The Record Editor allows you to edit data records. Records can be linked to a media item or can be "orphans". Several media items can be linked to one record, and in order for a record to appear in the LUNA Viewer it must be linked to at least one media item. Edit one record at a time or perform a group edit.

In order to edit a record you must first be in context of a collection. Use the collection pull down menu in the upper left corner of the LUNA Library to select a collection. Refer to the breadcrumb trail to help you identify if you are in context of a collection.

If you don't see the edit icon in the upper left corner of an item you can't edit it. This is because either you don't have permission or you're not in the context of a collection.

Read the Working with Authorities section for help on how to apply, edit, and manage authorities.

On this page:

Edit Records by Item

To edit a record, begin by selecting it from the LUNA Library thumbnail view. You'll know you've selected the record when you see a border around it. Then using the Edit menu select "Edit by Item". If only one item is selected this will be your only option. Or, you can simply click on the Edit icon in the upper left corner of the thumbnail.

The record will then open in the Record Editor. Actions you can perform in the Record Editor:

You can also use the Media Item Linking tab to link additional items to the record.

Record Editor Layout


Edit Records by Group

To edit multiple records at the same time begin by selecting the items, either orphan records or linked records. Once you've selected the items use the Edit menu to select "Edit by Group".

You can use the many search and label options to help you locate specific content to group edit.

Once the Group Edit tab opens you'll see the data fields you can make group edits to. As soon as you make a edit to a field the box to the right will be checked indicating it is a field that will be updated for all media items you selected. When editing a single field, the changes you apply will replace the existing values within that field for the records you have selected. If you want to check to see what media items you have selected for this group edit use the Media Items Preview tab at the top. You may use Save as draft if you want to save the edits but are not ready to commit the changes so all users can see. You can then come back and Save any of the media items at a later date to commit the changes so all can see.


Tip: When in a Group Edit be sure you pay attention to the LUNA Viewer Display Option pull down menu. You can choose whether or not the items you are editing display in the LUNA Viewer or not.


Edit by Media Item(s)

Editing by media item allows you to edit the Media Item information. See Media Item Editor for more details

Adding & Reordering Fields, Repeating Fields

Every field in a record is subject to the properties assigned to it in the templates tab of the Collection Manager. The many properties you can assign a field in a template are:

You can also create Field Groups. Field Groups represent groups of fields, a nice way to organize common content and allow for repeating fields. If in the template you've created a Field Group you'll see these in the record editor represented by the + and - symbols.

For example, in this screen shot of a template, "Dates" is a Field Group with "Creation Year" and "Century" as fields that can repeat:

And here is the same Field Group represented in the Record Editor:

By clicking on the + you can add another set of these fields. This makes it easy to catalog additional fields following the same structure as the schema. Click on the trash can to delete them, and on the arrows to move them up or down.

Tip: To import repeating fields via a .csv spreadsheet in the Uploader make sure each repeating field has the # sign and a successive number following it. To continue with the example used above, the .csv spreadsheet for import would look like this, where "Nickname", "Creation Year" and "Century" are repeating fields:

If you'd like to create an even more hierarchical data structure with Field Groups within Field Groups contact our support team for assistance,


Entering Dates

To allow for date range searching the dates you enter must be 4 digit year or fit one of the following patterns.

    dd MMM yyyy
    MM/dd/yyyy HH:mm:ss
    MM/dd/yyyy hh:mm:ss aa
    yyyy-MM-dd HH:mm:ss
    yyyy-MM-dd hh:mm:ss aa

More Tips About Repeating Fields