Adding a Record
From SubjectsPlus
[In progress as of oct 5/09]
To add a new record to SubjectsPlus, click the Records tab.
Contents |
Why add a new record?
By adding a record, you make sure there is one master copy of each record. So, if the URL changes, or the description or coverage or what-have-you changes, you only have to change one place. You can also use the record listings to generate an A-Z list of all your databases--you (or the Eres Admin) just need to tick an A-Z List box. By selecting subjects to associate with a record, you are putting in place the ability to generate a list of resources in the subject guides proper.
Exploring Records
The Records splash screen should look something like the above. (You might have different tabs, and notably not the Admin tab.)
If you are looking to correct a record, you would use the search box or the "Browse Items" link. Note that the search needs a minimum of 4 characters to work (this is a MySQL limitation). If you want to create a new record, "Add New Item."
Let's look at an existing record, first.
Above we have a browse result. You can click on any letter to view items beginning with that letter. If you click on one of the icons, you will see that type of result: i.e., the red lock will show all restricted items, the green lock all "free" items, the camera icon will show all labelled as containing pictures, etc.
Clicking on a record will take you to that record.
Sorry for the huge screen capture. I've divided this into sections to help explain . . .
1
Enter title, prefix (i.e., a, an, the, le, etc.) and the description. This description will appear in the A-Z list, the "all items" section of a research guide, etc., UNLESS someone has entered a subject-specific "description override" (see below).
The buttons to the right of the title allow you to navigate to the next/previous record, which might be useful when you are first setting things up, but which is otherwise probably not the best way to navigate from record to record.
2
Here, you associate subjects with this record. You will also choose a source type from the list. To add source types, go to the Admin tab and select "sources." If you want a different description for this record in the context of a specific subject, click the little greyed out icon next to the source--this will allow you to enter a "description override" for that subject only. If you add a subject here, it means it will appear in the "All Items" pluslet when adding content to a guide (through the Guide tab).
Note the little "more" next to the dropdown of Subjects (for adding new ones). Because the list of subjects/courses/topics can get really long, by default it only shows you subjects that you are listed as responsible for. If you want to see all records, click "more."
3
Here, you enter the location of the item. Some of these options ONLY appear for someone with the "Records Admin" permission as set in the Admin tab: notably, the A-Z List tickbox is Records Admin-only.
Ticking the Full-text, images, etc., boxes means that the appropriate icons will appear next to this item. Also helpful if you want to show a list of say, all records with images or video or audio.
The Restrictions dropdown is important--by making an item restricted, it will prepend your school's proxy string. This proxy string is set by the Admin in control/includes/config.php
The "Display Note" is a little note that will appear underneath the record's description. The idea is to put in notes like, "Two concurrent users" or whatever. But you can do with it as you like . . .
It's important that you don't leave the location field empty, or else you can screw up the database. It won't let you do this if you have JavaScript turned on.
4
Save changes, delete record. Only someone with the Records Admin permission will see the delete button.
At the bottom, it will show the last person to have modified the record. If you click the mysteriously un-hyperlinked "see fuller revision history" you can see a list of people who have revised the record.
Creating a New Record
Having examined an existing record, you are now ready to add a new one.
The new record screen is just a stripped-down version of the edit record screen. You start off by adding just one subject and one location; more can be added later.
The nag at the top is because people regularly seem to add duplicate records--if the title is exactly the same, SubjectsPlus will notice, but otherwise, it will add a dupe. Oh unhappy circumstance.
