A catalog template with relations will be necessary when fields or a group of fields repeat or contain multiple values. If your metadata is relational or has an infinite number of repeating values, you will need to use a catalog template with relations. Below is an example of relational data.

Note the shaded area in the data containing more than one value: author is Robert Sayer and author is John Bennett. A record with two authors would be represented with the following relations:

The next example represents the case of data containing repeating fields.

Note the shaded areas representing fields that share the same value. The repeating value that is shared by multiple records is represented by one record in a separate table (identified in Insight Studio as a Field Group). The Publisher table on the bottom right would be a Publisher Field Group in Insight Studio.

The user is required to flatten the data into a delimited text format for Insight Studio to import. Below is an example of relational data represented in a flat form:

Note that fields containing more than one value are broken into separate fields within a Field Group. For example, three fields now appear in the Author group: Author, Author2, and Author3. The final record in this data example contains three authors, which are now separated into distinct fields.

General Rules for Field Groups

To help maintain data integrity, as well as ease of use, Insight Studio imposes specific rules on fields and field groups:
– All fields and field groups must have unique names within a catalog template.
– Field groups must have at least one field defined within them.
– Dependent records cannot contain dependent records.
– Vocabularies can only contain one field.

Steps

1. After logging into Insight Studio, select the Collection Manager you'd like to use and double-click Manage Catalog Templates. Review the description and click Next to proceed.
2. Click the icon in the Templates panel or right-click on the white space of the panel and select Create Template to create a new template. Enter a Template Name, and optionally, a Brief Description and Reference URL. Select [Custom] in the "Base template on" field to create a template from scratch. Select whether or not this template can be used for Personal Collections. Click Next to proceed.

1. Click the button to add new fields. Enter a Field Name and choose an appropriate Field Type. Fields that exist at the root of the template will be the fields that belong to the primary record. In the next steps, you will create records that relate to the primary record.

1. To create a new relational record, click the button to create a new Field Group. Insight Studio will automatically create a new record type when a Field Group is created. Enter a Field Group Name, choose a Display Layout and select the appropriate Field Group Type (record type). Refer back to the Common Terms section for more details on Field Groups.

Field Group Types

Display Layout Options
Display Field Group Names: Displays the field group name in the descriptive data for Insight
Display Group & Field Names: Displays the field and field group name in the descriptive data for Insight
Display Field Names: Displays only the field name in the descriptive data for Insight
Single – Use Delimiter: Displays repeating field values with a delimiter value (such as a tab or comma)

1. Once you have created a Field Group, click the New Field button to add a new field and enter the field information. To move the new field, select the field and drag it to the location you desire.

Field Types

Insight stores data in two formats: Text and Numeric.
There are five different pre-defined Field Types available to choose from within the General tab, they are:

• Date
• Long Text
• Short Text
• Numeric
• Required

Date, Long Text, Short Text and Required are text fields and can support up to ~4000 characters per value. The Numeric will only accept whole numbers.

Date

Fuzzy Dates – If a field has been defined as a Date field, there are certain requirements of the values that are entered.  Dates may be entered with considerable flexibility of expression.  You may enter specific dates, periods, or date ranges using a variety of forms.
Sample date entries are described below.  If a date entry is not understood, a message will appear that specifies the invalid keyword or syntax.  Then, you need to try again using the examples below as a guide:

 
Insight does not currently support dates with terms for approximation or qualification: circa; ca.; around; early; mid; late. For example: early; around 1640; mid 11th century; ca. 1500 BC. Inscribe will also not support AD.
To create a date field type, select Date from the Field Type menu. A date field type will convert all supported date types to fuzzy dates, allowing users to be able search for date ranges.

Long Text and Short Text

Long Text will represent data in the data display of Insight by wrapping it back to the beginning of the line. See the Note field in the example to the left.
Short Text will represent data in the data display of Insight by wrapping it back to the center. See the Author or Type or Subject fields in the example to the left.

Numeric

A numeric field type will only accept whole numbers. When you search for values in number fields you will be presented with equals, does not equal, greater than and less than.

You also have the option of forcing the number to be within an integer range for data entry. This can be accomplished by choosing the Inscribe tab and selecting the following option:


Select Numeric from the Field Type menu to create a numeric field type. A Numeric field type will require catalogers to catalog numeric values in the specified fields.

Required

When you select Required, You are setting the field to be a text field that will require data to be entered when editing in Inscribe.
A required field has an asterisk following the field name in Inscribe. You can also make any numeric or text field required by choosing the property in the inscribe tab.

1. Click the New Field button to add remaining fields.

The Insight client will prioritize display order by Field Group rather than by field order so ObjectID, Pub List No and Publication Date in the preceding example will appear before the fields in Authors, Publishers and Publication Type. The following steps will discuss how to control the field display order.

1. Because Insight prioritizes the Field Group display order rather than the field display order, you will need to create individual Field Groups for the fields that currently belong to the primary record (the Field Group at the top of the list that has the Template Name in it). Once you have created Field Groups for the fields, you can use the icons to adjust the Field Group order.
2. Once finished with all your adjustments, click Next.
3. Select four fields for Labels and Sort Order. The fields selected for Labels will appear in the Group Workspace in Insight. Media in Insight will be sorted based on the fields selected for Sort Order.
4. Select Quick Search Fields. The fields selected will be searchable fields that are immediately available in Insight when search is selected.
5. Review all catalog template settings and click Publish Template to save your new catalog template to the Collection Manager server. Once a catalog template has been published it will be available for use when creating a new collection.