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UXPROD-5212: Authority file settings enhancements

UXPROD-5212: Authority file settings enhancements

  • Verified

    • Feature

    UXPROD-5212: Authority Control - Authority Source File Logic Improvements Analysis Complete

    Release

    Umbrellaleaf

    Contents

    Overview

    As of the Quesnelia release, the ability to create new authority records from the UI is supported. Along with this functionality is the ability to configure local authority files. The implementation builds upon existing logic to look for prefixes to assign an authority file by either generating an HRID in the 001 per a configured sequence, or by moving the value entered manually in the 010 $a to the 001. Brief overview:

    Feature objectives

    Enhancing the ability to configure new authority files will support:

    • Greater flexibility in defining local authority files

    • Generation of accurate URI values

    • Use cases from a larger number of libraries - particularly those outside of the US

    Current state limitations

    Since the initial implementation, enhancements are needed in order to support a greater number of use cases, such as:

    • Libraries outside of the US that may not rely upon Library of Congress authority files and in some cases may use the same MARC field and prefix to identify their authority files

    • Authority resource ID in the URI following the Base URL is not the same as the identifier found in the MARC field used to identify the authority source file

    • Prefix is included in the fields used to identify the authority source file but NOT in the Authority resource ID

    • MARC fields outside of the 010 or the 001 are used to identify the authority source file

    • Values in the 001 do not match the values in the MARC field containing the identifier

    These limitations impact the ability to:

    • Manage local files by either not allowing configuration of a local file at all or records being assigned to the wrong file

    • Generate accurate URIs, impacting resource retrieval and linked data implementation

    Future state summary

    High level requirements

    • Allow user to specify which MARC field FOLIO should use to determine to which authority file the records belong​

    • Allow user to to specify more than one prefix for a local authority file

    • Allow user to specify from which MARC field the identifier should be used to insert at the end of the Base URL - OR if a prefix should be used in the Base URL at all​

    • Allow user to remove authority files with source = FOLIO

    Mockups

    • Settings:

    • Search:

     

    Settings requirements

    Field-level summary

    Field

    Description

    Hover-over text

    Required

    Unique

    Valid characters

    Limit

    Edit for Standard files?

    Edit when authority records exist?

    Exceptions

    Field

    Description

    Hover-over text

    Required

    Unique

    Valid characters

    Limit

    Edit for Standard files?

    Edit when authority records exist?

    Exceptions

    Name

    Name of the authority file. Will appear in in the Select authority file dropdown in quickMARC and the faceting/search in MARC authority

     

    Yes

    Yes

    Any - letters, numbers, special characters, spaces

     

    No

    Yes

     

    Description

    Description of the authority file. Only appears in the settings

     

    No

    No

    Any - letters, numbers, special characters, spaces

     

    Yes

    Yes

     

    Active

    Determines if a user can create authority records for the file in quickMARC

    Select a file as Active if users should be able to create a new authority record for the file using quickMARC.

    Yes

    No

    [checkbox]

     

    Yes

    Yes

     

    Configure HRID

    If false, HRID is just taken from the Authority file identifier

    If true, HRID is generated using the prefix and the next sequential number

    The HRID is the value that will be added to the 001 for newly created MARC authority records. If an HRID is not configured, the value entered in the authority file identifier will be used in the 001.

    Yes *

    No

    [checkbox]

     

    No

    No

    Field must be true if Authority file identifier field = 001

    HRID prefix

    If the HRID is configured, this is the prefix to be inserted in front of the HRID numeric value

    To enable this field, select the checkbox for Configure HRID.

    Yes *

    Yes

    Letters (no special characters or spaces)

    10

    No

    No

    Only required if Configure HRID = true

    HRID starts with

    If the HRID is configured, this is the number that will determining the starting value for the sequence

    To enable this field, select the checkbox for Configure HRID.

    Yes *

    No

    Numeric

    20

    No

    No

    Only required if Configure HRID = true

    Field

    This is the field that will contain the identifier to use to assign the authority record to an authority file

    The authority file identifier is the field within the MARC authority record that contains the identifier for the specific authority file to which the record belongs.

    Yes

    Yes *

    Numeric

    3

    No

    No

    COMBINATION of field + subfield + prefix must be unique; not case sensitive

    Subfield

    This is the subfield that will contain the identifier to use to assign the authority record to an authority file

     

    Yes *

    Yes *

    Alphanumeric - no special characters or spaces

    1

    No

    No

    • Only required if Authority file identifier field does NOT equal 001 or any 00x fields

    • COMBINATION of field + subfield + prefix must be unique; not case sensitive

    Prefix

    This is the prefix that is found within the field>subfield to use to assign the authority record to an authority file

     

    Yes

    Yes *

    Alpha

    Letters (no special characters or spaces)

    10

    No

    No

    COMBINATION of field + subfield + prefix must be unique; not case sensitive

    Base URL

    The URL to use in the $0 of linked headings in the bib record

     

    No

    Yes

    Includes letters, numbers, special characters

    Does not include spaces

    Must have valid protocol

    250

    Yes

    Yes

     

    Authority resource Id field

    This is the field to look to for finding the value to insert at the end of the Base URL

    The Authority resource ID field is the field within the MARC authority record that contains the value that should be used as the identifier following the Base URL. This value will be inserted into a $0 of the MARC bibliographic heading to be used for linking.

    Yes

    Yes *

    Numeric

    3

    No

    No

    COMBINATION of Authority resource ID field + Authority resource ID subfield must be unique; not case sensitive

    Authority resource Id subfield

    This is the subfield to look to for finding the authority file identifier to insert at the end of the Base URL

     

    Yes *

    Yes *

    Alphanumeric - no special characters or spaces

    1

    No

    No

    • Only required if Authority file resource ID field does NOT equal 001 or any 00x fields

    • COMBINATION of Authority resource ID field + Authority resource ID subfield must be unique;

    Keep prefix in URI

    If this is true, the contents of the authority file identifier in the Authority resource ID field>subfield is used as-is; if false, the prefix at the beginning of the value is removed before inserting at the end of the base URL. Remove any letters, special characters, or spaces

    Remove:

    • Any leading non-numeric characters (including letters, special characters, and spaces)

    • Internal spaces

     

    Yes

    No

    [checkbox]

     

    No

    No

     

    Note: Relationship between URI-Base URL-Authority resource ID

    image-20251111-164137.png

     

    Settings panes - UI

    [Back to top]

    Section

    Requirement

    Description

    Refinement status

    Jira

    Section

    Requirement

    Description

    Refinement status

    Jira

    1

    Panes

    Remove “Manage” from “Manage authority files” so that the name of the settings section is just “Authority files”

     

    complete

     

    2

    Panes

    Once user selects “Authority files” open a third pane

     

    complete

     

    3

    Third pane

    In the third pane that appears after a user selects “Authority files”, the pane header should say “Authority files”

     

    complete

     

    4

    Third pane

    Add a search box across the top under the pane header with a Search button (this will allow searching within the Name)

     

    complete

     

    5

    Third pane

    Add a “New” button in the upper right hand corner of the pane header

     

    complete

     

    6

    Third pane

    Create a table with the following columns:

    • Name (name of the authority file)

      • Should be a hyperlink

    • Active (active checkbox that controls whether users can create authority record for this file in quickMARC )

    • Source (Local vs FOLIO)

    • Updated (Date)

    • Updated by (User name)

     

    complete

     

    7

    Third pane

    All columns in the table should be sortable with the sort indicator on the column headers.

     

    complete

     

    8

    Third pane

    When the user selects one of the Name hyperlink, open a fourth pane

     

    complete

     

    9

    Fourth pane

    Create a read-only view of the authority file configuration in the fourth pane

     

    complete

     

    10

    Fourth pane

    Put the Name of the authority file in the pane header

     

    complete

     

    11

    Fourth pane

    Add an “Actions menu” in the upper right hand corner

     

    complete

     

    12

    Fourth pane

    When the user selects the “Actions” menu, add two options for “Edit” and “Delete”

     

    complete

     

    13

    Fourth pane

    At the top of the view screen, add a “Collapse all” button which, once clicked, will collapse all accordions

     

    complete

     

    14

    Fourth pane

    Add a “General information” accordion that contains the administrative metadata component and the following fields related to the authority file description:

    • Name

    • Description

    • Active

     

    complete

     

    15

    Fourth pane> Authority file description

    Under “General information” and under administrative metadata component, add a section for “Name”; under “Name” put the name of the authority file

     

    complete

     

    16

    Fourth pane> Authority file description

    Under “General information” and next to “Name”, add a section for “Description”. Wrap the contents of this field

    This is an optional field in the configuration options

    complete

     

    17

    Fourth pane> Authority file description

    Under “General information” and next to “Description”, add a field for “Active”

    If Active = false then checkbox remains unselected

    If Active = true then checkbox is selected

    complete

     

    18

    Fourth pane> HRID

    Under the authority file description settings summary in the “General information” accordion, add another accordion for “HRID”

     

    complete

     

    19

    Fourth pane> HRID

    Under “HRID” add “Configure HRID”

    If Configure HRID (from settings) = false checkbox remains unselected

    If Configure HRID (from settings) = true then checkbox is selected

    complete

     

    20

    Fourth pane> HRID

    Under “HRID” and next to “Configure HRID”, add section for “HRID prefix”

    Populate with the prefix added in settings

    complete

     

    21

    Fourth pane> HRID

    Under “HRID” and next to “HRID prefix”, add section for “HRID starts with”

    Populate with the HRID starts value added in settings

    complete

     

    22

    Fourth pane> Authority file identifier