6.3 Creating an email term

Overview

This section describes how to add email address terms and how to relate an address term to a Person term or another address term in Wordshack.

Addresses that come with archived email messages are controlled Wordshack terms. Most email address terms are added automatically when email is pre-processed in EAS (Electronic Archiving System) and deposited in DRS. However, curators can also pre-create addresses in Wordshack if desired. Once an address term is added, a common next step is to create a person term associated with the address and then link these terms together.

Create an email address term

1. Click Wordshack on the main menu. Then click the Email Addresses choice on the Wordshack menu.
2. Type all or part of the email address in the search box. If no match is found, click the Create New button to open a New Email Address Term form.
   Warning: there is a high volume of address terms in Wordshack. Typing just a few letters into the search box may match hundreds of addresses and slow down retrieval. The more you type, the more precise the match and faster the retrieval.
3. Enter the email address term.
   
   1. In the Value field, enter the email address. When you save this term, this Value will be copied to the Displayas field. Display as is the value that appears in the search box.
   2. [Optional] Enter a note about the term in the Note field.
   3. [Optional] Enter a Display Name value. This is the person's name associated with the address. Click the plus sign to add another display name if desired.
      
4. Click Save New Term and the email term will be created.

Add email address relationships

You can relate an email address term to a Person term defined in Wordshack and/or to another email address term defined in Wordshack. Once you create an email address term, a "Relationships" form appears.

1. Open the email address term.
2. Scroll down to the Relationships area.
3. To associate a person term, type all or part of the person's name into the Associate with auto-search box. A list of matching names will display. Click an email address term to select it.
   If auto search has no matches, there is no term for the email address in Wordshack. You will need to add an email term in Wordshack before completing this task.
4. To relate another email address term, enter data in the Add a Term-to-Term Relation area:
   
   1. Select a relation type.
      • Has earlier form relates the current email term to an earlier form already defined in Wordshack.
        
      • Has later form relates the current email term to a later form already defined in Wordshack.
        
      • Supersedes indicates that the current email term should be used instead of another address term already defined in Wordshack. Choosing this relation type will suppress the superseded address from displaying in email auto-search results in Wordshack. 
      • Is superseded by indicates that the current email term is superseded by another address term already defined in Wordshack. Choosing this relation type will suppress the superseded address from displaying in email auto-search results in Wordshack.
   2. Type all or part of the address into the Select a related term auto-search box. A list of matching addresses will display. Click an address to select it.
      Warning: there is a high volume of address terms in Wordshack. Typing just a few letters into the search box may match hundreds of addresses and slow down retrieval. The more you type, the more precise the match and faster the retrieval.
5. Click the Save Term-to-Term Relations button to create the relationship.