3. Controlled Vocabulary Management

3.1 View All Controlled Vocabularies
Which users have access to this page? Collection Administrator and Collection Manager
What does this functionality allow me to do? View a list of all existing Controlled Vocabularies to view/update details to the vocabularies or to create mappings between Controlled Vocabularies.
Which page do I have to be in to access this functionality? User Home Page
Steps 1. Click on the “Controlled Vocabularies” link from the menu bar or the “View controlled vocabularies” link in the User Home Page
Result The system displays the list of controlled vocabularies in the system including the Name, Short Name and Description for each controlled vocabulary.
3.2 View Details of Controlled Vocabulary
Which users have access to this page? Collection Administrator and Collection Manager
What does this functionality allow me to do? View the details of an existing controlled vocabulary.
Which page do I have to be in to access this functionality? View All Controlled Vocabularies
Steps 1. Click on the “View Details” link from View All Controlled Vocabularies page
Result The system will display the details of the selected controlled vocabulary including the name, short name, description, terms with hierarchy level and mapping details if it is mapped to other control vocabularies.
3.3 Add Controlled Vocabulary
Which users have access to this page? Collection Administrator and Collection Manager
What does this functionality allow me to do? Add a new custom controlled vocabulary to the system.
Which page do I have to be in to access this functionality? User Home Page or View All Controlled Vocabularies
Steps Click on the “Add a new controlled vocabulary” link from the User Home Page or “Add controlled vocabulary” link from the View All Controlled Vocabularies page. You will be redirected to the Add a new Controlled Vocabulary page. Fill in the form Name: Provide the name of the Controlled Vocabulary. The Controlled Vocabulary will be represented throughout the system by this name. This is a required field. Short Name: Provide an alphanumeric identifier for the field to be used in the background. This is required field and needs to be unique. Description: This is optional field. You may enter a description for newly created controlled vocabulary. Term: You must enter at least one term for this controlled vocabulary according to the inline instruction of this page. Click “Add Controlled Vocabulary” You will be taken to “Confirm Controlled Vocabulary” page. Here the system will display the all information you had entered in step 2 and ask for confirmation. Click “Confirm changes”
Result The Controlled Vocabulary will be saved in the system. You will be taken back to View All Controlled Vocabularies Page.
Things to look out for At step 2 if you do not enter one of the required fields, the system will reload the page and displays an error message indicating what went wrong.
3.4 Edit Controlled Vocabulary
Which users have access to this page? Collection Administrator and Collection Manager
What does this functionality allow me to do? Edit an existing controlled vocabulary in the system.
Which page do I have to be in to access this functionality? View All Controlled Vocabularies
Steps Click on the “Edit” link from the list in View All Controlled Vocabularies page. You will be redirected to the “Edit Controlled Vocabulary” page. The system will display a form pre-populated with information about the Controlled Vocabulary that was previously saved in database. Edit the form. You can edit previously saved name, short name, description and terms. Name, short name and terms are required field. The short name may not be edited if it is in use in an existing Metadata Record Cataloging Form or Metadata Record. Click “Save the Controlled Vocabulary” You will be taken to “Confirm Controlled Vocabulary” page. Here the system will display the all information that had just entered in step 2 and ask for confirmation. Click “Confirm changes”
Result The Controlled Vocabulary is modifications will be saved in the system. You will be taken back to View All Controlled Vocabularies Page.
Things to look out for At step 2 if you do not enter one of the required fields, system will reload the page and displays an error message indication what went wrong.
3.5 Manage Controlled Vocabulary Mappings
Which users have access to this page? Collection Administrator and Collection Manager
What does this functionality allow me to do? Map Terms of a Controlled Vocabulary to the Terms of a different one. Normally you would use the mapping features to map the Terms of a custom Controlled Vocabulary that was not originally available in the system but is required by your organization to the Terms on an existing Controlled Vocabulary
Which page do I have to be in to access this functionality? View All Controlled Vocabularies
Steps CV1: Controlled Vocabulary you want to be mapped. CV2: Controlled Vocabulary you want to map to CV1 Select CV2 from the drop down list in the Actions column of CV1. Click on the “Map To” button in the Actions column of CV1 · You will be redirected to the Map Controlled Vocabulary Terms page. · Initially you will see a table containing the Unmapped Terms of CV1 and CV2. · On the left you will see the Terms of CV1 and on the right you will see the Terms of CV1 · You may map multiple CV1 Terms to a single CV2 Term. · You must map all CV1 Terms to at least one CV2 term · You will be able to re-map terms as many times as you wish before you finish. The mappings will not be finalized until you confirm that the mappings are completed. Select one or more CV1 terms and then select one term from CV2 that you want the selected CV1 terms to be mapped to Click on the “Map These Terms” button. · You will see another table called “Mapped Terms” on the page which displays the mappings you just created. · The CV1 terms you have already mapped will appear in the “Mapped Terms” table and disappear from the “Unmapped Terms” table. · You may undo these mappings by checking the check box on the row of the mapping you want to undo and clicking on the “Undo Selected Mapping” button at the bottom of the table. Repeat steps 3 and 4 until all CV1 terms are mapped to one or more CV2 terms. In other words, all CV1 terms need to be covered but it is not necessary to cover all CV2 terms. Click on the “Save Mappings” button at the bottom of the “Mapped Terms” table.
Result CV1 will be mapped to CV2. When your collection is harvested to the BEN portal the system will know how to catalog Terms in your custom Controlled Vocabulary using the Terms of CV2. Note that once you have mapped CV1 terms to CV2 terms there is no way of editing/deleting these mappings. Should you need to do so, please contact Isovera.
Things to look out for At step 6, if you have not covered all CV 1 terms the page will be reloaded and you will be asked to map all CV1 terms to at least one CV2 term.