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Using this function, administrators can define and fully configure the list of fields for the collection. Fields can be added, deleted, and reordered. You must usually close and reopen your project in order to see the changes you have made to the properties of a field.

To reorder collection metadata fields:

1. Open the Collection Administration console. Click View/edit collection field properties.

2. From the Field Properties page, click on the name of the field you wish to move. The Edit Field Properties page opens.

3. Click Change the position of this field in the field list. This opens the Change Field Position page.

4. Use the pulldown list at the bottom of the page to specify the new position for the field. Click Move Field.

The following properties can be defined for each field:

• Field Name. The names of the metadata fields can be changed to more closely reflect the contents of a collection.

• Dublin Core Mapping. The mapping to the field's Dublin Core element. Fields mapped to the same Dublin Core element can be queried in searches across collections. The Dublin Core Metadata Element Set and Element Refinements recommended by the Dublin Core Metadata Initiative are available from the Edit Field Properties page. Fields mapped to a simple (unqualified) Dublin Core element (e.g. "Relation") will be searched in queries on a qualified version of that element (e.g. "Relation:Is Part Of"); conversely, queries on an simple (unqualified) Dublin Core element will search fields mapped to all qualified versions of that element.

• Data Type. The type of data. Currently supported data types are Text, Date, and Full-text search.

• Large Field. Two choices: no, which will be displayed in the query and Media Editor screens as a single-line text box, and yes, which will be displayed as a multi-line text box. This setting only enlarges your view of text box so that you may more easily enter a large amount of text; it does not change the number of characters that can be entered in the field. The character limit is 10,000 for each field within CONTENTdm 3.4 and earlier. The character limit is 16,000 for each field in CONTENTdm 3.5 and later.

• Searchable. Defines whether or not the field is indexed for search queries. If so, this field will appear on the search screen and can be used to perform text queries to identify and retrieve items from the collection. If a field is not searchable, the field will not appear on the query screen but will be displayed when the metadata for an item is retrieved.

• Hidden. Defines whether or not the field is shown to all users. Fields marked as hidden will not appear in the CONTENTdm Search Client interfaces but will be visible to administrators and catalogers through the Acquisition Station.

• Controlled Vocabulary. Indicates whether or not a vocabulary has been defined for a field. The CONTENTdm Acquisition Station uses controlled vocabulary to limit the terms entered into a field to only those in the vocabulary list.

  To enable a controlled vocabulary for a field:

  1. Click View/edit collection field properties.

  2. Click the name of the field that you wish to have a controlled vocabulary. This opens the Edit Field Properties page.

  3. Click Enable controlled vocabulary. Click the select button that correspond with the appropriate controlled vocabulary option:

     • The Library of Congress Thesaurus for Graphical Materials
     • The contents of the existing field
     • Import controlled vocabulary from a specified ASCII text file (one term per line).

To add terms to controlled vocabulary:

1. Click View/edit collection field properties.

2. Click the name of the field with a controlled vocabulary that you wish to administer. This opens the Edit Field Properties page.

3. Click Administer controlled vocabulary. The Controlled Vocabulary Administration page opens.

4. Type, or copy and paste new terms in the Add terms box. You may add multiple words at one time but must use only one word per line.

5. Click Add after you have entered all the new terms in the Add terms box. The new terms are added to the controlled vocabulary.

6. Click Back to field properties.

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