Record details View

Information for Application Administrators

From Collections version 1.11 onwards Application Administrators control the availability of the Copy record function per 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.. Details can be found in the Axiell Designer Help.

The Exchangeable property in the data dictionary is used to determine whether the value in a field can be copied to a new record. To copy-protect a field (so that its value is not copied to a new record), simply do not enable (tick) the Exchangeable checkbox. Details here.

With this option, authorized users create a copy of the current record and open it in Edit mode.

Behind the scenes, the new record receives a 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.) and the creation and modification date properties are updated. Any fields that are copy-protected are cleared.

In all other ways the new record is identical to the copied record. Edit the record as required (full details about how to edit records can be found here) and save the record.

Keep in mind that values in unique fields such as object_number (IN) may have been copied to the new record and it will be necessary to change them before saving the record (if you try to save the record without changing them, a message will display indicating which field must be updated).

With the Write set option in Result set View and Gallery View it is possible to save records as a group and restore the group of records at any time.

The Manage saved searches option in Record details View allows you to add the current record to, or remove it from, an existing group.

The box that opens when is selected is a cut-down version of the Manage saved searches box available in Result set View and Gallery View:

To add / remove the current record to / from a group:

1. Locate and select the required group.

   Tip: The list of groups can be sorted and filtered.

2. Select Add or Remove.

Note

There are two types of group in Collections:

• Static: this holds the unique reference number of each record saved in the group. Every time we restore a Static group, the same records are listed.
• Dynamic: this holds the search criteria used to generate a set of records. Any time we re-run a Dynamic group, the records listed might be different as the data may have changed.

When you add / remove a record to / from a group, the group becomes Static and it is no longer possible to re-run the group or include it in a schedule. This is explained here.

Note: The Manage saved searches option in Result set View and Gallery View has additional features not available in Record details View. Full details about Write set and Manage saved searches can be found here.

The Collections clipboard, which operates independently from the Windows clipboard, can store the contents of different fields simultaneously: when you use the Copy field option, a field's content is saved to the Collections clipboard and associated with the field's unique tag A field tag is a unique two character identifier for a field.:

• When the cursor is in the same field in another record (a field with the same tag), you can use Paste field (CTRL+K) to paste the Collections clipboard content associated with that field.

  -OR-

• When you are editing a record, you can use Paste all fields (CTRL+J) to paste the clipboard content associated with every field currently stored in the Collections clipboard.

It is possible to store multiple values for the same field (multiple creators or authors for instance). In this case, each value is stored as an 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.. If a field can have more than one occurrence, pasting the contents of that field will add an occurrence for each stored value. We demonstrate this below.

Note

• Each 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. has its own Collections clipboard and it is not possible to paste values from one data source into a record in another data source.
• The Collections clipboard is emptied when your current session expires (typically when you log out of Collections).

Four options are available from the Clipboard drop list:

Option	Shortcut	Details
Copy field	CTRL+D	With the cursor in a field 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., copy the contents of the field to the Collections clipboard. Note: In Display mode, right-click a field and select Copy field from the context menu. Details The contents of a field can be copied to the Collections clipboard in both Edit and Display mode: In Edit mode, place the cursor in a field: Use the keyboard shortcut, CTRL+D -OR- Select Copy field from the Clipboard drop list in the Record details View toolbar -OR- Right-click the field and select Copy field from the context menu: In Display mode: Right-click the field and select Copy field from the context menu. When we view the Collections clipboard (select Show clipboard from the Clipboard drop list), we see that the field content has been stored and associated with the field tag: If we copy data from the same field, a second 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. will be added for the field; if we copy data from another field, a new entry (tag plus data) will be added to the Collections clipboard: The order of tags is the order in which they are added to the Collections clipboard.
Paste field	CTRL+K	With the cursor in a field in Edit mode, paste value(s) copied to the Collections clipboard for this field. Details As we see above, the Collections clipboard can store values for multiple fields. The Paste field option only pastes content stored in the Collections clipboard for the currently active field (the cursor is in the field): If there is only one value stored in the clipboard for a particular field, that value is pasted into the field. If there is more than one value stored in the clipboard for a particular field BUT that field can only hold one value in a record (only one 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 first value in the clipboard for that field will be pasted into the field: Because only one instance of the physical.description (PD) field can appear in a record, when we select Paste field, only the first value listed in the Collections clipboard is pasted into a field: If the active field can have multiple occurrences and the Collections clipboard stores more than one occurrence for that field, each value will be pasted as a separate occurrence. In this example the Collections clipboard stores two values for the creator (VV) field: Here we see the cursor in the creator (VV) field in a record in Edit mode: When we use the Paste field option, an occurrence of the creator (VV) field is added for each value stored in the Collections clipboard:
Paste all fields	CTRL+J	In Edit mode, paste all values stored in the Collections clipboard into the current record. Details All values stored in the Collections clipboard will be pasted into the current record in the appropriate fields. The cursor can be in any field when Paste all fields (CTRL+J) is used. The same rules regarding occurrences apply as for Paste field.
Show clipboard		Select Show clipboard to open the Clipboard box and view the contents of the Collections clipboard for the current 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.. Details Other than viewing the contents of the Collections clipboard, the only other function the Clipboard box provides is emptying the clipboard of all stored values with the Clear Clipboard button.

With the cursor in a multilingual field in Edit mode, click to open the Multilingual Data box and edit data in every available language. The icon is disabled until the cursor is in a (non-linked) multilingual field the value that displays in a Linked field is pulled from the linked record; in this case we translate the value in the linked record, not in the multilingual field itself (more details here).

The icon was removed from the toolbar and included in multilingual fields to make it easier in Edit mode to identify whether a field can hold multilingual data.

Your Application Administrator specifies a default set of panels to display details from the current record, as well as the order in which the panels display for each 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.. You are able to customize which panels display and in what order.

It is also possible to specify that fields with no data do not display in Record details View.

Any changes you make are associated with your user account and recalled by Collections whenever you log in.

Reset: restore defaults

You can restore the View's default settings by selecting Reset. A message will ask you to confirm the reset:

Tip: An option in the Main menu enables you to restore ALL settings you have changed across Collections back to their default. The Reset option in the Record Details settings box only affects this View's settings.

The following options are available in the Record Details settings box:

Filter mode: hide empty fields

The Filter mode drop list provides options to limit which fields are visible in Record details View when viewing and editing records. In some 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. the options available are All and Has Data:

In data sources that include a Record type field, the options in the Filter mode drop list are Record type and Has Data:

Option	Details
All	All fields display whether they contain data or not:
Has Data	Display fields only if they contain data. This can be useful in Display 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. when reading record data as it minimizes the clutter of empty fields. Here we see the same panel as above but only where fields have data: Note: You typically do not want this option selected when editing records as you will not see fields that currently have no data. If a field has no data but it is a member of a group of fields and one of those fields does have data, the empty field will display:
Record type	Information for Application Administrators Details about the Record type field can be found in the Axiell Designer Help. In this case, certain panels and fields display conditionally depending on the Record type of the current record. When this option is selected, only panels and fields that are applicable to the Record type of the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. will display.

Group mode (Collections 1.12.0 and earlier)

The Group mode option is available in versions of Collections prior to Version 1.12.116 Removed due to performance issues.:

Background

Opening a record that is linked to many other records can be slow as all links are resolved before the record is displayed. This is usually only a problem with a small number of linked fields. For example, the Parts field group on the Context (ISAD) panel in Archive (catalogue) records includes parts.reference (nt); in a large archive this field group can have hundreds of occurrences 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., each one of which must be resolved before the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. is displayed. The usual way to retrieve and display linked records is as a list, and if there are hundreds of linked records, loading the current record will take some time:

A solution is to configure such repeated field groups to display as a table: details of linked records are then displayed as paged or scrolled results and rather than retrieving all linked records at once, they are retrieved in smaller groups (one page at a time, or as you scroll through the results).

When repeated field groups have been configured to display as a table, you have the choice to display results as a scrollable list (Virtual) or in pages (Paged):

Virtual:

Paged:

Show hidden screens in this dialog

This option is available when there are conditional panels (aka screens) in the current 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..

Tip: This option should almost always be selected when reordering panels.

When this option is enabled, all panels you are authorized to access are listed in the Record Details settings box and you are able to reorder them as required.

Details

A panel can be configured to display only when a certain condition has been met: a particular value has been entered in a field, for instance. A good example is found in Locations and containers where the display of the Location details and Container details panels is conditional on the value entered in the package_location (PL) field:

• If package_location (PL) = location, the Location details panel displays.
• If package_location (PL) = container, the Container details panel displays.

When we open the Record Details settings box in the Locations and containers data source, we find:

The right column lists all panels that currently display in Record details View. This includes any conditional panels when the condition for display has been met. In this case, package_location (PL) = location, and we find that the Location details panel is listed.

If package_location (PL) was container, we would find the Container details panel listed:

When the Show hidden screens in this dialog option is enabled, all conditional panels display regardless of current conditions:

In summary, when the Show hidden screens in this dialog option is enabled, all panels you are authorized to access are displayed and you are able to reorder them as required.

Important: if you remove a conditional panel from the right column of the Record Details settings box, it will not display in Record details View when its condition has been met!

Hide notifications

Pop-up notifications are used throughout Collections in response to actions you perform, such as saving a record:

The notification displays for about eight seconds and overlays a number of Toolbar icons for the duration; clicking the notification will cause it to disappear immediately, but you may consider this an unnecessary distraction or prefer not to receive such notifications at all (perhaps you are undertaking high volume data entry and the notification is constantly in the way of the Toolbar).

Drag the Hide notifications slider17 Collections version 1.18 onwards. to hide all informative messages (those with a green or blue background):

Warnings (notifications with an orange background) and Errors (those with a red background) will always display when required as they require some action on your part.

Add / remove and reorder panels

The column on the right lists all panels (aka Screens) currently displaying in Record Details View; the order in which they are listed is the order in which they display. The column on the left lists all available panels not currently displaying.

To add panels:

1. In the list of panels on the left:

   • Scroll through the list

     -OR-

   • Start typing a name in the text field above the list to filter the list to matching names.

2. Select a panel in the list and click Add (or double-click the panel name) to move it to the bottom of the list in the right column.

   Note: To select multiple panels individually (in either column), press the CTRL key as you click panel names. To select a number of consecutive panels, press and hold the SHIFT key as you click a panel and then click another panel higher or lower in the list (all panels from the first clicked panel to the second will be selected).

3. Reorder the list of panels if necessary by selecting a panel in the right column and clicking Move up / Move down as required.

   Note: It is also possible to reorder panels with drag and drop in Record details View itself. This method works best when all panels are closed.

To remove panels:

When one or more values have been saved as favourites for the current field (using the Add to favourites option), a value can be selected from the list and copied to the field when editing a record. This can be useful if the same value (term, name, date, etc.) is entered into a field as it can be selected from the favourites list rather than being keyed into the field.

To copy a favourite value to a field when editing a record:

1. Right-click the field and hover the cursor over the Favourites option in the context menu to display the list of favourites.

2. Select the required value from the sub menu:

   

The value is copied to the field and will overwrite any value already entered in the field.

Note: If a value is cut off in the list because it is too long, you can select Manage favourites to view the full value.

Select this option to display the Manage favourites box:

Here it is possible to: