Tutorial 8

Creating collections and lists in the database

In this tutorial you will learn how to group together publications into formal collections – such as an institutional or organisational archive, or a private collection – or into thematic lists of your choosing. We will use the example of a new publication that was recently added to the archive – the zine, Interviews with Critical Workers (2020).

Step 1

Note that you cannot attach a publication Item of the instance “work” to a collection. To indicate that a publication is part of a collection, you have to first create an Item for the physical or digital copy of that publication that is held into the collection. If you need a reminder how to do that, follow the steps outlined in Tutorial #3.

When creating this copy Item, make sure to use the same title as the original publication in the Label field. In the Description field, indicate that this is a copy of the publication (provide its full title) in the collection of the specific institution or organisation.


Step 2

Next, add a statement declaring that this is an instance of “copy”. And use the Property “collection” to attach the institution, organisation or individual, as required. As discussed in Tutorial #5, you will need to create a new Item for this, if the entity does not exist in the database yet.


You can add further properties here, if required, such as inventory number, or dedicated image for the copy, or a new long-form text description. Consult the Data model spreadsheet to discover the current range of possibilities.

Step 3

Once you have created your new copy Item, you need to link to it from the main publication Item. Use the following property: “copies in collections”. As you might have guessed already, any publication can be linked to multiple copies, and by extension multiple collections, via this property.


You can see the full record for the publication here, including the link to the copy here, and you can check how this is reflected in the frontend of the DAAP here.

If you have followed the steps so far, you should be able to add your own publications to collections now, too. Follow the next steps to see how to create lists around various themes not bound to a specific formal collection.

Step 4

To add a publication to a thematic list, you need to create an Item for the list first. In this case, we will create a list around the theme of new publications which were not only archived in the DAAP, but actually digitally published via the platform, including a full PDF of the publication.

This list is created just like any other Item in the database. It needs a Label and a Description.


Step 5

Once you create a list of your choosing, you need to indicate that it is an instance of “user-generated list” and include the publications that you want to be part of the list.


In this example, we added the publication Interview with Critical Workers (2020) to the list, via the Property “includes”. You can add other statements to lists. For example, adding a creation date or creators/ contributors to a list using the respective Properties for these Values can be helpful, especially if you want to use the list collaboratively. You could choose to also provide a long-form text description, for example. You could also add a representative image. Adding an image would help distinguish the list when it is presented in the frontend of the DAAP.

Step 6

Lastly, don’t forget to link your publication Item to the list Item, as well. To do this, go back to the publication Item page and add a statement with Property “user-generated list” and the Value of your desired list Item.


Once again, any publication can be linked to multiple lists.

We encourage you to use the concept of thematic lists as creatively as you wish.

If you want to make lists for your own private research purposes, and do not wish to make them visible in the frontend of the archive, you can follow Steps 4 and 5, and skip Step 6. This way the lists will be accessible from the backend of the database, and you can search for them via the keyword search facility, but they will not be highlighted in the frontend presentation. For reference of the frontend presentation of the example list we just created in this tutorial, see below.