Cataloging with list terms [Tiers 2-3]

Cataloging with list terms

Once a list is connected to either a List field or Linked Authority field, terms from the list can be selected from the list and added to your item records.

To link a list term to an item:

1. While editing an item, select Add Terms or Add Link(s) for your List field or Linked Authority field respectively.
2. Search the list of terms. Partial text searching is accepted, for example, searching “reg” will return results for terms such as “regal”, “registration”, “regulatory”, etc.
3. Select one or multiple terms to link then select Done.
4. Select Save or Save & Close to save your changes to the item.

Your linked term(s) will now display in the field. If your field is a List field, then you will see the selected list term(s) only. If your field is a Linked Authority field, you will see your list terms added as display text as well as linked terms below. You can optionally edit the display text for a Linked Authority field.

Creating or editing list terms

Users with permission to a list can add terms to that list. Institutional administrators can grant a user permission to a list so they can add and edit terms. However, users that need to use list terms when cataloging fields linked to the list don't need to be given permission to edit it.

From the Lists page

To create or edit list terms from the Lists page:

1. Open the Cataloging Tools menu in the sidebar, then select Manage Lists.
   
   • If you don't see the Manage Lists page, you don't have permission to edit any lists. Please contact your JSTOR Stewardship administrator.
2. Select the list you want to create or edit terms for.
3. To create new list terms, select the Add button.
   • The main term field (by default, the "Name" field) is a required field and must contain a value before a new term can be saved.
   • All new terms are automatically assigned a Term ID and Institution ID.
4. To edit a term in a list, select the term and select Edit.
   • If you make changes to the main term field, the new value will be propagated to all items using this term. To see the propagation status, see the Propagation Monitor.
5. After creating or editing your term, select Save or Save & Close.

From the item record

To create or edit list terms from the item record:

1. To create new list terms, select Add Terms or Add Link(s) for your List field or Linked Authority field respectively, then select Add New Term.
   • The main term field (by default, the "Name" field) is a required field and must contain a value before a new term can be saved.
   • All new terms are automatically assigned a Term ID and Institution ID.
2. To edit a term linked to the field, click on the linked term.
   • If you make changes to the main term field, the new value will be propagated to all items using this term. To see the propagation status, see the Propagation Monitor.
3. After creating or editing your term, select Save or Save & Close.

Creating or editing list terms in bulk with Excel

Similar to bulk editing fields in your project with Excel, you can also bulk create and edit terms in a list using a template to match new values to the existing structure of the list.

To create or edit list terms with Excel:

1. Open the Cataloging Tools menu in the sidebar, then select Manage Lists.
   
   • If you don't see the Manage Lists page, you don't have permission to edit any lists. Please contact your JSTOR Stewardship administrator.
2. Select a list, then select one or more terms and choose Export.
3. To create new terms, enter NEW (case-sensitive) in the Term ID column for each new term you wish to import and fill out the remaining columns with your values.
   • Copy the value in the Institution column and paste it for each NEW row.
   • You can leave the Level column blank.
4. You can also edit terms using this method, just be sure not to change values in the Term ID column for existing terms.
   • You cannot update a lists’ main term value (by default, the "Name" field) through Excel. Terms in this field will be omitted from the import and you will see this verified in the import messaging.
5. Once you've completed your changes, save your spreadsheet.
6. Return to the Lists page, select your list, and select Import.
7. Browse to and select your spreadsheet and select Import. Your import status will be reported in the confirmation window.

Unlinking and/or deleting list terms

To unlink a term from an item:

1. While editing an item, select X for a linked term.
   • If your field is a Linked Authority field, note that this won't remove the value from the display text.
2. Select Save or Save & Close to save your changes to the item.

To delete a term from a list:

1. Open the Cataloging Tools menu in the sidebar, then select Manage Lists.
   
   • If you don't see the Manage Lists page, you don't have permission to edit any lists. Please contact your JSTOR Stewardship administrator.
2. Select a list, then select a term you want to delete and select Delete.
   • You cannot delete list terms in bulk.