How do I change the drop-down menus?

  • Updated

Applies to: Version 5.0
For Version 4.0, please click here to download PDF instructions.

Drop-down menus such as Artist Role, Recording Media, and Received As are used frequently. Many of these drop-down menus are actually authority files that can be edited by the user. Terms can be added, edited, or deleted completely using the Authority File.

To add a new term to a drop-down menu:
(Recording Media will be used for this example)

  1. From the Main Menu, go to Setup | Authority Files.
  2. Under Select Screen, choose Archives.
  3. Select Recording Media from the Combo Box Drop-Down Menu Options list.
  4. Either double click, or click once and click “Next” to open the authority file for this dropdown menu.
  5. Click “+” to add a new term to the list.
  6. Once you’ve typed in your new term, press the Enter\Return key on your keyboard.

This will make the term available for use in the specified catalog. If the drop-down menu is listed multiple times (once for each catalog), as with Display Value, you will need to add it to all of the catalogs in which you want it to appear.

To delete an unused term from a drop-down menu:
(Recording Media will be used for this example)

  1. From the Main Menu, go to Setup | Authority Files.
  2. Under Select Screen, choose Archives.
  3. Select Recording Media from the Combo Box Drop-Down Menu Options list.
  4. Either double click, or click once and click “Next” to open the authority file for this dropdown menu.
  5. Click once on the term you wish to remove so it is highlighted
  6. Click "Delete.”
  7. Click "Yes" if you are sure you want to delete this term.

This will remove the term from the drop-down menu for the catalog that you selected. If the drop-down menu is listed multiple times (once for each catalog), as with Display Value, you will need to remove it from all of the catalogs in which you do not want it to appear.

To edit an existing term in a drop-down menu:
(Recording Media will be used for this example)

  1. From the Main Menu, go to Setup | Authority Files.
  2. Under Select Screen, choose Archives.
  3. Select Recording Media from the Combo Box Drop-Down Menu Options list.
  4. Either double click, or click once and click “Next” to open the authority file for this dropdown menu.
  5. Click once on the term you wish to change so it is highlighted.
  6. Click "Edit."
  7. Click the term you want to change, and make your changes.
  8. Press the Enter/Return key on your keyboard.
  9. Click the X in the upper right corner to close this window.

This will change the term on the drop-down menu for the catalog that you selected. If the drop-down menu is listed multiple times (once for each catalog), as with Display Value, you will need to change it on all of the catalogs in which it is incorrect.

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