How to record parent / child objects

A child objectAn object that is subordinate to another object in a hierarchy. that references a single parent objectIn an object hierarchy, a Parent object has one or more objects subordinate to it (i.e. it has Child objects). can be viewed on the Associations tab. The following screenshot displays the parent object Wedgwood Crockery Collection:

This parent object is linked to three child objects, each recorded in a separate record:

• Tower Collection
• Man on the Moon Collection
• Piccadilly Collection

A parent object may contain many parts. As every object record can reference a parent record it is possible that a parent record can itself be a child record to another parent record. Thus it is possible to build a complete tree of parts:

• The Milk Jug is known as a leaf object because it does not have any parts associated with it: no object references the Milk Jug object as its parent object.
• The Tower Collection is both a child and a parent record. It is a child object because it has been referenced to the parent object Wedgwood Crockery Collection and it is a parent object because two objects (Plate and Milk Jug) reference it as their parent object.

When a number of objects are linked in a tree relationship (as shown above), it is possible to view this hierarchy on the Parts tab.

The Parts tab allows the complete parts hierarchy to be seen from any object in the hierarchy. The parts are displayed in a hierarchical manner with each object showing all its child records.

Note: By default, parts on the same level are show in Summary Data sort order. However, this order can be changed to suit the requirements of each institution.

It is possible to view all related parent and child records in a hierarchical view on the Parts tab in the Catalogue module.

To view a parts hierarchy:

1. Search for a record that is part of a parent / child hierarchy.
2. Select the Parts tab.

   The hierarchy displays.

   

   The top object in the hierarchy displays in blue. All parent objects display in grey. All child objects display in normal black font.

3. Select one or more parts records in the hierarchy.

   Note: To select more than one record, hold the CTRL key down and select each record.

4. Select Parts>View from the Menu bar.

   A second copy of the Catalogue module opens displaying the selected parts records.

This function allows you to select one or more records in a parts hierarchy and add them to a list of records:

1. Search the Catalogue for the required record(s):

   

2. Select the Parts tab for the record with parts you wish to add to the list.
3. Select one or more parts in the hierarchy that you want to add to the group.

   Note: To select more than one record, hold the CTRL key down and select each record.

   

4. Select Parts>Add Selected Records>Retain Current Record from the Menu bar.

   The parts records are added to the group of records:

   

The replace parts function allows you to replace the current record with one or more object parts recordAn object parts record is a record for an object that is linked to an object part hierarchy. The Parts tab in the Catalogue module displays all objects that are in the parts hierarchy for the current record.:

1. Search the Catalogue for the required record(s).
2. Select the Parts tab in the record you wish to replace with one or more of its parts.
3. Select the parts objects that you wish to replace the current record.

   Note: To select more than one record, hold the CTRL key down and select each record.

   

4. Select Parts>Add Selected Records>Discard Current Record from the Menu bar.

   The selected parts records replace the current record.

If you have created new objects in the hierarchy you may need to refresh the parts hierarchy.

To refresh the parts view, select Parts>Refresh from the Menu bar.

Note: A parent objectIn an object hierarchy, a Parent object has one or more objects subordinate to it (i.e. it has Child objects). must already exist in the Catalogue before a child objectAn object that is subordinate to another object in a hierarchy. can be attached to it. When you attach a child object with a parent object, the relationship between the parent and the child is automatically established.

To attach a child object to a parent object:

1. Search for the child object record or add a new record for the child object.
2. Select the Associations tab.
3. If the child object is also a parent object in its own right, select Yes in the Has Parts? field.
4. If you know the name of the parent object, enter it in the Parent Object: (Child) field.
5. Click Attach beside the Parent Object: (Child) field.

   A second copy of the Catalogue opens.

6. Select the required parent object and click Add in the Tool bar.

   The Summary DataA one line summary of key fields in a record. In Details View the current record's Summary Data displays beneath the Tool bar; and a Target record's Summary Data displays in an attachment field when an attachment has been made. of the parent object is copied into the Parent Object: (Child) field and the child object is attached to the parent object.