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<div>Thanks, Brad! Didn't realize that was available. This will be helpful in some of our implementations as well.</div>
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<div>Joshua</div>
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<span style="font-weight:bold">From: </span>Brad Westbrook<br>
<span style="font-weight:bold">Reply-To: </span>Archivesspace Users Group<br>
<span style="font-weight:bold">Date: </span>Wednesday, September 23, 2015 at 4:59 PM<br>
<span style="font-weight:bold">To: </span>Archivesspace Users Group<br>
<span style="font-weight:bold">Subject: </span>Re: [Archivesspace_Users_Group] Auto-populate rights subrecord or text note fields?<br>
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<p class="MsoNormal"><span style="color:#1F497D">Hi.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">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
<a href="https://archivesspace.atlassian.net/browse/AR-1038">https://archivesspace.atlassian.net/browse/AR-1038</a>. The story includes brief instructions for how to do so.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Below are more expanded instructions from the workshop manual for how to set default values. These instructions will appear in the user manual.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Brad W. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="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 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. 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"><b>How to set default values:<o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">To set default values you need to log in to ArchivesSpace as either an administrator or repository manager.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><!--[if !supportLists]--><span style="mso-list:Ignore">1.<span style="font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-family: 'Times New Roman';">
</span></span><!--[endif]-->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 border="0" width="226" height="167" id="Picture_x0020_6" src="cid:image002.jpg@01D0F621.B05BBC20"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><!--[if !supportLists]--><span style="mso-list:Ignore">2.<span style="font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-family: 'Times New Roman';">
</span></span><!--[endif]-->Activate the option to pre-populate records.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><img border="0" width="529" height="278" id="Picture_x0020_5" src="cid:image004.jpg@01D0F621.B05BBC20"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><!--[if !supportLists]--><span style="mso-list:Ignore">3.<span style="font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-family: 'Times New Roman';">
</span></span><!--[endif]-->Click on Save to save your new preferences. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><!--[if !supportLists]--><span style="mso-list:Ignore">4.<span style="font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-family: 'Times New Roman';">
</span></span><!--[endif]-->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 border="0" width="626" height="91" id="Picture_x0020_4" src="cid:image006.jpg@01D0F621.B05BBC20"><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 border="0" width="626" height="85" id="Picture_x0020_3" src="cid:image008.jpg@01D0F621.B05BBC20"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><!--[if !supportLists]--><span style="mso-list:Ignore">5.<span style="font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-family: 'Times New Roman';">
</span></span><!--[endif]-->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 border="0" width="626" height="585" id="Picture_x0020_2" src="cid:image010.jpg@01D0F621.B05BBC20"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><!--[if !supportLists]--><span style="mso-list:Ignore">6.<span style="font-style: normal; font-variant: normal; font-weight: normal; font-size: 7pt; line-height: normal; font-family: 'Times New Roman';">
</span></span><!--[endif]-->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 border="0" width="626" height="586" id="Picture_x0020_1" src="cid:image012.jpg@01D0F621.B05BBC20"><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 deactivate 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="color:#1F497D"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size: 10pt; font-family: Tahoma, sans-serif;">From:</span></b><span style="font-size: 10pt; font-family: Tahoma, sans-serif;">
<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org">archivesspace_users_group-bounces@lyralists.lyrasis.org</a> [<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org">mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org</a>]
<b>On Behalf Of </b>Joshua D. Shaw<br>
<b>Sent:</b> Wednesday, September 23, 2015 4:28 PM<br>
<b>To:</b> Archivesspace Users Group<br>
<b>Subject:</b> Re: [Archivesspace_Users_Group] Auto-populate rights subrecord or text note fields?<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><span style="font-size: 10.5pt; font-family: Tahoma, sans-serif; color: black;">Hi Angela-<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size: 10.5pt; font-family: Tahoma, sans-serif; color: black;"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size: 10.5pt; font-family: Tahoma, sans-serif; color: black;">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.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size: 10.5pt; font-family: Tahoma, sans-serif; color: black;"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size: 10.5pt; font-family: Tahoma, sans-serif; color: black;">Take a look at this plugin which we had developed for us (<a href="https://github.com/hudmol/user_defined_in_basic">https://github.com/hudmol/user_defined_in_basic</a>).
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.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size: 10.5pt; font-family: Tahoma, sans-serif; color: black;"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size: 10.5pt; font-family: Tahoma, sans-serif; color: black;">Joshua<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size: 10.5pt; font-family: Tahoma, sans-serif; color: black;"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="color:black">From: </span></b><span style="color:black">Angela Kroeger<br>
<b>Reply-To: </b>Archivesspace Users Group<br>
<b>Date: </b>Wednesday, September 23, 2015 at 4:10 PM<br>
<b>To: </b>"<a href="mailto:archivesspace_users_group@lyralists.lyrasis.org">archivesspace_users_group@lyralists.lyrasis.org</a>"<br>
<b>Subject: </b>[Archivesspace_Users_Group] Auto-populate rights subrecord or text note fields?</span><span style="font-size:12.0pt;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size: 10.5pt; font-family: Tahoma, sans-serif; color: black;"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:black;background:yellow;mso-highlight:yellow">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.</span><span style="color:black"> 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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">Is there a way to do this? Am I overlooking something? Could something like this be accomplished with a plugin or script?<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">Thank you for any help. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">Angela Kroeger<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><a href="mailto:akroeger@unomaha.edu">akroeger@unomaha.edu</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">Archives and Special Collections Associate<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">Dr. C.C. and Mabel L. Criss Library<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">University of Nebraska at Omaha<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">(402) 554-4159<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"> <o:p></o:p></span></p>
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