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resources:cerl_thesaurus:editing:newinterface [2018/03/20 17:26] – created jahnke | resources:cerl_thesaurus:editing:newinterface [2023/12/11 15:13] (current) – [4.3 Using the CT Internal Format Editor] jahnke | ||
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- | ====== Editing the CERL Thesaurus | + | ====== |
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With its migration into the hosting environment, | With its migration into the hosting environment, | ||
- | ==== 1.1 Logging in ==== | ||
+ | |||
+ | ==== 1.1 Logging in ==== | ||
+ | {{ : | ||
To use the editing facilities in the new web interface you will need a user account for the new hosting environment. The login details for WinADH or the CERL Website will not be recognised by the new system. There is, however, only one account for all databases hosted on http:// | To use the editing facilities in the new web interface you will need a user account for the new hosting environment. The login details for WinADH or the CERL Website will not be recognised by the new system. There is, however, only one account for all databases hosted on http:// | ||
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To log in, click the login button at the bottom of the page, which will take you to the login form. Fill in your username and password and hit " | To log in, click the login button at the bottom of the page, which will take you to the login form. Fill in your username and password and hit " | ||
- | Please note that an account is only necessary for editing, searching and downloading records does not require a login. | + | Please note that an account is only necessary for editing; searching and downloading records does not require a login. |
- | ==== 1.2 Forgot your password ==== | ||
+ | |||
+ | |||
+ | |||
+ | ==== 1.2 Forgot your password ==== | ||
+ | {{ : | ||
If you ever forget your password, you can request a temporary login that will allow you to set a new password (see below how). Hit the " | If you ever forget your password, you can request a temporary login that will allow you to set a new password (see below how). Hit the " | ||
- | ==== 1.3 Maintaining your user data ==== | ||
+ | |||
+ | |||
+ | |||
+ | ==== 1.3 Maintaining your user data ==== | ||
+ | {{ : | ||
Once you have sucessfully logged in, your name will be displayed in the bottom navigation bar, in the place where the login button was before. Clicking on your name will take you to the page where you can manage your account. | Once you have sucessfully logged in, your name will be displayed in the bottom navigation bar, in the place where the login button was before. Clicking on your name will take you to the page where you can manage your account. | ||
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==== 1.6 Changing the interface language ==== | ==== 1.6 Changing the interface language ==== | ||
+ | {{ : | ||
+ | Changing your preferred interface language on your account page, takes effect only after you log out and log in again. To change the interface language immediately, | ||
- | Changing your preferred interface language on your account page, takes effect only after you log out and log in again. To change the interface | + | Please note that not all databases within the hosting environment are available |
- | Please note that not all databases within the hosting environment are available in all languages. If you select a language which is available for the aCERL Thesaurus and then switch to a different database that does not support that language, the system will try the language you've set as " | ||
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The new CT interface provides two navigation bars, one at the top of the screen for the functions used by all users, and one at the bottom for the functions used less fequently. In addition to these, there is a menu available from the top navigation bar under the item labelled " | The new CT interface provides two navigation bars, one at the top of the screen for the functions used by all users, and one at the bottom for the functions used less fequently. In addition to these, there is a menu available from the top navigation bar under the item labelled " | ||
+ | |||
+ | {{ : | ||
From the top navigation bar you can access the search results screen (" | From the top navigation bar you can access the search results screen (" | ||
===== 2 Searching the CERL Thesaurus ===== | ===== 2 Searching the CERL Thesaurus ===== | ||
- | |||
==== 2.1 Full text search ==== | ==== 2.1 Full text search ==== | ||
+ | {{ : | ||
+ | Probably the easiest approach to searching the CT is to use one or more terms in the full text search field. A full text search in the new environment will typically yield more hits than in the previous system, due to different indexing principles applied to the data. (To let your search mimic the behaviour of the old system, click on " | ||
- | + | As a default your search result will be grouped | |
- | Probably the easiest approach to searching the CT is to use one or more terms in the full text search field. A full text search in the new environment will typically yield more hits than in the previous system, due to different indexing principles applied to the data. (To let your search mimic the behaviour of the old system, see below.) | + | |
- | + | ||
- | As a default your search result will be grouped the types of entities it contains: Corporate Names, Imprint Names, Places and Persons. Each group will display the first 25 hits and a link to the full set, if available. | + | |
You may click a heading in these list to access the full record. | You may click a heading in these list to access the full record. | ||
- | Clicking on "Show all ... record" will present the records of that set in a list that can be paged through using the buttons at the bottom of the page. | + | Clicking on "Show all ... records" will present the records of that set in a list that can be paged through using the buttons at the bottom of the page. |
- | To bookmark a record, click the bookmark icon in the top right corner of the record. You can access your bookmarked records from the item " | + | To bookmark a record, click the bookmark icon in the top right corner of the record's full display or the short list that appears when clicking on "Show all ... records" |
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The option " | The option " | ||
+ | |||
+ | {{ : | ||
The limit "by feature" | The limit "by feature" | ||
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==== 2.3 Using search keys ==== | ==== 2.3 Using search keys ==== | ||
+ | You may formulate more complex queries using the following search keys in the search box. A search key must always be followed by a colon and the value you are searching for without any blanks. You may also use parentheses and the Boolean operators AND, OR and NOT (note that the Boolean operators must be written in capital letters). | ||
+ | |||
+ | Truncation is possible by adding an asterisk (*) to the search term. To search for phrases, put those in quotation marks ("). | ||
+ | |||
+ | |address|search within the address of an entity \\ '' | ||
+ | |corporateName|search only within the names (headings and variants) of corporate entities \\ '' | ||
+ | |dedup|search for records marked for deduplication (see below) \\ '' | ||
+ | |external_id|search for IDs from external files \\ '' | ||
+ | |feature|search for records with certain features \\ '' | ||
+ | |gender|search for persons or printers by their gender \\ '' | ||
+ | |id|search for a CERL Thesaurus ID \\ '' | ||
+ | |imprintName|search only within the names (headings and variants) of printers etc. \\ '' | ||
+ | |last_changed|search for records last changed at a certain date or within a certain time period \\ '' | ||
+ | |name|search only within name fields \\ '' | ||
+ | |note|search only within note fields \\ '' | ||
+ | |placeName|search only within the names (headings and variants) of places \\ '' | ||
+ | |personalName|search only within the names (headings and variants) of persons \\ personalName: | ||
+ | |record_flag|search for records bearing a specific marker \\ '' | ||
+ | |related_to|search for records that link to the given record id. There is a number of search keys that allow for more detailled searches for certain relationship types, which are not listed here. \\ '' | ||
+ | |sign|search within the sign/ | ||
+ | |type|search for a certain record type \\ '' | ||
+ | |year_end|search for entities whose activity or existence ended before, in or after a certain year \\ '' | ||
+ | |year_start|search for entities whose activity or existence started before, in or after a certain year \\ '' | ||
+ | |||
+ | a complete list of available search keys can be found here: [[indexing]] | ||
==== 2.4 Working with the Search History ==== | ==== 2.4 Working with the Search History ==== | ||
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The last 20 searches you have performed (or records you've consulted in full display) are recorded in your search history and can be seen from the item " | The last 20 searches you have performed (or records you've consulted in full display) are recorded in your search history and can be seen from the item " | ||
- | The search history is associated with the current session. If you don't do anything in the web interface for more than two hours, logout or if you clear your browser cookies, the session will be terminated and the search history will be no longer available. Data associated with terminated sessions is deleted from the server after 24 hours. | + | The search history is associated with the current session. If you don't do anything in the web interface for more than two hours, logout or if you clear your browser cookies, the session will be terminated and the search history will be no longer available. |
==== 2.5 Browsing alphabetical indexes ==== | ==== 2.5 Browsing alphabetical indexes ==== | ||
+ | {{ : | ||
You may search for names of places, corporate bodies, printers, persons and entities for which provenance information is available by using alphabetical browse lists. They are available from the item " | You may search for names of places, corporate bodies, printers, persons and entities for which provenance information is available by using alphabetical browse lists. They are available from the item " | ||
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In the CERL Thesaurus there are descriptions for four different types of entities: Places (primarily places of printing, but also places of manuscript writing or places where persons were active or corporate bodies were located), Imprint names (all names that might appear in an imprint of a book and that do not denote any type of intellecutal responsibility for the content of it, i.e. primarily printers, but also publishers, booksellers, | In the CERL Thesaurus there are descriptions for four different types of entities: Places (primarily places of printing, but also places of manuscript writing or places where persons were active or corporate bodies were located), Imprint names (all names that might appear in an imprint of a book and that do not denote any type of intellecutal responsibility for the content of it, i.e. primarily printers, but also publishers, booksellers, | ||
+ | The information which type of entity a record is about is hidden in the record ID's prefix. If you use the form-based editor to create a new record, you should select the type of entity from the drop-down labelled "Type of Entity" | ||
==== 3.2 Headings and Names ==== | ==== 3.2 Headings and Names ==== | ||
+ | {{ : | ||
+ | The CERL Thesaurus records the preferred name forms of an entity as they are used in CERL Member libraries. Heading forms differ according to the language used for cataloguing and the cataloguing rules applied. The CERL Thesaurus does not declare one of these name forms as authoritative, | ||
+ | Variant name forms do now have an additional code, indicating the type of the name form (**$0** in **4xx** fields). This code is mandatory and defaults to '' | ||
- | The CERL Thesaurus records the preferred | + | For a detailed description of the various fields and the input convention applying see: |
+ | |||
+ | * [[: | ||
+ | * [[: | ||
+ | * [[: | ||
+ | * [[: | ||
+ | * [[: | ||
+ | * [[: | ||
+ | * [[: | ||
+ | * [[: | ||
+ | |||
+ | See also: [[:: | ||
+ | |||
+ | ==== 3.3 Sources ==== | ||
+ | |||
+ | The CERL Thesaurus records | ||
+ | |||
+ | There is no prescribed syntax or a controlled list of abbreviations for reference works in the "Found In" field. | ||
+ | |||
+ | The CERL Thesaurus is neither a bibliographic database nor a provenance database, so editions and copies are recorded only as sources of evidence. Complete lists of works printed, written or owned by an entity can be provided elsewhere (e.g. HPB, HPB-Item, MEI etc) and a link can be made from the Thesaurus record instead. | ||
+ | |||
+ | For a detailed description of the available fields and the input convention applying see: | ||
+ | |||
+ | * [[: | ||
+ | * [[: | ||
+ | * [[: | ||
+ | |||
+ | Sources that apply to a specific piece of information only (such as bibliographic data or an individual variant | ||
+ | |||
+ | ==== 3.4 Notes and Biographical Data ==== | ||
+ | |||
+ | There are four categories | ||
+ | |||
+ | //**General notes**// can hold any information on the described entity that does not fit in any of the other categories. | ||
+ | |||
+ | // | ||
+ | |||
+ | In the form based editor biographical data and date of activities are two separate fields, while in the (Unimarc-based) "CT Internal Format" | ||
+ | |||
+ | Any other information about a person' | ||
+ | |||
+ | Any aspect of the entity's description relating to geography in any way or form is given as a // | ||
+ | |||
+ | Unless controlled vocabulary or codes are used, all note fields are free-text fields, which means that the language of the note is always indicated. Note fields also provide a subfield to record the source the information is taken from. | ||
+ | |||
+ | For a detailed description of the available fields and the input convention applying see: | ||
+ | |||
+ | * [[: | ||
+ | * [[: | ||
+ | * [[: | ||
+ | * [[: | ||
+ | |||
+ | |||
+ | ==== 3.5 Related Places ==== | ||
+ | {{ : | ||
+ | Records for persons, printers and corporate entities can be linked to places where they have lived or have been active in any way. The type of relationship between such an entity and a place can be specified as well, which facilitates more sophisticated search queries (for example for persons that went to school in a given place). It is possible to record also an address together with the place name. In the web interface, related places | ||
+ | |||
+ | There can also be a relationship between two places. Currently it is possible to describe a place as being a part of another, larger place, for example a village that is nowadays part of a larger city. | ||
+ | |||
+ | There are a number of place name records that do not describe an individual place but a place name that is the name for a number of places. These records are marked as being "used for more than one entity" | ||
+ | |||
+ | If there is no further specification of how a place is related | ||
+ | |||
+ | For a detailed description of the input convention applying see: | ||
+ | |||
+ | * [[: | ||
+ | |||
+ | ==== 3.6 Other Related Entities (Persons, Printers, Corporate Bodies) ==== | ||
+ | |||
+ | CERL Thesaurus | ||
+ | |||
+ | Records for places can only link to other places, | ||
+ | |||
+ | For a detailed description of the available fields and the input convention applying see: | ||
+ | |||
+ | * [[: | ||
+ | * [[: | ||
+ | * [[: | ||
+ | |||
+ | In the Unimarc-based //CT Internal Format// three different fields are used, depending on the type of entity the link points to. In the form based editor there is only one (complex) data entry field for links to persons, printers and corporate bodies. Here the type of the target entity is selected from the drop down list. | ||
+ | ==== 3.7 Signs, Marks, Devices ==== | ||
+ | |||
+ | Any sign, image or mark associated with a given entity can be described in the records for persons, corporate bodies and printers. This could be provenance marks, library stamps, printers devices etc. Signs, particularly printers' | ||
+ | |||
+ | * [[: | ||
+ | |||
+ | |||
+ | Images of the actual entities themselves (e.g. portraits) can be added as well. It is however not possible to upload image data to the CERL Thesaurus server, instead a link to an external resource is set. When doing so, make sure that the intellectual property rights of others are not violated. For a detailed description of the input convention applying see: | ||
+ | |||
+ | * [[: | ||
+ | |||
+ | |||
+ | ==== 3.8 External Resources ==== | ||
+ | |||
+ | Apart from linking to images of printers' | ||
+ | |||
+ | The other kind of links are displayed in the right column and express a certain type of relationship between the described entity and the external resource. This could be: | ||
+ | |||
+ | * a bibliographic record in a library catalogue (or similar database) | ||
+ | * a search for books owned by the described person or corporate body in an external database | ||
+ | * a portrait/ | ||
+ | * any entry in an online encyclopedia (e.g. Wikipedia) or biographic lexicon about the described entity | ||
+ | * the entry for the described entity in another authority file | ||
+ | |||
+ | For a detailed description of the available fields and the input convention applying see: | ||
+ | |||
+ | * [[: | ||
+ | * [[: | ||
+ | |||
+ | |||
+ | |||
+ | ==== 3.9 Geographic Coordinates ==== | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | Geographic Coordinates should be given for place name records (cnl) only. Please note that the format of the coordinates varies according to the editing form you are using. In the form-based editor and the YAML editor coordinates are given in decimal form as a floating point number without a degree sign (°). Use positive numbers for north and east and negative numbers for soutch and west. | ||
+ | |||
+ | |||
+ | |||
+ | In the CT internal format editor, the coordinates are given in degrees, minutes and seconds preceded by a letter | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | Please note that the syntax of field 123 assumes a place is designated by a square-like shape through defining the outermost latitudes and longitudes. In the CERL Thesaurus, the coordinates of a place are that of a single point in or near the center of place - so both coordinates must be recorded twice here. | ||
+ | |||
+ | |||
+ | |||
+ | ==== 3.10 Other Formats ==== | ||
+ | {{ : | ||
+ | Internally, CERL Thesaurus records are stored as JSON objects. From the web interface, the (actual) internal format of a record can be retrieved in JSON or YAML. For compatiblity reasons the interface also supports the old "CT Internal Format" | ||
+ | |||
+ | Additionally CT data can be retrieved in RDF as well (RDF/XML, Turtle or JSON-LD) to use it in Linked Data applications. There are, however, a few pieces of information | ||
+ | |||
+ | |||
+ | ===== 4 Editing the CERL Thesaurus ===== | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | At the bottom of every record you will find the buttons that allow you to edit the data in the CERL Thesaurus (if you have the necessary access rights, that is). This follows the principle that things that are important to every user are placed on the top of the screen and items that are of importance only to the CERL appointed editors are a bit more hidden away at the bottom. | ||
+ | |||
+ | Depending on your editing rights, there can be up to three icons: | ||
+ | |||
+ | The rightmost, that shows a small rubbish bin, will **delete** the record. Please be careful with this one, you will be asked for confirmation (twice, acutally) before the record | ||
+ | |||
+ | The middle one, showing two sheets of paper, will make a **copy** of the record and open it in the form based editor. This might be useful if you are creating a number of very similar records and want to save some time typing the same things in over and over. Although, this is probably more of use in the other databases living in this hosting environment than to the CERL Thesaurus. | ||
+ | |||
+ | The leftmost button, showing a notepad and a pencil, will open the current record for **editing**. There are currently four different editors available, according to your editing rights you will presented a list where you can pick the one that is best for what you want to do with the record. | ||
+ | |||
+ | |||
+ | ==== 4.1 Selecting an Editor ==== | ||
+ | {{ : | ||
+ | |||
+ | If your account has complete editing rights on the CERL Thesaurus, you will be shown the following selection of editing clients. Each of it has its strengths and weaknesses and you may want to choose the client you want to use according to the things you want to edit in the record and according to how close you feel to the Thesaurus' | ||
+ | |||
+ | |||
+ | ==== 4.2 Using the Form Based Editor ==== | ||
+ | {{ : | ||
+ | |||
+ | The form based editor presents the record in a web form where each data element is in a separate field and where each field has a plain text label. If you are not (yet) very familiar with the CERL Thesaurus format or want to enter a new record from scratch, this editor might be a good choice. On the other hand, the record structure of the Thesaurus is quite complex and records can get rather lengthy, which can lead to enormously long forms that can be difficult to navigate. | ||
+ | |||
+ | The form consists of two main parts: data about the entity that the record describes (the actual | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | The part // | ||
+ | |||
+ | Fields you cannot edit, like the editing history, have a pale grey background. | ||
+ | |||
+ | Fields may contain subfields. In these cases subfields are contained in a separate sub-form, which by default is also folded, so you can only see the fields title. You will recognise these folded subforms by a little black downward pointing error on the left side. Click on the field' | ||
+ | |||
+ | A big blue plus-sign on the right of a field means that this field is repeatable and that you can add another field of this kind by clicking on it. Please note that in order to add an additional complex sub-form, you have to open the last sub-form to find the blue plus-button. When adding additonal fields, the order of fields is kept as it is in the form. | ||
+ | |||
+ | When done editing, click the green //Save// button at the bottom of the form, or //Cancel// if you want to discard your changes. | ||
+ | |||
+ | See also [[formbasededitor]] for a more detailed introduction to the form based editor. | ||
+ | |||
+ | ==== 4.3 Using the CT Internal Format Editor ==== | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | The " | ||
+ | |||
+ | The format description and input conventions can be found [[format|here]]. Different from the old WinADH client, the Internal Format editor is used for editing records only - for merging duplicate records there is now a different editor available (see below). | ||
+ | |||
+ | In comparison to the form based editor, the display of the information stored in a record is much more compact and easiert to grasp at first glance. For experienced editors typing field numbers and subfields is probably faster than handling a complex form. | ||
+ | |||
+ | There is also no input validation implemented yet, any invalid fields, indicator positions or subfields will be silently ignored when the data is converted to JSON, so make sure to check from the record' | ||
+ | |||
+ | |||
+ | ==== 4.4 Using the YAML Editor ==== | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | The YAML editor | ||
+ | |||
+ | Internally records are stored in [[https:// | ||
+ | For longer records, you can switch the editor to full screen mode by pressing [F11] or clicking the yellow button labeled " | ||
+ | If you are trying to save your record, but nothing happens, you have most likely made an error with the YAML-Syntax. Since the editor does not yet return a validation report, you may try copying the record into an external validator (e.g. [[http:// | ||
+ | ==== 4.5 Deduplicating Records ==== | ||
+ | {{ : | ||
- | 3.3 Sources | + | The editor to merge duplicate records is only shown among the options for choosing and editing client if the record holds an indication of possible duplicates (''# |
- | 3.4 Notes and Biographical Data | + | To find potential duplicates, search for '' |
- | 3.5 Related Places | + | The duplicate candidate records are shown in the right column. The first (white) one is the record you started with; since this is the record the other are finally merged into, you cannot deselect it from deduplication. |
- | 3.6 Other Related Entities | + | //**Please note:** If there are many duplicate candidates it might be easier to check the records one by one. To do that, you start with “Hide all” |
- | 3.7 Signs, Marks, Devices | + | Un‐select the records that are not duplicates to the first one by clicking the green checkmark in the box that represents the record in the right column. The box will turn grey and the fields that belong to that record will no longer be visible in the left column. As long as the box in the right column has a colour (other than grey, that is) the record will be merged into the first one, once you hit save. |
- | 3.8 External Resources | + | Please note that by unchecking a record, you say that it is definitely not a duplicate to the first (white) one and by clicking the checkmark you say it definitely is. There is no "I’m not sure option" |
- | 3.9 Geographic Coordinates | + | Please make also sure to check the biographical dates (340), activity notes (350, 300) and titles (291) to decide if records refer to the same entity or not. If that is not sufficient, try also to look at the source systems the records come from and see to what titles they are linked (this is not always possible, of course). Always bear in mind, that you are most likely the person who is saying the final word about these records being duplicates or not. Once you hit save, the records will no longer show up, when someone checks for duplicates. If you say two records are not duplicates they will probably never again be considered for merging and if you say two records are, they will probably never be separated if they are not. |
- | 3.10 Other Formats | + | Once you've made your decisions and unchecked or checked the non‐duplicates and duplicates, you could change the order of the fields. This might be desirable for the following fields 200, 210, 212, 215, 340, 350. If any of these fields is repeated within a record, the first occurrence is used for generating the short display in the search result set. To change the order of the fields, you can drag and drop a field with the mouse upwards or downwards into a new position. |
- | 4 Editing | + | When done, hit //Save//. The first record will receive all the fields of the active (coloured) records, which in turn will get a redirect to the first record' |
- | 4.1 Selecting an Editor | ||
- | 4.2 Using the Form Based Editor | ||
- | 4.3 Using the CT Internal Format Editor | ||
- | 4.4 Using the YAML Editor | ||
- | 4.5 Deduplicating Records |
resources/cerl_thesaurus/editing/newinterface.txt · Last modified: 2023/12/11 15:13 by jahnke