Managing lists [Tiers 2-3]

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 Authority 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.

Creating lists

1. Open the Cataloging Tools drop-down menu in the sidebar and select Manage Lists.
2. Open the Actions drop-down menu, select New, then select List.
3. Enter a List Name and then select Create.
4. Select your new list, then select the Fields tab.
5. Select Add Field.
6. Enter text for the Field Label, and choose a field type.
   • By default, the required "Name" field will be designated the field's Main Term, which means the data in that field will be displayed and searchable when published. Additional fields are viewable and searchable when catalogers are selecting terms, but will not appear in published environments.
   • You can also change which field is the term's Main Term field, and we suggest using a Text or Text Area field type. (Though 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.
8. 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.

Managing user permissions for a list

Giving a user permission to a list means they will be able to add, edit, and delete list terms. You don't 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. Open the Cataloging Tools drop-down menu in the sidebar and select Manage Lists.
2. Select a list, then select the List Users tab.
3. Select Add Users and, using the drop-down menu, select the user(s) to permission for the list. This means they’ll be able to add, edit, and delete the selected list's terms.
4. Select Create.

You can remove a user's permissions to a list by selecting the user then selecting Delete. This will remove the user’s access to edit a list’s terms.

Adding a list to a field

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

• List fields will allow users to catalog with terms from a single list. This is 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 fields 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 Authority fields will allow for users to select from more than one list, integrated vocabulary, or external vocabulary in a single field. This is useful in a field with a broader scope, like subject, where catalogers may want to use terms from an integrated vocabulary, such as the Getty Art & Architecture Thesaurus, 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 your project, select Project Settings, then select the Fields tab.
2. Select an existing List field and choose Edit Field or select Add Field to create a new field.
3. Open the List Selection drop-down menu and select your list.
4. Optionally, in the Values drop-down menu, select whether this list should “Accept multiple values” or “Accept one value only”.
5. Save your changes to your new or existing field.

To connect a list to a Linked Authority field:

1. In your project, select Project Settings, then select the Fields tab.
2. Select an existing Linked Authority field and choose Edit Field or select Add Field to create a new field.
3. Under Linked sources and lists, select More sources to select one or more local lists, integrated sources, community lists, and/or external sources you want to use with this field and select Save.
4. Save your changes to your new or existing field.

Renaming lists

To rename a list:

1. First, 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 Changing field type or deleting a field containing existing data using Excel then proceed with these steps.
   • In each project that uses 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 Authority field, edit the field and then uncheck the list name under Linked sources and lists. You may change all of these settings back after completing Step 4 of these instructions.
2. Open the Cataloging Tools drop-down menu in the sidebar and select Manage Lists.
3. Select a list, open the Actions drop-down menu, and select Edit.
   • If you have not disconnected this list from all fields, you will receive an error message. Review Step 1 of these instructions to ensure the list has been disconnected from all projects.
4. Rename your list and select Save to save your changes.
5. Proceed with re-connecting your renamed list to existing fields and projects so the list can be used.

Deleting lists

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

To delete a list:

1. First, 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 Changing field type or deleting a field containing existing data using Excel then proceed with these steps.
   • In each project that uses 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 Authority field, edit the field and then uncheck the list name under Linked sources and lists. You may change all of these settings back after completing Step 4 of these instructions.
2. Open the Cataloging Tools drop-down menu in the sidebar and select Manage Lists.
3. Select a list, open the Actions drop-down menu, and select Delete.
   • If you have not disconnected this list from all fields, you will receive an error message. Review Step 1 of these instructions to ensure the list has been disconnected from all projects.