Data sources

When creating or editing an Object catalogue record, the Management status drop list on the Identification panel in Record details View provides a number of options for describing the type or status of an object:

Most options are self-explanatory. The default Management status for new records is internal (although each organization can configure this default status as required).

Note: The distinction in earlier versions of Collections between an internal object and an external object is now specified by selecting internal or in loan respectively.

When creating a Library catalogue record, two fields must be completed on the New Catalogue record panel in Record details View. The Record type drop list identifies whether the record is a Work or Item:

where:

• Work is the default option for an item recorded in the Library catalogue

  -AND-

• Item is a copy of a library item.

In earlier versions of Collections, copies were recorded in their own data source; now they are documented by selecting Item from the Record type drop list and linking the record to the original via the Catalogue number field (part_of_reference (bt)) on the Copy details panel.

Below the Record type drop list is the mandatory Document type drop list from which you select the type of material to be documented:

When a Document type is selected, a tailored set of panels and fields displays for recording details about the library item.

The Retention schemes data source holds records of retention schemes: generic categories of types of item (meeting minutes, financial statements, publicity materials, legal documents, etc.) with information about how long this category should be retained and what should happen with it at the end of the retention period (archived, destroyed, reviewed and possibly kept as semi-current for longer).

The Output formats box lists one or more output formats, each designed (by Axiell or your Application Administrator) for a specific printing / reporting purpose. Output formats use Microsoft Word templates, Excel templates5 Collections version 1.16 onwards. or XSLT style sheets to specify what fields (data) are included in the printed output, as well as to lay out and style the data.

Custom Word and Excel templates can be uploaded to Axiell Collections with the Output formats box. In systems using a Model Application prior to version 5.2 a custom template typically has to be uploaded every time it is needed.

With Model Application 5.2 a template uploaded through the Output formats box is automatically listed in the box and a record is created in the Uploaded templates data source. Here authorized users can manage the list of templates in the Output formats box, change the name of templates (by default an uploaded template is listed using its file name and a prefix of Uploaded), determine access to templates, and hide templates:

By default, users only have access to their own uploaded templates, templates they have been granted access to by other users, and the records for those templates in the Uploaded templates data source. Users with the $ADMIN role have access to all templates and records in the Uploaded templates data source.

Note: It is only possible to edit records in the Uploaded templates data source, not to create them.

An uploaded template record contains seven fields, three of which can be edited:

Fields	Details
Stored template ID	Depending on your system's configuration the uploaded template will be saved with a unique ID or its original file name in the storage location specified by your Application Administrator. Note: If your system's Model Application is older than version 5.2, an uploaded template is saved with a unique ID. Details In system's with Model Application 5.2 and later the UseOriginalMediaFileName setting in the Collections settings.xml file determines whether the uploaded template file keeps its original file name or gets a new GUID as its name. Note: Do not change this setting unless you understand the wider implications of changing it: it will impact other users in the application. When UseOriginalMediaFileName = false: an uploaded template file is given a GUID file name. If you upload a new version of a template with the same name (when developing and testing it, for example) Collections will automatically create a new Uploaded templates record and assign a unique GUID. When you are done, clean up any redundant records and template files in the Uploaded templates data source. true: an uploaded template file keeps its original name. If you upload a version of a template with the same name as an existing template file, you will be warned that the media file already exists. Either rename the file or delete the existing Uploaded templates record and the associated template file. When deleting an Uploaded templates record you will receive a message asking if you want to delete the associated template file: You have about 10 seconds to click No, otherwise the file is deleted by default. Information for System Administrators Template files can only be deleted during record deletion if a full path to the Axiell \worddoc\uploadedtemplates\ sub folder has been set up in line 1 of the reports.txt file. This file is found in the \texts sub folder of your Axiell system. Collections needs this information to know from which folder the files must be deleted. See the comments section in reports.txt for more information about this setting.
Original file name	The original file name of the uploaded template.
Visible template name	The title under which the template is listed in the Output formats box. The original file name will be stored in this field when the template is uploaded, but it can be modified as required. Note: Can only be entered in a single language.
Data source ID	A template is only available in the data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. in which it was uploaded. The name of that data source will be converted to a unique ID and saved in this field.
User role	The user / role who uploaded the template will automatically get Full access rights: This user / role will have Full access rights to this record (do not change it to Write, Read or None). The template will be visible to this user in the Output formats box of the relevant data source. If the Default access rights in Collections have been set to None, other users will not have access to this record in the Uploaded templates data source and will not see the associated output format in the Output formats box. Extra occurrences of this field group can be added to specify access rights for other users / roles: Read, Write or Full will display the template in the Output formats box. Read will not allow other users to edit this record.
Access rights
Category	This field currently has no function but may be used in future.

If your system's Model Application is older than version 5.2:

• If a record is deleted from the Uploaded templates data source, its associated template will no longer be listed in the Output formats box, but the template file itself will remain in the storage location specified by your Application Administrator.
• Each time you upload a template with the same file name as an earlier uploaded template, a new record will be created in the Uploaded templates data source and the template file will be stored under a unique name in the designated storage location. It will not overwrite the previously uploaded template with the same original file name.