Maintaining Multi-value Variable-length Field Values

When you create or maintain records in ERM, you can use multi-value variable-length fields. Multi-value fields are available in resource and license records and can contain:

• multiple values
• values chosen from a library-maintained list of standard values

Multi-value variable-length fields allow you to:

• enter multiple values in one field
• display multiple values from one field
• maintain a list of standard values for each multi-value variable-length field
  
  This allows you to maintain standard wording for each possible value of the field. For example, the TERMS OF USE field might have the following four standard values from which you could choose one or more when creating or editing the record:
  • Coursepacks: Copies for course or research use that are supplied to the end user at no cost may be made without explicit permission or fee. Copies that are provided to the end user for a copying fee may not be made without payment of permission fees.
  • Course Packs not allowed without specific permission.
  • Electronic reserves: Articles for course or research use that are supplied to the end user at no cost may be made without explicit permission or fee. Articles that are provided to the end user for a fee of any sort may not be made without payment of permission fees. E-reserves should be posted on a secure site accessible to class members only, and articles should be purged from the e-reserve system at the end of each semester.
  • Electronic Reserves not allowed without specific permission.

Multi-value fields are non-MARC format only.

Multi-value fields can be indexed when they contain one value per field. Like other variable-length fields, multi-value fields are repeatable within a record.

Maintain lists of commonly-used values for multi-value fields by:

• copying values
• deleting values
• moving values
• adding values
• editing values
• printing the list of values
• printing individual values

When you create or edit a record containing a multi-value variable-length field, you can define values for the field by:

• choosing values from the list of possible values
• entering new values directly in the field

Copying Values

To copy a value in the list of values for a multi-value variable-length field, do the following:

1. Choose Admin | Parameters | General and the appropriate menu option for editing a variable-length field in a resource or license record, for example:
   • Resource Hardware/Software List
   • License Authorized UserList
   
   The list of values for the variable-length field displays.
2. Choose the value from the Name column.
3. Choose Tools | Copy.

Deleting Values

To delete a value from the list of values for a variable-length field, do the following:

1. Choose Admin | Parameters | General and the appropriate menu option for editing a variable-length field in a resource or license record, for example:
   • Resource Hardware/Software List
   • License Authorized UserList
   
   The list of values for the variable-length field displays.
2. Choose the value from the Name column.
3. Choose Tools | Delete.

Moving Values in the List

To move a value in the list of values for a variable-length field, do the following:

1. Choose Admin | Parameters | General and the appropriate menu option for editing a variable-length field in a resource or license record:
   • Resource Hardware/Software List
   • License Authorized UserList
   
   The list of values for the variable-length field displays.
2. Choose the value from the Name column
3. Choose Move.
   
   The Tools | Move dialog displays.
4. Enter the new row number and choose OK.

Adding Values

To add a value to the list of values for a variable-length field, do the following:

1. Choose Admin | Parameters | General and the appropriate menu option for editing a variable-length field in a resource or license record, for example:
   • Resource Hardware/Software List
   • License Authorized UserList
   
   The list of values for the variable-length field displays.
2. Choose Insert or Append.
   
   Insert adds the new value immediately above the selected row. Append adds the new value at the end of the list.
   
   The Tools | Insert or Append dialog displays.
3. Enter the value in the Name text box
   
   To enter more than one value in a single field, separate values with semi-colons.
   
   For example:
   1. In a Terms of use(Patron) field of a license record, enter:
      
      
      Download limited portions;Share for scholarly purposes;Place on reserve;print

      
      
      
      
   2. Display the field in the WebPAC. Note that all values of the field display.
4. Choose OK.

Editing Values

To edit a value in the list of values for a variable-length field, do the following:

1. Choose Admin | Parameters | General and the appropriate menu option for editing a variable-length field in a resource or license record, for example:
   • Resource Hardware/Software List
   • License Authorized UserList
   
   The list of values for the variable-length field displays.
2. Select the value from the Name column.
3. Choose Edit.
   
   The Tools | Edit dialog displays.
4. Enter a new value in the Name text box.
   
   To enter more than one value in a single field, separate values with semi-colons.
   
   For example:
   1. In a Terms of use(Patron) field of a license record, enter:
      
      Download limited portions;Share for scholarly purposes;Place on reserve;print
   2. Display the field in the WebPAC. Note that all values of the field display.
5. Choose OK.

Printing Values

To print the list of values:

1. Choose Admin | Parameters | General and the appropriate menu option for editing a variable-length field in a resource or license record, for example:
   • Resource Hardware/Software List
   • License Authorized UserList
   
   The list of values for the variable-length field displays.
2. Choose Tools | Print.

To print an individual value from the list, do the following:

1. Choose Admin | Parameters | General and the appropriate menu option for editing a variable-length field in a resource or license record, for example:
   • Resource Hardware/Software List
   • License Authorized UserList
   
   The list of values for the variable-length field displays.
2. Select the value from the Name column.
3. Choose Tools | Edit.
   
   The Edit dialog displays.
4. Choose Print.