How to work with the Archives hierarchy

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

For example: three records have been returned by a search:

1. Double-click one of the records to view it in Details View and select the Archives tab.

2. Select one or more records on the Archives tab:

   

3. Click Add Records on the Archives tab of the Ribbon.

   The records are added to the previously returned records (see image below).

   -OR-

   Click Add selected records to the matching set beside the Archives hierarchy. In this case a message displays indicating that the selected records are being added and asking whether you want to discard the current record.

   Select Yes to add the selected records and discard the current record

   -OR-

   Select No to add the selected records without discarding the current record:

   

When one or more archives records have been returned by a search or retrieved from a group it is possible to add records to the matching set and simultaneously discard the current record.

For example: three records have been returned by a search:

In this case, the current record The record currently displayed in Details View or highlighted in List View (there is a faint dotted line around it). It is only possible to have one current record at a time. is [BW/F/2/3], File, Journal.

1. Double-click one of the records to view it in Details View and select the Archives tab.

2. Select one or more records on the Archives tab:

   

3. Click Add Records>Discard Current on the Archives tab of the Ribbon.

   The selected records are added to the previously returned records, except for the current record which has been discarded.

   

Select one or more records on the Archives tab and open another instance of the Catalogue module to view their details:

1. Select one or more records on the Archives tab.
2. Click View Records on the Archives tab of the Ribbon

   -OR-

   Click View selected Archive records beside the Archives hierarchy.

   A new instance of the Catalogue module opens, displaying the selected record(s).

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 The record currently displayed in Details View or highlighted in List View (there is a faint dotted line around it). It is only possible to have one current record at a time. in the hierarchy with this option.

For example:

As we see from the Summary Data Every record has a Summary Data field. Summary Data is a combination of key data in a record (taken from one or more fields). In Details View the current record's Summary Data displays beneath the Ribbon. A target record's Summary Data displays in an attachment field when an attachment has been made. Which field or combination of fields in a module is used to make up Summary Data can be specified by each institution (and implemented by Axiell developers)., the current record is [BW/E], Fonds, Estate, Maps and Plans. In the hierarchy we have navigated away from the current record and it is no longer visible. It is a simple matter to return to the current record by clicking:

• Select Current on the Archives tab of the Ribbon

  -OR-

• Select the current record beside the Archives hierarchy.

The current record will be revealed in the hierarchy:

When a record is selected in the hierarchy, make the current record The record currently displayed in Details View or highlighted in List View (there is a faint dotted line around it). It is only possible to have one current record at a time. (and all of its children) a child of the selected record.

For example: the current record is [BW/E], Fonds, Estate, Maps and Plans. The selected record is [BW/P], Fonds, Printed Material:

To make the current record a child of the selected record:

1. Click:
   • Move As Child on the Archives tab of the Ribbon

     -OR-

   • Make the current record a child of the selected record beside the Archives hierarchy.

   A message displays requiring confirmation of the move.

2. Click Yes to proceed with the move.

   The current record (and all of its children) is made a child of the selected record:

   

Move the current record above the selected record. Works similarly to Move As Child (see above) but moves the current record to a position in the hierarchy immediately above the selected record and at the same level in the hierarchy.

Note: As this action involves changing the order of items in the hierarchy, the Archive|User Defined Ordering Registry entry must be set to true.

To move the current record above the selected record:

1. Click:
   • Move Above on the Archives tab of the Ribbon

     -OR-

   • Move the current record above the selected record beside the Archives hierarchy.

   A message displays requiring confirmation of the move.

2. Click Yes to proceed with the move.

   The current record (and all of its children) is moved above the selected record.

Move the current record below the selected record. Works similarly to Move As Child (see above) but moves the current record to a position in the hierarchy immediately below the selected record and at the same level in the hierarchy.

Note: As this action involves changing the order of items in the hierarchy, the Archive|User Defined Ordering Registry entry must be set to true.

To move the current record below the selected record:

1. Click:
   • Move Below on the Archives tab of the Ribbon

     -OR-

   • Move the current record below the selected record beside the Archives hierarchy.

   A message displays requiring confirmation of the move.

2. Click Yes to proceed with the move.

   The current record (and all of its children) is moved below the selected record.

Note: This functionality requires the Archive|User Defined Ordering Registry entry to be set to true.

To add a new record as a sibling or a child of a record selected in the hierarchy we use one of two buttons on the Archives tab:

In this example we add a child to the highest level of the hierarchy:

1. Select a record in the hierarchy.
2. Select the Add child record to selected record button:

   

   The module enters New mode and the Parent Object value is automatically updated:

   

3. Complete the details of the new record and save it. The new child (in this case) is added to the hierarchy:

   

When multiple levels of the hierarchy have been expanded, use Refresh to collapse all levels of the hierarchy, with the exception of any levels required to view the current record.

For example: many levels of the hierarchy have been expanded and the current record is nowhere to be seen:

Click Refresh to collapse all expanded levels with the exception of any levels required to view the current record:

Select the current record The record currently displayed in Details View or highlighted in List View (there is a faint dotted line around it). It is only possible to have one current record at a time.:

1. In the Catalogue module, search for or retrieve a group of records.
2. Enable the Archive Browse panel by selecting Browse on the Archives tab of the Ribbon.
3. Click a record in the Archive Browse panel: this will make it the current record in the main module window.

If a record selected in the Archive Browse panel was not one of the records returned at Step 1, it is added to the current set of records.

If you are authorised to change the order of items in the archive, it is possible to rearrange the Archive hierarchy by drag and dropping records in the Archive Browse panel.

Tip: If you are not authorised to change the order of items in the archive, it is still possible to relocate an item and make it the child of another item: in the new location, the order of items will be determined by the system however.

This is more flexible than rearranging the hierarchy on the Archives tab has similar functionality (where it is only possible to relocate the current record The record currently displayed in Details View or highlighted in List View (there is a faint dotted line around it). It is only possible to have one current record at a time.). On the Archive Browse panel it is possible to relocate any record in the hierarchy:

1. In the Catalogue module, search for or retrieve a group of records.
2. Expand the Archive View tree to display the destination record.

   Tip: Once the drag operation begins, the tree cannot be expanded.

3. Click the record to be moved and hold down the left mouse button.
4. Drag the record to the destination record and release the mouse button:

   If you are not authorised to change the order of items in the archive, it is only possible to make the current record a child of another record (skip to Step 6).

   If you are authorised to change the order of items in the archive, the Archive Drop Selection box displays:

   

5. Select an option and click OK.
6. A message displays requiring confirmation of the move. Click Yes to proceed with the move:

   The dragged record is moved to the location specified.