Adding record-level information

Record-level information appears on the left-hand side of the record and pertains to the record as a whole. This includes subjects and cross-references, as well as information on record history and circulation.

Note: if you don't see all the items in the record-level column, select Show advanced display.

1. Information on workflow action, status and distribution

The first button on the left-hand side reflect information related to the circulation of a record. 

                                                                                      

                                                                                    Figure 1 - Record status and circulation buttons

1. The first field indicates the circulation of the record among the terminology producers, i.e. the workflow actions. 

2. The second field indicates the status of the record.

                                                                                           

3. The third field indicates the distribution of the record, either internal or public. Note that internal records can only be seen by users who are logged in and have internal user access rights.

4. The fourth field allows you to request priority for a missing language equivalent by selecting the language from the dropdown menu.

2. Information on the location and type of record

The left-hand side of the record also contains information regarding the location of the record and the entry type.

  • Dataset owner

This label indicates the database in which the record is located. Records can be included in local databases managed by duty stations, bilingual datasets shared by the language sections of all duty stations, or the NAMES database, which includes proper and geographical names. Click on the dropdown menu to select a database:

                                                                                             

                                                                                                     Figure 2 - Available databases
  • Space

The Space level indicates how definitive a record is. By default, the Space is set to Workspace, since this is the most common space before a record is promoted to official space. Click on the dropdown menu to select a different space if needed.

                                                                                             

                                                                                                    Figure 3 - Available spaces

The Spaces available are the following:

                - Workspace: indicates that the information in the record is current, but the record is not yet complete and/or validated in all languages.

                - Official: indicates that the information in the record is current, complete, validated and official for all languages.

                - Archive: the information contained in the record is of historical value, but the record is no longer official.

                - Deleted duplicates: duplicates deleted but kept for reference. They are visible to producers only. 

                - Deleted: records deleted but kept for reference purposes. They are visible to producers only. 

  • Type

The record Type defines the category of the main entry of the concept. By default, the system assigns the label Term when a new record is created. Click on the dropdown menu to select a different type of entry.

                                                            

                                                                        Figure 4 - Types of entries

Please note that country records are very distinct and sensitive. Do no use this label unless instructed to do so.

3. Information on categorization and references

The left-hand side of the record also contains information regarding the body and subject the record belongs to. It can also indicate references and glossaries to which the record belongs

                                                                                     

                                                                                 Figure 5 - Categorization and references

  • References

The References option allows users to add sources that may be relevant for the record, such as link to documents or websites. Click on Add to open a window where you can add cross-references, ODS links, web links, country-record links or general references.

                                              

                                                                     Figure 5 - Add references that apply to the whole record

  • Glossary
To add the record to an existing glossary, you must first save it. Click on Add and Add to glossary. Type the name of the glossary to restrict the list display and select the glossary where you would like to include your record.
                                                   
                                                                           Figure 6 - The glossary menu
  • Body

Select an option from a closed list to indicate which body the record belongs to. To add a body, first save the record.

  1. Type the name of the body to restrict the list display.
  2. Select the body.
  3. Click on Add selected body.
  4. The body will be added on the right, under the heading Body in record. Add bodies as needed.
  5. Click on Done.
A list of the most commonly used bodies in your duty station is also displayed on the right under Favourite to speed up record creation.

                                                       

                                                                          Figure 7 - Body selection menu

  • Subjects 

Select an option from a closed list to indicate the subject of the record. To add a subject, first save the record.

  1. Type the name of the subject to restrict the list display.
  2. Select the subject from the list.
  3. Click on Add selected subject.
  4. The subject will be added on the right, under the heading Subjects in record. Add subjects as needed.
  5. Click on Done.

A list of the most commonly used subjects in your duty station is also displayed on the right under Favourite to speed up record creation.

                                            

                                                                          Figure 8 - Subject selection menu

4. Record behaviour and basic history

The following fields in the left-hand side column are related to the way the record behaves and display its basic history.

  • Anchor language

By default, records are created as multidirectional, i.e. they are not based on an ‘anchor language’. If you select an anchor language from the dropdown menu, you indicate to human users and CAT tools that the record can only be used going FROM the anchor language INTO the other languages.

                                                                                     

                                                                                             Figure 9 - Anchor language

  • CAT

The CAT option allows you to include or exclude the record from CAT detection. A record included in CAT detection will be detected by eLUNa and highlighted and hyperlinked. Click on the box to have the record CAT included.

                                                                                              

                                                                                             Figure 10 - The CAT option

  • Updated/Created

These fields are automatically populated and indicated the date the record was created and last updated, and by whom.

                                                                            

                                                                                             Figure 11 - Update and Created on/by

5. Display options and notes

The final part of the left-hand side column in a record includes options to display or hide additional information.

  • Show/Hide history, notes and deleted

Click on the toggle buttons to display or hide the history of the changes made in the records, the internal notes added by terminology producers and the fields deleted. The history and notes will be displayed in the bottom of the record.

                                                                                                    

                                                                             Figure 12 - Click to toggle between Show and Hide

  • Internal Note

Terminology producers can click on internal note to add a note for their colleagues, to explain, for example, the reason for a change. The internal note field will be displayed at the bottom of the record. Enter your note in the text box and click on Save new note.

                                                                     

                                                                                         Figure 13 - The internal note text box

  • Simplified and Advanced Display

The display toggle button lets you alternate between a simplied view with fewer fields and an advanced view that displays all fields and options available. Click on the button to toggle between each view.

                                                                                 

                                                                                         Figure 13 - Display toggle button