Definitions

Field Descriptions

• CV Group: A description for the property or type field. 
• Term: For property CVs, these are additional, user-defined fields associated with tables. For type CVs, these are control field entries. Loaded data must match exactly to the CV type.  
• Definition: Mandatory free text field defining the term.
• Type: This describes whether a term can be edited or not. System terms cannot be edited.

Add a New Term

1. From the menu bar, select Define | Controlled Vocabulary. A list of existing CV groups display on the left-hand side of the form. Clicking Export exports a text file of the CV groups listed.
2. On the left-hand side of the form, select the CV group to which you want to add a new term. Existing CV terms display in the Controlled Vocabulary terms table.

3. Click Insert New Record. Add the new term name in the Term name field and add a definition in the Definition field. You may need to scroll down to see the new term field that you added.

4. Repeat step 3 to add new terms to the selected CV group as many times as necessary.
5. Click Save Selected Record(s). If the request is successful, a confirmation message displays and the name of the CV term remains on the right-hand side of the form.

Update an Existing CV Term

1. From the menu bar, select Define | Controlled Vocabulary. A list of existing CV Groups display on the left-hand side of the form. 
2. On the left-hand side of the form, select the CV group you want to update. Existing CV terms display in the Controlled Vocabulary terms table. Many terms are system terms and cannot be updated - this is indicated by a square check box that cannot be checked.

3. Check the term(s) you want to update.

4. Update the applicable terms/records by editing the text directly in the term field.

5. Click Save Selected Record(s). If the request is successful, a confirmation message displays and the updated term for the CV remains on the right-hand side of the form.

Delete an Existing CV Term - Proceed with Caution!

1. From the menu bar, select Define | Controlled Vocabulary. A list of existing CV Groups display on the left-hand side of the form. 
2. On the left-hand side of the form, select the CV group from which you want to delete a record. Existing CV terms display in the Controlled Vocabulary terms table. Many terms are system terms and cannot be deleted - this is indicated by a square check box that cannot be checked.

3. Check the term(s) that you want to delete.

4. Click Delete Selected Record(s). If the request is successful, a confirmation message displays and the term is removed from the right-hand side of the form.  Note, any associated records will also be deleted.

Export a CV Term List

Several fields in the Marker, Sample, and Dataset Wizard require the user to input CV terms. The text entered in the data files for these fields must match the exact text in the "Term" column of the CV Term table and is case-sensitive. Users can download a list of CV terms to ensure that they have the exact text format to enter in their data files. For example, the Sample and Dataset Wizards both have a field called "germplasm_type" that must be filled with the terms that are defined in the germplasm_type CV list.

1. From the menu bar, select Define | Controlled Vocabulary. A list of existing CV Groups display on the left-hand side of the form. 
2. On the left-hand side of the form, select the CV group you want to download. Existing CV terms display in the Controlled Vocabulary term table. Click Export Terms using the button underneath the list of terms.
   

3. Select the folder where you would like to save a .txt file that contains all of the columns of information on the CV Terms.

4. The file can then be opened in Excel or any text browser. 

Example of a CV Term file exported from the germplasm_type CV list.