Using Authority Files

Authority files are available for certain fields when you add or edit a record. Fields that have authority files display an "a" icon to the right of the field. These fields must be populated using the authority file.

Access the Authority File

1. Click "Edit" in the Edit Bar at the top of the record
2. Click the "a" icon to the right of the field. The authority file will open as a pop-up window.
3. From this window, you can browse or search for an entry within the authority file, select an entry to use on your record, or add a new entry to the authority file  

Browse / Search for Entry

Entries display in alphabetical order. Use the buttons at the bottom of the pop-up window to browse additional pages if present.

At the top of the authority file pop-up window, you can search for a specific entry. This is a contains text search. For example, searching for "Doll" in the Subjects Authority File brings up several entries that contain "doll" somewhere in the entry: Cloth dolls, Dollar signs, Dollhouses, Dollies, etc. Descriptions are not searched.

Select Entry/Entries

Some fields are single entry, which means only one entry can be selected from the authority file. Click the entry you want to use to select it.  

Other fields, like Search Terms, allow for multiple entries. Check the box to the left of the entries you wish to use. When all desired entries have been selected, click the "Select" button to add these entries to the field and return to the record screen.

Add to Authority Files

To populate a field with an entry that is not in the authority file, you can either add the entry to the authority file or use the "One Time Use" button.

Note: The People and Creator fields on catalog records requires you to add all entries to the authority file. For more information, see People.

Add New Entry

1. Type the entry in the Search box at the top of the authority file pop-up window
2. Click the "Add New" button
3. Be sure the entry is how you want it. You may also type in a Description.
4. Click the green check mark button to complete the addition
5. Select the new entry to use on your record

One Time Use Entry

1. Type the entry you wish to use in the Search box at the top of the authority file pop-up window
2. Click the "One Time Use" button. The authority file pop-up window will close and the entry you typed in will be in the field.
3. If you are using a Multiple Entry Authority File, you can access the authority file again to select more entries

Note: If you attempt to use a One Time Use entry more than once, you will be prompted to add the entry to the authority file in order to use the entry again.

Remove Entry from Record

To clear an authority file entry from a field, hover over the field and click the "x" on the right side, while you are in Edit Mode.

Ordering and Sorting Multiple Entry Fields

Entries within multiple entry fields display in the order they are selected from the authority file. However, you can manually order the entries or sort them alphabetically after they have been added to the field.

Order Entries Manually

1. Click "Edit" at the top of the record
• If your field has more than five entries, click "Show all entries" to open a pop-up window to display all entries
2. Click on an entry and hold down your mouse key
3. Drag the entry up or down
4. Release your mouse key when the entry is in the order you want
5. Repeat steps 2 through 4 to change the order of any other entries
• Click "Apply" if you have changed the order for a field with more than five entries
6. Click "Save" at the top of the record

Sort Entries Alphabetically

Multiple entry fields with five or more entries can be sorted alphabetically. Alphabetizing the entries is not reversible.

1. Click "Edit" at the top of the record
2. Click "Show all entries"
3. Click "Sort A to Z"
4. Click "Apply"
5. Click "Save" at the top of the record

For information on setting up authority files, see Settings | Authority Files.