Resource missing from related-resource dropdown

[Louise Smith]

Hello ArchivesSpace users,

We recently upgraded to ArchivesSpace 4.2 and are seeing some odd behavior when trying to link an accession to a resource:

One of our resources does not appear in the dropdown list when adding a related resource to an accession. The resource is indexed, published, and not suppressed. It also appears in other search/browse areas of ArchivesSpace. We tried reindexing the resource, but still no dice.

If we use the browse option from the related resources selector and sort the full table by identifier, we can find the resource and successfully link the accession to it. So the accession/resource relationship itself works; the issue seems limited to the dropdown/autocomplete behavior.

Has anyone else encountered a resource not appearing in the accession related-resource dropdown/autocomplete even though it appears elsewhere in search and can still be linked through browse? If so, were you able to determine whether this was an indexing issue, a query/result limit issue, or something specific to the UI?

Thanks in advance for any insight!

Louise

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[Waxman, Jennifer]

Hi,

 

I’m not sure if this is related but it’s worth mentioning. I recently noticed an issue where a drop down autocomplete function is not working. The issue occurs when adding a location to a top container, whether you are in the resource record or via Manage Top Containers. We have to type out the entire location  down to the the exact shelf to add it. This slows a lot of things down when you have to relocate a box or two from multiple different collections. There isn’t a bulk function for relocating top containers from several collections at once, so this missing autocomplete is the fastest way.

 

Lyrasis support (we are hosted) identified it as a bug. Report is here if you want to take a look.

 

https://archivesspace.atlassian.net/browse/ANW-2674?atlOrigin=eyJpIjoiMTYxYTg3YTRmM2Q3NDExNGIwNWMxMTYyZmU2NGU3NTciLCJwIjoiaiJ9

 

 

Jennifer

 

Jennifer Waxman | Head of Collection Management

Tulane University Special Collections – Tulane University Libraries

JM Jones Hall, 6801 Freret Street, New Orleans, LA 70118
Office: 504.247.1806
Pronouns: she/they
jwax...@tulane.edu | https://library.tulane.edu/tusc

 

From: 'Louise Smith' via Archivesspace_Users_Group <Archivesspac...@lyrasislists.org>
Sent: Thursday, May 14, 2026 2:38 PM
To: archivesspac...@lyrasislists.org
Subject: [ArchivesSpace Users Group] Resource missing from related-resource dropdown

 

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[Martha Tenney]

Hi Louise! 

I'm doing some investigation into this to see if it is a bug that was introduced in the 4.2.0 release and was wondering if you could share a bit more info. Are your identifiers structured with different parts split across the different identifier fields (id0, id1, etc.), as in this resource?

Or is the entire identifier in the first field, id0, as in this resource?

When I go to link these resources from an accession record, typing the resource in different ways yields different results because of the way the identifiers are indexed. If I type SSO1 into the typeahead, it brings up the resource with the entire ID in the id0 field:

If I type SS-01 into the typeahead, it brings up the resource with the ID split across the id0 and id1 fields:

Do you see the same on your end, or are you having a different issue? 

There are definitely some inconsistencies in how identifiers are searched across the staff and public interfaces, and some of these have been identified in tickets:

https://archivesspace.atlassian.net/browse/ANW-1556

https://archivesspace.atlassian.net/browse/ANW-2075

https://archivesspace.atlassian.net/browse/ANW-290

I think the need to put a hyphen in between segments of identifiers that are split across the ID fields to find them in the staff interface goes back to this ticket, where the request was to allow for searching with the hyphen: https://archivesspace.atlassian.net/browse/ANW-691. That doesn't necessarily mean that searching with the hyphen for multi-part identifiers is the most intuitive or desirable behavior. We are working on identifying these search inconsistencies and counterintuitive behaviors as apart of a project to refactor search across the application, so if you think a different behavior would be preferable, please share a bit more in a comment on the ticket (or we can always make a new feature request). If I've misunderstood what you were reporting or you're having a completely different issue, please let me know that.

Warmly,

Martha

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[Louise Smith]

Hi Martha,

We put the entire Identifier into the test field, id0.

Thanks,

Louise

From: Martha Tenney <ten...@lyrasis.org>
Date: Tuesday, May 19, 2026 at 6:38 AM
To: Archivesspace_Users_Group <archivesspac...@lyrasislists.org>
Cc: Waxman, Jennifer <jwax...@tulane.edu>; Louise Smith <lsm...@amblinheartharchive.com>
Subject: Re: Resource missing from related-resource dropdown

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[Martha Tenney]

Just closing the loop on this, we are shifting this question over to technical support.

From: Louise Smith <lsm...@amblinheartharchive.com>
Date: Tuesday, May 19, 2026 at 4:48 PM
To: Martha Tenney <martha...@Lyrasis.org>, Archivesspace_Users_Group <archivesspac...@lyrasislists.org>
Cc: Waxman, Jennifer <jwax...@tulane.edu>
Subject: Re: Resource missing from related-resource dropdown

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