The Change locations Task

Tasks are bulk editing operations that guide you through a procedure that updates the current The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. or marked Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). records in some way. The Change locations Task enables you to update the current location and location history of one or more objects simultaneously.

If available in your system, the Change locations Task is accessed with the Tasks button in the Result set View toolbar:

When more than one task is available, the Tasks button will be a drop list of options:

To update the current location and location history in one or more records:

1. Mark Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). one or more records in Result set View.

   If no records are marked, the Task will run on the current The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. record only.

2. Select the Tasks button (if Change locations is the only Task available) or select Change Locations from the Tasks drop list.

   The Change locations box will display:

   

   Note: This image shows the default version of the Change locations box. The fields available in your system may differ from those shown here.

3. Complete the new location / movement details.

   Tip: If a field includes the Link icon , it is a Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). and you are able to select an existing value from a drop list or search for a record to link to in the Find data for the field box.

   Section	Field	Details
   New location		Enter details of the new current location, the movement date and time, the name of the person (executor) who performed the physical relocation of the object(s), a remark about the suitability of the new location, the name of the authorizer of the relocation and any notes about the new location.
   	To normal location	In some data sources, notably the Object catalogue and Archives catalogue, it is possible to specify a Normal location, essentially the default location of an item in your institution: Select the To normal location checkbox to indicate that an item has returned to its normal location. The Location field will be removed from the Change locations box as it is no longer required. When the Change location process is run, the Current location for an item will update to the same location specified for Normal location: Note: If a record does not have a Normal location specified, its Current location will not be changed when the Change location Task is run.
   	Location	If the To normal location checkbox is not ticked, you must specify the new location here. Completing the other fields is optional. When the Change location process is run, the Current location for an item will update to the location specified here.
   	Date	The date the movement tool place. If the record already contains details of a Current location, these will be moved to the Location history panel and recorded as a previous location; the date entered here will be recorded as the date the item was removed from this location (the Removal date).
   	Executor	Depending on your system, the Executor field may be populated with your login name by default. You can change this value as required.
   Movement		Optionally, enter details about the movement, such as the movement method, a reference number, a contact person and any notes about the movement. If the record already contains details of a Current location, these will be moved to the Location history panel and recorded as a previous location; any details entered in the Movement section of the Change locations box will become part of the previous location history.

4. Click OK to process the location update of the current or marked records.

   If a record already contains details of a Current location, these will be transferred to the Location history panel and recorded as a previous location.

   As noted in the table above, various details entered in the Change location box will be included in the previous history.

Notes

• (At time of writing) no report is generated about skipped records or errors and no log is created. A manual check of the updated records is advisable.
• The default behaviour of the Change locations Task is to ignore and leave unchanged any Future movements recorded on the Location | Future movements panel. This default behaviour can be changed to check and/or handle future movements.