Managing Accessions
Day-to-day work in the Accessions section: finding, sorting, editing, assigning, and deleting accessions.
The list
Accessions in the left sidebar opens the list of every accession your account or organisation can see.
What you see per row:
- Title and optional description
- File count and processed count (e.g. 4 files · 4 processed)
- Status — Draft (still being worked on) or Complete (all items reviewed)
- Date of creation or completion
- Edit (pencil) and Delete (trash) icons
Filters at the top
| Filter | What it does |
|---|---|
| Search accessions… | Full-text search across name and description |
| All / Documents / Photographs / Artefacts / Audio / Video | Filter by collection type |
| All Fonds dropdown | Show only accessions assigned to a chosen fond |
| Date range | From / to date pickers |
| Newest first sort | Toggle to oldest-first |
The list view / table view toggle (top right) lets you switch to a denser, spreadsheet-style table — useful when you have dozens of accessions to scan.
The Select to Explore button puts the list into multi-select mode so you can pick a batch of accessions and launch a Research & Explore session over them.
Opening an accession
Click the title to open the accession. You'll see:
- Header — title, completion status, linked-authorities summary, fond assignment, file count, processed count, dates, review progress.
- Tabs — Items (per-file metadata), Analysis (collection-level summary), Authorities (linked subjects, people, places, organisations).
- Action buttons — Explore (start a research session scoped to this accession), + Add Files, … menu for delete and other actions.
- Export panel at the bottom — quick links to PDF Report, BagIt, EAD3, AtoM CSV, ArchivesSpace CSV, Archivematica CSV, and the Other formats drawer.
Assigning to a fond
Below the title is the fond assignment dropdown — labelled Unassigned by default. Click to choose a fond, sub-fond, series, or sub-series. The accession moves into your archival hierarchy at the level you pick.
See Assigning accessions for the full workflow.
Editing metadata after completion
A Complete accession isn't locked.
- Expand any item on the Items tab to edit its fields.
- Click the title on the accession header to rename or update description.
- Click +Add Files to add new files to an existing accession — they go through the same processing pipeline.
The accession's status remains Complete; edits don't roll it back to Draft.
Deleting an accession
The … menu in the top right has a Delete option. Confirm in the dialog.
Deleting an accession removes all its files, derived metadata, transcripts, OCR text, and linked authority records permanently. Storage and quota are immediately freed. If you need to keep a copy first, export to BagIt before deleting.
Bulk operations
Multi-select mode (the Select button on the list, or the Select all checkbox inside an open accession) gives you:
- Bulk add to a Dossier — useful when you're pulling material together for a research project
- Bulk export in one of the configured formats
- Bulk delete (admins only on Team / Enterprise)
Item-level bulk operations live inside the open accession — see Reviewing classifications.