User Manual - Term List Management

Term List Management

A term list is a limited set of terms arranged as a simple alphabetical list or in some other logically evident way. Lists are used to describe aspects of content objects or entities that have a limited number of possibilities. Examples include geography (e.g., country, state, city), language (e.g., English, French, Swedish), or format (e.g., text, image, sound). Term list management allows the user to add terms to and remove terms from a list, set the default value, and edit the status of terms within a list.

 View or edit a term list

To view or edit an existing term list, navigate to the Term List Management screen via the Administration menu item in the top navigation bar. Note: You must have delete permission to Term lists in order to add terms to or delete terms from a list.

Select the term list from the list on the left side of the screen.

You may change the term list name, source, and description. 

After changing a term list name, select or tab to the save button. Your changes will be reflected in the list of term lists on the left side of the screen.

The Used By (field) area indicates what procedures and fields are currently using the displayed term list.

To add a new term to a list, press the green + sign next to the Terms (values) area, and type the desired term in the empty field that appears.

To change the status of a term from Active to Inactive or the reverse, select the desired option from the Status dropdown menu for that particular term. An Inactive term will continue to display in the term list and any fields in which it is already a value, but it will no longer be selectable by users. All users must clear their caches for a term's active or inactive status to be properly updated.

To delete a term from a term list, click the green x at the end of its row. If the term is currently in use anywhere in CollectionSpace, an error message will appear and it will not be possible to delete the term.