Add, Edit and Save records

Axiell Go is designed to guide users through everyday collections management tasks, in particular adding / creating new records.

Tasks: Add a record

The primary purpose of Tasks is creation of new records:

• On a large device (desktop or tablet), select the Tasks icon (on the left side of the screen).
• On smaller devices, such as smart phones, Tasks are accessed via the Menu icon:

  

An alphabetical list of modules The management of a collection can involve a vast amount of information about collection objects / items, people and organizations, events, administration and more. This information is stored in modules (database tables) that are specific to the type of information: for instance, the Parties module stores information about people and organizations involved in some way with your collection. is presented:

• The list of modules can be filtered by keying letters into the Filter tasks field.
• Select a module name to begin creating a new record:

  

An Insert Workspace is added. Working in the Insert Workspace is the same as working in the Edit Workspace:

1. Select a Record Section in the Record Sections pane.
2. Expand each Field Group and add details to the fields:

   

Details about adding data to each type of field can be found in Edit a Record.

When a record is in Details View (you've run a search and selected a record, or perhaps you've just added a new record), it can be edited:

Edit a record

1. Select Edit.
   An Editing Workspace is added

   On a large screen (the Workspaces bar is visible), an Editing Workspace is added to the Workspaces bar:

   

   On a small screen, the display changes to an Editing Workspace:

   

   In this example we see that a record in the Parties module is available for editing. The current Record Section is Person:

   • Six Field Groups are available in the Person Record Section.
   • A Field Group, called Party Type, has been expanded and the data in its field is ready to be edited.

   1. Show / Hide fields

   Select to expand a Field Group and show its fields and data. In the example above, the Party Type Field Group has been expanded to reveal its field and data, which can now be edited.

   Select again to collapse and hide the Field Group.

   2. Record Sections & Record Views

   The Record Sections pane is hidden by default:

   1. Select to display available Record Sections.

   2. Select a Record Section in the list (Address in the example below) to display its Field Groups.

   3. On a large screen you can choose to keep the Record Sections pane open; on a small screen you will need to close it in order to see the Field Groups:

      

   When viewing or editing records in some modules, the Record Sections pane will include a Record view drop list:

   

   A Record View is a view of a record tailored to a particular purpose (or group of users). Typically, tailoring involves simplifying the information presented to a user by reducing the number of Record Sections and fields displayed.

   By default, when viewing or editing a record's details, all Record Sections and fields that you are authorized to access are displayed. Depending on the module, there might be twenty or more Record Sections and many hundreds of fields. For many everyday tasks you do not need to see every field, only a subset, and a Record View can be configured to present only those fields required to perform the task.

   If we are only interested in viewing or editing condition check details, a Condition Check Record View can be made available from the Record Views drop list:

   

   Selecting this Record View will reduce the details presented to only those relevant for condition checks:

   

   Note: At the moment, Record Views are configured by Axiell Developers. Please contact Axiell Support to discuss the creation of different Record Views. A facility will be provided in a future release to enable user configuration of Record Views.

   3. Options: Revert Changes

   When you edit a record, and BEFORE you save the record, you will find an option to Revert Changes from the Options menu (beside the Save button):

   

   Select this option to return the record to the state it was in before you made any changes to it.

   4. Show / hide list of Record Sections

   Maximize screen real estate when editing fields by selecting to hide the Record Sections pane.

   Alternatively, select the above the list of Record Sections.

   The icon changes to . Select it again to display the Record Sections pane.

2. Make your changes to the record.

   If you need to undo changes you've made to a record, you can do so BEFORE saving the record:

   Revert Changes

   When you edit a record, and BEFORE you save the record, you will find an option to Revert Changes from the Options menu (beside the Save button):

   

   Select this option to return the record to the state it was in before you made any changes to it.

   How you edit a field depends on the type of field:

   What type of field is this?

   	Field Type	Details
   	Attachment	When an Attachment field is selected, it can be identified by the Browse button.
   	Date	Date fields are identified by the Calendar icon .
   	Lookup Lists	Lookup Lists are identified by the following icon .

   Attachment fields

   An attachment is a link to another record in the same or another module.

   An example of an attachment field is Party: (Associated With) in the Parties module, a field used to link to one or more Parties records associated with the current Parties record:

   

   Note: Party: (Associated With) is one column in the Associated With table. Each row holds details about an associated party, including a link to a Parties record, the role of the linked party, as well as start and end dates for the association. See Tables below for details of working with tables.

   In this example a Parties record is attached to two other Parties records. Select the attachment field to edit the attachment:

   

   To change the attached record:

   1. Select Browse.

      The Select box displays with a list of potential attachments:

      

   2. Start keying details of the record to attach to in the Search field.

      The list will filter to matching records.

   3. Select the required record to make the attachment:

      

      The attachment field will be updated:

      

   Date fields

   Date fields are identified by the Calendar icon . The required format for the date is indicated:

   

   The simplest way to add a date is to key it in the format shown:

   

   As we see, when the cursor is in a date field, several tools become available offering alternative ways to enter a date.

   One option is to tap / click each component of the date (e.g. dd), and use to increase / decrease the number.

   Alternatively, select a date from the calendar:

   1. Click / tap the arrow to reveal the calendar.
   2. Select the month / year:

      

      Either:

      1. Use the arrow heads to move forward / back by one month per click / tap:

         

      2. Click / tap the required day.

      Or:

      1. Click / tap beside the current month & year to reveal a scrollable list of years.
      2. Scroll back / forwards to another year.
      3. Select the required year:

         

      4. Select the required month:

         

      5. Select the required day:

         

   Lookup Lists

   Lookup Lists are identified by the following icon :

   

   About Lookup Lists: good practice and permissions

   Also known as a Pick List or Authority List, a Lookup List is a list of the values that have either been used or are suggested for use in a field. Rather than keying a value into the field, it is possible to pick a value from the Lookup List. Benefits of selecting a value from a Lookup List rather than keying a value directly into a field include:

   • Less typing.
   • Consistent spelling of values entered in fields.
   • Use of the correct (approved) terminology when running a search or editing a record, e.g. Sales Person not Salesman.

   Permissions assigned to Lookup Lists determine whether you can add values to the list and, if so, whether you are prompted to confirm any new value added:

   • ReadOnly - you must use an existing value and cannot add a new value to the Lookup List.
   • ReadWrite (with prompt) - you can add values to the Lookup List but will be prompted before a new value is added.
   • ReadWrite (without prompt) - you can add values to a Lookup List and can do so without being prompted.

   To select a value from a Lookup List

   1. Tap / click the Lookup List button in a field.

      A pop-up selection box will display with a list of values suggested for the field:

      

   2. Locate the value you are after by scrolling through the list (use the scroll bar or the keyboard arrow keys)

      -OR-

      Begin entering the required value in the Search field; the list of values will be filtered as you key letters.

   3. Tap / click the required value.

      The selected value will be entered into the Lookup List field.

   If the value you want to enter is not in the Lookup List and you have permission to enter the value, simply key the value into the field:

   • If the Lookup List is ReadWrite, the value will be added to the Lookup List when the record is saved.
   • If the Lookup List is ReadOnly, you will not be able to save the new value and will need to select an existing value in the List.

   More details about Lookup Lists can be found here.

   Multimedia

   About Multimedia in EMu

   In EMu, multimedia is stored and managed in a Multimedia module. The Multimedia module complies with the Dublin Core Metadata Standard and the complete Dublin Core attribute set can be recorded for each multimedia resource. Records in almost every module can include multimedia resources; and there is no limit to the number of multimedia resources that can be included with a record, nor the type of those resources.

   Multimedia resources can be added to records in EMu in several ways, including:

   1. Creating a record in the Multimedia module for the resource and then attaching the record to any other record.
   2. Adding the multimedia to a record in any EMu module; this will automatically create a record for the resource in the Multimedia module.

   The second of theses methods, described below, is used in Axiell Go.

   See the EMu Help for details about:

   • Multimedia
   • Supported formats and metadata
   • Multiple resolutions
   • Supplementary media

   System Administrators will find details about Multimedia Registry entries here.

   Multimedia is managed on the Multimedia Record Section in most EMu modules. In this example, a Parties record is shown and the Multimedia Record Section has been selected:

   

   Tip: Select (click / tap) a thumbnail to view the resource.

   1. Options (Sort and Remove media from the current record)

   Options include:

   

   Remove selected

   This option will only display if the tick (3 in the image above) is selected for one or more resources.

   1. Select the tick for one or more resources.

      The tick will appear filled:

   2. Select Remove selected.

      The number in brackets indicates the number of selected resources.

      Any ticked resources are removed from the record.

   Note: Resources are only removed from the record; they are not removed from the database and can still be added to records.

   Sort media

   The Sort media option is faded and disabled until more than one resource is added to the current record:

   1. Select Sort media.

      Icons display beneath each resource thumbnail:

      

   2. Drag and drop a resource to a new position by selecting (hold down the icon, drag to the new location and release).

      -OR-

      Click an angled bracket (< or >) to move the resource to the left or right of its current position (if possible):

      

   3. Select Done.

   Remove all media

   Select this option to remove all media from the current record.

   Resources are only removed from the record; they are not removed from the database and can still be added to records.

   Resources can also be removed using the Resource options.

   2. Resource options (Download and Remove)

   Each resource includes an options icon. Options include:

   

   • Download

     Download the multimedia resource to your device.

   • Remove

     Remove the resource from the current record.

   Note: The resource is only removed from the record; it is not removed from the database and can still be added to records.

   3. Select a resource (for further processing)

   Select (tap / click) the tick in order to perform various actions on the resource.

   The tick will appear filled:

   Once selected, various options become available (see 1 above).

   4. Upload new media and attach it to the current record

   To add one or more new resources to Axiell Go and attach to the current record:

   1. Select Upload media.

      The Open (or equivalent) dialogue box will display.

   2. Navigate to the resource(s) (on your local file system, network drive, cloud, etc.).

   3. Select one or more resources.
   4. Select Open (or the equivalent button in the dialogue box) or double-click the selected resource(s):
      • The resources are uploaded to Axiell Go.
      • A record is created in the Multimedia module for each resource.
      • The newly created record(s) for each resource is attached to the current record:

      

   What happens when a resource is uploaded to Axiell Go?

   Axiell Go is a web interface to your EMu Collections Management System (CMS) and changes you make in Axiell Go update your EMu CMS.

   When multimedia resources (images, documents, etc.) are added to EMu it is possible to generate alternative formats (derivatives) automatically. When an image is added to EMu for instance, it is possible to generate different image formats and sizes automatically to satisfy different requirements: a thumbnail JPEG can be generated for browsing, an 800x600 PNG image for publication on the web, whilst maintaining the image in its original format and resolution.

   In the previous example, an image gerard.jpg was attached to the current record in Axiell Go. Behind the scenes, in the EMu Multimedia module, we can see that seven derivatives were automatically generated:

   

   Details about Multimedia and automatic generation of derivatives can be found here.

   5. Attach existing media to the current record

   Select this option to attach an existing Multimedia record to the current record (the media resource you want to attach to the current record is already recorded in the Multimedia module). The Attach media box will display with a list of available media:

   

   1. Either:
      • Enter a search term in the Search field; the list of media will filter automatically to matching media as you enter a search term.

        -OR-

      • Scroll through the list to locate the required media.
   2. Select the Attach button for one or more resources.

      The resource is added to the current record and the Attach button changes to Remove:

      

      Tip: If you add the wrong resource, select Remove.

   3. Close the Attach media box by selecting the X in the top right of the box, or click anywhere off the Attach media box:

      

   Tables

   Tables are used where a field can hold multiple values.

   A table can be simple and have only one column (one value per row), or it can have multiple columns (multiple values per row).

   A good example of a single column table is Other Names: (Person Details) in the Parties module (in the PersonRecord Section). To change a value in a single column table, select its row and edit it in the data entry panel that displays (below or to the right of the table depending on the size of your screen):

   

   A good example of a multi-column table is Associated With in the Parties module (in the Associations Record Section). Each row holds details about an associated party, including a link to a Parties record, the role of the linked party, and start and end dates for the association.

   To change a value in a multi-column table, select its row in the table, locate and change the value in the scrollable data entry panel that displays (below or to the right of the table depending on the size of your screen):

   

   Tip: An example of editing a multi-column table is provided below.

   Icon	Purpose	Description
   +	Add a row	Select + to add a row to the table. A data entry row is added below or to the right of the table (Row 3 in this example). Enter values in the data entry row:
   -	Remove a row	If there is more than one row in the table, select the row to be removed and then select -. In the previous image, selecting - would remove Row 3.
   	Resize a column	Select and hold the column icon . The cursor will change to indicate that the column can be resized: Drag left or right to increase or decrease the width of the column, and release.
   	Table settings	Select to display the Column settings box: Column Order - where there is more than one column, change the order of columns in the table: Drag and drop to reorder: select the hamburger icon in a row and drag; release. -OR- Select the appropriate arrow head to move a column up or down the order: Show / Hide Select a row to show / hide a column (the tick toggles on to show / off to hide a column):

   Example: editing a multi-column table

   Each row in the Associated With table holds details about a party associated in some way with the current Parties record.

   To change a value in a multi-column table:

   1. Select its row:

      

   2. Scroll through the editing panel to locate the value to be edited and make your change.

      The Associated With table holds four values:

      Field	Field type	Description
      Party: (Associated With)	Attachment	Link to the record of a party associated with the current party in some way.
      Role: (Associated With)	Lookup List	The nature of the association (e.g. Collaborator, Partner, etc.)
      Start Date: (Associated With)	Date	The date on which the association commenced.
      End Date: (Associated With)	Date	The date on which the association ended.

   3. Save the record.
   Text fields

   Text fields appear similar to this:

   

   Simply enter text into the field.

   If you need to undo changes you've made to a record, you can do so BEFORE saving the record:

   Revert Changes

   When you edit a record, and BEFORE you save the record, you will find an option to Revert Changes from the Options menu (beside the Save button):

   

   Select this option to return the record to the state it was in before you made any changes to it.

3. Select Save.

   All new records or changes to existing records must be saved and validated before being added to the database. Record validation occurs when a record is saved.

   Tip: Although it is not possible to Revert Changes once the record has been saved, suitably authorized users are able to restore a record to an earlier state using the EMu desktop client.