'Related description' field and reference number

[Felicity Crowe]

Hello all!

I would be very grateful if someone would help me. 

At the moment, when I add links to related entries in the 'related description' field, only the title from the entry of the related material appears (see image attached). Since we often have similarly titled entries in different collections, it would be very helpful if the 'reference code' field also shown, so users could get a better idea of the related material without having to visit the entry. Does anyone know how to do this, or if it is possible?

Thanks!

Felicity

[Matt Innes]

Hi Felicity,

The reference code and level of description have recently been added to how this field displays for the exact reason you've identified. There are just a few bugs being worked out, so you should see this change fully functional in the next version.

All the best,

Matt Innes
RBCM

[Felicity Crowe]

That's great, thanks for letting me know, Matt!

Best

Felicity

[Felicity Crowe]

One more question about related material, sorry! I'm currently cataloguing in Excel a collection with many (several thousand) connections between different records in the same collection. I plan to list the connections in the 'related descriptions' field. I'm not sure if I can add the related material to the 'related descriptions' field in Excel before importing (which would save time), or if I need to do it once the catalogue has been imported into AtoM. I know that when it is importing a spreadsheet, AtoM imports the top row of records and works down to the bottom row. But if I add an entry that has related material listed, the entry for which hasn't yet been imported (since it's further down the spreadsheet), I'm not sure how this would work. I had a look in the guidelines, but could only find a guide to importing records with links to authority records rather than other record entries.

Thanks for your help.

Best

Felicity

[Dan Gillean]

Hi Felicity, 

The relatedUnitsOfDescription CSV column relates to the free-text ISAD 3.5.3 field Related Units of Description (or the RAD 1.8B18 Associated Materials field, or the DACS 6.3.5 Related Archival Materials field, depending on which description template you are using). Our ISAD(G) data entry documentation page shows the name of all the related CSV column headers, and the sample data included in our CSVs (available on the wiki here) also lists the ISAD field names for each where relevant. 

At this time, there is no CSV import support for links between one description and another. You will need to create these links manually via the user interface after you've completed your import. 

Cheers, 

Dan Gillean, MAS, MLIS
Business & User Experience Analyst
Artefactual Systems, Inc.
604-527-2056

he / him

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[Felicity Crowe]

Hi Dan

Thank you for your helpful reply.

Best

Felicity

[Danielle Robichaud]

Good morning, gang.

Felicity: It may be helpful to know upfront that because you can't import these types of relationships, you also can't export them. This means that relationships you add manually will disappear if or when you batch export to do descriptive revisions or clean up. 

We use two approaches for navigating this. 

1. Use the general note field to share a 'See also..' type note; or

2. Use the Availability of other formats field to indicate duplicates or related materials elsewhere in our holdings. 

Doing so means that if at any time the link breaks, the relationship(s) are still documented from a relationship standpoint. 

For example, here's a record (GA215-7-111) where the link related link isn't active but the note about the relationship between this photo and another keeps that information intact.