How to rearrange, add to and view the hierarchy on the Archives tab

Here we look at how to rearrange the hierarchy, add records to the hierarchy and view records in the hierarchy.

The Archives tab displays the entire contents of your Archives repository in a hierarchical view, with the current record highlighted in red:

Levels of the repository can be collapsed or expanded as necessary by clicking the Expand Expand button or Contract Contract icon beside a Level. There are seven levels to the hierarchy:

Archives Icons

Level of arrangement of the unit of description

Repository

Repository

Fond

Fond

Sub-fond

Sub-fond

Series

Series

Sub-series

Sub-series

File

File

Item

Item

The four buttons to the right of the Archives view are used to return to the current record and to change the position of items in the hierarchy:

Note: It is possible to drag and drop the current record to another position in the hierarchy and to use the Archives menu to change the positions of items in the hierarchy.

Archives Buttons

Purpose

Select current record

Select the current record

A hierarchy can contain many thousands of items; when drilling down through the items it is a simple matter to return to the current record in the hierarchy using this button.

From this position:

  1. Click the Select the current record Select current record button to return to the current record in the hierarchy:

Make current record child of the selected record

Make the current record a child of the selected record

Click this button to make the current record a child of the selected record:

  1. Select the record which is to be the new parent of the current record:

  2. Click the Make the current record a child of the selected record Make current record child of the selected record button.

    A message displays requiring confirmation of the move:

    Confirm Message

  3. Click Yes to proceed with the move.

    The current record is made a child of the selected record:

Move current record above selected record

Move the current record above the selected record

Click this button to move the current record above the selected record:

  1. Select the record above which the current record will be moved:

  2. Click the Move the current record above the selected record Move current record above selected record button.

    A message displays requiring confirmation of the move:

    Confirm Message

  3. Click Yes to proceed with the move.

    The current record is moved above the selected record:

Move current record below selected record

Move the current record below the selected record

Click this button to move the current record below the selected record:

  1. Select the record below which the current record will be moved:

  2. Click the Move the current record below the selected record Move current record below selected record button.

    A message displays requiring confirmation of the move:

    Confirm Message

  3. Click Yes to proceed with the move.

    The current record is moved below the selected record:

As well as using the buttons to the right of the Archives view to change the position of the current record in the hierarchy, it is also possible to drag and drop the current record to a new position:

  1. Click the current record and hold down the mouse button:

  2. Drag the current record to the required position in the hierarchy and release the mouse button:

  3. What happens next depends on whether your implementation of EMu allows sorting of sibling nodes:

    If it does, the Drop Node Selector dialog displays:

    Drop Node Selector

    Note: The Child of the target node option will be grayed out if the target node is the parent of the current node.

    If it doesn't, the Drop Node Selector dialog will not display, proceed to Step 5.

  4. Select an option and click OK.
  5. A message displays requiring confirmation of the move:

    Confirm Move

    Click Yes to proceed with the move.

When one or more records have been returned by a search or retrieved from a group:

  • It is possible to add records to the matching set using the Add Records Parts button button beside the Archives hierarchy

    -OR-

    Selecting Archives>Add Selected>Retain (or Discard) Current Record from the Menu bar.

  • It is possible to open another instance of the Catalog module and view one or more records in the hierarchy by clicking the View View Attachments button beside the Archives hierarchy

    -OR-

    Selecting Archives>View from the Menu bar.

When one or more records have been returned by a search or retrieved from a group it is possible to add records to the matching set.

In this example two records have been returned by a search:

Note: Note that the second record, which has a faint dotted line around it, is the current record.

To add records to the list (perhaps we want to run a report on particular records or group them):

  1. Click the View Details View Details button icon.

    The current record will display in Details View.

    Note: You could also double click any record in the list - it will become the current record.

  2. Select one or more records in the Archives hierarchy:

  3. Click the Add Records Parts button button.

    A message displays:

    Message

  4. To add records to the list of records and keep the current record, click No.

    The selected records are added to the list of records (if they are not already in the list):

    To add records to the list of records and discard the current record, click Yes.

    The selected records are added to the list (if they are not already in the list) and the current record is discarded from the list:

From the Archives tab it is possible to open another instance of the Catalog module and display one or more records in the hierarchy:

  1. Select the record(s) in the hierarchy:

    Note: Use CTRL+CLICK to select non-consecutive records.

  2. Select Archives>View from the Menu bar

    -OR-

    Click the View View Attachments button beside the Archives hierarchy.

    A new instance of the Catalog module opens, displaying the selected record: