Organization Entities

This documentation describes the process for adding, editing, and managing Organization Entities in Islandora for the Marmot Digital Archive.

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Table of Contents

Adding an Organization Entity

Search in Islandora

The first step for adding any entity in Islandora is to search to see if the entity already exists to make sure you do not create a duplicate.  Entities are shared across all libraries within Marmot. 

Islandora is not always the best search engine, so you can use the Facets sidebar to limit your search by Islandora Organization Model.   This will limit your results to anything that is an organization entity.



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Add a new Organization

Under Entity Shortcuts, click on Add An Organization.

The Organization’s Name should be the primary name for the organization.

The Description is to add information you have about the organization.  This will appear below the Organization Name in Pika search results.  It is important to include the source.  

The URL can be from the organization’s website, if applicable.  

Subjects has a drop down menu to pick Library of Congress Subject Headings (LCSH) or Local subject headings for the organization.  If you have a book about the organization, you can look up the book in the catalog to get those subject headings.  You can copy those subject headings as long as they are relevant to the organization or activities in which the organization participates.  Adding these subjects are very important to help users find the organization when searching for related books.  It is best to include LCSH for the organization, if they exist. You can also use Local subject headings to add topics that do not exist in LCSH. You can use a local vocabulary maintained by your library or collect terms from another source.  Term can be used to add additional information about the LCSH or Local subject heading. Clicking on the Add button will add the subject headings, and create a new tab add another entry. 

Extension with Marmot Metadata allows us to customize the MODS metadata using fields created by Marmot.  Alternate Name(s) is used for the legal name of the organization (when it is not the name the organization is generally known by) as well as nicknames. Click the green plus sign button to add additional alternate names for the organization.

For the Role of the Related Person or Organization go to the list of terms.  Copy and paste the URL under the Role field into a new browser window or tab for a controlled list of terms to use.

Below are several examples from the People Roles (non-creator) from the URL. “Also known as” would be used when an organization has changed names or gone through a merger, technically resulting in a new organization, but is generally thought of as the same organization. Parent/child organizations designate relationships like subsidiaries.

The Person/Organization PID (persistent identifier) can be found under the Entity Shortcuts or by searching.  Search for the person or organization entity to find the PID.  It will be located in the Datastreams information (i.e. organization:108). The Name is the title/name of the creator from the person or organization entity (i.e. American Smelter).  Click the Add button to create a new tab.

Has Address is where you add a Place Entity or General Place.  A Place Entity is for any place significant enough to have a Wikipedia entry. If the place is not significant enough an entity, complete the General Place (non-entity) fields.   Clicking on either Place Entity or General Place will show all the fields you need to fill out. Click the Add button and create a new tab for an additional place.   The Address Start Date & Address End Date for the timeframe the person was known to live at the address.  Use the Add button to add another date range.

The Date Established is when the organization was formed.  The Date Disbanded is when the organization disbanded.  Notes is for any additional information about the organization that does not fit into another field.

External Link is to link the Organization to other sources outside of Islandora, including Pika.  Type is a way to link to specific websites supported in Pika.  The relatedPika link is one of the choices from the XML form in the browser link under the Type field.  You can type in the word relatedPika into the Type field.  You can add the link to the grouped record from Pika into Link

The Grouped Work link is found in the Staff View in Pika. Click on Go to Grouped Work. Copy and paste this link into the Link field. Link Text is the text that will appear in Pika if the Type field is not completed.

If using a Grouped Work URL for an external link, there should be nothing following the grouped work ID in the URL you're using e.g. 'home' or

'Home?searchId=58227433&recordIndex=1&page=1&s' etc.

Do not link to individual bib records -- you must use a grouped work in Pika, as the grouped work ID is the datapoint Pika expects from Islandora records.

Leave both of the Pika Options as YES. This will include the Organization as an entity in Pika.  

Click Ingest to complete the form and add the organization.

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Adding a Thumbnail Image

The best practice for adding a thumbnail for an organization that is being added to the archives is to find a picture of the organization in the archives from a different location.  Anyone can edit the entities.  If someone saved a new thumbnail to the organization entity, it would remove any previous images.  This is why it is best to get the image from a different location.  

Click on Manage under the organization name.

Click on Datastreams.

Then click on the Add a datastream link.

For Datastream ID enter TN, for Datastream Label enter Thumbnail, and then browse to the image file you want to add, upload it, and click Add Datastream.

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Managing and Editing Organizations

Go To Organizations under the Entity Shortcuts.  Click on the Organization folder that you want to manage.


Click on Manage located under the Organization Name. Click on Datastreams.

The Datastreams shows all the different representations of the organization.  If the organization had a thumbnail photo attached, there would be information about the image.  This will also show the name of the organization and the PID.  The only one you can edit will be the MODS.  MODS is the equivalent of MARC. Click edit.

This will bring up the Edit datastream screen where any of the original fields can be edited.

Click Update to save any changes.

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