Searching for Agents/Subjects not linked to any Resource or Archival/Digital Object

[Endersby, Linda]

Hello,

Is there a way to bring up a list of Subjects or Agents that are not linked to any record? I’ve been trying to figure it out, so I’m hoping someone can point me to the easy thing that I missed.

 

Or, if that can really only be done through the ASpace API, I would like to know that to.

 

Thanks,

Linda

 

Linda Endersby | Collections Manager

P: 531-739-6931 | linda.e...@nebraska.gov

1500 R Street, Lincoln, NE 68508  

history.nebraska.gov

 

              

[Tessa Wakefield]

Hi Linda,

I believe using the "Browse" function brings up all Agents and Subjects, regardless of if they're linked to another record. I don't *think* it excludes anything?

Tessa

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Tessa Wakefield (she/her)

University Archivist & Special Collections Coordinator

Rod Library

319-273-2132 

LIB 342  /  Cedar Falls, IA 50614

uni.edu  /  #1UNI

To schedule an appointment, please visit LibCal.

[Valerie Addonizio]

Hi Linda,

 

I got moderate success with a custom report. It will give you all agents, but, if you generate the report and then sort on the linked fields, you at least have an avenue to see which agents are not linked.

 

This is what I did, and it will rely on whether you have customer reports enabled and permissions to create and run them.

 

Gear Menu > Customer Report Templates

Create new template, select:

Limit  = Something reasonable based on how many Agents you have

Record Type = Agents

Give yourself some display columns

Then most importantly, under Linked Records, make the selections that you want to see or want to see the lack of (you’ll get both)

 

I personally exported in JSON because I’m comfortable reading it. Then, I can scroll to see what records have links (not helping you) but, then you can also see which Agents don’t.

 

I consider this  a kinda-good-enough solution to your need.

 

-Valerie

 

 

 

From: 'Tessa Wakefield' via Archivesspace_Users_Group <Archivesspac...@lyrasislists.org>
Sent: Thursday, March 6, 2025 2:09 PM
To: Endersby, Linda <Linda.E...@nebraska.gov>
Cc: archivesspac...@lyrasislists.org
Subject: Re: [ArchivesSpace Users Group] Searching for Agents/Subjects not linked to any Resource or Archival/Digital Object

 

Hi Linda,

I believe using the "Browse" function brings up all Agents and Subjects, regardless of if they're linked to another record. I don't *think* it excludes anything?

 

Tessa

 

On Thu, Mar 6, 2025 at 12:50 PM 'Endersby, Linda' via Archivesspace_Users_Group <Archivesspac...@lyrasislists.org> wrote:

Hello,

Is there a way to bring up a list of Subjects or Agents that are not linked to any record? I’ve been trying to figure it out, so I’m hoping someone can point me to the easy thing that I missed.

 

Or, if that can really only be done through the ASpace API, I would like to know that to.

 

Thanks,

Linda

 

Linda Endersby | Collections Manager

P: 531-739-6931 | linda.e...@nebraska.gov

1500 R Street, Lincoln, NE 68508  

history.nebraska.gov

 

              

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Tessa Wakefield (she/her)

University Archivist & Special Collections Coordinator

Rod Library

319-273-2132 

LIB 342  /  Cedar Falls, IA 50614

uni.edu  /  #1UNI

To schedule an appointment, please visit LibCal.

 

 

 

 

 

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[Bowers, Kate A.]

Valerie:

 

Do you have a multi-repository AS instance? If you do, I suspect the agents lacking linked records will only be those lacking linked records in your repository. If the agent record has links to records in a different repository in a multi-repository instance, I suspect the results will be a false negative.

 

Kate

 

Kate Bowers

Collections Services Archivist for Metadata, Systems, and Standards

Harvard University Archives

kate_...@harvard.edu
fax: (617) 495-8011

web: http://nrs.harvard.edu/urn-3:hul.eresource:archives

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[Mary Mellon]

This could maybe be done via a MySQL database query- checking for agent ids that aren’t in the linked_agents_rlshp table

Tessa Wakefield (she/her)

 

 

 

 

 

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[Clair, Kevin]

It can be done that way, and I have. It requires access to the database, which not everyone has or is comfortable using, but it's the most direct way to get this information.

It gets a little tricky for agents because you have to do three separate queries for each kind of agent (four if you're using software agents) and then join them all together. Here's how I did it: https://gist.github.com/jackflaps/f0d0ba6fb5baddc879a2293359faee87 

Note that this query also returns the record counts; to get only the unlinked ones you would need to add an "and linked_records = '0'" to the WHERE clause. I wrote this as a one-off for a data cleanup project so didn't turn it into a custom report, although that's also a possibility.

cheers

-k

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From: 'Mary Mellon' via Archivesspace_Users_Group <Archivesspac...@lyrasislists.org>
Sent: Friday, March 7, 2025 1:40 PM
To: Bowers, Kate A. <kate_...@harvard.edu>; Valerie Addonizio <vaddo...@atlas-sys.com>; Endersby, Linda <Linda.E...@nebraska.gov>
Cc: archivesspac...@lyrasislists.org <archivesspac...@lyrasislists.org>

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