James,

I think it is good practice to use the term qualifier field in authorities
to make your vocabulary terms unique. If not you will create something very
confusing by having the terms distinguished only by their broader term.

I don't know if the qualifiers show up in parentheses in the autocomplete
UI when present, but they should!

Susan

On Fri, Jun 10, 2016 at 2:35 PM, James Keeline james@keeline.com wrote:

I am looking at the descriptions on this page ( https://wiki.collectionspace.org/display/collectionspace/Storage+Location+Authority+Schema ) to try to get an understanding of the intended use of fields like the Term Qualifier field.
As you can tell from my list, there's a lot of repetition and I want to make this concise and intelligible for the institution.

For example, would I have something like "Display Case E" and as a Term Qualifier something like Mission Building ?
It is possible that my hierarchy is too verbose. James D. Keeline

  From: Susan STONE <sstone@berkeley.edu>

To: James Keeline james@keeline.com
Cc: Talk talk@lists.collectionspace.org
Sent: Friday, June 10, 2016 2:45 PM
Subject: Re: [Talk] Dynamic term list for storage/display locations

James,

I think it is good practice to use the term qualifier field in authorities to make your vocabulary terms unique. If not you will create something very confusing by having the terms distinguished only by their broader term.

I don't know if the qualifiers show up in parentheses in the autocomplete UI when present, but they should!

Susan

On Fri, Jun 10, 2016 at 2:35 PM, James Keeline james@keeline.com wrote:

Today I am trying to complete dynamic term lists for storage/display locations and the Chinese dynasties for SDCHM.

They have 3 buildings.Within each are display and storage.Further details below each.
A hierarchy is desirable.
I have started with the following structure per discussion with the institution:

• SDCHM

• Mission Building

• Mission Display

• Mission Display Cases

• A ... Z

• Mission Wall

• N, S, E, W

• Mission Garden

• Mission Storage

• Mission Shelving

• Mission Office

• Extension Building

• Extension Display

• Extension Display Cases

• A ... Z

• Extension Walls

• Extension Room 1 Walls

• N, S, E, W

• Extension Room 2 Walls

• N, S, E, W

• Extension Room 3 Walls

• N, S, E, W

• Extension Bay Windows

• 1, 2, 3

• Extension Library

• Extension Storage

• Extension Storage Room A

• Shelf A, B, C

• Extension Storage Room B

• Shelf A, B, C

• Painting Storage

• Extension Storage Room C

• Shelf A, B, C

• Archive Building

• Archive Display

• Archive Display Cases

• A ... Z

• Archive Wall

• N, S, E, W

• Archive Storage

• Archive Storage Upstairs

• Archive Storage Shelving

• A, B, C, D

• Archive Storage Vault

• A, B, C, D

Is this a reasonable level of complexity?  They may want box numbers below this.  As long as the list is editable, I may not enter more than a few examples of Display Case A through Z.
As I have begun to enter these, I don't know how important it is for each to be unique or to be fully descriptive.  A lot depends on the user interface.  Is it a hierarchical select list or an autocomplete.  It appears it might be the latter.
I am adding these through the web interface (Add New >> Vocabulary Terms >> Storage Location >> Local Storage Locations).  
Can they be rearranged?
It appears that it wants sibling terms to be treated as synonyms and this is not quite true for this use.
How do I see this on the Administration >> Term List Management ?  I am using 
I appreciate any guidance so I can put this together today.
If there are better ways or guides to how to do this, let me know of them, please.  My searches were not very helpful. James D. Keeline
For BPOC working on the San Diego Chinese Historical Museum

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

Hi James,

First off, many of my colleagues, as well as some community members, have
deeper data modeling wisdom in this area, so this is just to get a quick
response out the door. It's worth waiting for others' responses, as well,
if you can possibly do so.

Is the following an accurate summary of what you're trying to do: to
create a number of storage locations, to which objects' current and/or
normal locations can be assigned?

If so, then my understanding is that what you'd typically want to do, is
what it seems you're already doing: creating a set of Storage Location
records, one record per term (via 'Create New >> Vocabulary Terms >>
Storage Location >> Local Storage Locations).

It can often make sense to prototype just a brief bit of hierarchy, with
a few sample records, and verify that this works as needed for your
customers.

That is, for something like this:
Archive Building
Archive Display
Archive Display Cases
A ... Z
...
Archive Storage
Archive Storage Upstairs
Archive Storage Shelving
A, B, C, D

perhaps create "Archive Display Case A", "Archive Display Case B", "Archive
Storage Shelving A", and "Archive Storage Shelving B" records, and then see
how these work in a practical sense, when searching for and selecting these
in autocomplete fields such as the "Current Location" field in
Location/Movement/Inventory records? And then add a modest number of
additional records, closely named (such as "Archive Display Case C" through
"Archive Display Case M"), and see what practical changes might be needed,
if any, when working with that larger set of terms?

One obvious question: do the display names need to contain information
about their location in the hierarchy, or not? For instance, a display name
of "Shelf A" is ambiguous, whereas at some point of combination, longer
display names(s) like the following may be sufficiently disambiguated:

Extension Storage Room A, Shelf A
or
Extension Storage, Extension Storage Room A, Shelf A
or
Extension Building, Extension Storage Room A, Shelf A
(note: omitting a hierarchy level, if and only if that's a reasonable thing
to do here)
or
Extension Building, Extension Storage, Extension Storage Room A, Shelf A

Here at UC Berkeley, some of my colleagues in Research IT and in our
museum partners have experience with naming conventions around display
names for hierarchical authority terms, that I'm sure we'd be happy to
share. (I went looking for some past discussions around that today, but
didn't readily find those email threads.)

One thought around this: you might be able to leave off 'SDCHM' from the
start of any naming convention, as that's implicit in the vocabulary name,
"Local Storage Locations". (Or you could even create a "SDCHM Storage
Locations" vocabulary, if desired.)

be the latter.

That's correct. Storage location terms, like other authority terms in
CollectionSpace, are presented via auto-complete fields. And we've found
that how those terms are named can make a big difference in usability in
those fields, when searching and selecting.

A future version of CollectionSpace might conceivably offer a
hierarchical view for authority terms - perhaps through a hierarchy tree or
similar UI widget - but that isn't currently provided.

If you create your terms using the Hierarchy fields, at the bottom of
Storage Location and similar authority term records, that can often make it
fast and easy to populate a hierarchy within CollectionSpace. (And that
hierarchy - even without a provided UI widget - can nonetheless be
ascertained and displayed in some other context, via some scripting or
programming effort.)

In particular, the gray 'go to' buttons next to the autocomplete fields
there make this chore facile - you can create a child record in a couple of
seconds, via the "narrower term" autocomplete field, and then click the 'go
to' button to visit that newly-created record to create hierarchical
children of that record, in turn. You can also rapidly navigate your way
back up the hierarchy, or to sibling records, via those buttons.

As I understand it, that's not possible at present. CollectionSpace has a
notion of two vocabulary term entities:

• Vocabulary terms, which (in part) can be viewed and edited via the
  "Term List Management" Administration tab.

• Authority terms, which aren't (currently) viewable via that particular,
  list-style interface. Instead, these terms can be viewed, one-term-per-row,
  in search results, and any term can be clicked to edit that term in a full
  record editor.

The former are meant to be 'quick and dirty' controlled vocabularies -
items to be selected via dropdown menus - which typically lack metadata.
The latter can accommodate fairly deep metadata (such as the founding
places of organizations, for organization terms) and variations (multiple
non-preferred terms, multiple language translations, etc.)

I believe Megan might recently have summarized these and/or other
differences between these two types of term entities?
Aron

On Fri, Jun 10, 2016 at 2:56 PM, James Keeline james@keeline.com wrote:

This is in fact a really challenging issue. At Berkeley we have found that
it seems to be better to construct a display name that incorporates the
hierarchy, even if you also establish relationships that are hierarchical
as well.

The hierarchical relationships do not appear in the term completion widget,
and the full names have been nice to have for reports and other extracts.

I'd be interested to hear if other implementers have had similar or
different experience.

Thanks,
Chris

On Jun 10, 2016, at 5:29 PM, Aron Roberts aron@socrates.berkeley.edu
wrote:

Hi James,

First off, many of my colleagues, as well as some community members, have
deeper data modeling wisdom in this area, so this is just to get a quick
response out the door. It's worth waiting for others' responses, as well,
if you can possibly do so.

Is the following an accurate summary of what you're trying to do: to
create a number of storage locations, to which objects' current and/or
normal locations can be assigned?

If so, then my understanding is that what you'd typically want to do, is
what it seems you're already doing: creating a set of Storage Location
records, one record per term (via 'Create New >> Vocabulary Terms >>
Storage Location >> Local Storage Locations).

It can often make sense to prototype just a brief bit of hierarchy, with
a few sample records, and verify that this works as needed for your
customers.

That is, for something like this:
Archive Building
Archive Display
Archive Display Cases
A ... Z
...
Archive Storage
Archive Storage Upstairs
Archive Storage Shelving
A, B, C, D

perhaps create "Archive Display Case A", "Archive Display Case B", "Archive
Storage Shelving A", and "Archive Storage Shelving B" records, and then see
how these work in a practical sense, when searching for and selecting these
in autocomplete fields such as the "Current Location" field in
Location/Movement/Inventory records? And then add a modest number of
additional records, closely named (such as "Archive Display Case C" through
"Archive Display Case M"), and see what practical changes might be needed,
if any, when working with that larger set of terms?

One obvious question: do the display names need to contain information
about their location in the hierarchy, or not? For instance, a display name
of "Shelf A" is ambiguous, whereas at some point of combination, longer
display names(s) like the following may be sufficiently disambiguated:

Extension Storage Room A, Shelf A
or
Extension Storage, Extension Storage Room A, Shelf A
or
Extension Building, Extension Storage Room A, Shelf A
(note: omitting a hierarchy level, if and only if that's a reasonable thing
to do here)
or
Extension Building, Extension Storage, Extension Storage Room A, Shelf A

Here at UC Berkeley, some of my colleagues in Research IT and in our
museum partners have experience with naming conventions around display
names for hierarchical authority terms, that I'm sure we'd be happy to
share. (I went looking for some past discussions around that today, but
didn't readily find those email threads.)

One thought around this: you might be able to leave off 'SDCHM' from the
start of any naming convention, as that's implicit in the vocabulary name,
"Local Storage Locations". (Or you could even create a "SDCHM Storage
Locations" vocabulary, if desired.)

be the latter.

That's correct. Storage location terms, like other authority terms in
CollectionSpace, are presented via auto-complete fields. And we've found
that how those terms are named can make a big difference in usability in
those fields, when searching and selecting.

A future version of CollectionSpace might conceivably offer a
hierarchical view for authority terms - perhaps through a hierarchy tree or
similar UI widget - but that isn't currently provided.

If you create your terms using the Hierarchy fields, at the bottom of
Storage Location and similar authority term records, that can often make it
fast and easy to populate a hierarchy within CollectionSpace. (And that
hierarchy - even without a provided UI widget - can nonetheless be
ascertained and displayed in some other context, via some scripting or
programming effort.)

In particular, the gray 'go to' buttons next to the autocomplete fields
there make this chore facile - you can create a child record in a couple of
seconds, via the "narrower term" autocomplete field, and then click the 'go
to' button to visit that newly-created record to create hierarchical
children of that record, in turn. You can also rapidly navigate your way
back up the hierarchy, or to sibling records, via those buttons.

As I understand it, that's not possible at present. CollectionSpace has a
notion of two vocabulary term entities:

• Vocabulary terms, which (in part) can be viewed and edited via the
  "Term List Management" Administration tab.

• Authority terms, which aren't (currently) viewable via that particular,
  list-style interface. Instead, these terms can be viewed, one-term-per-row,
  in search results, and any term can be clicked to edit that term in a full
  record editor.

The former are meant to be 'quick and dirty' controlled vocabularies -
items to be selected via dropdown menus - which typically lack metadata.
The latter can accommodate fairly deep metadata (such as the founding
places of organizations, for organization terms) and variations (multiple
non-preferred terms, multiple language translations, etc.)

I believe Megan might recently have summarized these and/or other
differences between these two types of term entities?
Aron

On Fri, Jun 10, 2016 at 2:56 PM, James Keeline james@keeline.com wrote:

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

When I was at Moving Image, we created a display name that included abbreviations to represent the hierarchy. So, if the actual hierarchy was:

Main Storage

 Aisle 2

      Bay 1

           Shelf 1

The display name for Shelf 1 would be MST:2:1:1

As Chris notes, the full name is then available but you can be sure you're selecting the correct Shelf 1 if you have multiples.

One improvement we're adding to v4.4 is to display the parent of an authority term on the hover over in the predictive tech search results. This still will not help if the parents are also non-unique (e.g. Bay 1 in the example above), but will provide a little more contextual information.

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 Christopher R. HOFFMAN chris_h@berkeley.edu
Sent: Friday, June 10, 2016 9:45:22 PM
To: Aron Roberts
Cc: Susan STONE; Talk
Subject: Re: [Talk] Dynamic term list for storage/display locations

This is in fact a really challenging issue. At Berkeley we have found that it seems to be better to construct a display name that incorporates the hierarchy, even if you also establish relationships that are hierarchical as well.

The hierarchical relationships do not appear in the term completion widget, and the full names have been nice to have for reports and other extracts.

I'd be interested to hear if other implementers have had similar or different experience.

Thanks,
Chris

On Jun 10, 2016, at 5:29 PM, Aron Roberts <aron@socrates.berkeley.edumailto:aron@socrates.berkeley.edu> wrote:

Hi James,

First off, many of my colleagues, as well as some community members, have deeper data modeling wisdom in this area, so this is just to get a quick response out the door. It's worth waiting for others' responses, as well, if you can possibly do so.

Is the following an accurate summary of what you're trying to do: to create a number of storage locations, to which objects' current and/or normal locations can be assigned?

If so, then my understanding is that what you'd typically want to do, is what it seems you're already doing: creating a set of Storage Location records, one record per term (via 'Create New >> Vocabulary Terms >> Storage Location >> Local Storage Locations).

It can often make sense to prototype just a brief bit of hierarchy, with a few sample records, and verify that this works as needed for your customers.

That is, for something like this:

Archive Building
Archive Display
Archive Display Cases
A ... Z
...
Archive Storage
Archive Storage Upstairs
Archive Storage Shelving
A, B, C, D

perhaps create "Archive Display Case A", "Archive Display Case B", "Archive Storage Shelving A", and "Archive Storage Shelving B" records, and then see how these work in a practical sense, when searching for and selecting these in autocomplete fields such as the "Current Location" field in Location/Movement/Inventory records? And then add a modest number of additional records, closely named (such as "Archive Display Case C" through "Archive Display Case M"), and see what practical changes might be needed, if any, when working with that larger set of terms?

One obvious question: do the display names need to contain information about their location in the hierarchy, or not? For instance, a display name of "Shelf A" is ambiguous, whereas at some point of combination, longer display names(s) like the following may be sufficiently disambiguated:

Extension Storage Room A, Shelf A
or
Extension Storage, Extension Storage Room A, Shelf A
or
Extension Building, Extension Storage Room A, Shelf A
(note: omitting a hierarchy level, if and only if that's a reasonable thing to do here)
or
Extension Building, Extension Storage, Extension Storage Room A, Shelf A

Here at UC Berkeley, some of my colleagues in Research IT and in our museum partners have experience with naming conventions around display names for hierarchical authority terms, that I'm sure we'd be happy to share. (I went looking for some past discussions around that today, but didn't readily find those email threads.)

One thought around this: you might be able to leave off 'SDCHM' from the start of any naming convention, as that's implicit in the vocabulary name, "Local Storage Locations". (Or you could even create a "SDCHM Storage Locations" vocabulary, if desired.)

That's correct. Storage location terms, like other authority terms in CollectionSpace, are presented via auto-complete fields. And we've found that how those terms are named can make a big difference in usability in those fields, when searching and selecting.

A future version of CollectionSpace might conceivably offer a hierarchical view for authority terms - perhaps through a hierarchy tree or similar UI widget - but that isn't currently provided.

If you create your terms using the Hierarchy fields, at the bottom of Storage Location and similar authority term records, that can often make it fast and easy to populate a hierarchy within CollectionSpace. (And that hierarchy - even without a provided UI widget - can nonetheless be ascertained and displayed in some other context, via some scripting or programming effort.)

In particular, the gray 'go to' buttons next to the autocomplete fields there make this chore facile - you can create a child record in a couple of seconds, via the "narrower term" autocomplete field, and then click the 'go to' button to visit that newly-created record to create hierarchical children of that record, in turn. You can also rapidly navigate your way back up the hierarchy, or to sibling records, via those buttons.

As I understand it, that's not possible at present. CollectionSpace has a notion of two vocabulary term entities:

• Vocabulary terms, which (in part) can be viewed and edited via the "Term List Management" Administration tab.

• Authority terms, which aren't (currently) viewable via that particular, list-style interface. Instead, these terms can be viewed, one-term-per-row, in search results, and any term can be clicked to edit that term in a full record editor.

The former are meant to be 'quick and dirty' controlled vocabularies - items to be selected via dropdown menus - which typically lack metadata. The latter can accommodate fairly deep metadata (such as the founding places of organizations, for organization terms) and variations (multiple non-preferred terms, multiple language translations, etc.)

I believe Megan might recently have summarized these and/or other differences between these two types of term entities?

Aron

On Fri, Jun 10, 2016 at 2:56 PM, James Keeline <james@keeline.commailto:james@keeline.com> wrote:
I am looking at the descriptions on this page ( https://wiki.collectionspace.org/display/collectionspace/Storage+Location+Authority+Schema ) to try to get an understanding of the intended use of fields like the Term Qualifier field.

As you can tell from my list, there's a lot of repetition and I want to make this concise and intelligible for the institution.

For example, would I have something like "Display Case E" and as a Term Qualifier something like Mission Building ?

It is possible that my hierarchy is too verbose.

James D. Keeline

From: Susan STONE <sstone@berkeley.edumailto:sstone@berkeley.edu>
To: James Keeline <james@keeline.commailto:james@keeline.com>
Cc: Talk <talk@lists.collectionspace.orgmailto:talk@lists.collectionspace.org>
Sent: Friday, June 10, 2016 2:45 PM
Subject: Re: [Talk] Dynamic term list for storage/display locations

James,

I think it is good practice to use the term qualifier field in authorities to make your vocabulary terms unique. If not you will create something very confusing by having the terms distinguished only by their broader term.

I don't know if the qualifiers show up in parentheses in the autocomplete UI when present, but they should!

Susan

On Fri, Jun 10, 2016 at 2:35 PM, James Keeline <james@keeline.commailto:james@keeline.com> wrote:
Today I am trying to complete dynamic term lists for storage/display locations and the Chinese dynasties for SDCHM.

They have 3 buildings.
Within each are display and storage.
Further details below each.

A hierarchy is desirable.

I have started with the following structure per discussion with the institution:

• SDCHM
  *  Mission Building
  • Mission Display
    *  Mission Display Cases
    • A ... Z
      *  Mission Wall
    • N, S, E, W
      *  Mission Garden
  • Mission Storage
    *  Mission Shelving
    *  Mission Office
    *  Extension Building
  • Extension Display
    *  Extension Display Cases
    • A ... Z
      *  Extension Walls
    • Extension Room 1 Walls
      *  N, S, E, W
    • Extension Room 2 Walls
      *  N, S, E, W
    • Extension Room 3 Walls
      *  N, S, E, W
    • Extension Bay Windows
      *  1, 2, 3
    • Extension Library
  • Extension Storage
    *  Extension Storage Room A
    • Shelf A, B, C
      *  Extension Storage Room B
    • Shelf A, B, C
    • Painting Storage
      *  Extension Storage Room C
    • Shelf A, B, C
      *  Archive Building
  • Archive Display
    *  Archive Display Cases
    • A ... Z
      *  Archive Wall
    • N, S, E, W
  • Archive Storage
    *  Archive Storage Upstairs
    • Archive Storage Shelving
      *  A, B, C, D
    • Archive Storage Vault
      *  A, B, C, D

Is this a reasonable level of complexity?  They may want box numbers below this.  As long as the list is editable, I may not enter more than a few examples of Display Case A through Z.

As I have begun to enter these, I don't know how important it is for each to be unique or to be fully descriptive.  A lot depends on the user interface.  Is it a hierarchical select list or an autocomplete.  It appears it might be the latter.

I am adding these through the web interface (Add New >> Vocabulary Terms >> Storage Location >> Local Storage Locations).

Can they be rearranged?

It appears that it wants sibling terms to be treated as synonyms and this is not quite true for this use.

How do I see this on the Administration >> Term List Management ?  I am using

I appreciate any guidance so I can put this together today.

If there are better ways or guides to how to do this, let me know of them, please.  My searches were not very helpful.

James D. Keeline
For BPOC working on the San Diego Chinese Historical Museum

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

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

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

Given the nature of the UI, what I settled upon was this list which we will adjust in consultation with the museum and their needs.  
I appreciate the input that helped me to make this decision and trust it will find favor with them.  
They may have more than 7 display cases in each location so I expect that we'll add to that.  It will afford a good exercise in editing dynamic term lists when we demo the site with them next week.  
They are not at this point concerned with box-level granularity of the storage location though I can imagine how it would be important for some institutions.
It is possible that something like the colon-separated values might have worked but this seems to be a little more readable for those who do not want to decipher each position on the list.  My mind might work that way but not everyone is the same.  With three buildings, it is best to be clear if possible. James D. Keeline

Archive Archive Display Case A Archive Display Case B Archive Display Case C Archive Display Case D Archive Display Case E Archive Display Case F Archive Display Case G Archive Display Wall East Archive Display Wall North Archive Display Wall South Archive Display Wall West Archive Storage Shelving Archive Storage Vault
Extension Extension Display Bay Window 1 Extension Display Bay Window 2 Extension Display Bay Window 3 Extension Display Case A Extension Display Case B Extension Display Case C Extension Display Case D Extension Display Case E Extension Display Case F Extension Display Case G Extension Display Room 1 Wall East Extension Display Room 1 Wall North Extension Display Room 1 Wall South Extension Display Room 1 Wall West Extension Display Room 2 Wall East Extension Display Room 2 Wall North Extension Display Room 2 Wall South Extension Display Room 2 Wall West Extension Display Room 3 Wall East Extension Display Room 3 Wall South Extension Display Room 3 Wall West Extension Library Extension Storage Room A Shelf A Extension Storage Room A Shelf B Extension Storage Room A Shelf C Extension Storage Room B Paintings Extension Storage Room B Shelf A Extension Storage Room B Shelf B Extension Storage Room B Shelf C Extension Storage Room C Shelf A Extension Storage Room C Shelf B Extension Storage Room C Shelf C
Mission Mission Display Case A Mission Display Case B Mission Display Case C Mission Display Case D Mission Display Case E Mission Display Case F Mission Display Case G Mission Display Wall East Mission Display Wall North Mission Display Wall South Mission Display Wall West Mission Garden Mission Storage Office Mission Storage Shelving

  From: Megan Forbes <megan.forbes@lyrasis.org>

To: Christopher R. HOFFMAN chris_h@berkeley.edu; Aron Roberts aron@socrates.berkeley.edu
Cc: Susan STONE sstone@berkeley.edu; Talk talk@lists.collectionspace.org
Sent: Monday, June 13, 2016 6:53 AM
Subject: Re: [Talk] Dynamic term list for storage/display locations

#yiv9138271958 #yiv9138271958 -- P {margin-top:0;margin-bottom:0;}#yiv9138271958 When I was at Moving Image, we created a display name that included abbreviations to represent the hierarchy. So, if the actual hierarchy was:
Main Storage     Aisle 2          Bay 1               Shelf 1
The display name for Shelf 1 would be MST:2:1:1
As Chris notes, the full name is then available but you can be sure you're selecting the correct Shelf 1 if you have multiples.
One improvement we're adding to v4.4 is to display the parent of an authority term on the hover over in the predictive tech search results. This still will not help if the parents are also non-unique (e.g. Bay 1 in the example above), but will provide a little more contextual information.
Megan Forbes
CollectionSpace Program Manager
megan.forbes@lyrasis.org
917.267.9676 Cellmeganbforbes Skype 
From: Talk talk-bounces@lists.collectionspace.org on behalf of Christopher R. HOFFMAN chris_h@berkeley.edu
Sent: Friday, June 10, 2016 9:45:22 PM
To: Aron Roberts
Cc: Susan STONE; Talk
Subject: Re: [Talk] Dynamic term list for storage/display locations This is in fact a really challenging issue. At Berkeley we have found that it seems to be better to construct a display name that incorporates the hierarchy, even if you also establish relationships that are hierarchical as well.
The hierarchical relationships do not appear in the term completion widget, and the full names have been nice to have for reports and other extracts.
I'd be interested to hear if other implementers have had similar or different experience.
Thanks,Chris
On Jun 10, 2016, at 5:29 PM, Aron Roberts aron@socrates.berkeley.edu wrote:

Hi James,

  First off, many of my colleagues, as well as some community members, have deeper data modeling wisdom in this area, so this is just to get a quick response out the door. It's worth waiting for others' responses, as well, if you can possibly do so.

  Is the following an accurate summary of what you're trying to do: to create a number of storage locations, to which objects' current and/or normal locations can be assigned?

  If so, then my understanding is that what you'd typically want to do, is what it seems you're already doing: creating a set of Storage Location records, one record per term (via 'Create New >> Vocabulary Terms >> Storage Location >> Local Storage Locations).
  It can often make sense to prototype just a brief bit of hierarchy, with a few sample records, and verify that this works as needed for your customers.That is, for something like this:
Archive Building
  Archive Display
    Archive Display Cases
      A ... Z
...
  Archive Storage
    Archive Storage Upstairs
      Archive Storage Shelving
        A, B, C, D

perhaps create "Archive Display Case A", "Archive Display Case B", "Archive Storage Shelving A", and "Archive Storage Shelving B" records, and then see how these work in a practical sense, when searching for and selecting these in autocomplete fields such as the "Current Location" field in Location/Movement/Inventory records? And then add a modest number of additional records, closely named (such as "Archive Display Case C" through "Archive Display Case M"), and see what practical changes might be needed, if any, when working with that larger set of terms?

  One obvious question: do the display names need to contain information about their location in the hierarchy, or not? For instance, a display name of "Shelf A" is ambiguous, whereas at some point of combination, longer display names(s) like the following may be sufficiently disambiguated:

Extension Storage Room A, Shelf A
or
Extension Storage, Extension Storage Room A, Shelf A
or
Extension Building, Extension Storage Room A, Shelf A
(note: omitting a hierarchy level, if and only if that's a reasonable thing to do here)
or
Extension Building, Extension Storage, Extension Storage Room A, Shelf A

  Here at UC Berkeley, some of my colleagues in Research IT and in our museum partners have experience with naming conventions around display names for hierarchical authority terms, that I'm sure we'd be happy to share. (I went looking for some past discussions around that today, but didn't readily find those email threads.)

  One thought around this: you might be able to leave off 'SDCHM' from the start of any naming convention, as that's implicit in the vocabulary name, "Local Storage Locations". (Or you could even create a "SDCHM Storage Locations" vocabulary, if desired.)

  As I understand it, that's not possible at present. CollectionSpace has a notion of two vocabulary term entities:  - Vocabulary terms, which (in part) can be viewed and edited via the "Term List Management" Administration tab.

  - Authority terms, which aren't (currently) viewable via that particular, list-style interface. Instead, these terms can be viewed, one-term-per-row, in search results, and any term can be clicked to edit that term in a full record editor.
  The former are meant to be 'quick and dirty' controlled vocabularies - items to be selected via dropdown menus - which typically lack metadata. The latter can accommodate fairly deep metadata (such as the founding places of organizations, for organization terms) and variations (multiple non-preferred terms, multiple language translations, etc.)  I believe Megan might recently have summarized these and/or other differences between these two types of term entities?
Aron
On Fri, Jun 10, 2016 at 2:56 PM, James Keeline james@keeline.com wrote:

I am looking at the descriptions on this page ( https://wiki.collectionspace.org/display/collectionspace/Storage+Location+Authority+Schema ) to try to get an understanding of the intended use of fields like the Term Qualifier field.
As you can tell from my list, there's a lot of repetition and I want to make this concise and intelligible for the institution.

For example, would I have something like "Display Case E" and as a Term Qualifier something like Mission Building ?
It is possible that my hierarchy is too verbose. James D. Keeline

From: Susan STONE sstone@berkeley.edu
To: James Keeline james@keeline.com
Cc: Talk talk@lists.collectionspace.org
Sent: Friday, June 10, 2016 2:45 PM
Subject: Re: [Talk] Dynamic term list for storage/display locations

James,

I think it is good practice to use the term qualifier field in authorities to make your vocabulary terms unique. If not you will create something very confusing by having the terms distinguished only by their broader term.

I don't know if the qualifiers show up in parentheses in the autocomplete UI when present, but they should!

Susan

On Fri, Jun 10, 2016 at 2:35 PM, James Keeline james@keeline.com wrote:

Today I am trying to complete dynamic term lists for storage/display locations and the Chinese dynasties for SDCHM.

They have 3 buildings.Within each are display and storage.Further details below each.
A hierarchy is desirable.
I have started with the following structure per discussion with the institution:

• SDCHM
  • Mission Building

    • Mission Display

      • Mission Display Cases

        • A ... Z

      • Mission Wall

        • N, S, E, W

      • Mission Garden

    • Mission Storage

      • Mission Shelving
      • Mission Office
  • Extension Building
    • Extension Display

      • Extension Display Cases

        • A ... Z

      • Extension Walls

        • Extension Room 1 Walls

          • N, S, E, W

        • Extension Room 2 Walls

          • N, S, E, W

        • Extension Room 3 Walls

          • N, S, E, W

        • Extension Bay Windows

          • 1, 2, 3

        • Extension Library

    • Extension Storage

      • Extension Storage Room A

        • Shelf A, B, C

      • Extension Storage Room B

        • Shelf A, B, C
        • Painting Storage

      • Extension Storage Room C

        • Shelf A, B, C
  • Archive Building
    • Archive Display

      • Archive Display Cases

        • A ... Z

      • Archive Wall

        • N, S, E, W
    • Archive Storage
      • Archive Storage Upstairs

        • Archive Storage Shelving

          • A, B, C, D

        • Archive Storage Vault

          • A, B, C, D

Is this a reasonable level of complexity?  They may want box numbers below this.  As long as the list is editable, I may not enter more than a few examples of Display Case A through Z.
As I have begun to enter these, I don't know how important it is for each to be unique or to be fully descriptive.  A lot depends on the user interface.  Is it a hierarchical select list or an autocomplete.  It appears it might be the latter.
I am adding these through the web interface (Add New >> Vocabulary Terms >> Storage Location >> Local Storage Locations).  
Can they be rearranged?
It appears that it wants sibling terms to be treated as synonyms and this is not quite true for this use.
How do I see this on the Administration >> Term List Management ?  I am using 
I appreciate any guidance so I can put this together today.
If there are better ways or guides to how to do this, let me know of them, please.  My searches were not very helpful. James D. Keeline
For BPOC working on the San Diego Chinese Historical Museum

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James,

Can you confirm if you're using a term list or an authority for these storage locations? I ask because the current location field in the location/movement/inventory procedure is tied to the storage location authority, so if you're using something different there will be a configuration change required.

Thanks,

Megan

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

From: James Keeline james@keeline.com
Sent: Monday, June 13, 2016 11:42:15 AM
To: Megan Forbes; Christopher R. HOFFMAN; Aron Roberts
Cc: Susan STONE; Talk
Subject: Re: [Talk] Dynamic term list for storage/display locations

Given the nature of the UI, what I settled upon was this list which we will adjust in consultation with the museum and their needs.

I appreciate the input that helped me to make this decision and trust it will find favor with them.

They may have more than 7 display cases in each location so I expect that we'll add to that.  It will afford a good exercise in editing dynamic term lists when we demo the site with them next week.

They are not at this point concerned with box-level granularity of the storage location though I can imagine how it would be important for some institutions.

It is possible that something like the colon-separated values might have worked but this seems to be a little more readable for those who do not want to decipher each position on the list.  My mind might work that way but not everyone is the same.  With three buildings, it is best to be clear if possible.

James D. Keeline

Archive
Archive Display Case A
Archive Display Case B
Archive Display Case C
Archive Display Case D
Archive Display Case E
Archive Display Case F
Archive Display Case G
Archive Display Wall East
Archive Display Wall North
Archive Display Wall South
Archive Display Wall West
Archive Storage Shelving
Archive Storage Vault

Extension
Extension Display Bay Window 1
Extension Display Bay Window 2
Extension Display Bay Window 3
Extension Display Case A
Extension Display Case B
Extension Display Case C
Extension Display Case D
Extension Display Case E
Extension Display Case F
Extension Display Case G
Extension Display Room 1 Wall East
Extension Display Room 1 Wall North
Extension Display Room 1 Wall South
Extension Display Room 1 Wall West
Extension Display Room 2 Wall East
Extension Display Room 2 Wall North
Extension Display Room 2 Wall South
Extension Display Room 2 Wall West
Extension Display Room 3 Wall East
Extension Display Room 3 Wall South
Extension Display Room 3 Wall West
Extension Library
Extension Storage Room A Shelf A
Extension Storage Room A Shelf B
Extension Storage Room A Shelf C
Extension Storage Room B Paintings
Extension Storage Room B Shelf A
Extension Storage Room B Shelf B
Extension Storage Room B Shelf C
Extension Storage Room C Shelf A
Extension Storage Room C Shelf B
Extension Storage Room C Shelf C

Mission
Mission Display Case A
Mission Display Case B
Mission Display Case C
Mission Display Case D
Mission Display Case E
Mission Display Case F
Mission Display Case G
Mission Display Wall East
Mission Display Wall North
Mission Display Wall South
Mission Display Wall West
Mission Garden
Mission Storage Office
Mission Storage Shelving

From: Megan Forbes megan.forbes@lyrasis.org
To: Christopher R. HOFFMAN chris_h@berkeley.edu; Aron Roberts aron@socrates.berkeley.edu
Cc: Susan STONE sstone@berkeley.edu; Talk talk@lists.collectionspace.org
Sent: Monday, June 13, 2016 6:53 AM
Subject: Re: [Talk] Dynamic term list for storage/display locations

When I was at Moving Image, we created a display name that included abbreviations to represent the hierarchy. So, if the actual hierarchy was:

Main Storage
Aisle 2
Bay 1
Shelf 1

The display name for Shelf 1 would be MST:2:1:1

As Chris notes, the full name is then available but you can be sure you're selecting the correct Shelf 1 if you have multiples.

One improvement we're adding to v4.4 is to display the parent of an authority term on the hover over in the predictive tech search results. This still will not help if the parents are also non-unique (e.g. Bay 1 in the example above), but will provide a little more contextual information.

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 Christopher R. HOFFMAN chris_h@berkeley.edu
Sent: Friday, June 10, 2016 9:45:22 PM
To: Aron Roberts
Cc: Susan STONE; Talk
Subject: Re: [Talk] Dynamic term list for storage/display locations

This is in fact a really challenging issue. At Berkeley we have found that it seems to be better to construct a display name that incorporates the hierarchy, even if you also establish relationships that are hierarchical as well.

The hierarchical relationships do not appear in the term completion widget, and the full names have been nice to have for reports and other extracts.

I'd be interested to hear if other implementers have had similar or different experience.

Thanks,
Chris

On Jun 10, 2016, at 5:29 PM, Aron Roberts <aron@socrates.berkeley.edumailto:aron@socrates.berkeley.edu> wrote:

Hi James,

First off, many of my colleagues, as well as some community members, have deeper data modeling wisdom in this area, so this is just to get a quick response out the door. It's worth waiting for others' responses, as well, if you can possibly do so.

Is the following an accurate summary of what you're trying to do: to create a number of storage locations, to which objects' current and/or normal locations can be assigned?

If so, then my understanding is that what you'd typically want to do, is what it seems you're already doing: creating a set of Storage Location records, one record per term (via 'Create New >> Vocabulary Terms >> Storage Location >> Local Storage Locations).
It can often make sense to prototype just a brief bit of hierarchy, with a few sample records, and verify that this works as needed for your customers.
That is, for something like this:
Archive Building
Archive Display
Archive Display Cases
A ... Z
...
Archive Storage
Archive Storage Upstairs
Archive Storage Shelving
A, B, C, D

perhaps create "Archive Display Case A", "Archive Display Case B", "Archive Storage Shelving A", and "Archive Storage Shelving B" records, and then see how these work in a practical sense, when searching for and selecting these in autocomplete fields such as the "Current Location" field in Location/Movement/Inventory records? And then add a modest number of additional records, closely named (such as "Archive Display Case C" through "Archive Display Case M"), and see what practical changes might be needed, if any, when working with that larger set of terms?

One obvious question: do the display names need to contain information about their location in the hierarchy, or not? For instance, a display name of "Shelf A" is ambiguous, whereas at some point of combination, longer display names(s) like the following may be sufficiently disambiguated:

Extension Storage Room A, Shelf A
or
Extension Storage, Extension Storage Room A, Shelf A
or
Extension Building, Extension Storage Room A, Shelf A
(note: omitting a hierarchy level, if and only if that's a reasonable thing to do here)
or
Extension Building, Extension Storage, Extension Storage Room A, Shelf A

Here at UC Berkeley, some of my colleagues in Research IT and in our museum partners have experience with naming conventions around display names for hierarchical authority terms, that I'm sure we'd be happy to share. (I went looking for some past discussions around that today, but didn't readily find those email threads.)

One thought around this: you might be able to leave off 'SDCHM' from the start of any naming convention, as that's implicit in the vocabulary name, "Local Storage Locations". (Or you could even create a "SDCHM Storage Locations" vocabulary, if desired.)

That's correct. Storage location terms, like other authority terms in CollectionSpace, are presented via auto-complete fields. And we've found that how those terms are named can make a big difference in usability in those fields, when searching and selecting.
A future version of CollectionSpace might conceivably offer a hierarchical view for authority terms - perhaps through a hierarchy tree or similar UI widget - but that isn't currently provided.
If you create your terms using the Hierarchy fields, at the bottom of Storage Location and similar authority term records, that can often make it fast and easy to populate a hierarchy within CollectionSpace. (And that hierarchy - even without a provided UI widget - can nonetheless be ascertained and displayed in some other context, via some scripting or programming effort.)
In particular, the gray 'go to' buttons next to the autocomplete fields there make this chore facile - you can create a child record in a couple of seconds, via the "narrower term" autocomplete field, and then click the 'go to' button to visit that newly-created record to create hierarchical children of that record, in turn. You can also rapidly navigate your way back up the hierarchy, or to sibling records, via those buttons.

As I understand it, that's not possible at present. CollectionSpace has a notion of two vocabulary term entities:

• Vocabulary terms, which (in part) can be viewed and edited via the "Term List Management" Administration tab.

• Authority terms, which aren't (currently) viewable via that particular, list-style interface. Instead, these terms can be viewed, one-term-per-row, in search results, and any term can be clicked to edit that term in a full record editor.
  The former are meant to be 'quick and dirty' controlled vocabularies - items to be selected via dropdown menus - which typically lack metadata. The latter can accommodate fairly deep metadata (such as the founding places of organizations, for organization terms) and variations (multiple non-preferred terms, multiple language translations, etc.)
  I believe Megan might recently have summarized these and/or other differences between these two types of term entities?
  Aron

On Fri, Jun 10, 2016 at 2:56 PM, James Keeline <james@keeline.commailto:james@keeline.com> wrote:
I am looking at the descriptions on this page ( https://wiki.collectionspace.org/display/collectionspace/Storage+Location+Authority+Schema ) to try to get an understanding of the intended use of fields like the Term Qualifier field.

As you can tell from my list, there's a lot of repetition and I want to make this concise and intelligible for the institution.

For example, would I have something like "Display Case E" and as a Term Qualifier something like Mission Building ?

It is possible that my hierarchy is too verbose.

James D. Keeline

From: Susan STONE <sstone@berkeley.edumailto:sstone@berkeley.edu>
To: James Keeline <james@keeline.commailto:james@keeline.com>
Cc: Talk <talk@lists.collectionspace.orgmailto:talk@lists.collectionspace.org>
Sent: Friday, June 10, 2016 2:45 PM
Subject: Re: [Talk] Dynamic term list for storage/display locations

James,

I think it is good practice to use the term qualifier field in authorities to make your vocabulary terms unique. If not you will create something very confusing by having the terms distinguished only by their broader term.

I don't know if the qualifiers show up in parentheses in the autocomplete UI when present, but they should!

Susan

On Fri, Jun 10, 2016 at 2:35 PM, James Keeline <james@keeline.commailto:james@keeline.com> wrote:
Today I am trying to complete dynamic term lists for storage/display locations and the Chinese dynasties for SDCHM.

They have 3 buildings.
Within each are display and storage.
Further details below each.

A hierarchy is desirable.

I have started with the following structure per discussion with the institution:

• SDCHM
  *  Mission Building
  • Mission Display
    *  Mission Display Cases
    • A ... Z
      *  Mission Wall
    • N, S, E, W
      *  Mission Garden
  • Mission Storage
    *  Mission Shelving
    *  Mission Office
    *  Extension Building
  • Extension Display
    *  Extension Display Cases
    • A ... Z
      *  Extension Walls
    • Extension Room 1 Walls
      *  N, S, E, W
    • Extension Room 2 Walls
      *  N, S, E, W
    • Extension Room 3 Walls
      *  N, S, E, W
    • Extension Bay Windows
      *  1, 2, 3
    • Extension Library
  • Extension Storage
    *  Extension Storage Room A
    • Shelf A, B, C
      *  Extension Storage Room B
    • Shelf A, B, C
    • Painting Storage
      *  Extension Storage Room C
    • Shelf A, B, C
      *  Archive Building
  • Archive Display
    *  Archive Display Cases
    • A ... Z
      *  Archive Wall
    • N, S, E, W
  • Archive Storage
    *  Archive Storage Upstairs
    • Archive Storage Shelving
      *  A, B, C, D
    • Archive Storage Vault
      *  A, B, C, D

Is this a reasonable level of complexity?  They may want box numbers below this.  As long as the list is editable, I may not enter more than a few examples of Display Case A through Z.

As I have begun to enter these, I don't know how important it is for each to be unique or to be fully descriptive.  A lot depends on the user interface.  Is it a hierarchical select list or an autocomplete.  It appears it might be the latter.

I am adding these through the web interface (Add New >> Vocabulary Terms >> Storage Location >> Local Storage Locations).

Can they be rearranged?

It appears that it wants sibling terms to be treated as synonyms and this is not quite true for this use.

How do I see this on the Administration >> Term List Management ?  I am using

I appreciate any guidance so I can put this together today.

If there are better ways or guides to how to do this, let me know of them, please.  My searches were not very helpful.

James D. Keeline
For BPOC working on the San Diego Chinese Historical Museum

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I believe that I have done this correctly.  

This image is a screen capture that shows a search against Storage Location >> Local Storage Locations records.
http://keeline.com/SDCHM/StorageLocation-TermList.png

|   |
|   |  |   |   |   |   |   |
|  |
|  |
| View on keeline.com | Preview by Yahoo |
|  |
|   |

Naturally if this is the not the right one to use, I want to fix that right away.  However, when I attached a storage location to my test object catalog record, the next time I pulled up the object catalog form, it showed the generated last storage location information.  This seemed hopeful to me that I have this correct. James D. Keeline
From: Megan Forbes megan.forbes@lyrasis.org
To: Christopher R. HOFFMAN chris_h@berkeley.edu; Aron Roberts aron@socrates.berkeley.edu; James Keeline james@keeline.com
Cc: Susan STONE sstone@berkeley.edu; Talk talk@lists.collectionspace.org
Sent: Monday, June 13, 2016 8:58 AM
Subject: Re: [Talk] Dynamic term list for storage/display locations

#yiv2800588160 #yiv2800588160 -- P {margin-top:0;margin-bottom:0;}#yiv2800588160 James,
Can you confirm if you're using a term list or an authority for these storage locations? I ask because the current location field in the location/movement/inventory procedure is tied to the storage location authority, so if you're using something different there will be a configuration change required.
Thanks,Megan

Megan Forbes
CollectionSpace Program Manager
megan.forbes@lyrasis.org
917.267.9676 Cellmeganbforbes Skype 
From: James Keeline james@keeline.com
Sent: Monday, June 13, 2016 11:42:15 AM
To: Megan Forbes; Christopher R. HOFFMAN; Aron Roberts
Cc: Susan STONE; Talk
Subject: Re: [Talk] Dynamic term list for storage/display locations Given the nature of the UI, what I settled upon was this list which we will adjust in consultation with the museum and their needs.  
I appreciate the input that helped me to make this decision and trust it will find favor with them.  
They may have more than 7 display cases in each location so I expect that we'll add to that.  It will afford a good exercise in editing dynamic term lists when we demo the site with them next week.  
They are not at this point concerned with box-level granularity of the storage location though I can imagine how it would be important for some institutions.
It is possible that something like the colon-separated values might have worked but this seems to be a little more readable for those who do not want to decipher each position on the list.  My mind might work that way but not everyone is the same.  With three buildings, it is best to be clear if possible. James D. Keeline

ArchiveArchive Display Case AArchive Display Case BArchive Display Case CArchive Display Case DArchive Display Case EArchive Display Case FArchive Display Case GArchive Display Wall EastArchive Display Wall NorthArchive Display Wall SouthArchive Display Wall WestArchive Storage ShelvingArchive Storage Vault
ExtensionExtension Display Bay Window 1Extension Display Bay Window 2Extension Display Bay Window 3Extension Display Case AExtension Display Case BExtension Display Case CExtension Display Case DExtension Display Case EExtension Display Case FExtension Display Case GExtension Display Room 1 Wall EastExtension Display Room 1 Wall NorthExtension Display Room 1 Wall SouthExtension Display Room 1 Wall WestExtension Display Room 2 Wall EastExtension Display Room 2 Wall NorthExtension Display Room 2 Wall SouthExtension Display Room 2 Wall WestExtension Display Room 3 Wall EastExtension Display Room 3 Wall SouthExtension Display Room 3 Wall WestExtension LibraryExtension Storage Room A Shelf AExtension Storage Room A Shelf BExtension Storage Room A Shelf CExtension Storage Room B PaintingsExtension Storage Room B Shelf AExtension Storage Room B Shelf BExtension Storage Room B Shelf CExtension Storage Room C Shelf AExtension Storage Room C Shelf BExtension Storage Room C Shelf C
MissionMission Display Case AMission Display Case BMission Display Case CMission Display Case DMission Display Case EMission Display Case FMission Display Case GMission Display Wall EastMission Display Wall NorthMission Display Wall SouthMission Display Wall WestMission GardenMission Storage OfficeMission Storage Shelving

From: Megan Forbes megan.forbes@lyrasis.org
To: Christopher R. HOFFMAN chris_h@berkeley.edu; Aron Roberts aron@socrates.berkeley.edu
Cc: Susan STONE sstone@berkeley.edu; Talk talk@lists.collectionspace.org
Sent: Monday, June 13, 2016 6:53 AM
Subject: Re: [Talk] Dynamic term list for storage/display locations

#yiv2800588160 -- P {margin-top:0;margin-bottom:0;}#yiv2800588160 When I was at Moving Image, we created a display name that included abbreviations to represent the hierarchy. So, if the actual hierarchy was:
Main Storage     Aisle 2          Bay 1               Shelf 1
The display name for Shelf 1 would be MST:2:1:1
As Chris notes, the full name is then available but you can be sure you're selecting the correct Shelf 1 if you have multiples.
One improvement we're adding to v4.4 is to display the parent of an authority term on the hover over in the predictive tech search results. This still will not help if the parents are also non-unique (e.g. Bay 1 in the example above), but will provide a little more contextual information.
Megan Forbes
CollectionSpace Program Manager
megan.forbes@lyrasis.org
917.267.9676 Cellmeganbforbes Skype 
From: Talk talk-bounces@lists.collectionspace.org on behalf of Christopher R. HOFFMAN chris_h@berkeley.edu
Sent: Friday, June 10, 2016 9:45:22 PM
To: Aron Roberts
Cc: Susan STONE; Talk
Subject: Re: [Talk] Dynamic term list for storage/display locations This is in fact a really challenging issue. At Berkeley we have found that it seems to be better to construct a display name that incorporates the hierarchy, even if you also establish relationships that are hierarchical as well.
The hierarchical relationships do not appear in the term completion widget, and the full names have been nice to have for reports and other extracts.
I'd be interested to hear if other implementers have had similar or different experience.
Thanks,Chris
On Jun 10, 2016, at 5:29 PM, Aron Roberts aron@socrates.berkeley.edu wrote:

Hi James,

  First off, many of my colleagues, as well as some community members, have deeper data modeling wisdom in this area, so this is just to get a quick response out the door. It's worth waiting for others' responses, as well, if you can possibly do so.

  Is the following an accurate summary of what you're trying to do: to create a number of storage locations, to which objects' current and/or normal locations can be assigned?

  If so, then my understanding is that what you'd typically want to do, is what it seems you're already doing: creating a set of Storage Location records, one record per term (via 'Create New >> Vocabulary Terms >> Storage Location >> Local Storage Locations).
  It can often make sense to prototype just a brief bit of hierarchy, with a few sample records, and verify that this works as needed for your customers.That is, for something like this:
Archive Building
  Archive Display
    Archive Display Cases
      A ... Z
...
  Archive Storage
    Archive Storage Upstairs
      Archive Storage Shelving
        A, B, C, D

perhaps create "Archive Display Case A", "Archive Display Case B", "Archive Storage Shelving A", and "Archive Storage Shelving B" records, and then see how these work in a practical sense, when searching for and selecting these in autocomplete fields such as the "Current Location" field in Location/Movement/Inventory records? And then add a modest number of additional records, closely named (such as "Archive Display Case C" through "Archive Display Case M"), and see what practical changes might be needed, if any, when working with that larger set of terms?

  One obvious question: do the display names need to contain information about their location in the hierarchy, or not? For instance, a display name of "Shelf A" is ambiguous, whereas at some point of combination, longer display names(s) like the following may be sufficiently disambiguated:

Extension Storage Room A, Shelf A
or
Extension Storage, Extension Storage Room A, Shelf A
or
Extension Building, Extension Storage Room A, Shelf A
(note: omitting a hierarchy level, if and only if that's a reasonable thing to do here)
or
Extension Building, Extension Storage, Extension Storage Room A, Shelf A

  Here at UC Berkeley, some of my colleagues in Research IT and in our museum partners have experience with naming conventions around display names for hierarchical authority terms, that I'm sure we'd be happy to share. (I went looking for some past discussions around that today, but didn't readily find those email threads.)

  One thought around this: you might be able to leave off 'SDCHM' from the start of any naming convention, as that's implicit in the vocabulary name, "Local Storage Locations". (Or you could even create a "SDCHM Storage Locations" vocabulary, if desired.)

  As I understand it, that's not possible at present. CollectionSpace has a notion of two vocabulary term entities:  - Vocabulary terms, which (in part) can be viewed and edited via the "Term List Management" Administration tab.

  - Authority terms, which aren't (currently) viewable via that particular, list-style interface. Instead, these terms can be viewed, one-term-per-row, in search results, and any term can be clicked to edit that term in a full record editor.
  The former are meant to be 'quick and dirty' controlled vocabularies - items to be selected via dropdown menus - which typically lack metadata. The latter can accommodate fairly deep metadata (such as the founding places of organizations, for organization terms) and variations (multiple non-preferred terms, multiple language translations, etc.)  I believe Megan might recently have summarized these and/or other differences between these two types of term entities?
Aron
On Fri, Jun 10, 2016 at 2:56 PM, James Keelinejames@keeline.com wrote:

I am looking at the descriptions on this page ( https://wiki.collectionspace.org/display/collectionspace/Storage+Location+Authority+Schema ) to try to get an understanding of the intended use of fields like the Term Qualifier field.
As you can tell from my list, there's a lot of repetition and I want to make this concise and intelligible for the institution.

For example, would I have something like "Display Case E" and as a Term Qualifier something like Mission Building ?
It is possible that my hierarchy is too verbose. James D. Keeline

From: Susan STONE sstone@berkeley.edu
To: James Keeline james@keeline.com
Cc: Talk talk@lists.collectionspace.org
Sent: Friday, June 10, 2016 2:45 PM
Subject: Re: [Talk] Dynamic term list for storage/display locations

James,

I think it is good practice to use the term qualifier field in authorities to make your vocabulary terms unique. If not you will create something very confusing by having the terms distinguished only by their broader term.

I don't know if the qualifiers show up in parentheses in the autocomplete UI when present, but they should!

Susan

On Fri, Jun 10, 2016 at 2:35 PM, James Keeline james@keeline.com wrote:

Today I am trying to complete dynamic term lists for storage/display locations and the Chinese dynasties for SDCHM.

They have 3 buildings.Within each are display and storage.Further details below each.
A hierarchy is desirable.
I have started with the following structure per discussion with the institution:

• SDCHM
  • Mission Building

    • Mission Display

      • Mission Display Cases

        • A ... Z

      • Mission Wall

        • N, S, E, W

      • Mission Garden

    • Mission Storage

      • Mission Shelving
      • Mission Office
  • Extension Building
    • Extension Display

      • Extension Display Cases

        • A ... Z

      • Extension Walls

        • Extension Room 1 Walls

          • N, S, E, W

        • Extension Room 2 Walls

          • N, S, E, W

        • Extension Room 3 Walls

          • N, S, E, W

        • Extension Bay Windows

          • 1, 2, 3

        • Extension Library

    • Extension Storage

      • Extension Storage Room A

        • Shelf A, B, C

      • Extension Storage Room B

        • Shelf A, B, C
        • Painting Storage

      • Extension Storage Room C

        • Shelf A, B, C
  • Archive Building
    • Archive Display

      • Archive Display Cases

        • A ... Z

      • Archive Wall

        • N, S, E, W
    • Archive Storage
      • Archive Storage Upstairs

        • Archive Storage Shelving

          • A, B, C, D

        • Archive Storage Vault

          • A, B, C, D

Is this a reasonable level of complexity?  They may want box numbers below this.  As long as the list is editable, I may not enter more than a few examples of Display Case A through Z.
As I have begun to enter these, I don't know how important it is for each to be unique or to be fully descriptive.  A lot depends on the user interface.  Is it a hierarchical select list or an autocomplete.  It appears it might be the latter.
I am adding these through the web interface (Add New >> Vocabulary Terms >> Storage Location >> Local Storage Locations).  
Can they be rearranged?
It appears that it wants sibling terms to be treated as synonyms and this is not quite true for this use.
How do I see this on the Administration >> Term List Management ?  I am using 
I appreciate any guidance so I can put this together today.
If there are better ways or guides to how to do this, let me know of them, please.  My searches were not very helpful. James D. Keeline
For BPOC working on the San Diego Chinese Historical Museum

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results - this all seems like a solid approach, and is working as expected.

My casual recollection (unverified) is that neither the parent nor term
qualifier for authority terms currently appear in the UI, but that - as
Megan noted - displaying the parent term on hover is targeted for the
upcoming v4.4 version of CollectionSpace.

You can find a 'wireframe' for that behavior here:

https://issues.collectionspace.org/browse/CSPACE-6956

On Mon, Jun 13, 2016 at 9:27 AM, James Keeline james@keeline.com wrote: