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wiki:user_manual:metadata_record_cataloging_forms_management [2008/09/03 10:43] (current)
sdemi created
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 +**\\ **====== 4. Metadata Record Cataloging Forms Management ======
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 +| 4.1 View All Metadata Record Cataloging Forms ||
 +| Which users have access to this page? | Collection Administrator and Collection Manager |
 +| What does this functionality allow me to do? | View the list of all existing Metadata Record Cataloging Forms to [[#_4.2_Preview_Record_Submission Form|preview]], [[#_4.4_Edit_Record_Submission Form|edit]], [[#_4.5_Enable_Metadata_Record Catalogi|enable]], [[#_4.6_Disable_Metadata_Record Catalog|disable]], [[#_4.3_Copy_Record_Submission Form|copy]] or [[#_4.7_Delete_Record_Submission Form|delete]] individual Cataloging Forms. |
 +| Which page do I have to be in to access this functionality? | [[#_User_Home_Page:|User Home Page]] |
 +| Steps | Click on the "Cataloging Forms" link from the menu bar or the "View all Metadata Record Cataloging/Submission Forms" link in the User Home Page. |
 +| Result | The system will display the list of all Metadata Record Cataloging Forms the list of all Metadata Fields associated with each form. You can [[#_4.2_Preview_Record_Submission Form|preview]], [[#_4.4_Edit_Record_Submission Form|edit]], [[#_4.5_Enable_Metadata_Record Catalogi|enable]], [[#_4.6_Disable_Metadata_Record Catalog|disable]], [[#_4.3_Copy_Record_Submission Form|copy]] or [[#_4.7_Delete_Record_Submission Form|delete]] this process by clicking the appropriate link right under the title of each Cataloging Form. |
 +
 +| 4.2 Preview Metadata Record Cataloging Form ||
 +| Which users have access to this page? | Collection Administrator and Collection Manager |
 +| What does this functionality allow me to do? | Preview the Metadata Record Cataloging Form to see exactly how it will be viewed as by users when they upload a record using this form. |
 +| Which page do I have to be in to access this functionality? | [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] |
 +| Steps | Click on the "Preview" link from under the Submission Form heading from [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] page. |
 +| Result | The system will display the preview of Metadata Record Cataloging Form. |
 +
 +| 4.3 Copy Metadata Record Cataloging Form ||
 +| Which users have access to this page? | Collection Administrator and Collection Manager |
 +| What does this functionality allow me to do? | Add a new Metadata Record Cataloging Form to the system by creating a duplicate of an existing Cataloging Form. This is the only way to add a new Metadata Record Cataloging Form to the system. |
 +| Which page do I have to be in to access this functionality? | [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] |
 +| Steps | Click on the "Copy" link from under the Submission Form heading from [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] page. The system will prompt you for confirmation. Click "OK" button to copy this Metadata Record Cataloging Form. |
 +| Result | A new Metadata Record Cataloging Form will be created and will contain the same Metadata Fields as the one it was copied from. All the attributes of newly created submission will be same except the name and prompt of Submission Form. The text "Copy of" will be added at the beginning of Submission Form's name. The text "(via copy of the first input form)" will be added at the end of Submission Form prompt. The system will display a message indicating that new Metadata Record Cataloging Form is created. You must now [[#_4.5_Enable_Record_Submission Form|enable]] this newly created form in order for it to become usable by the users. Make sure to [[#_4.4_Edit_Record_Submission Form|edit]] at least the "name" and the "prompt" for the new Form. |
 +
 +| 4.4 Edit Metadata Record Cataloging Form ||
 +| Which users have access to this page? | Collection Administrator and Collection Manager |
 +| What does this functionality allow me to do? | Modify an existing Metadata Record Cataloging Form. Particularly after you have just added a new Form by copying an existing one. |
 +| Which page do I have to be in to access this functionality? | [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] |
 +| Steps | Click on the "Edit" link from under the Submission Form heading from [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] page. You will be redirected to the "Edit Metadata Record Cataloging Form" page. System will display a form pre-populated with information previously saved for the Cataloging Form. Edit the form. The fields marked with a * (star) are required. At the top of the page the properties of the Cataloging Forms are displayed. In the section below the properties of the Metadata Fields in this Form are displayed. If you want your Cataloging Form to contain multiple pages you may add more pages to the Form by clicking on the "Add a page to the end of this input process" button at the bottom of the page. Once you create a new page you may change the order the Catalogers will see these pages by clicking on the "Move this page to the right" and "Move this page to the left" buttons at the bottom of each Page. You can [[#_4.4.1_Add_or_Edit Metadata Field to|Add/Edit Fields]] to each page of the Cataloging form by clicking on the 'Add a field to the end of this page' button at the bottom of the page. The positions of Metadata Fields within the Cataloging Form reflect the exact order they will appear when users come to use this Form. You may change the order of fields by clicking 'Move this field up' or 'Move this field down' links that are available for each Field. You may remove fields from the Form by clicking on the 'Remove this field' link. However, if the Metadata Field is a Required Field you will not be able to save the Cataloging Form until you have added the Field to any Page of the Cataloging Form. Click the 'Save and Finish' button at the bottom of the page. · You will be taken to "Confirm Record Submission Page" page. The system displays a preview of Metadata Record Cataloging Form with all information as user it will appear to the user at the time of record submission. At the top of the page three buttons will appear mark with 'Go back and make more changes before saving', 'No. Cancel all changes' and 'Yes, save all changes '. Click 'Yes, save all changes'. |
 +| Result | The modifications to the Cataloging Form will be saved in the system. |
 +| Things to look out for | At step 2 if you a) do not enter the required fields b) do not include one or more required fields of metadata structure the system will reload the page with all previously entered data, displays an error message specifying what went wrong. At step 8, if you click on "Go back and make more changes before saving", you will be return to step 2 and may continue to working on Metadata Record Cataloging Form. At step 8 if you click on "No. Cancel all changes", all your work for this Cataloging Form will be discarded, and you will be return to the [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] page. |
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 +| 4.4.1 Add or Edit Metadata Field to a Metadata Record Cataloging Form ||
 +| Which users have access to this page? | Collection Administrator and Collection Manager |
 +| What does this functionality allow me to do? | Add a new Metadata Field or edit an existing Field to a Metadata Record Cataloging Form. |
 +| Which page do I have to be in to access this functionality? | [[#_4.4_Edit_Record_Submission Form|Edit Metadata Record Cataloging Form]] |
 +| Steps | Click on the "Add a field to the end of this page" button at the bottom of the Metadata Record Cataloging Form. A new blank field will display at the bottom of the page. The fields marked with a * (star) are required. Select a Metadata Field first and enter a Prompt for this field. The prompt is the question that a Cataloger will see when they use this form. Enter Brief and Extended help texts for the field. These are guidelines/information that you want to be available to a Cataloger entering value to this field. Select an Input Type for this field. Note that the Input Type depends on the Metadata Field. Changing the Metadata Field changes the list of eligible Input Types for this Field. Select a Method of display for this Field. This will determine whether this field is: Visible to Cataloger so that they can update the value Visible but not editable so that the input for this filed is fixed and visible to the Cataloger but may not be edited by her. If you use this option then you would have to provide the default value in the "Default" input box just below. Not visible and not editable so that it is fixed at the Default and not seen by Catalogers. Select a Controlled Vocabulary for this Field. Again the list of eligible Controlled Vocabularies will depend on the Metadata Field. Some Metadata Fields such as Keyword will not have any associated Controlled Vocabulary so this list will be empty. For the Fields that have one or more Controlled Vocabularies associated with them you will be able to select one from the list. If you do so, Catalogers will be presented with the Terms of the Controlled vocabulary as the eligible inputs for this Field. |
 +| Result | The Field will temporarily added/edited to the Metadata Record Cataloging Form. You must now save this Form in order to make the addition/modification permanent. |
 +| Things to look out for | If you do not save the Cataloging Form, the addition/modification will not be saved in the system. |
 +
 +| 4.5 Enable Metadata Record Cataloging Form ||
 +| Which users have access to this page? | Collection Administrator and Collection Manager |
 +| What does this functionality allow me to do? | Enable a Metadata Record Cataloging Form so that it may be used to by Catalogers to catalog Metadata Records. |
 +| Which page do I have to be in to access this functionality? | [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] |
 +| Condition | Metadata Record Cataloging Form is disabled. |
 +| Steps | Click on the "Enable" link from under the Metadata Record Cataloging Form heading from [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] page. · The system will prompt you for confirmation. Click "OK" button to enable this Metadata Record Cataloging Form. |
 +| Result | The Metadata Record Cataloging Form will be available to users to catalog new Metadata Records. The system will display a message indicating that the Metadata Record Cataloging Form is enabled. |
 +
 +| 4.6 Disable Metadata Record Cataloging Form ||
 +| Which users have access to this page? | Collection Administrator and Collection Manager |
 +| What does this functionality allow me to do? | Discontinue the use of a particular Metadata Record Cataloging Form. The Form will not however be deleted from the system as there may be existing records that were uploaded using the Form. |
 +| Which page do I have to be in to access this functionality? | [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] |
 +| Condition | Metadata Record Cataloging Form is enabled. |
 +| Steps | Click on the "disable" link from under the Metadata Record Cataloging Form heading from [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] page. · The system will prompt you for confirmation. Click "OK" button to disable this Metadata Record Cataloging Form. |
 +| Result | Metadata Record Cataloging Form will no longer available to users for cataloging new Metadata Records. The system will display a message indicating that the Metadata Record Cataloging Form was successfully disabled. |
 +
 +| 4.7 Delete Metadata Record Cataloging Form ||
 +| Which users have access to this page? | Collection Administrator and Collection Manager |
 +| What does this functionality allow me to do? | Delete an existing Metadata Record Cataloging Form. |
 +| Which page do I have to be in to access this functionality? | [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] |
 +| Condition | A Metadata Record Cataloging Form may not be deleted if there is a Metadata Record which was created using that process. |
 +| Steps | Click on the "Delete" link from under the Metadata Record Cataloging Form heading from [[#_4.1_View_All_Record Submission Form|View All Metadata Record Cataloging Forms]] page. · The system will prompt you for confirmation. Click "OK" button to delete this Metadata Record Cataloging Form. |
 +| Result | Metadata Record Cataloging Form will be deleted from system. |