Catalog Templates manage all aspects of user interaction with a collection's metadata model. A Catalog Template consists of a metadata model, settings for searching and display, and data input preferences.
NOTE: If you haven't already read the section on planning a collection, please review it, as it identifies key concepts used in creating a Catalog Template.
NOTE: There have been many changes implemented in 5.5 related to Catalog Templates. Please re-review this section if you worked with previous versions of the Insight Catalog Templates.

Getting Started

Launch Insight Studio and log in. Select the Collection Manager you'd like to use or edit; and double-click Manage Catalog Templates.

Reviewing Existing Templates

If you click on any templates in the list on the left, a short description of the template and a list of the template's fields and properties are provided. Existing templates can be used as a starting point for creating new templates.
By clicking on the icon shown below, you will open a detailed view of the template you have highlighted.


You can also click on the icons below to print the Catalog Template Summary or save the summary to HTML for later reference or for posting to a website.

Importing or Exporting Catalog Templates

You may want to import or export your catalog templates. These exported files are stored as XML documents. This will allow users to share catalog templates with others or easily allow you to move the template you designed from a development environment to a production environment.
To export a catalog template, select the desired template then click on the export button. The file will be automatically named with the template name with the extension .xml

To import a catalog template, click on the import button then select a previously exported template.

Creating a New Catalog Template

Click on to create a new catalog template.
This will advance you to the Catalog Template Properties panel.

You can make one of two choices:

Base a Catalog Template on an Existing Template

Catalog Templates are reusable. Allowing multiple collections to share a template simplifies the collection creation process. Changing a template affects all collections using the template. Fortunately, if an existing Catalog Template is similar to the template you plan to use for your collection—perhaps different field display names, or you want to add a few more fields—you don't have to start from scratch. Instead, Insight Studio can optionally base a new Catalog Template on an existing one.
To base your Catalog Template on an existing template, choose the existing template from the pull-down menu.

or

Create a Catalog Template from Scratch

To start with an empty template, leave the base template on [CUSTOM] in the Template Properties panel, and name the new template.


Name your Catalog Template, and add an optional description and/or URL for more information about the template. The template name should be meaningful to your users, as the name and other information is displayed in the data window in Insight client applications. The URL you enter will be added to the context-sensitive help in the Data Window.
You are also presented with an option to make this template available to Personal Collections in Insight.

This option will generate a flat data model that will not support controlled authorities. This option should only be selected if you want the simplest form of cataloging.

When you are ready to create your template, click Next.

Introduction to the Catalog Template Designer

The Catalog Template creation tool is built around a double-paned window. On the left is a node-based representation of your fields and Field Groups. On the right are the properties of those Fields/Field Groups.

General Process for Creating Catalog Templates:

1. Create Fields & set Field properties
2. Create Field Groups & adjust Field properties
3. Add Fields to Field Groups

Adding a Field

To add a new field, click the button. Name the field and choose a Field Type.
NOTE:Field Names must be unique (though fields can be set to allow repeating values).

Setting General Field Properties

Insight Studio has five preset Field Types. Each Field Type has default property settings that may be customized. The Field Types are: Short Text, Long Text, Numeric, Required, and Date.

For more information on the default settings for field properties, please see Table 11: Default Properties for Insight Field Types on page .

Insight Properties

Insight Properties control the display and search preferences for the field, defining whether the field is searchable and/or sortable, the behavior of select-lists during searches, and the display preferences for the field in the Data Window.

Inscribe Properties

Inscribe properties govern the validation of data input into Insight. This includes whether a value is required for a field, whether values must be unique (within a Field Group), numeric, or a valid date.

Cross-Collection Searching Properties

Mapping fields in your Catalog Template to fields in other templates enables cross-collection searching. Insight's default mapping is based on the Getty Crosswalk +http://www.getty.edu/research/conducting_research/standards/intrometadata/metadata_element_sets.html+
For cross-collection searching to work properly, refer to the crosswalk to identify the appropriate field mappings. (sample below)

NOTE: To get a one-to-one field search, only map one field in your Catalog Template to one field in CDWA. If you map more than one Catalog Template field to the same field in CDWA, you will search both fields simultaneously in the Insight Java Client.

To map a field:

1. Select a field node in the tree and choose the Mappings tab.
2. Select a template to map to from the pull-down menu. Templates have varying levels of detail or complexity.
3. Select one or more fields from the other template to map your field to them.

Creating Repeating Fields

You can create repeating fields by creating a dependent or independent Field Group and placing the field within the dependent Field Group.

Organizing Fields into Groups

Field Groups (or records) logically organize data for cataloging within Inscribe, importing data, and displaying within the data window in Insight. There are three distinct types of Field Groups with different cataloging properties:
Independent Records (Field Groups) "Authority"
Independent records are intended to maintain unique data and are essentially authority files. This type of Field Group is useful for unique data within a record such as creator information, which is often entered many times, but pertains to just one unique creator. For more information on independent field groups please see Independent Records (an authority record) on page .
Dependent Records (Field Group)
Dependent records store data that is not unique. If two records are cataloged with the same data, the data will be duplicated. This might be useful for records that contain title information (where values should always be maintained separately). For more information on dependent Field Groups, please see Dependent Records on page .
Controlled Vocabularies
Controlled Vocabularies are a special type of independent Field Group that can only contain one field. These vocabularies are used to manage and maintain select lists within Insight or Inscribe. For more information on dependent Field Groups, please see Controlled Vocabularies on page .

Setting Field Group Properties

Field Groups have three main properties: Name, Display Layout, and Type For more information on the Field Group types, please see above.

Rules for Field Groups

To help maintain data integrity, as well as ease of use, Insight Studio places specific rules on how fields and Field Groups can be organized.

1. All field and Field Group names must be unique within a template.
2. Field Groups must have at least one field defined within them.
3. Dependent Records cannot contain Dependent Records. They can, however, contain Independent Records or Controlled Vocabularies.
4. Controlled Vocabularies can only contain one field.

Choosing Field Group Display Settings

There are four display options for Field Groups.

Display Field Group Names

Displays the Field Group Name, followed by the individual Field values (without Field Names), one Field per line.
Example: Artist Info:
Pablo Picasso1954Spanish

Display Group & Field Names

Displays the Field Group Name, followed by the individual Named Fields, one Field per line.
Example: Artist Info:
Artist:Pablo Picasso Artist Date:1954Artist Nationality:Spanish

Display Field Names

Displays each individual Field Name and groups the Fields together.
Example: Artist:Pablo PicassoArtist Date:1954Artist NationalitySpanish

Single – Use Delimiter

Used for a single field that may have multiple repeating values.
NOTE: If more than one field is selected, the delimiter cannot be used. Insight can only use the delimiter type you defined in the field.
Example: Artist: Pablo Picasso; Georges Braque

Setting Sort and Thumbnail Fields

Sort fields define the default sort order for the overall collection and search result sets. Thumbnail fields are displayed immediately under the Thumbnail image in the Group Workspace. Four Thumbnail fields must be selected, although default selections are provided.

Choosing Thumbnail Fields:
Thumbnail fields are displayed as labels below each image in the Group Workspace. Thumbnail fields are displayed for every record, so it is recommended that you select descriptive fields that most uniquely identify a record.
NOTE: When working with multiple collections, the final thumbnail field will be changed to the Collection Name by Insight to identify the source of the record.
Choosing Sort Fields:
Choose up to four fields to sort your collection. All records sharing a value in the first sorting field will be sorted by the second field, and so on. Text fields are sorted ascending alphabetically, numeric fields are sorted numerically. If you just want one sort field, select the same field for all four sort fields.
NOTE:Numeric values stored in text fields sort alphabetically, yielding results that may appear incorrect. For instance, the sequential series 1,2,3,10 will sort as "1", "10", "2", "3" if stored and sorted in a text field.

Choosing Quick-Search Fields

Quick-Search fields are elevated search options displayed to the end user on the top level search menu. Fields commonly searched are featured for rapid reference, saving the user the effort of hunting for the field in lengthy field lists.

Reviewing your Template's Properties

Once you have specified all of your template's fields and properties, Insight Studio provides you with the opportunity to review your settings one last time before you publish your template.
You can also click on the icons below to print the Catalog Template Summary or save the summary to HTML for later reference or for posting to a website.

Publishing your Template

When you have verified that your Catalog Template is correct, click Publish Template. The template will now be added to the list of Catalog Templates available when creating a new collection.

Modifying an Existing Catalog Template

If you would like to modify an existing Catalog Template, there are two options.
If you have not started using the Template:
Create a new template based on the existing template.
If you have content in your collection:
Once you have added collection content to a Catalog Template, there are potential issues to consider before modifying it:

1. If you have multiple collections using that template, then you will be modifying the template for all collections.
2. Certain modifications, such as deleting fields or moving them between Field Groups, can lead to data loss.

With the introduction of Insight Studio 5.5, you are able to make modifications to your templates from within Insight Studio. Select the template to edit then click the Edit button

There are some limitations to the type of edits that can be performed:

• • You cannot move existing Fields into or out of Field Groups
  • You cannot move existing Field Groups into or out of other Field Groups
  • You cannot change Field data types (e.g. Numeric to Text)

Luna's recommendation is to make template modifications within Insight Studio. You can still make modifications to Catalog Templates in Administrator Tools. For instructions on how to perform these tasks, refer to the following pages:
The following actions can also be performed in the Administrator Tools:

• Adding a field from a Catalog Template (see page ).
• Removing a Field from a Catalog Template (see page ).
• Moving a Field Between Field Groups (see page ).
• Modifying the Display of Your Data in the Insight Data Window (see page ).
• Modifying Catalog Templates (changing field and field group properties) (see page ).

• WARNING: When making changes to Catalog Templates in the Administrator Tools, it is best to ensure that other users are not importing data using Insight Studio, or cataloging data using Inscribe.