Only administrators and power users can consult and manage vocabularies. Vocabularies are the lists of labels used in the application, for instance in drop down lists. A vocabulary is composed of several entries, that are the options in the drop down lists. Some vocabularies are hierarchical, i.e. they have several levels. For instance, the Subjects metadata uses a two level vocabulary. First level is Topic. Second level is Subtopic and each entry is linked to a Topic entry.
Administrators and power users can only modify or delete vocabularies. They cannot create a new vocabulary from the user interface. |
Consulting vocabularies
All vocabularies editable from the user interface are listed in the vocabularies management interface.
To consult a vocabulary or its entries:
- Click on the Admin Center main tab.
- Click on the Vocabularies tab.
The vocabularies drop down list is displayed. The first vocabulary's entries are displayed. - Select the vocabulary you want to consult in the drop down list.
The vocabulary entries are displayed.
 | By default, the labels of default vocabularies entries are the IDs of labels in properties files of source code. |
Vocabulary entries parameters
Field | Description |
|---|---|
ID | Unique identifier for the vocabulary entry. The ID is not displayed to users. |
Parent | This field is only displayed on hierarchical vocabularies second level. It indicates to which 1st level entry the current value is linked. |
Label | Value of the entry that will be displayed to users on the application. |
Obsolescence | Indicates if the entry should be displayed in the available values on edition. |
Order | Indicates the rank of the entry in the vocabulary. |
Editing vocabularies
When you modify a vocabulary, you can add new entries, edit or delete them.
Adding a new vocabulary entry
To add an entry to a vocabulary:
- Consult the vocabulary to add an entry to.
- Click on the Add a new vocabulary entry link.
The entry creation form is displayed under the link. - Fill in the entry creation form.
- Click on the Add button.
The new entry is displayed in the list of the vocabulary entries.
Editing a vocabulary entry
Editing a vocabulary entry can be:
- change its label,
- make it obsolete,
- change its order.
When you make an entry obsolete, it means that it will not be displayed in the available choices when you edit a document. But the value is still displayed on Summary tab of documents.
To modify a vocabulary entry:
- Consult the vocabulary in which you want to edit the entry.
Click on the Modify button corresponding to the entry you want to modify.
The entry modification form is displayed. - Edit the entries properties.
- Click on the Save button.
The list of the vocabulary entries is displayed.
Deleting a vocabulary entry
 | Deleting a vocabulary entry is a permanent action. |
To delete vocabulary entry:
- Consult the vocabulary to delete an entry from.
- Click on the Delete button of the entry to erase.
- On the window that pops up, click on the OK button.
The entry is permanently erased. The list of the vocabulary entries is displayed.
|
|
|