The Structured List field type is ideal for capturing object data with multiple, related components of information, whether that be for bibliographic resources, exhibition history, provenance, or custom records, like framing expenses. This field type lets you build an expandable, orderable list of related entries with detailed information.
For more information on selecting field types for specific use cases, see Setting Up Blueprint Fields.
Adding a Structured List Field
Structured List is one of the field types available under the Fields tab in Blueprints.
You can also add a Structured List field by clicking the plus icon (+) at the end of a Blueprint, which allows you to select from all the available options.
Use Case: Bibliography
We'll start by adding a Structured List to our "Prints" Blueprint for bibliographic records. We'll label it "Bibliography."
Next, we'll add Entry Fields (fields within the Structured List) by clicking + Add Entry Field. Here we've added "Author Last Name and Date," which is a Short Text type, and "Full entry," which is a Long Text type.
For the Long Text field, we've toggled on Use Markdown (which we'll use to italicize titles when we enter information).
We'll continue adding entry fields to the Structured List, including one called "Notes," a Long Text type, and one labeled "Source Type." For the latter, we've chosen "Select" and added five options that will appear as a drop-down when we enter information.
Once entry fields have been added, you can specify the maximum number of rows. Here we're allowing 25 bibliographic entries to be entered for each object. You can update this number as needs change.
You can also set a layout preference, specify whether information is required, indicate whether a field should be locked to further data entry, and decide if information entered in the field should be excluded from publishing in Modules and exhibitions.
In this example, we've left a note to use the 18th edition of the CMOS.
On an object page, when you add data in the Bibliography field, you'll add each entry separately by clicking the + Add Entry button.
In the "Full entry" field, to italicize titles of publications using Markdown, we've added an asterisk to either side of the title (no space between). Note that in this example, punctuation goes after the asterisk:
…Printmaker*.
To view the formatted title displaying italics, click the eye icon in the upper right corner of the field.
We've also added a helpful reminder to ILL this title in the "Notes" field and we've selected "Catalogue raisonné" as the "Source Type."
The first Entry Field (in this example, "Author Last Name and Date") displays in the list. Click to expand the entry.
Once multiple entries have been added, drag and drop them into the preferred order using the drag handle to the left of each item. In this example, we've ordered them alphabetically.
Use Case: Exhibition History
You can also add a Structured List for recording exhibition history. Here we've labeled the field "Exhibition History."
We added "Exhibition" as the first field in the list and selected Dataset as its type.
Datasets are controlled, selectable, customizable lists that help ensure consistency, eliminate misspellings, and make data entry simple.
In this example, we have a Dataset called "Museum of Objects Exhibitions," with exhibition information for the Museum of Objects.
For information on setting up Datasets, see the Using Datasets guide.
This is the Dataset we'll select for the "Exhibition" field in Exhibition History. (For Dataset fields, as for Select fields, you have the option to allow multiple selections.)
We've also added two additional fields: "Installation Shot," for selecting an image file showing the work installed in the exhibition, and "Notes."
On an object page, when you add data in the Exhibition History field, you'll add each entry separately by clicking the + Add Entry button.
For the "Exhibition" field, the exhibitions in the selected Dataset will appear as drop-down options.
Use Case: Provenance
Since methods and language involving provenance vary from institution to institution, you have the flexibility to label and arrange entry fields in the way that works best for your documentation needs and methods.
Here we've added a Structured List field type labeled "Provenance," with nine Entry Fields.
For the first Entry Field, which will display in the list on an object page, we added "Ownership Summary." This is followed by: "Owner," "Location," "Date Acquired," "Acquisition Event," "Date Transferred," "Transfer Event," "Sources," and "Notes."
In this example, showing an object page, the "Provenance" field has been locked to prevent data entry. We did this by toggling on the Locked option in the Blueprint. Notice that the + Add Entry button does not display.
The field can be unlocked inside the Blueprint.
Each entry can be expanded to display owner history. Fields are grayed out to indicate that no data can be entered.
Use Case: Framing Expenses
In this example, we're tracking framing expenses (frame, mat, and glazing costs) for collection works.
We've added four fields: "Element," "Status," "Notes," and "Estimated Cost."
"Estimated Cost" is a Number field, where we've entered "2" as the step to allow dollars and cents (the step here allows for a decimal point followed by two digits). We've also toggled on Show aggregate, which will allow us to see the total estimated cost for framing an object.
On an object page, when you add data in the Framing Expenses field, you'll add each entry separately by clicking the + Add Entry button.
Here, the first "Element" is the frame. Since it's "In inventory," there's no cost involved for this black metal frame.
The total "Estimated cost" for framing the work ($55.75) is indicated below, reflecting costs for the mat and plexiglass.
Displaying a Structured List in a Module or Exhibition
Data from a Structured List can be displayed in a Module or Exhibition.
In this example, we're including the Bibliography field in the Object Layout of our sample exhibition.
For each object displayed, in addition to tombstone information (artist, date, and medium) and label text, we also want to share a list of bibliographic resources.
Here, under Field to Display, we've selected Bibliography, and we've toggled on Show Field Label (so that the word "Bibliography" will appear above the information). In this case, we don't want to show all of the Entry Fields, only the "Full entry," which we've indicated with the check mark.
When you click on an object (either in Preview Mode or once the exhibition has been published), if bibliographic entries were added to the object record, they will display.
The Structured List field type can be used whenever you need to create an expandable list of separate but related items that can be reordered with ease.
Need some help planning structured lists? Don't hesitate to reach out.