Drop-down lists enable users to select predefined values instead of manually entering data. This improves data quality, prevents typing errors, and allows additional data, terms, and relationships to be managed centrally.

Moreover, within KLEKSI, selection lists can be enriched with metadata, linked terms from thesauri, and even their own registration structure. As a result, selection lists are much more than a simple dropdown list.


Why use drop-down lists?
Selection lists offer various advantages:

• Preventing writing and typing errors.
• Consistent data entry.
• Faster registration of objects.
• Central management of frequently used values.
• Ability to link terms from thesauri.
• Option to record additional information per record.

Examples of selection lists are:

• Organizations
• People
• Materials
• Techniques
• Eras
• Locations
• Latin species names
• Statuses

Create a selection list
Go to Selection Lists via the menu on the left.

1. Click on the + button.
2. Enter a name for the dropdown list.
3. Click Next.

Linking a term to the selection list
You can link the entire list to a term from a thesaurus.

1. Click on Select Term.
2. KLEKSI searches for matching terms via the Terminology Network.
3. Select the term that best fits the meaning of the dropdown list.

This semantically establishes the meaning of the selection list.


Setting up columns
You can determine which data is visible when users view records within the selection list.


Add columns

1. Click on Add Column.
2. Select one or more fields.
3. Confirm your selection.

The selected columns are displayed by default to users who have access to the relevant selection list.


Add records to a selection list
After the selection list has been created:

1. Click on Content selection list.
2. Click on the + button.
3. Enter a name or title for the new record.
4. Click Save.

If you want to add multiple records, you can enable the Add another record option.

This allows you to quickly enter multiple records in a row.


Manage records
Open the contents of a selection list to view and manage existing records.

Per record you can:

• Change details.
• Linking terms.
• Managing metadata.
• Record additional information.
• Delete the record.

Linking terms to records
You can link one or more terms to each record within a selection list.

As a result, each selected value is assigned an unambiguous meaning linked to a thesaurus or ontology.


Linking a term

1. Open a record.
2. Click on Add Terms.
3. The Select Predicate screen opens.
4. First choose a relationship type (predicate).
5. Next, select a term from an available thesaurus.

The most commonly used relationship is:

• Same as (equal to)

Other possible relationships are, for example:

• Similar to
• Consists of
• Applies to
• Created by
• Located in

After selection, the term is linked to the record.


Use linked terms
When a user later selects a record from a selection list, the linked terms are automatically included.

In addition, the number of terms linked to the selected record is displayed for the relevant field.

As a result, a user does not have to manually add thesaurus terms every time.


Managing records as objects
A unique feature of KLEKSI is that records within a picklist can be managed as full-fledged objects.

This means that you can record additional data for each record.

Examples:

• Organizations
• Name
• Address
• Postal code
• Place
• Contact person
• Phone number
• Email address
• Website
• People
• Name
• Date of birth
• Date of death
• Nationality
• Biography
• Materials
• Description
• Compound
• Applications
• Source references

This means you only need to record information once.


Setting up the structure of records
Click Edit Structure next to a selection list.

Here you can determine which data is available for records.

The structure works according to the same principle as object types:

• Groups
• Elements
• Fields

Adding elements
All available elements are listed on the right.

The current structure is shown on the left.

1. Click on Edit.
2. Drag an element from right to left.
3. Release the element at the desired position.

With drag & drop, you can also determine the order.

Create new elements
Do you want to create a new element?

1. Click on the gear icon.
2. Open the overview of all elements.
3. Click on the + button.
4. Create the new element.
5. Set read and write permissions if desired.

The new element can then be added to one or more selection lists.

Linking a dropdown list to a field
Selection lists are used within object types via a special field type.

Link a selection list

1. Open the desired object type.
2. Open the structure of the object type.
3. Add a new field.
4. Select Drop-down list as the field type.
5. Select the desired dropdown list.

Users can then select values from this list when registering objects.

Advanced selection lists
For small and medium-sized selection lists, the standard dropdown with search function suffices.

For very large selection lists, you can choose an Advanced selection list.

Users will then have additional options to:

• Extensive search.
• To be filtered.
• To be sorted.
• Additional columns to view.

This works similarly to the advanced search function within the object overview.

Advanced selection lists are particularly suitable for:

• Person files
• Organizations
• Geographical locations
• Large terminology lists

Additional field settings
Additional settings may be available for a list box field, such as:

• Do not duplicate – prevents a value from being added multiple times within the same object.
• Do not change type – prevents the linked field type from being changed later.
• The available settings may vary by field type.

Remove dropdown lists

1. Go to Selection Lists.
2. Click on the three dots next to the desired selection list.
3. Select Delete.
4. Enter the name of the dropdown list for confirmation.

The selection list is then removed.



Delete records

1. Open the relevant selection list.
2. Find the record you want to delete.
3. Click on the three dots behind the record.
4. Select Delete.
5. Enter the name of the record for confirmation.

The record is subsequently deleted.


Important
When a list box or record is deleted, references to these values are removed from objects. Therefore, always carefully check which objects use the list box or record in question before deleting it.

Selection lists form an important part of data quality within KLEKSI. By centrally managing frequently used data, records remain consistent, more searchable, and easier to maintain.