:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><img width="626" height="586" id="Picture_x0020_1" src="cid:image006.jpg@01D0E628.5A7B3A50"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Remember, setting default values is most effective for values that are the same across many records.
<o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif"">From:</span></b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif""> archivesspace_users_group-bounces@lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org]
<b>On Behalf Of </b>Kate Tasker<br>
<b>Sent:</b> Wednesday, September 02, 2015 8:04 PM<br>
<b>To:</b> ArchivesSpace Users Group<br>
<b>Subject:</b> [Archivesspace_Users_Group] default values in Accession and Resource Records<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Dear list,<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Can anyone share instructions on how to create and use default values in Accession and Resource records in version 1.3?<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">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?<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Thanks for any hints or help- we're eager to take advantage of this fabulous new feature!<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">-Kate<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><br clear="all">
<o:p></o:p></p>
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<p class="MsoNormal"><span style="color:#888888">Kate Tasker<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:#888888">Digital Archivist<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:#888888">The Bancroft Library<o:p></o:p></span></p>
</div>
<p class="MsoNormal"><span style="color:#888888">University of California<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:#888888">Berkeley, CA 94720-6000</span><o:p></o:p></p>
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