## Edit Resources

An existing resource can be edited by logging in with a privileged account, searching or browsing for the record, and clicking the ``Edit`` button that will appear next to it. This will bring up the completed cataloging template which can be edited. Required fields have a yellow box around them and must be completed in order for the resource to be saved. Once a resource is saved, the changes are reflected in the database and it will be searchable via the advanced or quick search functions.

What follows are more detailed explanations about editing a resource:

1. Log into the portal and use either the quick or advanced search to locate the resource to be edited. Any resource editor is able to edit any resource record as long as that individual record displays the ``Edit`` button.

2. To view the complete database record, select a record by clicking on the ``Edit`` button in the results list. The resource record will open to allow edits and updates. Resource editors may also delete or duplicate a record by using the buttons provided on the cataloging template. Deleting irrevocably removes the record from the database. Duplicating produces another copy of the resource record to speed the addition of a similar resource.

3. If you need to assign names to the Creator, Contributor, or Publisher fields to a particular record, you will be using the names table. Start this process by typing into the box provided. If the name you are looking for does not appear, click on the ``Search`` button next to the appropriate field. You will be prompted to search for an existing name already in the database. Enter a name, and click on the ``Search`` button.

   If that name matches names already existing in the Names table, a results list will be generated and returned. Check all the appropriate boxes, and click the ``Assign`` button. The Metadata Tool will add all names checked to the resource record. Note: It is important to remember that this table is populated by the user. As a result, after supplied sample records are removed, there will be no names included. As you add records, you will be adding names and will eventually build up the Names table.

   If that name does not exist (as will be the case often when you begin using the Metadata Tool), or none of the results are the correct name, you may then add that name to the table by going to the Add New Controlled Name page, or by adding the name to the bottom of the Search page for the appropriate field.

4. Assigning a classification to a resource record is very similar to adding a new name, but in this case, uses the Classification Table. New classifications can be added or existing ones can be edited in the Add/Edit Classification page of the Metadata Tool.

5. Select terms for the Resource Type, Language, Audience, and Format fields. You may select as many as appropriate. Default terms may be selected for these (or any) Option Fields via the Edit Option List page. Selecting a default will cause that term to be selected in the template when adding new resource records, when can be modified if needed.

6. Images in .jpg, .gif, and .bmp file types (depending on what is supported by the PHP version installed on your web server) may be added to the record as illustrations or for other purposes. File selection begins using the ``Choose File`` button found to the right of the field. After selecting the image, the file name will automatically be added to the resource record. To complete the process, click on the ``Upload Image`` button. A small image (thumbnail) will appear within the resource record. Only one image may be added to each particular Screenshot field. Additional fields are required to accommodate additional images.

   After an image has been added to a record, it can be removed by clicking the ``Delete`` button next to the image thumbnail in the edit interface.

   Portal developers are strongly encouraged to complete the Alternate Text field whenever adding an image to a resource record. This field provides explanatory text for images and graphics. According to established guidelines of accessibility for World Wide Web resources, images or graphics should always provide appropriate explanatory text to ensure that the image's meaning is understood by persons using screen reader software (generally those who are blind or have low vision). Completing this field is an easy method to incorporate this practice into portal development workflow without modification to HTML code.

   Additionally, the Description field provides text that can be searched (when enabled by portal administrators) by the Keyword, Advanced Search, and Metadata Tool search engines.

7. The Release Flag field is used administratively to signify whether a record is complete and ready for public viewing. If appropriate, depending on institutional workflow and other editorial factors, you can set the Release Flag field to OK for Viewing or Not OK Viewing.

8. Click the ``Update Record`` button. This adds the completed new resource to the database, linking it with other resources. The software modifies the Last Modified By field automatically with the user name of the resource editor.

### See Also

- Searching and Browsing
- Customizing Metadata Fields
- Metadata Field Definitions
- Add New Resource