Manage Lists

Administrators can create lists of terms to assist catalogers in creating data that is granular and controlled. Lists can be simple single-field lists of terms or they can have multiple fields. It is even possible to nest lists within a single list (such as a list of academic departments nested in a list of building names).

You can link multiple controlled lists to a single project field, or you can create a simple, single list for a single field. Any user with access to the project can use the list terms when cataloging items. However, only users who are provisioned to the list can add and edit local terms. You can easily add a list to either a list field or linked field. When setting up a new list in a new project field, it is best to begin by creating the list first, then connecting it to a project field.

Create New List

1. In Forum, open the Cataloging Tools menu in the toolbar and select Lists.
2. Open the Actions menu above the lists panel on the left then select New.
3. Enter a List Name and then select Create.
4. Select the new list from lists panel on the left, then select the Fields tab.
5. Select Add Field.
6. Enter text for the Label, and choose a field type.
   • Note: The first field created for a list will default as the Main Term field, which means the data in that field will be displayed and searched in the end-user environment. The other fields are viewable and searchable when catalogers are selecting terms, but will not appear in published environments. You can select which field is the Main Term field when you are configuring your List Settings. For the Main Term field in your list, we suggest using a Text or Text Area field type although Numeric field types are permitted as well.
7. Optionally, enter a description for the field (this will appear as hover text for the list field), any default text you’d like to appear by default, and a position. Then select Create.

To add additional fields to the list, repeat the process above. After you complete the process of setting up your list fields, you will need to permission users to the list so they can add, edit, and delete list terms.

Permission Users to List

Giving a user permission to a list means they will be able to add, edit, and delete list terms. You do not need to permission users to the list in order for them to use list terms when cataloging in the project. Anyone with access to the project will be able to use the list terms.

To add a new user to the list so they can add, edit, and delete list terms:

1. In Forum, open the Cataloging Tools menu in the toolbar and select Lists.
2. Select the list to which you want to add users, then select the Permissions tab and then Add.
3. Using the dropdown, select the user(s) to permission for the list. This means they’ll be able to add, edit, and delete list terms.
4. Select Create. Now you’re ready to add the new list to your new or existing project fields.
5. You can remove permission to a list by selecting the user then selecting the trash can icon. This will remove the user’s access to edit a list’s terms.

Add List to a New Field

These steps assume your list has already been created following the steps outlined above. There are two field types you can connect to lists: List fields and Linked fields.

• List Field Type:  will allow users to catalog with terms from a single list. This would be useful if you want the cataloged data to be restricted to only the terms in the list. For example, if you’re cataloging photos of campus buildings and want catalogers to select the location from a controlled list of campus building names. List Field Types also allow for limiting catalogers to select a single value only from the list. For example, indicating one or the other options such as Yes or No, Open or Closed, etc.
• Linked Field Type: will allow for users to select from more than one list, integrated vocabulary, or external vocabulary in a single field. This would be useful in a field with a broader scope, like subject, where catalogers may want to use terms from an external vocabulary, such as the Library of Congress Subject Headings, alongside a list of local subject terms.

Regardless of which field type you choose, remember to add the new field to a cataloging form so the data is accessible.

To connect a list to a list field:

1. In Forum Admin, under Project Settings, select your project name then select the Fields tab.
2. Select Add Field. Select List Field as the field type and enter a field label.
3. From the List Selection dropdown, select the relevant list. Optionally, you can enter a description for the new field and choose a position.
4. Finally, select from the dropdown menu whether this list should “Accept multiple values” or “Accept one value only”. Select Create. Be sure to add your new field to at least one of your cataloging forms.

To connect a list to a linked field:

1. In Forum Admin, under Project Settings, select your project name then select the Fields tab.
2. Select Add Field. Select Linked Field as the field type and enter a field label.
3. Select more sources select the local lists, integrated sources, community lists, and external sources you want to use with this field. Select Save.
4. Optionally, you can enter a description for the new field and choose a position.
5. Select Create.

Add List to an Existing Field

These steps assume your list has already been created following the steps outlined above.

There are two field types you can connect to lists: List fields and Linked fields.

• List Field Type: will allow users to catalog with terms from a single list. This would be useful if you want the cataloged data to be restricted to only the terms in the list. For example, if you’re cataloging photos of campus buildings and want catalogers to select the location from a controlled list of campus building names. List Field Types also allow for limiting catalogers to select a single value only from the list. For example, indicating one or the other options such as Yes or No, Open or Closed, etc.
• Linked Field Type: will allow for users to select from more than one list, integrated vocabulary, or external vocabulary in a single field. This would be useful in a field with a broader scope, like subject, where catalogers may want to use terms from an external vocabulary, such as the Library of Congress Subject Headings, alongside a list of local subject terms.

If you are changing the field type for a field already containing data, follow the instructions to change a field type with existing data using Excel before making changes to the field type and linking to a new list.

Link a list to an existing field:

1. In Forum Admin, under Project Settings, select your project name then select the Fields tab.
2. Select the field you want to modify, then select Edit Field.
   • If your field is a list field, use the dropdown at List Selection to choose your existing list name.
   • If your field is a linked field, select the more sources and check the relevant list. You may check multiple sources, including lists, to link to a single field.
3. Select Save.

If the field in your project was linked to a previous list, the link bubbles do not automatically change to reflect the new list name. In order to update the link bubbles, you will need to export and re-import the records for your project.

To update link bubbles to match a newly connected list:

1. In your projects item panel, use the Options menu, and select Export All Records. If your project has over 65,534 records, you will need to break up your export into batches. An easy way to do this would be to use the filter in the SSID column to filter on a range of SSIDs that will be less than 65,534.
2. Save the file and then use the Options menu again and select Import Records to re-import the spreadsheet without any edits.
3. Browse to select the spreadsheet, and then select Import. This will update the list term link bubbles for your records.

Rename List

1. Disconnect the list from all fields where it is currently connected. If your list is connected to multiple fields, in multiple projects, you will need to disconnect the list from every project.
   • To do this, you will need to export the data to Excel so the terms can be cleared from the system. Follow the instructions in Change a Field Type for a Field With Existing Data Using Excel then proceed with these steps.
   • In Forum Admin, navigate to each project and then field that is using the list. Edit the fields connected to the list to change the list selection drop to a different list or change the field type to a text field temporarily. This will allow you to proceed with the following steps. To disconnect the list from a linked field, edit the field and then uncheck the list name in the list of external sources. You may change all of these settings back after completing step 4 of these instructions.
2. Select the List Settings Tab and then the list you want to rename.
3. Select Actions then Edit. If you have not disconnected this list from all fields, you will receive an error message. If you receive this message, review step 1 of these instructions to ensure the list has been disconnected from all projects.
4. If the list has been disconnected from all project fields, you will be able to proceed with renaming your list. Enter the new name of your list and save your changes.
5. Proceed with re-connecting your renamed list to all fields and projects so the list can be used.

Delete List

Similar to deleting a project, you can delete your local lists. Deleting a list will delete all terms in the list.

To delete a list:

1. Disconnect the list from all fields where it is currently connected. If your list is connected to multiple fields, in multiple projects, you will need to disconnect the list in every project.
   • To do this, you will need to export the data to Excel so the terms can be cleared from the system. Follow the instructions in Change a Field Type for a Field With Existing Data Using Excel then proceed with these steps.
   • In Forum Admin, navigate to each project and then field that is using the list. Edit the fields connected to the list to change the list selection drop to a different list or change the field type to a text field temporarily. This will allow you to proceed with the following steps. To disconnect the list from a linked field, edit the field and then uncheck the list name in the list of external sources. You may change all of these settings back after completing step 4 of these instructions.
2. Select the List Settings Tab and then the list you want to delete.
3. Select Actions then Delete. If you have not disconnected this list from all fields, you will see the below message. If you receive an error message, review step 1 of these instructions to ensure the list has been disconnected from all projects.
4. If the list has been disconnected from all project fields, you will be able to proceed with deleting your list. Confirm you want to Delete this list.