New in Vireo 4

Purpose

Controlled Vocabularies provide a pick list for virtually any field. By default Vireo has the most common vocabularies created and populated with data such as Colleges, Majors, Subjects, and Committee Members. All of these existing vocabularies can be edited. Controlled vocabularies allow more efficient and accurate completion of submission forms. They save time for both students and staff who may otherwise need to make corrections on typos or other errors.

Settings

There are 3 parts in the Controlled Vocabulary Management section.

1- Add Controlled Vocabulary: for naming controlled vocabularies

2- Upload Controlled Vocabularies: for uploading and downloading files

3- On screen editor for controlled vocabularies: for making changes on screen rather than by downloading and editing

Add Controlled Vocabulary

This area is for making a NAME for a new vocabulary, or for deleting unused vocabularies. You can also edit the name of an existing vocabulary by using the pencil icon that appears when you hover your cursor over the name.

The names with a globe icon are configurable in other sections within Workflow Management and cannot be deleted in this section.

By default Vireo has the most common vocabularies created and populated with data.

Upload Controlled Vocabularies

This area is for uploading new or changed files for vocabularies and for downloading existing vocabularies. The supported file types are csv or txt.

Tip: Export a csv of any existing vocabulary to create a valid template for new vocabularies. Simply change the data and the name of the file before uploading.

On screen editor for controlled vocabularies

Although not named, the bottom area of the Controlled Vocabulary Management modal is a drop down menu which allows editing vocabularies on screen instead of by uploading an edited list.

Editing Controlled Vocabularies

When significant edits are needed

Click on the UPLOAD CONTROLLED VOCABULARIES button to open a window labeled "Manage Controlled Vocabularies".
Select the desired vocabulary under UPLOAD TO, then click on EXPORT CSV.
Open the CSV file, edit, and save to any location. You may rename the file as you wish. The name of csv file will not be displayed in Vireo, only the name of the controlled vocabulary it is uploaded to.
Return to MANAGE CONTROLLED VOCABULARIES and lick on the UPLOAD CONTROLLED VOCABULARIES button again.
Select the name of the vocabulary to be updated under UPLOAD TO.
Click BROWSE and navigate to the edited csv or txt file. Open or Select the file according to browser options provided.
Click UPLOAD. The changes to the file will show on the screen for confirmation before the uploaded file is processed.
Click CONFIRM UPLOAD

When few edits are needed

Vocabulary lists can also be edited on screen in the third section of the Controlled Vocabulary Management Section. Simply choose the vocabulary from the drop down list and use the editing tools on the right of each row to add, edit, or delete data in the the vocabulary.

Adding New Controlled Vocabularies

Click ADD CONTROLLED VOCABULARY to provide a name for the new vocabulary.
Click on the UPLOAD CONTROLLED VOCABULARIES button to open a window labeled "Manage Controlled Vocabularies".
Select any vocabulary under UPLOAD TO, then click on EXPORT CSV.
Open the CSV file and remove all data except for the header row.
Enter the list values and rename the file for the new vocabulary. The name of csv file will not be displayed in Vireo, only the name of the controlled vocabulary it is uploaded to.
Return to MANAGE CONTROLLED VOCABULARIES and lick on the UPLOAD CONTROLLED VOCABULARIES button again.
Select the name of the new vocabulary under UPLOAD TO.
Click BROWSE and navigate to the new csv file. Open or Select the file according to browser options provided.
Click UPLOAD
Click CONFIRM UPLOAD

Use of columns in vocabularies

Controlled Vocabulary templates include column headers Name, Definition, Contacts and Identifier.

Name is what will appear in the fields with the associated vocabulary in the student and staff views.

Definition is for internal purposes.

Contacts is for email addresses. Quotation marks appear with email addresses in the on-screen editor automatically and should not be added manually.

Identifiers are for advanced features. Identifier values in the Subjects vocabulary correspond to subject codes used by ProQuest.

NOTE: If an institution submits manuscripts to ProQuest, the default SUBJECTS vocabulary should not be changed. If additional subjects are desired, consider creating a second Local Subjects vocabulary instead.

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