# Database Editor Help

This document will help you learn how to make use of the Administration database editor's features and give you tips and background information that will make using the tool easier.

## Metadata

The Scout Portal Toolkit (SPT) Administration database editor is designed to customize resource database and metadata structure. At the most basic level this information can be considered to be data about data, often called metadata. Metadata is the background information which describes the content, quality, condition, and other appropriate characteristics of the resource. It allows for the organization, indexing, classification of data for storage, discovery, and precise retrieval by users.

The software is shipped with default fields in close parallel to the Dublin Core Metadata Element Set (ANSI/NISO Z39.85-2001) with supplemental additions selected from the Dublin Core Metadata Initiative extension proposals. These fields are a starting point for portal developers considering metadata and cataloging needs. The DC element set was developed by the DCMI, an organization dedicated to promoting the widespread adoption of interoperable metadata standards and developing specialized metadata vocabularies for describing resources that enable more intelligent information discovery systems. These fields are meant to be both broadly applicable and easily understood. The fields are defined in the Resource Field Definitions section of the Metadata Tool Help as well as within the database editor.

The default fields parallel (at a basic level) the structured approach one find in a library catalog or commercially available database. For completing these default fields, no particular cataloging rules, syntax, taxonomy, or other descriptive encoding level are prescribed or required. Organizations are encouraged to carefully examine organizational cataloging needs and keep them in mind when establishing which standards, classification schemes, and encoding levels to follow in the application of SPT for portal development.

## Customizing Fields

The required fields for the Metadata Tool to establish a record are the URL, Title, Description, Date Issued, and Release Flag. These fields may not be deleted from the database, the class type changed, or made optional. In some cases a default value may be supplied.

Portal developers can customize the database's metadata fields (or eliminate unnecessary fields). To accomplish these tasks use the database editor available on the Administrative menu. Portal developers are strongly encouraged to closely evaluate their metadata and cataloging needs prior to populating the portal resources database. Further, the use of existing standards, vocabularies, and rules is likewise encouraged.

To customize the metadata fields, administrators are required to define the characteristics of the field and its functionality. These customizations will be automatically propagated immediately throughout the search engines, displays, and metadata cataloging templates. After extensive alterations to the metadata scheme, portal administrators may be required to rebuild the database using the Rebuild function on the Administration menu.

A user creating a new metadata field must provide the following minimum required information: field type or class, field name, a definition of the field's intended meaning and function, and the field size or minimum values (suggested defaults are provided, but may be edited as needed).

Newly created Text, Paragraph, Number and Flag fields, when enabled, are immediately appended to all existing resource records. For individual records, the default value may be overwritten or edited using the Metadata Tool editing functions. The field also will appear immediately on the Metadata Tool cataloging template. The corresponding default value is written into the resource record if no other value is specified.

Due to conflicts of functionality between field types, the change of existing fields between types is constrained to limit data loss. Text, Paragraph, Flag, and Number fields are interchangeable. Option and Controlled Name fields are interchangeable. Date fields can be changed to a Text field.

## Metadata Field Types

The most fundamental attribute of a field is its type. There are 10 types or classes of fields. The field types are:

Text

  This field is a free text field. Portal software default metadata field examples for this type are the Title and Alternate Title.

Paragraph

  Provides a free text field for block of text. Portal software default metadata field examples for this type is the Description.

Number

  Provides for a whole number. Portal software default example is the Verification Attempts.

Date

  Records a date in a standard format. Users do not need to enter the date in this format. The software will translate a provided date into the standard format (YYYY-MM-DD).

  Example | If one enters: January 6, 2001 The date is stored as: 2001-01-06

  Default examples for this field are Date Record Checked and the Date Issued.

  For searching purposes, this field type appears as a limiting option in the Advanced and Metadata search engines.

Flag

  This field allows for toggled values (Yes/No, On/Off, etc.). A Portal software default example is the Release Flag. Please note that the Release does not appear to the public either in a full record display or the Advanced Search. It appears as a search option in the Metadata Tool. Newly created Flag type fields, when enabled, will be searchable via the Advanced Search and the Metadata Tool Search.

Controlled Name

  This field type allows for the central control of names and vocabularies. Many persons or entities are known by multiple names, or have names that take multiple forms (i.e. IBM, International Business Machines, IBM Inc., etc.). A Controlled Name designates a single official name for that entity within the database. The Variant Names are other names, or forms of names, associated with that entity. For example, acronyms, honorary titles included, dropped initials, diminutives, etc.

  Having both a Controlled Name and Variant Names allows all records associated with a single entity to be linked. Editing names is also simplified by requiring only one central edit. The ability to add variants makes it possible to retrieve those name forms when searching SPT records. Edits to the Controlled name will be propagated to all associated records bearing Variant Names. Portal software default examples for this field are Publisher, Creator, and Subject.

Option

  Option fields are most useful when a limited number of thematically related terms are needed to describe a resource. After the field is created using the database field editor; the vocabulary can then be added, edited, or deleted from the Metadata Tool's Edit Option Lists function. These fields provide Limit options in the Advanced Search and Metadata Tool search engines. Example of this class of fields from the portal software default metadata fields are Audience, Resource type, and Language.

Image

  Images of .jpg, .gif, and .bmp file types may be added to the record for illustration or other purposes. File selection begins using the Browse button found to the right of 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 a Remove Image button will appear. To remove an image already associated with a resource record simply click on this button. The desired image should then be deleted from the resource record.

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

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

## Other Considerations

After considering the function of a desired metadata field and selecting form the list above, other considerations must be made. Each field must be given attributes. These attributes are:

Field Name
  (Required by portal software) A clear, easily understood label.
Definition
  (Required by portal software) A statement of explanation, meaning, intent and scope.
Enabled
  Yes/No Field actively in use?
Optional
  Yes/No Required to be completed or purely optional.
Default Value
  Content of field if no other value entered. When creating a new field, if the database has already been populated, the default value will be appended to the existing records.
Include in Keyword Search
  Yes/No Include among fields searched for keywords?
Include in Advanced Search
  Yes/No Include among fields available in Advance Search and Limits?
Search Weight
  1-20 Determines the importance relative to Other searched fields in the determination of relevance for search results. The search weight must be set to be greater than zero to have an affect on keyword searches. The default values for the portal software as shipped are Title=5, Alternate Title=3, Description=1, Controlled Names (Subject, Publisher, and Creator)=3.
Text Field Size
  (Required by portal software) Defines the size of the text box available in the Advanced and Metadata Tool Search pages.
Max Length
  (Required by portal software) Defines the total length of text available to enter data.

For Paragraph fields administrators must also define the following.

Paragraph Rows:
  (Required by portal software) Defines the total length of text available to enter data.
Paragraph Columns:
  (Required by portal software) Defines the total height of text available to enter data.

For Number fields administrators must also define the following.

Number Field Size:
  (Required by portal software) Defines the total space of text available to enter data.
Minimum Value:
  Smallest positive whole number allowed.

For Date fields administrators must also define the following.

Date Field Size:
  (Required by portal software) Defines the total length of text available to enter data.

For Flag fields administrators must also define the following.

Flag On Label:
  (Required by portal software)
Flag Off Label:
  (Required by portal software)

For Option fields administrators must also define the following.

Flag On Label:
  (Required by portal software)
Flag Off Label:
  (Required by portal software)

## Important Reminder

After customizing the database configuration, Administrators are reminded to reflect these changes in the appropriate Help texts. These may include the general search, Advanced search, Metadata Tool Help, and the Administration Help. Since these help texts guide and instruct portal users in use, searching, and maintenance; every effort should be made to accurately guide and educate users as to portal features.