External Documents

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Navigate to the Accession Record to be worked in using one of two ways:

  1. Click Select Repository and choose the one that contains the Accession Record to be worked on.
    1. Click the Search All Records search box.
    2. Type in the term(s) for the Accession Record to be worked on.
    3. Limit by Accession.
    4. Find the record in the search results and click Edit.

  2. Click Select Repository and choose the one that contains the Accession Record to be worked on.
    1. Click Browse and select Accessions from the dropdown menu.
    2. Click the Filter by text search box on the left of the screen and type in the term(s) for the Accession Record(s) to be worked on.
    3. Click Edit to the right of the chosen Accession Record.

The Accession Record will open.

On the left is a menu of quick links for navigation throughout the record. Click External Documents to be taken to this area of the Accession Record.

When External Documents within the Accession Record is hovered over, the tooltip explains that this section:

"Links to information in other description or management systems, such as donor files, processing plans, etc."

To add a new External Document: 

  1. Click Add External Document to the right of the External Documents section.
  2. new entry will open beneath any already completed External Documents.

  3. There are two fields, which are both required.
    1. Title is an open text field, and should describe that document that is being linked to.
    2. Location is an open text field, and should be the web address or file path where the document can be found.
  4. The Publish button should only be checked if the institution is using the public interface of ArchivesSpace, and if the link to the document should be made available to the public.

The plus sign at the bottom of each section or the External Documents button in the upper right of the section causes a new form to be created, and the X in the upper right of each section will open a prompt asking to confirm removal of that form.

Be sure to save the record before moving on.

 

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