Is there any way to do bulk change of field using one authority term to a different authority term?

For example, we have two terms "Arch" and "Arches" used mainly in our search terms field.  The preferred term is "Arches".  Happily we have 1200+ records using "Arches" :).  Sadly there 700+ records are using the "Arch" term.  The only way to fix this is to either change the "Arch" term to "Arches", in which case we'll have 2 "Arches" in the system (not best practices.  Or we'll have to manually change the 900+ which will take foooooreeeeever!.

Is there a way to do this with a bulk field update or a way to merge the two authority terms into one to that "Arches" is primary and "Arch" is secondary?  Trying to do this through the UI and not involve our implementing/host company for back end work.  Or is this upcoming in the 4.4 release?

Kara S. Vetter | Registrar
San Diego Museum of Man
1350 El Prado, Balboa Park | San Diego, CA 92101
619-239-2001, ext 44 | kvetter@museumofman.orgmailto:kvetter@museumofman.org

See Cannibals: Myth & Realityhttp://www.museumofman.org/cannibals
They're not who you think they are.
Warriors, royalty, Europeans - you?

Facebookhttps://www.facebook.com/museumofman/ | Twitterhttp://twitter.com/museumofman | Instagramhttp://instagram.com/museumofman | Readhttp://www.museumofman.org/blog/ | Donatehttp://www.museumofman.org/donation

Ray,

I think that would be great because we are coming against that a lot as we clean up data from the migration.  Also, in the museum world there will always be a need to mass change field from 2 records to 2,000 records.  It’s a really handy tool to have.

Another question arose before I sent the first email.  It is not always clear when adding search terms to a catalog record if you are adding an Associated Concept, Material Concept or other type of concept. One can inadvertently select the wrong form of the term. For example, I was able to add "rocks" to a search term field, but that terms resides in Material Concept and Associated Concept.  It was Material that was selected, not Associated as it should have been.

Sometimes it is appropriate to have two separate concept authorities accessed by the same field.  Thoughts on a solution there?

Kara S. Vetter | Registrar
San Diego Museum of Man
619-239-2001, ext 44 | kvetter@museumofman.orgmailto:kvetter@museumofman.org

From: Ray Lee [mailto:rhlee@berkeley.edu]
Sent: Thursday, April 21, 2016 2:41 PM
To: Kara Vetter
Cc: talk@lists.collectionspace.org
Subject: Re: [Talk] Mass field change

Hi Kara,
I'm working on this exact problem for PAHMA. The first pass won't be very user friendly. It will probably be a program you run on your computer, not from the CollectionSpace UI, that asks for the records you want to merge, and then executes a CollectionSpace batch job to do it. I can try to get this contributed into 4.4, if there's interest.

Here's a description of the batch job. The details may change a bit as we test it at UCB.

• A batch job that merges authority items. The single and list contexts are
• supported.
• The merge target is a record into which one or more source records will be
• merged. A merge source is a record that will be merged into the target, as
• follows: Each term in a source record is added to the target as a non-
• preferred term, if that term does not already exist in the target. If a term
• in the source already exists in the target, each non-blank term field is
• copied to the target, if that field is empty in the target. If the field is
• non-empty in the target, and differs from the source field, a warning is
• emitted and no action is taken. If a source is successfully merged into the
• target, the source record is soft-deleted, and all references to the source
• are transferred to the target.

Ray

On Thu, Apr 21, 2016 at 2:12 PM, Kara Vetter <kvetter@museumofman.orgmailto:kvetter@museumofman.org> wrote:
Is there any way to do bulk change of field using one authority term to a different authority term?

For example, we have two terms “Arch” and “Arches” used mainly in our search terms field.  The preferred term is “Arches”.  Happily we have 1200+ records using “Arches” ☺.  Sadly there 700+ records are using the “Arch” term.  The only way to fix this is to either change the “Arch” term to “Arches”, in which case we’ll have 2 “Arches” in the system (not best practices.  Or we’ll have to manually change the 900+ which will take foooooreeeeever!.

Is there a way to do this with a bulk field update or a way to merge the two authority terms into one to that “Arches” is primary and “Arch” is secondary?  Trying to do this through the UI and not involve our implementing/host company for back end work.  Or is this upcoming in the 4.4 release?

Kara S. Vetter | Registrar
San Diego Museum of Man
1350 El Prado, Balboa Park | San Diego, CA 92101
619-239-2001, ext 44tel:619-239-2001%2C%20ext%2044 | kvetter@museumofman.orgmailto:kvetter@museumofman.org

See Cannibals: Myth & Realityhttp://www.museumofman.org/cannibals
They're not who you think they are.
Warriors, royalty, Europeans — you?

Facebookhttps://www.facebook.com/museumofman/ | Twitterhttp://twitter.com/museumofman | Instagramhttp://instagram.com/museumofman | Readhttp://www.museumofman.org/blog/ | Donatehttp://www.museumofman.org/donation

Talk mailing list
Talk@lists.collectionspace.orgmailto:Talk@lists.collectionspace.org
http://lists.collectionspace.org/mailman/listinfo/talk_lists.collectionspace.org

At the moment, if "rocks" comes up twice and you hover over the term you can see in the URL which vocabulary it's associated with.

A better solution would be to provide the name of the vocabulary in the pop-up - Kara, would you like to file a Jira issue requested this improvement?

Megan Forbes
CollectionSpace Program Manager
megan.forbes@lyrasis.org
917.267.9676 Cell
meganbforbes Skype

From: Talk talk-bounces@lists.collectionspace.org on behalf of Kara Vetter kvetter@museumofman.org
Sent: Thursday, April 21, 2016 6:43:17 PM
To: Ray Lee
Cc: talk@lists.collectionspace.org
Subject: Re: [Talk] Mass field change

Ray,

I think that would be great because we are coming against that a lot as we clean up data from the migration.  Also, in the museum world there will always be a need to mass change field from 2 records to 2,000 records.  It’s a really handy tool to have.

Another question arose before I sent the first email.  It is not always clear when adding search terms to a catalog record if you are adding an Associated Concept, Material Concept or other type of concept. One can inadvertently select the wrong form of the term. For example, I was able to add "rocks" to a search term field, but that terms resides in Material Concept and Associated Concept.  It was Material that was selected, not Associated as it should have been.

Sometimes it is appropriate to have two separate concept authorities accessed by the same field.  Thoughts on a solution there?

Kara S. Vetter | Registrar
San Diego Museum of Man
619-239-2001, ext 44 | kvetter@museumofman.orgmailto:kvetter@museumofman.org

From: Ray Lee [mailto:rhlee@berkeley.edu]
Sent: Thursday, April 21, 2016 2:41 PM
To: Kara Vetter
Cc: talk@lists.collectionspace.org
Subject: Re: [Talk] Mass field change

Hi Kara,
I'm working on this exact problem for PAHMA. The first pass won't be very user friendly. It will probably be a program you run on your computer, not from the CollectionSpace UI, that asks for the records you want to merge, and then executes a CollectionSpace batch job to do it. I can try to get this contributed into 4.4, if there's interest.

Here's a description of the batch job. The details may change a bit as we test it at UCB.

• A batch job that merges authority items. The single and list contexts are
• supported.
• The merge target is a record into which one or more source records will be
• merged. A merge source is a record that will be merged into the target, as
• follows: Each term in a source record is added to the target as a non-
• preferred term, if that term does not already exist in the target. If a term
• in the source already exists in the target, each non-blank term field is
• copied to the target, if that field is empty in the target. If the field is
• non-empty in the target, and differs from the source field, a warning is
• emitted and no action is taken. If a source is successfully merged into the
• target, the source record is soft-deleted, and all references to the source
• are transferred to the target.

Ray

On Thu, Apr 21, 2016 at 2:12 PM, Kara Vetter <kvetter@museumofman.orgmailto:kvetter@museumofman.org> wrote:
Is there any way to do bulk change of field using one authority term to a different authority term?

For example, we have two terms “Arch” and “Arches” used mainly in our search terms field.  The preferred term is “Arches”.  Happily we have 1200+ records using “Arches” :).  Sadly there 700+ records are using the “Arch” term.  The only way to fix this is to either change the “Arch” term to “Arches”, in which case we’ll have 2 “Arches” in the system (not best practices.  Or we’ll have to manually change the 900+ which will take foooooreeeeever!.

Is there a way to do this with a bulk field update or a way to merge the two authority terms into one to that “Arches” is primary and “Arch” is secondary?  Trying to do this through the UI and not involve our implementing/host company for back end work.  Or is this upcoming in the 4.4 release?

Kara S. Vetter | Registrar
San Diego Museum of Man
1350 El Prado, Balboa Park | San Diego, CA 92101
619-239-2001, ext 44tel:619-239-2001%2C%20ext%2044 | kvetter@museumofman.orgmailto:kvetter@museumofman.org

See Cannibals: Myth & Realityhttp://www.museumofman.org/cannibals
They're not who you think they are.
Warriors, royalty, Europeans — you?

Facebookhttps://www.facebook.com/museumofman/ | Twitterhttp://twitter.com/museumofman | Instagramhttp://instagram.com/museumofman | Readhttp://www.museumofman.org/blog/ | Donatehttp://www.museumofman.org/donation

Talk mailing list
Talk@lists.collectionspace.orgmailto:Talk@lists.collectionspace.org
http://lists.collectionspace.org/mailman/listinfo/talk_lists.collectionspace.org

Ah, yes I see what you are saying about hovering over the blue pop up window after entering a new term.  That is helpful, but is a bit cumbersome.  I like your solution and will make a JIRA issue for an improvement.

Best,

Kara

From: Megan Forbes megan.forbes@lyrasis.org
Sent: Monday, April 25, 2016 5:50 AM
To: Kara Vetter; Ray Lee
Cc: talk@lists.collectionspace.org
Subject: Re: [Talk] Mass field change

At the moment, if "rocks" comes up twice and you hover over the term you can see in the URL which vocabulary it's associated with.

A better solution would be to provide the name of the vocabulary in the pop-up - Kara, would you like to file a Jira issue requested this improvement?

Megan Forbes
CollectionSpace Program Manager
megan.forbes@lyrasis.org
917.267.9676 Cell
meganbforbes Skype

From: Talk talk-bounces@lists.collectionspace.org on behalf of Kara Vetter kvetter@museumofman.org
Sent: Thursday, April 21, 2016 6:43:17 PM
To: Ray Lee
Cc: talk@lists.collectionspace.org
Subject: Re: [Talk] Mass field change

Ray,

I think that would be great because we are coming against that a lot as we clean up data from the migration.  Also, in the museum world there will always be a need to mass change field from 2 records to 2,000 records.  It’s a really handy tool to have.

Another question arose before I sent the first email.  It is not always clear when adding search terms to a catalog record if you are adding an Associated Concept, Material Concept or other type of concept. One can inadvertently select the wrong form of the term. For example, I was able to add "rocks" to a search term field, but that terms resides in Material Concept and Associated Concept.  It was Material that was selected, not Associated as it should have been.

Sometimes it is appropriate to have two separate concept authorities accessed by the same field.  Thoughts on a solution there?

Kara S. Vetter | Registrar

San Diego Museum of Man

619-239-2001, ext 44 | kvetter@museumofman.orgmailto:kvetter@museumofman.org

From: Ray Lee [mailto:rhlee@berkeley.edu]
Sent: Thursday, April 21, 2016 2:41 PM
To: Kara Vetter
Cc: talk@lists.collectionspace.org
Subject: Re: [Talk] Mass field change

Hi Kara,

I'm working on this exact problem for PAHMA. The first pass won't be very user friendly. It will probably be a program you run on your computer, not from the CollectionSpace UI, that asks for the records you want to merge, and then executes a CollectionSpace batch job to do it. I can try to get this contributed into 4.4, if there's interest.

Here's a description of the batch job. The details may change a bit as we test it at UCB.

• A batch job that merges authority items. The single and list contexts are
• supported.
• The merge target is a record into which one or more source records will be
• merged. A merge source is a record that will be merged into the target, as
• follows: Each term in a source record is added to the target as a non-
• preferred term, if that term does not already exist in the target. If a term
• in the source already exists in the target, each non-blank term field is
• copied to the target, if that field is empty in the target. If the field is
• non-empty in the target, and differs from the source field, a warning is
• emitted and no action is taken. If a source is successfully merged into the
• target, the source record is soft-deleted, and all references to the source
• are transferred to the target.

Ray

On Thu, Apr 21, 2016 at 2:12 PM, Kara Vetter <kvetter@museumofman.orgmailto:kvetter@museumofman.org> wrote:

Is there any way to do bulk change of field using one authority term to a different authority term?

For example, we have two terms “Arch” and “Arches” used mainly in our search terms field.  The preferred term is “Arches”.  Happily we have 1200+ records using “Arches” :).  Sadly there 700+ records are using the “Arch” term.  The only way to fix this is to either change the “Arch” term to “Arches”, in which case we’ll have 2 “Arches” in the system (not best practices.  Or we’ll have to manually change the 900+ which will take foooooreeeeever!.

Is there a way to do this with a bulk field update or a way to merge the two authority terms into one to that “Arches” is primary and “Arch” is secondary?  Trying to do this through the UI and not involve our implementing/host company for back end work.  Or is this upcoming in the 4.4 release?

Kara S. Vetter | Registrar

San Diego Museum of Man

1350 El Prado, Balboa Park | San Diego, CA 92101

619-239-2001, ext 44tel:619-239-2001%2C%20ext%2044 | kvetter@museumofman.orgmailto:kvetter@museumofman.org

See Cannibals: Myth & Realityhttp://www.museumofman.org/cannibals

They're not who you think they are.

Warriors, royalty, Europeans — you?

Facebookhttps://www.facebook.com/museumofman/ | Twitterhttp://twitter.com/museumofman | Instagramhttp://instagram.com/museumofman | Readhttp://www.museumofman.org/blog/ | Donatehttp://www.museumofman.org/donation

Talk mailing list
Talk@lists.collectionspace.orgmailto:Talk@lists.collectionspace.org
http://lists.collectionspace.org/mailman/listinfo/talk_lists.collectionspace.org