---
title: "Creating a new record in the database"
canonical: "https://support.soutron.net/space/HG/3278454/Creating%20a%20new%20record%20in%20the%20database"
format: markdown
---
> Macro (anchor)
This section describes the process of manually creating new records in the database, referred to as "Cataloguing"
---
**To start cataloguing, select** **Modules > Cataloguing > New Catalogue Record**.
This function may also have been added to the [top-level menu](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279278)[.](http://confluence.soutron.net/Menu_Configuration.html#Adding_an_option_to_a_menu)
The system presents a list of possible templates. One template can be selected to perform data entry:
# Selecting the Content and Record Type
The first step is to select the Content Type followed by selection of the Record Type
1. Select one of the Content Types from the drop-down list. Selecting this will determine the Record Types that are available to use.
2. Select the Record Type from the drop-down list: this displays only Record Types which are associated with the Content Type selected
3. Select the Record Type Function. This determines particular characteristics associated with the Record Type. The majority of records will use the Default **General** Setting :
- General - for all types of record except the two listed below (Serial and Volumes)
- Serial - to set up a new record and use the [serials](https://soutron.atlassian.net/wiki/pages/createpage.action?spaceKey=hg&title=Serials&linkCreation=true&fromPageId=3278454)[ ](https://soutron.atlassian.net/wiki/pages/createpage.action?spaceKey=hg&title=Serials&linkCreation=true&fromPageId=3278454)functionality select this option
- Record with volumes - to set up and create a Multi-Volume Record select this option (see [volumes](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278055))
4. Click **Create**
The system displays the data entry form for a new record. It is laid out with the Field Labels on the left and each field has a clearly delineated area to enter details.
The side bar menu provides functions to apply to the record, including Save and Save and Close and Close
> ℹ️ *The fields which appear on the data entry form are defined in System Management specifically for each *[*Record Type*](https://soutron.atlassian.net/wiki/spaces/HG/pages/3277986)*.*
---
# Entering data into the Record Type Template form
Enter data into the fields as required.
Fields marked with the white exclamation mark on a red circular background are mandatory and must be filled in before the record can be saved:
Fields without boxes to complete are system fields which are automatically populated when the record is saved:
For further information on the following fields [Click here to see information on these specific fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278815):
- ISBN and cover images
- Shelf Reference
- Status
and these types of field:
- [Date fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278066)
- [Document fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3277895)
- [Globalisation fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278352)
- [Image fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278120)
- [Multi-entry fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279305)
- [Number fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279337)
- [Rich Text fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279638)
- [Text fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278708)
- [Thesaurus fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278731)
- [Validation fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279071)
- [Website/YouTube fields](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279075)
---
### Suggestion
Suggestion is an optional facility to use when entering data in a field. If it has been enabled by the System Administrator, it assists by showing if there is a record that already exists with the text that is being typed into the field. By typing into a Text or Thesaurus field or Text/Thesaurus field group, the system presents a drop-down list of matching entries from which the required entry can be selected or indicates that a record already exists.
When using this in a thesaurus field, "Use For" options are displayed to indicate an alternative term that could be used
> ℹ️ *Suggestion can be enabled at a field or field group level, and for each individual OPAC. It is defined in *[*System Management*](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278530)*.*
---
> ✅ **IMPORTANT** We recommend that the **SAVE** menu is clicked on frequently to save work as it is entered. This will avoid disappointment if the web browser form closes unexpectedly.
### Additional settings
A record will inherit particular characteristics when created and these can be changed
Click **Expand Additional Settings**
The screen displays a series of tick box options:
Change the settings as required:
| | |
| --- | --- |
| **Publish Record** | Tick if this record is to be visible to the End User; untick if not. Records that are not set to be published (Unpublished )are visible to all Administrative Staff.
> ℹ️ *The settings are defined for each Record Type template in* *[System Configuration](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278496)* *and is generally set to Publish by default.*
It is also possible for Administrative staff to publish and unpublish [multiple catalogue records](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278683) at a time using the side bar menu functions which appear when displaying Search results |
| **No Copies** | Tick if this record is not to have any copy records associated with it. This is usually the case for non-physical items, such as a record of a web site or a blog or a digital file.
This box should not be ticked if the record will have copies.
> ℹ️ *The default for each Record Type is defined in the* *[Record Type Template](https://soutron.atlassian.net/wiki/spaces/HG/pages/3277986)**.* |
| **Allow Copy Requests** | These three settings relate to Requests and Reservations, and can be set to override the general settings for the [Record Type](https://soutron.atlassian.net/wiki/spaces/HG/pages/3277986) if needed. See [Requests and Reservations](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279228) for an explanation of the types of request.
For Supply a Copy request, it is necessary to specify which library will supply the copy, by clicking on Select Libraries. Select from the list of libraries:
then click on the cross to close the window and return to the record. |
| **Allow Photocopy requests** |
| **Allow Supply a Copy** |
Click **Collapse Additional Settings** to close the form and remember to SAVE the record to complete the process.
---
# Saving the Record
To save the data to the database, there are two menu choices to safely record the data: **Save** and **Save and Close**
- click **Save & Close** in the Actions menu, to save and exit the record without creating copy records
The full record is displayed. At this point it is now possible to create [Parts records](https://soutron.atlassian.net/wiki/spaces/HG/pages/3276942) (if applicable) or add copy details.
- Click **Close** in the Actions menu, to exit the record without saving, or if you have previously saved the data and are happy to close the record.
The following message will appear. This is a reminder that the record has not yet been saved to the database!
Click on the required option (SAVE) in the Actions menu to continue.
- Click **Save** in the Actions menu, to save the record and then [create copy records](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278564) or assign Categories
Once the record is **Saved**, access to all the functions available when [editing existing records](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278275) is presented
> ⚠️ It is necessary to explicitly Save and Close the record within the application NOT by closing the web browser to exit the record. Otherwise the record is [locked](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278467) and cannot be edited by other users. Simply closing the web browser does not exit the record correctly.
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**Experiencing problems with cataloguing? See the **[**Troubleshooting Guide**](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278467)**.**