Primary Tables and Intrinsic Fields

CollectiveAccess is structured around several primary tables, with editors that can be enabled (or disabled) depending on project requirements. Each primary table has intrinsic bundles and its own set of preferred and non-preferred labels bundles. Distinct user interfaces can be configured for each table, and within that, a single table can have multiple user interfaces restricted by Type (see Types).

Editors that are not relevant for your system (you don’t catalogue places for example) can be disabled in the configuration file app.conf, by setting the various *_disable directives below to a non-zero value

Here’s how it looks in app.conf:

# Editor "disable" switches
# -------------------
ca_objects_disable = 0
ca_entities_disable = 0
ca_places_disable = 0
ca_occurrences_disable = 0
ca_collections_disable = 0
ca_object_lots_disable = 0
ca_storage_locations_disable = 0
ca_loans_disable = 0
ca_movements_disable = 1
ca_tours_disable = 1
ca_tour_stops_disable = 1
ca_object_representations_disable = 1

Objects (ca_objects)

Object records represent items or assets in a collection, typically the physical or born-digital items being managed. Every object record has a “type” that determines which fields are relevant for it. The list of types available in your system can be customized to match your specific cataloging requirements.

Object intrinsics (ca_objects)

Name	Code	Description	Mandatory?	Default
Identifier	idno	The object identifier. Must follow policy defined in configured numbering policy if app.conf setting require_valid_id_number_for_ca_objects is set. Must be unique if app.conf setting allow_duplicate_id_number_for_ca_objects is not set.	Depends upon numbering policy
Type	type_id	A value from the object_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.
Parent	parent_id	Reference to parent record. Will be null if no parent is defined. When setting this value in a data import or via an API call the identifier of the parent object may be used.	No	null
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
Lot	lot_id	A reference to the lot record (ca_object_lots) of which the object is a part. May be null if the object is not part of a lot. Note that an object may be part of only one lot. The raw database value contained lot_id is an internally generated numeric lot_id. However, when setting this intrinsic via an import mapping or API call you may also use the lot’s identifier.	No
Source	source_id	A value from the object_sources list indicating the original source of the object. This value is sometimes used to broadly distinguish different classes of objects. When setting this value in a data import or via an API call the item identifier may be used.	No
Deaccessioned?	is_deaccessioned	A flag indicating whether the object is deaccessioned. Will be 1 when deaccessioned or 0 (the default) when not deaccessioned.	Yes	0
Date of deaccession	deaccession_date	The date of deaccession. If unknown the value will be null. The date is stored as an historic daterange and may be any valid historic date (Eg. it is not limited to post-1970 dates).	No
Date of disposal	deaccession_disposal_date	The date of disposal of the object. This is typically a date after deaccession. If unknown the value will be null. The date is stored as an historic daterange and may be any valid historic date (Eg. it is not limited to post-1970 dates).	No
Deaccession notes	deaccession_notes	Any notes regarding the deaccession process. Limited to 65535 characters maximum length.	No
Deaccession type	deaccession_type_id	A value from the object_deaccession_types list indicated type of deaccession. Examples of deaccession types might include “Sold”, “Destroyed” and “Transferred”. When setting this value in a data import or via an API call the item identifier may be used.	No
Acquisition type	acquisition_type_id	A value from the object_acq_types list indicating how the object was acquired. When setting this value in a data import or via an API call the item identifier may be used.	No
Accession status	item_status_id	A value from the object_statuses list indicating the accession status of the object. Accession status values might include “accessioned”, “pending accession”, “non-accessioned item”, etc. When setting this value in a data import or via an API call the item identifier may be used.	No
Extent	extent	The numeric extent. Must a be a whole, positive number. Default is 0.	Yes	0
Units of extent	extent_units	Units of extent value, as text.	Yes
Library circulation status	circulation_status_id	A value from the object_circulation_statuses list indicating the circulation status of the object, as set by the library check-in/out system. When setting this value in a data import or via an API call the item identifier may be used.	No
Submitted by user	submission_user_id	For records submitted via the Pawtucket “contribute” form interface. The user who submitted the record.	No
Submission group	submission_group_id	For records submitted via the Pawtucket “contribute” form interface. The group of the user that submitted the record.	No
Submission status	submission_status_id	For records submitted via the Pawtucket “contribute” form interface. A value from the submission_statuses list indicating the review status of the submitted record. When setting this value in a data import or via an API call the item identifier may be used.	No
Submission form	submission_via_form	For records submitted via the Pawtucket “contribute” form interface. The identifying code of the form used to submit the record.	No
View count	view_count	Number of times record has been viewed in Pawtucket front-end	No	0
Home location	home_location_value	The home location of the object, formatted using the display template defined by the app.conf “home_location_display_template” directive an evaluated relative to the home ca_storage_locations record. If no template is defined in app.conf, the full hierarchical path of the home location is returned. The template may be overriden by passing a “display_template” tag option.	No

Note

ca_objects.preferred_labels.name is used by data mappings and display templates to reference the intrinsic name field in the ca_object_labels table

Object Lots (ca_object_lots)

Lots record the accession or acquisition of one or more objects. Lots are commonly used by collecting institutions who may accession more than one unique item per accession. Registrarial information, such as the Deed of Gift, may be recorded in a lot record while cataloging for each accessioned object remains at the object level.

Object lot intrinsics (ca_object_lots)

Name	Code	Description	Mandatory?	Default
Identifier	idno_stub	The lot identifier. Must follow policy defined in configured numbering policy if app.conf setting require_valid_id_number_for_ca_object_lots is set. Must be unique if app.conf setting allow_duplicate_id_number_for_ca_object_lots is not set.	Depends upon numbering policy
Type	type_id	A value from the object_lot_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.	Yes	null
Parent	parent_id	Reference to parent record. Will be null if no parent is defined. When setting this value in a data import or via an API call the identifier of the parent lot may be used.	No	null
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
Source	source_id	A value from the object_lot_sources list indicating the original source of the lot. This value is sometimes used to broadly distinguish different classes of lots. When setting this value in a data import or via an API call the item identifier may be used.	No
Accession status	lot_status_id	A value from the object_lot_statuses list indicating the accession status of the lot. Accession status values might include “accessioned”, “pending accession”, “non-accessioned item”, etc. When setting this value in a data import or via an API call the item identifier may be used.	No
Extent	extent	The numeric extent. Must a be a whole, positive number. Default is 0.	Yes	0
Units of extent	extent_units	Units of extent value, as text.	Yes
Submitted by user	submission_user_id	For records submitted via the Pawtucket “contribute” form interface. The user who submitted the record.	No
Submission group	submission_group_id	For records submitted via the Pawtucket “contribute” form interface. The group of the user that submitted the record.	No
Submission status	submission_status_id	For records submitted via the Pawtucket “contribute” form interface. A value from the submission_statuses list indicating the review status of the submitted record.	No
Submission form	submission_via_form	For records submitted via the Pawtucket “contribute” form interface. The identifying code of the form used to submit the record.	No
View count	view_count	Number of times record has been viewed in Pawtucket front-end	No	0

Note

ca_objects.preferred_labels.name is used by data mappings and display templates to reference the intrinsic name field in the ca_object_labels table

Entities (ca_entities)

Entity records represent specific people and organizations. Relationships can be created between entity and object records (or any other records in any other table) with fully customizable relationship types. For example, an entity record for an individual could be related to an object record as the creator of the object, or the photographer, donor, publisher, performer, etc.

Entity intrinsics (ca_entities)

Name	Code	Description	Mandatory?	Default
Identifier	idno	The entity identifier. Must follow policy defined in configured numbering policy if app.conf setting require_valid_id_number_for_ca_entities is set. Must be unique if app.conf setting allow_duplicate_id_number_for_ca_entities is not set.	Depends upon numbering policy
Type	type_id	A value from the entity_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.	Yes	null
Parent	parent_id	Reference to parent record. Will be null if no parent is defined. When setting this value in a data import or via an API call the identifier of the parent entity may be used.	No	null
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
Lifespan	lifespan	The life dates of the entity expressed as an historic daterange.	No
Source	source_id	A value from the entity_sources list indicating the original source of the entity. This value is sometimes used to broadly distinguish different classes of entities. When setting this value in a data import or via an API call the item identifier may be used.	No
Submitted by user	submission_user_id	For records submitted via the Pawtucket “contribute” form interface. The user who submitted the record.	No
Submission group	submission_group_id	For records submitted via the Pawtucket “contribute” form interface. The group of the user that submitted the record.	No
Submission status	submission_status_id	For records submitted via the Pawtucket “contribute” form interface. A value from the submission_statuses list indicating the review status of the submitted record.	No
Submission form	submission_via_form	For records submitted via the Pawtucket “contribute” form interface. The identifying code of the form used to submit the record.	No
View count	view_count	Number of times record has been viewed in Pawtucket front-end	No	0

Note

ca_entities.preferred_labels.displayname is used by data mappings and display templates to reference the intrinsic displayname field in the ca_entity_labels table. See below ca_entity_labels name fields for all ca_entity_labels name fields.

Places (ca_places)

Place records represent physical locations, geographic or otherwise. Places are inherently hierarchical allowing you to nest more specific place records within broader ones. As with entities, places can be related records in other tables. Places are typically used to model location authorities specific to your system. For cataloguing of common geographical place names consider using CollectiveAccess’ built-in support for GoogleMaps, OpenStreetMap, GeoNames and/or the Getty Thesaurus of Geographic Names (TGN).

Place intrinsics (ca_places)

Name	Code	Description	Mandatory?	Default
Identifier	idno	The place identifier. Must follow policy defined in configured numbering policy if app.conf setting require_valid_id_number_for_ca_places is set. Must be unique if app.conf setting allow_duplicate_id_number_for_ca_places is not set.	Depends upon numbering policy
Type	type_id	A value from the place_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.	Yes	null
Parent	parent_id	Reference to parent record. Will be null if no parent is defined. When setting this value in a data import or via an API call the identifier of the parent place may be used.	No	null
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
Lifespan	lifespan	The life dates of the place expressed as an historic daterange.	No
Source	source_id	A value from the places_sources list indicating the original source of the place. This value is sometimes used to broadly distinguish different classes of places. When setting this value in a data import or via an API call the item identifier may be used.	No
Floorplan	floorplan	Uploaded image depicting floor plan of place. Used as the base layer in the object-place floorplan user interface.	No
Submitted by user	submission_user_id	For records submitted via the Pawtucket “contribute” form interface. The user who submitted the record.	No
Submission group	submission_group_id	For records submitted via the Pawtucket “contribute” form interface. The group of the user that submitted the record.	No
Submission status	submission_status_id	For records submitted via the Pawtucket “contribute” form interface. A value from the submission_statuses list indicating the review status of the submitted record.	No
Submission form	submission_via_form	For records submitted via the Pawtucket “contribute” form interface. The identifying code of the form used to submit the record.	No
View count	view_count	Number of times record has been viewed in Pawtucket front-end	No	0

Note

ca_places.preferred_labels.name is used by data mappings and display templates to reference the intrinsic name field in the ca_place_labels table

Occurrences (ca_occurrences)

Occurrences are used to represent temporal concepts such as events, exhibition, productions or citations.

Occurrence intrinsics (ca_occurrences)

Name	Code	Description	Mandatory?	Default
Identifier	idno	The occurrence identifier. Must follow policy defined in configured numbering policy if app.conf setting require_valid_id_number_for_ca_occurrences is set. Must be unique if app.conf setting allow_duplicate_id_number_for_ca_occurrences is not set.	Depends upon numbering policy
Type	type_id	A value from the occurrence_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.	Yes	null
Parent	parent_id	Reference to parent record. Will be null if no parent is defined. When setting this value in a data import or via an API call the identifier of the parent occurrence may be used.	No	null
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
Source	source_id	A value from the occurrence_sources list indicating the original source of the occurrence. This value is sometimes used to broadly distinguish different classes of occurrences. When setting this value in a data import or via an API call the item identifier may be used.	No
Submitted by user	submission_user_id	For records submitted via the Pawtucket “contribute” form interface. The user who submitted the record.	No
Submission group	submission_group_id	For records submitted via the Pawtucket “contribute” form interface. The group of the user that submitted the record.	No
Submission status	submission_status_id	For records submitted via the Pawtucket “contribute” form interface. A value from the submission_statuses list indicating the review status of the submitted record.	No
Submission form	submission_via_form	For records submitted via the Pawtucket “contribute” form interface. The identifying code of the form used to submit the record.	No
View count	view_count	Number of times record has been viewed in Pawtucket front-end	No	0

Note

ca_occurrences.preferred_labels.name is used by data mappings and display templates to reference the intrinsic name field in the ca_occurrence_labels table

Collections (ca_collections)

Collections represent significant groupings of objects. They may refer to physical collections, symbolic collections of items associated by some criteria, or any other grouping. Collection records are often used to manage formal archival processing and the creation of finding aids, by configuring records to be compliant with the Describing Archives (DACS) content standard.

Note

ca_collections.preferred_labels.name is used by data mappings and display templates to reference the intrinsic name field in the ca_collection_labels table

Collection intrinsics (ca_collections)

Name	Code	Description	Mandatory?	Default
Identifier	idno	The collection identifier. Must follow policy defined in configured numbering policy if app.conf setting require_valid_id_number_for_ca_collections is set. Must be unique if app.conf setting allow_duplicate_id_number_for_ca_collections is not set.	Depends upon numbering policy
Type	type_id	A value from the collection_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.	Yes	null
Parent	parent_id	Reference to parent record. Will be null if no parent is defined. When setting this value in a data import or via an API call the identifier of the parent collection may be used.	No	null
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
Source	source_id	A value from the collection_sources list indicating the original source of the collection. This value is sometimes used to broadly distinguish different classes of collections. When setting this value in a data import or via an API call the item identifier may be used.	No
Submitted by user	submission_user_id	For records submitted via the Pawtucket “contribute” form interface. The user who submitted the record.	No
Submission group	submission_group_id	For records submitted via the Pawtucket “contribute” form interface. The group of the user that submitted the record.	No
Submission status	submission_status_id	For records submitted via the Pawtucket “contribute” form interface. A value from the submission_statuses list indicating the review status of the submitted record.	No
Submission form	submission_via_form	For records submitted via the Pawtucket “contribute” form interface. The identifying code of the form used to submit the record.	No
View count	view_count	Number of times record has been viewed in Pawtucket front-end	No	0

Storage Locations (ca_storage_locations)

Storage location records represent physical locations where objects may be located, displayed or stored. Like place records, storage locations are hierarchical and may be nested to allow notation location at various levels of specificity (building, room, cabinet, drawer, etc.). As with the other primary tables, each storage location may have arbitrarily rich cataloguing, including access restrictions, geographical coordinates, keywords and other information.

Storage location intrinsics (ca_storage_locations)

Name	Code	Description	Mandatory?	Default
Identifier	idno	The storage location identifier. Must follow policy defined in configured numbering policy if app.conf setting require_valid_id_number_for_ca_storage_locations is set. Must be unique if app.conf setting allow_duplicate_id_number_for_ca_storage_locations is not set.	Depends upon numbering policy
Type	type_id	A value from the storage_location_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.	Yes	null
Parent	parent_id	Reference to parent record. Will be null if no parent is defined. When setting this value in a data import or via an API call the identifier of the parent storage location may be used.	No	null
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
Source	source_id	A value from the storage_location_sources list indicating the original source of the storage location. This value is sometimes used to broadly distinguish different classes of storage locations. When setting this value in a data import or via an API call the item identifier may be used.	No
Icon	icon	Icon image to display for storage location.	No
Color	color	Highlight color for storage location in hex format.	No
Is enabled?	is_enabled	Flag indicating whether storage location is available for use (value set to 1) or not available (value is 0).	Yes	0
Submitted by user	submission_user_id	For records submitted via the Pawtucket “contribute” form interface. The user who submitted the record.	No
Submission group	submission_group_id	For records submitted via the Pawtucket “contribute” form interface. The group of the user that submitted the record.	No
Submission status	submission_status_id	For records submitted via the Pawtucket “contribute” form interface. A value from the submission_statuses list indicating the review status of the submitted record.	No
Submission form	submission_via_form	For records submitted via the Pawtucket “contribute” form interface. The identifying code of the form used to submit the record.	No
View count	view_count	Number of times record has been viewed in Pawtucket front-end	No	0

Note

ca_storage_locations.preferred_labels.name is used by data mappings and display templates to reference the intrinsic name field in the ca_storage_location_labels table

Loans (ca_loans)

Loan records record details of both incoming and outgoing loans of objects. Loan records, like those in all other tables, is fully customizable and can be used to track alls aspects of a loan, including dates, shipping, and insurance information.

Loan intrinsics (ca_loans)

Name	Code	Description	Mandatory?	Default
Identifier	idno	The loan identifier. Must follow policy defined in configured numbering policy if app.conf setting require_valid_id_number_for_ca_loans is set. Must be unique if app.conf setting allow_duplicate_id_number_for_ca_loans is not set.	Depends upon numbering policy
Type	type_id	A value from the loan_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.	Yes	null
Parent	parent_id	Reference to parent record. Will be null if no parent is defined. When setting this value in a data import or via an API call the identifier of the parent loan may be used.	No	null
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
Source	source_id	A value from the loan_sources list indicating the original source of the entity. This value is sometimes used to broadly distinguish different classes of entities. When setting this value in a data import or via an API call the item identifier may be used.	No
Submitted by user	submission_user_id	For records submitted via the Pawtucket “contribute” form interface. The user who submitted the record.	No
Submission group	submission_group_id	For records submitted via the Pawtucket “contribute” form interface. The group of the user that submitted the record.	No
Submission status	submission_status_id	For records submitted via the Pawtucket “contribute” form interface. A value from the submission_statuses list indicating the review status of the submitted record. When setting this value in a data import or via an API call the item identifier may be used.	No
Submission form	submission_via_form	For records submitted via the Pawtucket “contribute” form interface. The identifying code of the form used to submit the record.	No
View count	view_count	Number of times record has been viewed in Pawtucket front-end	No	0

Note

ca_loans.preferred_labels.name is used by data mappings and display templates to reference the intrinsic name field in the ca_loan_labels table

Movements (ca_movements)

For more complex location tracking needs, movement records can be used to record in precise detail movement of objects between storage locations, while on loan or while on exhibition. Used as part of a location tracking or use history policy, movements can provide a robust record of every movement event in an object’s history.

Movements intrinsics (ca_movements)

Name	Code	Description	Mandatory?	Default
Identifier	idno	The movement identifier. Must follow policy defined in configured numbering policy if app.conf setting require_valid_id_number_for_ca_movements is set. Must be unique if app.conf setting allow_duplicate_id_number_for_ca_movements is not set.	Depends upon numbering policy
Type	type_id	A value from the movement_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.	Yes	null
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
Source	source_id	A value from the movement_sources list indicating the original source of the movement. This value is sometimes used to broadly distinguish different classes of mivements. When setting this value in a data import or via an API call the item identifier may be used.	No
Submitted by user	submission_user_id	For records submitted via the Pawtucket “contribute” form interface. The user who submitted the record.	No
Submission group	submission_group_id	For records submitted via the Pawtucket “contribute” form interface. The group of the user that submitted the record.	No
Submission status	submission_status_id	For records submitted via the Pawtucket “contribute” form interface. A value from the submission_statuses list indicating the review status of the submitted record.	No
Submission form	submission_via_form	For records submitted via the Pawtucket “contribute” form interface. The identifying code of the form used to submit the record.	No
View count	view_count	Number of times record has been viewed in Pawtucket front-end	No	0

Note

ca_movements.preferred_labels.name is used by data mappings and display templates to reference the intrinsic name field in the ca_movement_labels table

Object Representations (ca_object_representations)

Representations capture representative digital media (images, video, audio, PDFs) for objects. Representation records usually contain only just a media file, but can accommodate additional cataloguing that is specific to the media file (not to the object the file depicts or represents) if desired. When used. representation metadata often includes captions, credits, access information, rights and reproduction restrictions.

Object representation intrinsics (ca_object_representations)

Name	Code	Description	Mandatory?	Default
Identifier	idno	The representation identifier. Must follow policy defined in configured numbering policy if app.conf setting require_valid_id_number_for_ca_object_representations is set. Must be unique if app.conf setting allow_duplicate_id_number_for_ca_object_representations is not set.	Depends upon numbering policy
Type	type_id	A value from the object_representation_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.	Yes	null
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
MD5 checksum	md5	The MD5 checksum of the original media uploaded to the represenatation.	Yes
MIME type	mimetype	The MIME type of the original media uploaded to the representation. Ex. for a JPEG image the MiME type will be image/jpeg. For a PDF the MIME type will be application.pdf.	Yes
Original filename	original_filename	The file name of the original media uploaded to the representation. For web browser uploads this file name is sent by the client and may not always be defined.	Yes
Media	media	The original uploaded media and derivatives.	Yes
Media metadata	media_metadata	EXIF, IPTC and XMP extracted from the original uploaded media	Yes
Media content	media_content	Text content extracted from the original uploaded media. For PDF and Microsoft Office documents this will be the full text of the document. It will be blank for most other file formats.	Yes
Source	source_id	A value from the entity_sources list indicating the original source of the entity. This value is sometimes used to broadly distinguish different classes of object representations. When setting this value in a data import or via an API call the item identifier may be used.	No
Submitted by user	submission_user_id	For records submitted via the Pawtucket “contribute” form interface. The user who submitted the record.	No
Submission group	submission_group_id	For records submitted via the Pawtucket “contribute” form interface. The group of the user that submitted the record.	No
Submission status	submission_status_id	For records submitted via the Pawtucket “contribute” form interface. A value from the submission_statuses list indicating the review status of the submitted record.	No
Submission form	submission_via_form	For records submitted via the Pawtucket “contribute” form interface. The identifying code of the form used to submit the record.	No
View count	view_count	Number of times record has been viewed in Pawtucket front-end	No	0

Note

ca_object_representations.preferred_labels.name is used by data mappings and display templates to reference the intrinsic name field in the ca_object_representation_labels table

Tours (ca_tours)

Tour records capture information about on-site or online tours of objects, locations, collections or any other record in the database.

Tour intrinsics (ca_tours)

Name	Code	Description	Mandatory?	Default
Tour code	tour_code	The tour identifier. Must be a unique alpha-numeric code without spaces or punctuation beyond underscores.	Yes
Type	type_id	A value from the tour_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.	Yes	null
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
Source	source_id	A value from the tour_sources list indicating the original source of the tour. This value is sometimes used to broadly distinguish different classes of tours. When setting this value in a data import or via an API call the item identifier may be used.	No
Icon	icon	Icon image to display for tour.	No
Color	color	Highlight color for tour in hex format.	No
View count	view_count	Number of times record has been viewed in Pawtucket front-end	No	0
Rank	rank	The sort order position of the tour. Must be a whole number; lower numbers indicate higher ranking in sort.	Yes	0

Note

ca_tours.preferred_labels.name is used by data mappings and display templates to reference the intrinsic name field in the ca_tour_labels table

Tour Stops (ca_tour_stops)

Each tour record has any number of ordered “stops”. Each tour stop contains metadata about the stop (descriptive text, geographic coordinates, etc.) as well as relationships to relevant objects, entities and more.

Tour stop intrinsics (ca_tour_stops)

Name	Code	Description	Mandatory?	Default
Identifier	idno	The tour stop identifier. Must follow policy defined in configured numbering policy if app.conf setting require_valid_id_number_for_ca_tour_stops is set. Must be unique if app.conf setting allow_duplicate_id_number_for_ca_tour_stops is not set.	Depends upon numbering policy
Type	type_id	A value from the tour_stop_types list indicating the type of the record. Stored as an internally generated numeric item_id. When setting this value in a data import or via an API call the item identifier may be used.	Yes	null
Parent	parent_id	Reference to parent record. Will be null if no parent is defined. When setting this value in a data import or via an API call the identifier of the parent place may be used.	No	null
Tour	tour_id	A reference to the tour record (ca_tours) of which the stop is a part. Note that a stop is always part of a tour. It cannot exist outside of a tour. The raw database value contained tour_id is an internally generated numeric tour_id. However, when setting this intrinsic via an import mapping or API call you may also use the list’s code.	No
Access	access	Determines visibility of record in public-facing applications such as Pawtucket. Values are defined in the access_statuses list. Typically the list includes values for “public” and “private” visibility. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. By convention “0” is interpreted as private and “1” as public access, although this can be modified or expanded in app.conf if required.	Yes	0
Status	status	Records the general cataloguing workflow status of the record. Values are defined in the workflow_statuses list. For historical reasons the value stored in the intrinsic is the list item’s value field, not its identifer or label. Unlike access values, statuses have no functional impact on a record. They are merely informations and intended to provide a simple, straightforward way to track the cataloguing process.	Yes	0
Icon	icon	Icon image to display for tour stop.	No
Color	color	Highlight color for tour stop in hex format.	No
Rank	rank	The sort order position of the tour stop. Must be a whole number; lower numbers indicate higher ranking in sort.	Yes	0

Note

ca_tour_stops.preferred_labels.name is used by data mappings and display templates to reference the intrinsic name field in the ca_tour_stop_labels table

Label Tables

Labels are record names or titles. All primary tables have companion label tables. Labels come in two varieties: preferred and non-preferred. Each record has one, and only one, preferred label. The preferred label is used as the record’s default display title. Records may have any number of non-preferred labels, which are taken as alternative titles and may be used in searches. Labels are always present and do not need to be configured to exist.

The following shorthand is commonly used to reference preferred labels: <tablename>.preferred_labels.<label table name field>. For example the following would display an object preferred label:

ca_objects.preferred_labels.name

See label name fields below for table specific name fields.

Label Table Intrinsics

Occassionally label table names and intrinsic fields need to be referenced directly, for example while configuring searching indexing. Search indexing in Search_indexing.conf.

Note

<table name>.preferred_labels.<name of intrinsic> is used by data mappings and display templates to reference the intrinsic _name_ field for preferred labels. The _<table name>.preferred_labels_ construct is simply an alias for the label table, filtered to return only those entries with the _is_preferred_ set. For example _ca_objects.preferred_labels.name_ and _ca_object_labels.name_ refer to the same thing, except that the _ca_object_labels.name_ version will return _all_ labels, while _ca_objects.preferred_labels.name_ will return only those marked as preferred. Similarly, _<table name>.nonpreferred_labels.<name of intrinsic>_ will return all entries _not_ marked as preferred. Whether you use _ca_objects.preferred_labels.<name of intrinsic>_, ca_objects.nonpreferred_labels.<name of intrinsic>_ or _ca_object_labels.<name of intrinsic>_, the intrinsic names used are the same ones listed below.

Label tables for primary table

Primary table	Label table
ca_objects	ca_object_labels
ca_object_lots	ca_object_lot_labels
ca_entities	ca_entity_labels
ca_places	ca_place_labels
ca_occurrences	ca_occurrence_labels
ca_collections	ca_collection_labels
ca_storage_locations	ca_storage_location_labels
ca_loans	ca_loan_labels
ca_movements	ca_movement_labels
ca_object_representations	ca_object_representation_labels
ca_tours	ca_tour_labels
ca_tour_stops	ca_tour_stop_labels

Available for all label tables

Name	Code	Description
Preferred?	is_preferred	A preferred label is the one ‘true’ title or name of an item – the one you should use when referring to the item – used for display. There can only be one preferred label per item per locale. That is, if you are cataloguing in three languages you can have up to three preferred labels, one in each language. Non-preferred labels are alternative names that can be used to enhance searching or preserve identity. Non-preferred labels can repeat without limit, take locales and optionally take type values which may be employed distinguish valid ‘alternate’ labels from simple search enhancing non-preferred labels.
Name sort	name_sort	Automatically generated version of label used for sorting.
Type	type_id
Source	source_info
Locale	locale_id	Locale of the label.

Note

ca_tour_labels and ca_tour_stop_labels do not contain type, source_info and is_preferred

Label name fields

Name fields within label tables can differ for different tables.

The following applies to: Object labels (ca_object_labels), Object Lot labels (ca_object_lot_labels), Place labels (ca_place_labels), Occurrence labels (ca_occurrence_labels), Collection labels (ca_collection_labels), Storage location labels (ca_storage_location_labels), Loan labels (ca_loan_labels), Movement labels (ca_movement_labels), Object representation labels (ca_object_representation_labels), Tour labels (ca_tour_labels), Tour stop labels (ca_tour_stop_labels)

Name	Code	Description
Name	name	Name of record, used for display.

The following applies to: Entity labels (ca_entity_labels)

Name	Code	Description
Displayname	displayname	Full name of entity, used for display.
Forename/First name	forename	Forename of the entity
Additional forenames/ first names	other_forename	Alternate forenames
Middle name	middlename	Middle name of the entity
Surname/Last name	surname	Surname of the entity
Prefix	prefix	Prefix for the entity
Suffix	suffix	Suffix for the entity

Special Intrinsics

Additional intrinsics provide access to change log information, origination and history tracking information. They are potentially available many or all primary tables, as noted below.

Code	Description	Applies to	Examples
created	Date/time record was created. Returns date/time formatted using system defaults for display. Optional subfields may be specified to obtain the date/time in different formats, and information about the user that created the record. Subfields include: user = the creator’s user name fname = the creator’s first name lname = the creator’s last name email = the creator’s email address timestamp = the creation date/time as a Unix timestamp	Any record	ca_objects.created (returns date/time as display text) ca_objects.created.timestamp (returns date/time as Unix timestamp) ca_objects.created.email (returns the email of the user who created the record)
lastModified	Date/time record was last modified. Returns date/time formatted using system defaults for display. Optional subfields may be specified to obtain the date/time in different formats, and information about the user that last modified the record. Subfields include: user = the user name of the user who last modified the record fname = the last modifier’s first name lname = the last modifier’s last name email = the last modifier’s email address timestamp = the last modification date/time as a Unix timestamp	Any record	ca_objects.lastModified (returns date/time of last modification as display text) ca_objects.lastModified.timestamp (returns date/time of last modification as Unix timestamp) ca_objects.lastModified.email (returns the email of the user who last modified the record)
_guid	A globally unique identifier (GUID) for the record. This is the same GUID value used to track records across replicated systems. (Available from version 1.8)	Any ford	ca_objects.guid
history_tracking_current_value	Current value for history tracking policy. Policy used is the default policy unless overridden by passing the a policy option value on the tag.	Any record for which a current value tracking policy is defined	ca_objects.history_tracking_current_value (current value for object default policy) ca_objects.history_tracking_current_value%policy=provenance (current value for object record using “provenance” policy)
history_tracking_current_date	Date of current value for history tracking policy. Policy used is the default policy unless overridden by passing the a policy option value on the tag.	Any record for which a current value tracking policy is defined	ca_objects.history_tracking_current_date (current value cate for object default policy) ca_objects.history_tracking_current_date%policy=provenance (current value date for object record using “provenance” policy)
history_tracking_current_contents	Values of all records that use this record as their current value. Policy used is the default policy unless overridden by passing the a policy option value on the tag.	Any record which is used by at least one current value tracking policy	ca_storage_locations.history_tracking_current_contents (all values that use this location record as their current value for any default policy) ca_storage_locations.history_tracking_current_contents%policy=current_location (all records using this location record as their curent value using the “current_location” policy)
submitted_by_user	Name and email of user who submitted the record using the Pawtucket “contribute” form feature. By default the user’s first and last name, followed by email address are returned. The return value may be controlled by passing a “display_template” tag option. The display template is evaluated relative to the ca_users record.	ca_objects, ca_entities, ca_places, ca_occurrences, ca_collections, ca_object_lots, ca_loans, ca_movements, ca_storage_locations, ca_object_representations	ca_objects.submitted_by_user (Returns <first name> <last name> (<email>)) ca_objects.submitted_by_user%display_template=^ca_users.email (Returns email address alone)
submission_group	The group the user was in when the record was submitted using the Pawtucket “contribute” form feature. By default the group name followed by group code is returned. The return value may be controlled by passing a “display_template” tag option. The display template is evaluated relative to the ca_user_groups record.	ca_objects, ca_entities, ca_places, ca_occurrences, ca_collections, ca_object_lots, ca_loans, ca_movements, ca_storage_locations, ca_object_representations	ca_objects.submission_group (Returns <group name> (<group code>)) ca_objects.submission_group%display_template=^ca_user_groups.codel (Returns group code alone)