The Main menu

Select a language from the Interface language drop list to switch the language used for all labels in the Collections interface.

This option is used to switch the language used for all text in the Collections interface that is specified and translated in Axiell Designer A tool for designing, creating, customizing and managing Axiell Collections applications and databases, broadly speaking, the Axiell Collections Model Application. As well as managing databases, including user access and permissions, Designer is used for such tasks as translating field labels, tooltips, values in drop lists, etc., the Axiell Collections administration tool. This includes labels for all menus, fields and panels (in Record details View), buttons, dialogue boxes, data sources, pop-up messages:

as well as tooltips:

A field's system name can be translated in Axiell Designer and the translation will be shown in a tooltip in the current interface language (French in this example):

In the image above you will observe that although labels are French, the tooltip is French AND a value in the Name Type field (Type de nom) is also French, the data language is in fact still English.

The reason why the value in Type de nom is translated is that enumerative fields are read-only drop lists and their values are added and translated in Axiell Designer A tool for designing, creating, customizing and managing Axiell Collections applications and databases, broadly speaking, the Axiell Collections Model Application. As well as managing databases, including user access and permissions, Designer is used for such tasks as translating field labels, tooltips, values in drop lists, etc.: as a user you can select a value in an enumerative field, but you cannot add or translate a value.

In a multilingual system the language in which your record data is displayed and edited is switched with the Data language option in the Main menu. In this example the interface language is French and the data language is English:

In a multilingual system it is possible to view and edit data in each available language by selecting a language from the Data language drop list:

Selecting a language from the drop list will change the language in which data is displayed and edited in all fields - with the exception of enumerative fields (explained above).

To assist with keeping track of which data language is currently active (and minimizing the risk of entering data in the wrong language), the active data language is indicated beside the data source name in the Title bar1 Collections version 1.15 onwards.:

See Working in multilingual systems for assistance with translating data.

The options available when selecting Account>Settings depend on your version of Collections (details below if your version of Collections is older than 1.16).

The Settings box displays:

Two options are available:

The information in the User information box can be used by Application Administrators to identify a user's access permissions (to investigate why a user does / does not have access to some aspect of Axiell Collections).

Select Account>Information from the Main menu to display user information, including:

• Your username.
• The role you have been assigned in Axiell Collections.
• The name of any Active Directory groups you belong to:

  

Axiell Collections features a comprehensive and granular access rights system based on roles. Access to every aspect of Collections (data sources 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., fields, functionality and more) is determined by the permissions assigned to a role. Roles can be linked to almost any part of Collections, both to database components (up to individual fields and records) and to functions such as record entry, deletion of records, location management and reporting. Access rights can be applied at the individual record level to make records accessible or not accessible for specific groups of users.

If your organization uses Active Directory for user authentication, Active Directory groups can be assigned to roles in the Collections access rights system.

See Access rights and the permissions model for an overview of the Collections permissions model.

The Active Sessions option allows Administrators (any user who has been assigned the $ADMIN role) to monitor who is logged in to Collections, to send a message to a logged in user, close sessions (Evict a user) and view licence details.

Note: If this option is available in your system, it will only display for Administrators.

Select Account>Active Sessions from the Main menu to display the Active Sessions box:

Details are available in six columns (which can be filtered and sorted):

Column	Details
User	The username (as registered in Active Directory) for each user currently logged in to every available application (in most cases there will only be one application, XPlus or Museum for instance).
First seen at	The date and time that the user logged in to Collections.
Session alive at	The date and time that the user's session was last alive (when the session was last considered active).
User awake at	The date and time of the last action performed by the user.
Source	The IP address of the user's connected device.
Info	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. a user is currently working in.

Depending on your system's configuration and version of Collections, the following options may be available:

Option	Details
Message	Send a message to a logged in user. Details Select a user and click Message to display the Send message box. Enter a message: and click OK. The message will display in a pop-up for the user: The user will need to click OK to acknowledge the message and remove the pop-up. Note: It is not possible to send a message to multiple users simultaneously.
Message to all6 Collections version 1.17 onwards.	Send a message to all logged in users (excluding the sender), for instance warning that the server is about to be rebooted. Details Click Message to all to display the Send message dialogue. Type the message and click OK: A pop-up window will display for all logged-in users with the message and its source (the domain name):
Evict	Select a user and click Evict to end the user's session and log them out of the system.
Entitlement	Select Entitlement to view licence details, which can include the licence holder name, licence count and expiry date (depending on your system's configuration): Tip: Collections counts licences in use per browser: if a user has a session open in two browsers, this uses two licences.

The Journal Maintenance option, which is available in systems where record auditing (journalling) is active (details above), enables authorized users to restore deleted records7 Available in Collections 1.12 onwards.:

To restore deleted records:

1. Select Maintenance>Journal Maintenance to open the Journal Maintenance box:

   

2. Select a 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. from the drop list.

   All records deleted (since journalling was enabled in the data source) are listed in the left pane. Details include:

   • the record's unique identifier (priref A record's unique identifier. Currently, the simplest way to view a record's unique identifier is to add the priref column to Result set View. The field tag for the priref field is %0.);
   • the name of the user who created the record; and
   • the original creation date.

   Tip: Each column includes a filter option, allowing records to be filtered based on values in one or more columns.

3. Select a record in the left pane to view its details in the right pane8 In rare instances, details of a selected record will not display in the right pane (this occurs when journal entries were not created in a consistent way). Note that such records may not restore correctly..

   Notes:  

   • Each row in the right pane displays details of a single field occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. (the number in [ ] indicates which field occurrence 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). is indicated with a chain icon in the second column; the content of Linked fields is not resolved and only the record number of the linked record is shown.
   • The pane can be resized by dragging the splitter; and columns can be resized by dragging the separator between two column headers.
   • Any column (both left and right pane) except for the link column (with the chain icon) can be sorted by clicking the column header; click again to reverse the sort order.
4. When you have identified which record(s) to restore, click the checkbox to select the record(s) (you can useCTRL+click to select non-consecutive records and SHIFT+click to select a range of consecutive records).

   Tip: If you select records using CTRL or SHIFT, release the keyboard button and then click another record, only the last clicked record will be selected (any ticked checkboxes will remain selected however).

5. Click the Restore button.

   A progress bar will display the progress of the record restoration; records are restored with their original priref A record's unique identifier. Currently, the simplest way to view a record's unique identifier is to add the priref column to Result set View. The field tag for the priref field is %0.. Once complete the list of deleted records in the left pane will update (removing the restored records).

Notes

• When new or existing records are saved to the database a before-storage procedure (adapl) is typically executed to check data and to add management details; this procedure does not run when deleted records are restored in order that they are restored exactly as they were when deleted (i.e. with the same management details).
• In rare circumstances, the priref A record's unique identifier. Currently, the simplest way to view a record's unique identifier is to add the priref column to Result set View. The field tag for the priref field is %0. for a deleted record may have been assigned to a new record; in this case, the deleted record will not be listed in the Journal Maintenance box and it cannot be restored using this method.

The Record History Reports function is available for purchase (please contact Axiell Sales for details about cost)9 Collections 1.17 onwards..

Users with the $ADMIN role can use this function to list records changed within a specific period, with the old and new values displayed per field:

1. Select Maintenance>Record History Reports to display the Record History Reports dialogue.
2. Select the checkbox for one or more data sources 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..
3. Specify a date range in the Start Date and End Date fields.
4. Click Fetch History:

   

   Details:

   Option	Details
   Limit	The Limit box specifies the maximum number of journal records to retrieve per data source. Note: A single journal record may contain multiple changes, and the result set shows all changes from the journal records, a single change per row. As such, the number of rows in the result set may be much larger than the Limit. While this value can be changed, it is not recommended that the number is set too high. The right bottom corner of the window indicates the current size of the result set. Tip: A large amount of logging data is created when data is imported into Collections. Following a large import, be careful to limit your search to a single data source and/or only a single day for example, otherwise the query might take too long and time out. Note: Once the search commences, a Cancel button is available to stop the search manually.
   Sort and filter results	By clicking the vertical ellipsis in a column header and selecting an option, results can be sorted and/or filtered by values in any of the columns: data source, record number (priref), edit date, time, user name, field tag, occurrence, data language and new or old value.
   Export to CSV	Results can be exported to .csv file for further processing by clicking the Export to CSV button. A .csv document with a name formatted as: record_history_report_<date-time>.csv will be saved to your Windows Downloads folder.
   Resize the window / columns	The Record History Reports window can be maximized by double-clicking the Title bar or by dragging one of the borders. Columns can be resized by dragging any of the column header separators (this works best when the window has been maximized). Tip: Currently, size changes are not remembered.

Understanding results

The first column contains one of three icons:

Icon	Label	Details
	Plus	Indicates that a value was added to an empty field. The New column holds the value; the Old column is empty.
	Minus	Indicates that the value in the field was deleted. The Old column holds the deleted value; the New column is empty.
	M (Modified)	Indicates that the value was modified. The New column holds the current value; the Old column holds the previous value.

Restoring changed values

While there is no function within the Record History Reports dialogue to undo changes to fields, it is of course possible to select and copy a value, locate the relevant record and, in Edit mode A record is either in Display mode (we view its details) or Edit mode (we add or edit its details). A record enters Edit mode as soon as we create a new record, copy a record in Record details View or edit an existing record., paste the value into the appropriate field.

Note that restoring a value in 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). is a little more involved. Full details about how to restore values, including values in Linked fields, can be found here.