Managing cataloging forms [Tiers 2-3]

Creating cataloging forms

Cataloging forms are used as the visual element to view and edit your metadata. While catalogers can see the metadata for item in the item view, the cataloging form is required when editing items individually or in bulk in the Bulk Edit panel.

Multiple cataloging forms can be created for a project, each with a different purpose. It’s always recommended that project administrators have access to a full cataloging form that represents every field in the project in order to oversee data management. For that reason, pre-built cataloging forms are provided when using any of the project templates to establish your metadata schema. You may edit or remove these pre-built cataloging forms just as you can for any other form.

To add a new cataloging form:

1. In your project, select Project Settings and then select the Cataloging Forms tab.
2. Under the Cataloging Forms panel, select Add.
3. In the dialog window, enter a unique cataloging form name and select Save.
4. Add fields to your new cataloging form by selecting Add under the Cataloging Form Fields panel.
5. In the window, select fields to add to the cataloging form and then select Save.
   • You may select a single field, or use Shift+click to select successive or Ctrl+click to select random available fields.
6. After the fields are added, you can use drag and drop to reorder the fields in the form.
7. Optionally, double-click or select and Edit a field to edit the Field Width value.
   • This value can be set to 100%, 50%, or 33%, and the latter two values trigger multiple fields to display on the same row in the cataloging form.
   • Edit the adjacent fields so the correct number appears on the row. For example, if a field is set to 50%, change the field either before or after it to 50% as well to display them side by side.

Changing field labels

You can customize the label and description of any or all fields for a particular cataloging form, without impacting the field label at the project level. For example, the "Creator" field can be changed to “Architect” in a particular cataloging form that has been designed for describing images of architecture.

To change a field label or description in the cataloging form:

1. In your project, select Project Settings and then select the Cataloging Forms tab.
2. Under the Cataloging Forms panel, select a cataloging form.
3. Under the Cataloging Form Fields panel, select a field, then select Edit.
4. Enter your preferred field label and/or description and select Save.
   • The default description used will be what is set for the field, but you can optionally edit the description to be unique to individual cataloging forms.

Creating read-only access using cataloging forms

Project administrators can limit a cataloger’s access to certain fields in the project through cataloging forms. If a cataloger is required to have access to certain fields, but cannot edit those fields, you can create an entirely read-only screen or set certain fields to be read-only.

To set a field as read-only:

1. In your project, select Project Settings and then select the Cataloging Forms tab.
2. Under the Cataloging Forms panel, select a cataloging form.
3. Under the Cataloging Form Fields panel, select a field, then select Edit.
4. Uncheck the Editable checkbox, and select Save.
5. Repeat for any/all fields you wish to restrict.

Reordering or deleting cataloging forms

You can reorder cataloging forms to display in a certain order when editing an item or delete them entirely. Note that deleting a cataloging form does not delete any of the data in the project. Cataloging forms can be added, edited, ordered, and deleted independent of the project’s content, and is just used as a point of access to the metadata.

To reorder a cataloging form:

1. In your project, select Project Settings and then select the Cataloging Forms tab.
2. Under the Cataloging Forms panel, drag and drop the forms to match the order you would like them to display.
   • Alternatively, you can enter a sequence number to order your forms.

Changes will be immediately visible for you and other users in your project.

To delete a cataloging form:

1. In your project, select Project Settings and then select the Cataloging Forms tab.
2. Under the Cataloging Forms panel, select a cataloging form then select Delete.