Admin Tab

The fourth tab on the Variations2 Search Window (purple) is the Admin Tab. This tab may only be accessed by V2 catalogers or others with administrative privileges. Library patrons do not have access to this tab.

Elements on this tab allow catalogers and other administrators to perform a number of different tasks:

1. Edit by ID
   • Catalogers may open Variations2 contributor, work, container, and instantiation records from this search option.
   • Searching:
     • By Variations2 ID: If the Variations2 ID is known, either the number alone (i.e. 21688) or the entire ID (IU/Container/21688) may be entered
     • By Variations1 or Notis ID: Notis or Variations1 IDs consist of three letters and four numbers (i.e. AEW3841). To search by this type of ID, the complete ID must be entered. Searching the numerical part alone (i.e. 3841) will not retrieve desired results.
   • Enter the number, then Click “Edit Record” or press “Enter” on the keyboard to initiate the search. The Variations2 record will open automatically once found. If the entered ID does not match a record in the system, an error message will appear.
   
2. Show ___ Records with ___ Status

   Through this option, catalogers may search for records embodying certain qualities. Catalogers may combine any of the following search elements:

   • Record type: Catalogers may search all records in the database or limit searches to specific record types. Only one specific record type may be searched at a time.
   • Status: Catalogers may search all records in the database or limit searches to specific record types. Only one specific record type may be searched at a time.
     • Any: retrieves all records regardless of status.
     • Any Hidden: retrieves records with In Digitization, Import Only, or In Progress status.
     • Any Available: retrieve records with Partially Bound, Minimal, or Complete status.
     • Import only: a record has been imported or created, but no cataloging has occurred.
     • In progress: a cataloger is currently working on the item.
     • Partially bound: this generally pertains to instantiations and containers. If a request is made for a specific work from a container, catalogers often provide access to the one work and mark the container as having a Partially bound status. At a later date, the cataloger should return and complete the container.
     • Minimal: the record has been cataloged according to minimal level specifications.
     • Complete: the record has been cataloged according to complete level specifications.
   • Through the third search option, catalogers may retrieve records according to the date created or the date last updated.
   • The fourth option deals with the span of time for which records will be retrieved. There are three options:
     • On or before: this search should retrieve records created/updated on and before the specified date. WARNING: do not perform this search at this time as doing so freezes the system.
     • On: this search retrieves records updated or created on a specific date.
     • On or after: this search retrieves records updated or created on or after a specific date. WARNING: do not search beyond the range of a month, as doing so often freezes the system.
   • The last search element concerns the date upon which the search may be organized. Format date entries as indicated by the hint next to the field box.
   • General warning: for all searches in this section: avoid performing any search that will retrieve an extremely large number of records, as such searches will freeze the system.
   
3. Show all records matching…

   These are basically “authority record” search option for catalogers.

4. Contributor
   • This option searches all V2 contributor records, regardless of status or associated roles.
   • Search results include any Uniform Name entry in which the specified alphabetical letter string appears at the beginning of a word.
   
5. Creator/Work
   • This search only retrieves results for (1) contributor records which have been assigned a creator role on work records and (2) work records for which a creator has been specified.
   • Search hints:
     • Searching by contributor name only retrieves a list of all work records associated with the specified name.
     • More specific results may be obtained by including a name in the creator box and some fragment of the work title in the work box.
     • Searching only through the work field will retrieve work records in which the specified term is found either in the title or in work structure elements.
     • BUG: any work record which does not have a creator attached is presently not retrievable through this search option

   Example of the last creator/work search option: