CollectiveAccess - How to Enter Child Records Part 2

A great question was asked since we released instructions in a previous blog post for how to add a child record in CollectiveAccess. The question is "if a record already exists in CollectiveAccess, can I move it under a primary record?" The answer is yes!

First, bring up the record you wish to move under the primary record. Then, under the Administrative tab, you will find Location in Hierarchy. Click "Show Hierarchy."

Click the Move tab listed at the top. Find the primary record you'd like to list this record under by completing a key word search for the accession number.

Choose the primary record from the search results. Click on the primary record once displayed and you will receive the following message:

Then, click Save. You will see that the photograph (2007.5.1.1) is now listed as a child record under the primary record (2007.5.1).

Repeat these steps to add additional records under the primary record.

If you would like to remove a record from the hierarchy, click the scissors icon next to the record within the hierarchy and click save.

You can also add new records within the hierarchy using the Add tab. Choose record type and position in the hierarchy from the drop-down menus. A new record will generate as part of the hierarchy. Fill in the appropriate fields as you normally would do.

Would you like a demonstration? Click here to watch the YouTube tutorial. Please let us know if you have any questions along the way! We are here to help with this process.