How to link records: using the Find data for the field box

The View table tab is a table of values with one value per row and a minimum of two columns:

• When linking to a record in an Authority data source where names / terms can be specified as preferred, the first column will include an icon indicating the preferred status of a name / term. Two other icons can display for names in Persons and institutions:

  Icon	Details
  	Indicates that the name / term is non-preferred. If you select this name / term, the primary record A link is made from one record (the primary) to another (the target). will automatically link to the record for the preferred name / term when it is saved.
  	Indicates that a name is the preferred name. Only applies to names in Persons and institutions (a preferred term in the Thesaurus does not have an icon).
  	Indicates that the name is a pseudonym. In Persons and institutions the name is recorded as a pseudonym for a preferred name. If you select this pseudonym, the primary record A link is made from one record (the primary) to another (the target). will link to its record.

• The second column holds values (names / terms / object numbers, and so on), each one of which points to a record in the target data source A link is made from a record in one data source (primary) to a record in another data source (target). A data source could be both the primary and target data source in a linking relationship if one of its records links to another of its records..
• Additional columns of associated data may be present (and can help in identifying the correct record to link to).
• Values are sorted from lowest to highest (A-Z, 0-9).
• The order of columns can be changed by clicking the column header and dragging it to a new position.

See Authority data sources for details about how to define a name / term as preferred / non-preferred.

If a record is part of a hierarchy, it is possible to view the entire hierarchy on the View hierarchy tab, to select any record in the hierarchy and link to it.

For example, records for locations are often structured as a logical hierarchy using the Location hierarchy fields: part (nt), part of (2A), etc.:

National Museum>Main Campus>Ground Floor>Special Exhibitions Room>Shelf 1

When linking the record for an object to its current location using the current_location.name (2A) Linked field, it is possible to view the hierarchy of locations and to select any one of them and link to it:

The View hierarchy tab is useful when using the hierarchical search operator to search a data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. in which records are organized in a hierarchy of parent / child relationships (notably Archives and Locations and containers). With the hierarchical search operator, your search value can be a single record in a hierarchy (e.g. a specific location) or a record in a hierarchy AND all of its children. A typical use of hierarchical is searching for records by their location:

Details about using the View hierarchy tab when searching can be found here.

As the name suggests, the Saved searches tab lists saved searches in the target data source A link is made from a record in one data source (primary) to a record in another data source (target). A data source could be both the primary and target data source in a linking relationship if one of its records links to another of its records..

A saved search (also known as a Write set) is a set of records saved as a group. If a saved search is listed on the Saved searches tab, it is possible to select it and link to all of the records in the group at once:

Note: Details about viewing the properties of a saved search and assigning access rights can be found here.

1. Select a saved search in the list.
2. Click Select.

   A message will ask you to confirm that you wish to link to the records:

   

3. Select Yes to link the primary A link is made from one record (the primary) to another (the target). record to each record in the group.

   Multiple occurrences If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. will be added for the Linked field:

   

Note: Until the primary record A link is made from one record (the primary) to another (the target). is saved, the links between the primary and target records have not been made.

See Group records: Write set & Manage saved searches for details about creating a saved search, and viewing the properties of a saved search and assigning access rights.

When a field with a GeoLocation data type is also a Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref)., a Geographical map tab is added to the Find data for the field box for that field:

On the Geographical map tab it is possible to click a location and link to the record for that location if one already exists, or to create a record for the clicked location and link to it.

To select a location:

1. Bring a region into display:

   • Click the map, move the cursor to bring an off-screen area of the map into view and release the mouse button.

     -OR-

   • Key a place name into the field at the bottom of the box; a filtered list of names will display. If a match is found, select it.

   • Use the zoom buttons (or your mouse scroll wheel or equivalent) to zoom in on a region.

2. Click a spot on the map. A pop-up will list locations, allowing you to narrow your choice:

   

3. Pick a location from the list and the longitude and latitude of this location automatically populate the Long. and Lat. fields.

   Tip: While the Long. and Lat. fields are filled, you can always zoom back to this location by clicking the magnifying glass icon.

   • If you pick a location for which a record already exists, the Select button will be active. Click Select to link to the existing record for this location.

   • If the Select button is disabled, there is no record for the selected location. Create a record using the Create Entry or Create and edit entry buttons.

Features of the Geographical map

As you move the cursor over the map, the latitude and longitude at the position of the pointer are shown in the top right of the map.

The following tools and features are available:

Map tools	Icon	Details
Zoom in / out		There are several ways to zoom in and out around the central point of the map: Click the + / -. If supported by your mouse, use your mouse scroll wheel (or equivalent slider). Tip: When you have zoomed in, you can bring an off-screen area of the map into view by clicking the map, dragging it and releasing the mouse button.
Reset zoom		Click to restore the zoom level to its default level (the current location centred in the map).
Geometry tool		Click to display a drop list with two geometry tools: Click the icon again to hide the drop list.
		LineString Select the LineString tool to calculate the distance between two or more locations. Details Click a point on the map. A pop-up may display with one or more locations at or near this spot; select a location or close the pop-up. Move the cursor: the distance is shown at the cursor as you move: Double-click the map at the end point (the distance will display on the map) -OR- Click the map and adjust the angle of the line as you continue to move the cursor. Repeat as required (building a route for instance) and double-click the map at the end point:
		Polygon Select the Polygon tool to draw a closed shape with straight lines and calculate the enclosed area. Details Click the starting point on the map, click the next point, etc., and double-click the final spot to close the polygon: It is not possible to save these markings on the map and your drawing will disappear from the map as soon as you close the Find data for the field box.
Background layers		Select a different map type or layer multiple map types on top of each other. Details Click to display the Background layers box. To change the current layer, select an alternative from the drop list. Alternatively, add another layer: Change the opacity of a layer to allow layers below to be visible.

• Select the Link button in a Linked field.

  -OR-

• Double-click a Linked field.

  -OR-

• Use the keyboard shortcut when the cursor is in a Linked field: SHIFT+F4

Any characters entered into a Linked field before the Find data for the field box opens will automatically filter the list of values that displays in the box. For example, if we enter the letters bo, the Find data for the field box will only list values beginning with bo:

If we enter a value that cannot be found in the target data source, the list will be empty as there is no matching term.

Some Linked fields are associated with other fields in the target data source A link is made from a record in one data source (primary) to a record in another data source (target). A data source could be both the primary and target data source in a linking relationship if one of its records links to another of its records. and when a link is made, data from these associated fields is also copied to the primary record. These associated fields are called merged-in fields.

For example, Reference is associated with Format and Original file name and when a value is selected in the Reference Linked field, data from the associated fields is also copied into the primary record:

The additional data is read-only and, as with the data displaying in the Linked field, dynamically drawn from the target record (if one of these values changes in the target record, it will update in the primary record).

There are a number of options available to increase or decrease which records are listed in the Find data for the field box. Depending on your version of Collections, these will be controlled by a checkbox (older than Collections 1.17):

or slider:

Select the Extend search button3 Previously called the Filter button. to search the target data source A link is made from a record in one data source (primary) to a record in another data source (target). A data source could be both the primary and target data source in a linking relationship if one of its records links to another of its records. for records and list their values in the Find data for the field box.

If the value you are after is not listed in the Find data for the field box:

1. Select the Extend search button to open the Search box:

   

   In this example, the Linked field is creator (VV) and the target data source is Persons and institutions.

2. Enter search terms on the Standard or Advanced tab (or retrieve records from a Saved search) .

   Note: Full details about performing a search are available here.

3. Select Find:
   1. A search is run in the target data source and matching records (if any) are located.
   2. The Search box closes and values from the matching records are listed in the Find data for the field box:

      

Important

Until you select , only records that match the search terms you specified will be available in the Find data for the field box.

The Clear button is disabled until you enter search terms:

When you have entered search terms and run a search, it is enabled:

When a value is selected (a person's name for instance), select the Details button to view the target record A link is made from one record (the primary) to another (the target). in a Zoom screen.

A Zoom screen is a cut-down Record details View that allows you to view more details about a record and to edit a record in another data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. without needing to leave the data source you are currently working in.

In this example, the primary record A link is made from one record (the primary) to another (the target). is in Object catalogue and the Zoom screen shows details of a record in Persons and institutions; if required you could edit those details in the target record:

It is possible to list any records in the primary data source A link is made from a record in one data source (primary) to a record in another data source (target). A data source could be both the primary and target data source in a linking relationship if one of its records links to another of its records. that are already linked from the Linked field to the selected record.

Tip: This can be useful when trying to confirm that the selected record is the one you wish to link to.

The Records featuring keyword button is disabled until a record in the Find data for the field list is selected.

Example

To demonstrate, we link the record for an item in the Object catalogue to a record for the item's creator in Persons and institutions. We use the Creator (creator (VV)) Linked field for this. When we open the Find data for the field box for creator (VV), we find a list of records in Persons and institutions that can link to this field:

1. Select a value in the Find data for the field box, e.g. Claude Cahun.
2. Select the Records featuring keyword button.

   The Records featuring keyword box displays with a list of records in the primary data source A link is made from a record in one data source (primary) to a record in another data source (target). A data source could be both the primary and target data source in a linking relationship if one of its records links to another of its records. (Object catalogue in our example) that are already linked to the selected record (Claude Cahun's record in Persons and institutions):

   

   The Records featuring keyword box is a cut down Result set View, and it is possible to:

   • Add / remove columns from the box
   • Sort and filter records
   • Click a record to view and (if required) edit its details in a Zoom screen A Zoom screen is a pop-up screen similar to Record details View but with fewer options, fields and panels. It will pop-up and display summary details of a Linked record (for a term, person, location, etc.) when an underlined value is clicked in Display mode or the Details button is selected when linking records in Edit mode, for instance. Typically, record details in a Zoom screen can be edited.
3. Click OK to close the Records featuring keyword box.