Vocabularies and Authorities Functional Analysis

Owned by Megan Forbes
Last updated: Mar 07, 2011Version comment
3 min read

Vocabulary and Authority Administration

Entities (persons, groups, organizations)

Allows user to search the Entities authority via free-text field.

Use: Frequent

Screenshots:
Search Entity Vocabulary.jpg

More Search Options

Allows user to search the Entities authority via free text and several advanced search fields (e.g. user, status, source).

Use: Often

Screenshots:
Advanced Search Entity Vocabulary.jpg

Basic

Allows user to edit basic information about the Entity.

Use: Frequent

Notes:

  • This tab contains the "Status" field that allows users to change new authorities from "Quick added, needs attention" to "In progress" or "Complete."
  • Terms with a status of "Quick added" do not appear in the public interface, even if they are used by a record that is publicly available.

Screenshots:
Entity Basic Top.jpg
Entity Basic Bottom.jpg

Synonyms

Users can add alternate names. The fields are jointly repeatable.

Use: Often

Screenshots:
Entity Synonym.jpg

Addresses

Users can add multiple addresses for each entity.

Use: Sometimes

Screenshots:
Entity Addresses.jpg

Contact Info

Users can select contact type (name, phone number, email, fax) from a drop-down menu and add to the authority.

Use: Sometimes

Screenshots:
Entity Contact Info.jpg

Attributes

Users can select attribute type ("Historical Notes" or "Country") from a drop-down menu and add a value via a free text field

Use: Never

Screenshots:
Entity Attributes.jpg

Vocab Terms

Users can search for and add related vocab terms.

Use: Never

Screenshots:
Entity Vocab Terms.jpg

Relationships

This tab allows users to establish relationships between authorities in the Entities and Occurrence authorities (productions, publications).

Use: Never

Screenshots:
Entity Relationships.jpg

Change Log

Logs any actions registered users perform on the record. This is the only place that the DB ID number for the authority shows up on the user interface.

Use: Frequent

Screenshots:
Entity Change Log.jpg

Usage

Lists all objects that have established relationships to the authority. User may pivot to related objects.

Notes:

  • The list cannot be sorted or refined.

Use: Frequent

Screenshots:
Entity Usage Top.jpg

Productions/Publications (Occurrence)

Search

Allows user to search the Occurrences authority.

Use: Frequent

Notes:

  • The search function on the "Productions" tab only searches productions, and the search function on "Publications" only searches publications.

Screenshots: same as above

More Search Options

Allows user to search the Occurrence authorities via free text and several advanced search fields (e.g. user, status, source).

Use: Often

Screenshots: same as above

Basic

Allows user to edit name and basic information about the Entity

Use: Frequent

Notes:

  • This tab contains the "Status" field that allows users to change new authorities from "Quick added, needs attention" to "In progress" or "Complete."

Screenshots:
Occurrence Basic.jpg

Synonyms

Users can add alternate names. The fields are jointly repeatable.

Use: Often

Screenshots: same as above

Attributes

Users can select attribute type from a drop-down menu and add a value via a free text field or a numeric field (for dates).

Use: Frequent

Screenshots:
Occurrence Attributes.jpg

Vocab Terms

Users can search for and add related vocab terms.

Use: Never

Screenshots: same as above

Relationships

This tab allows users to establish relationships between vocabulary terms in the Entities and Occurrences authorities.

Use: Never

Notes:

  • Many items in the production authority attributes tab should be vocabulary terms (e.g. director names, production companies); however, this functionality was added after much free text had already been entered. Possible to migrate this data as vocab terms?

Screenshots: same as above

Hierarchy

This tab allows users to map hierarchical relationships between authorities.

Use: Never

Screenshots: same as above

Change Log

Logs any actions registered users perform on the record. This is the only place that the DB ID number for the authority shows up on the user interface.

Use: Frequent

Screenshots: same as above

Usage

Lists all objects that have established relationships to the authority.

Use: Frequent

Notes:

  • The list is automatically sorted by accession number and cannot be sorted or searched.

Screenshots: same as above

Vocabulary and Authority Usage Notes

  • Currently, vocabulary terms cannot be added "in-stream" to a cataloging, acquisition (lots), or vocabulary term record.
  • Vocabulary terms are added via the "relationships" tab, and then a relationship term is selected via dropdown.
  • The data map for cataloging shows how these terms should be parsed out to new fields in CSpace.
  • Vocabularies are currently non-hierarchical. Again, this functionality was added late, and a retrospective data conversion was not done. More important to the MMI implementation are see / see also (U / UF) type relationships.