Creating records using Thesaurus (ISO) titling

The Thesaurus ISO titling method creates a structured title according to a predefined hierarchical list of words known as a Thesaurus.

The Thesaurus ISO titling method differs from the Thesaurus Descriptor titling method in that it uses fully structured hierarchical titling, whereas the Descriptor method enables you to select terms that are not in hierarchical sequence.

1. From the File menu, click New
2. Select a Record Type that has the titling method set to Thesaurus (ISO).

   The Thesaurus ISO New Record form appears.
   Your Content Manager administrator set up the form for you and can customise it.

3. Click the Title (Structured Part) KwikSelect button to display the Select From Thesaurus Terms dialogue box.

   TIP: You can also type the relevant Thesaurus term directly in the Title (Structured Part) field. Content Manager will check the term to make sure it exists.

   If you type a prompt term and click KwikSelect, it will not appear. You will need to select it from the list of available terms when you click KwikSelect.

   The Thesaurus Terms (ISO) dialogue box consists of four sections:

   • Thesaurus Terms in Use - displays all the terms that you have selected for your title. This field will be empty when first opening the Thesaurus.
   • Term - displays the terms available for titling
   • Related Thesaurus Terms - shows the related terms (RT) of the selected term on the left
   • View pane - displays details for the selected term
4. Select a top term to be in your record title in the Term field.

   Either double-click the term or click Add to add the word into the Terms in Use field.

   Use Remove if you made a mistake.

   To add a narrow term, double-click or select the term and click Add.

   You can also double-click or select a narrower term and then click Add and Content Manager will add all broader terms in the path to your selected narrow term, as well.

   TIP: To create new Thesaurus terms, right-click in the Term field. This only works if your login permissions allow you to add Thesaurus terms.

   NOTE:

   • A common problem when using Thesaurus titling is that not all users know the complete structure of the Thesaurus by memory. If somebody does not know that, for example, Guidelines is a narrower term of Compliance, which itself is a narrower term of Asset Management, they may have a difficult time navigating through the hierarchy or guessing where they can find the term in a hierarchical structure. You can type the term you want in the field Title (Structured Part) on the New Record form before clicking KwikSelect and the Select From Thesaurus Terms dialogue box appears with the term.
   • Ordinary terms that are narrower to top terms are preceded by a tilde (~) when you insert them. Terms that are prompts are preceded by a colon (:). Top terms have no preceding characters. These characters assist you to review the types of terms chosen.

   • Modify - to modify the selected Thesaurus term if you are a user of user type Administrator or have the correct access permissions
5. Once you have chosen all Thesaurus terms, click OK
6. If necessary, type Title (Free Text Part) details.

   This is the free text component of the title that will be appended to the Thesaurus terms portion of the title.

7. Save the record by clicking OK.

   See Saving new records.

   If applicable, Content Manager may prompt you to manually assign a number to your record.

   1. Type in the desired number and click OK.

      Should the system be set up for automatic numbering and Content Manager prompts you to confirm the number, click OK to create the record or Cancel to return to the New Record form.

   Once saved, you will notice that the Thesaurus terms and the additional title have been appended together.

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