Data Entry Workflow

The Data Entry window is the primary workspace for catalogers. It allows for the creation, modification, and deletion of bibliographic records in the selected database.

The Data Entry Interface

When you open the Data Entry module, you are presented with two distinct toolbars: the Main Header Toolbar (horizontal top bar) and the Record Toolbar (floating or right-aligned actions specific to the record).

1. The Main Header Toolbar (menu_main.php)

Located at the very top of the workspace, this bar contains the Navigation Controls and global database tools.

Navigation: These buttons allow you to browse through the Master File Numbers (MFNs).

Icon	Action	Description
	First	Go to the first record in the database.
	Previous	Go to the previous record.
	Next	Go to the next record.
	Last	Go to the last record in the database.
Browse By	Dropdown	Toggle navigation between MFN, Search Results, or Selected Records.

Global Tools:

Icon	Action	Description
	Search	Opens the main search dialog.
	History	Shows the session search history.
	Thesaurus	(If enabled) Opens the thesaurus for term selection.
	Free Search	Opens the Google-like free text search.
	A-Z	Browses the alphabetic index (dictionary).
	New	Creates a new record (or uploads a document).
	Reports	Opens the printing and reporting module.
	Maintenance	Access to utilities (Import/Export, Unlock, Global Changes).
	Refresh	Reloads the database context.
	Stats	(If enabled) Generates database statistics.
	Help	Opens the data entry help page.
	Home	Returns to the database home page.

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2. The Record Toolbar (toolbar_record.php)

This toolbar appears near the record content (often floating on the right). It contains actions that affect only the specific record currently displayed.

Icon	Action	Description
Checkbox	Select	Checkbox to add the current MFN to a "Selected Records" list for bulk processing.
	Edit	Switches the record to Editing Mode.
	Copy	Creates a duplicate of the current record.
	Refresh	Reloads the current record (useful to see updates).
	Delete	Deletes the current record (requires confirmation).
	Z39.50	Search/Import via Z39.50 for this record.
	Validation	Runs the validation rules on the current record.
	Copies	(If enabled) Manage physical copies for this record.

In Editing Mode

When you click Edit, the toolbar changes to provide save options:

Icon	Action	Description
	Cancel	Discards unsaved changes and exits edit mode.
	Save	Saves the record to the database.

1. Creating a New Record

1. Select the desired database (e.g., Books) from the top central menu.
2. Click the New ( ) icon.
3. Select a Worksheet: If the database supports multiple document types (e.g., Monographs, Serials, Maps), a dropdown will appear. Select the appropriate form.
4. The system will assign the next available MFN (Master File Number) automatically upon saving.

2. Editing an Existing Record

1. Use the Search (🔍) icon or the Navigation bar to find the record.
2. Click the Edit () icon.
3. The fields will become editable.

3. Filling in Data

ABCD uses specific conventions for data entry depending on the field definition (FDT).

Standard Text Fields

Simply type into the box. Use the Enter key to create new lines within a large text area (e.g., Abstracts).

Subfields (^)

ABCD uses the caret symbol ^ followed by a letter or number to define subfields (e.g., ^a, ^b).

• Manual Entry: You can type ^aBy Title^bSubtitle.
• Subfield Helper: If configured, clicking the field name or a specific icon may open a form to fill subfields individually.

Repeatable Fields

Fields that can contain multiple values (like Authors or Subjects) are marked as "Repeatable".

• Click the Add Occurrence (+) icon next to the field to add a new empty line.
• Click the Delete Occurrence (x) icon to remove a line.

Picklists and Authority

• Picklists: If a field has a dropdown arrow or a list icon, click it to select from a standardized list (e.g., Languages: ENG, SPA, POR).
• Authority Control: If a field has a "Book" or "Search" icon, clicking it searches the linked authority database (e.g., Thesaurus) to ensure consistency.

Saving Your Work

Once data entry is complete, click the Save () icon.

• If Validation Rules are active, the system may prevent saving if mandatory fields are missing or data formats are incorrect.
• A success message will confirm the record has been updated.

Understanding MFNs

The MFN is the internal ID of the record in the ISIS database. It is unique and permanent for that physical position in the file. It is different from the "Call Number" or "Accession Number," which are library-assigned identifiers.