Release notes

Requirements
Microsoft .NET Framework Runtime version 4.8 must be installed on the IIS server running Collections (after which the server needs to be rebooted).

As development of Adlib for Windows has ceased, functions introduced in Axiell Collections version 1.12 onwards are not supported by Adlib for Windows.
Applications using Collections-only functionality should never be opened in Adlib for Windows as the system may become unreliable.

Release Date: 18 May 2022
Information for Application Administrators: Upgrading to Collections 1.13.1
From Collections 1.13.1 onwards, if your organization has implemented Single Sign On (SSO), it is necessary to specify the BaseURL property in the Collections settings.xml file.
When Collections locates the following line in settings.xml:
<SingleSignOn ClientId="[your client id]" Authority=https://login.windows.net/[your tenant id]/ Provider="Azure" />
it assumes that SSO is enabled and it looks for the <BaseURL> property.
If your organization uses Single Sign On with Collections
The BaseURL property in settings.xml must be specified.

The BaseURL property is the path to your Collections application in the form:
https://yourdomain.com/IISapplication
where IISapplication is the name given to the IIS (Internet Information Services) application when Collections was installed (details here).
A Collections BaseURL in settings.xml will look similar to:
<BaseURL>https://yourdomain.com/collections</BaseURL>
If your organization DOES NOT use Single Sign On with Collections
If your settings.xml file includes the SingleSignOn line, it is now necessary to comment out or remove it otherwise an error will be generated stating that BaseURL must be specified.

The following issues have been resolved:
Jira Issue # |
Brief description |
---|---|
CV1-4094 |
The Object Zoom screen was not working in the Exhibitions module. A This action is not allowed message was displayed. The message means that the user does not have read access to the linked data source, which is why the zoom screen cannot be shown. With this fix, linked field values will no longer be click-able nor underlined if the user does not have at least read access to the linked data source. |
CV1-4077 |
For a |
CV1-4075 |
Several dialogue windows had layout issues. |
CV1-4074 |
A combined search using the OR operator and a free text field gave an Invalid object name "CTE_3" error. |
CV1-4065 |
The OK and Cancel buttons in the Output formats window were partly cut off on the right side. |
CV1-4064 |
Information fields were not showing for Saved searches when the interface language was not English. |
CV1-4063 |
An upload button next to an image or application field was not covered up by any right-click menu opened for the field. |
CV1-4062 |
An entry field for a fixed query could distort the Standard search screen. |
CV1-4060 |
Suppress conditions worked only for the first occurrence |
CV1-4049 |
The Edit Multilingual Texts dialogue was unreadable. |
CV1-4038 |
In some saved searches, the DateTime value of the Last retrieved property got lost after a while. |
CV1-4025 |
There was an error message when clicking either of the Create template from current record or Manage record templates functions. |
CV1-4015 |
In a hierarchical internal link, metadata was not saved. |
CV1-4014 |
Searching a metadata field generated an Object reference not set to an instance of an object. |
CV1-4012 |
When trying to open certain migrated records, the Record details View only showed a screen loading error. |
CV1-4010 |
As an admin user you could not change the owner or access rights or other properties of a Saved search: on saving you would get a SQLDateTime overflow error. |
CV1-4009 |
The link screen for external thesauri was displayed distorted. |
CV1-3993 |
Access rights and the owner of Saved searches could not be changed or saved for saved searches of which the Last retrieved date / time went missing. |
CV1-4098 |
Fields using |
CV1-4141 CV1-4181 |
When executing Export to Excel, if one or more columns in the output were empty for the marked records, the error message "","",Sequence contains no matching element” was thrown, which prevented you from exporting. |
CV1-4129 |
The display order of the columns in Result set View was no longer honoured in the Export to Excel output. |
CV1-4166 |
All access restrictions set in the |
CV1-4176 |
Importing a csv file led to a Sequence contains no matching element error. |

Release Date: 08 Apr 2022


Previously, a thumbnail would display in Gallery View and Result set View for each image file linked to a record. Here the selected record in Result set View has two linked images:
and the same record in Gallery View has two thumbnails:
To improve the performance of Collections only one thumbnail now displays when records are listed in these Views.
By default, the thumbnail that displays is for the first linked image unless an image has been set to preferred (details here). In this example, the second image was set to preferred and it displays in Result set View:

Search and replace now includes an option for removing 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. from a record when a value is matched in a searched repeatable field.
An occurrence is a field designed to be repeated because more than one value is possible for the field (e.g. a book can have more than one author so the author.name(au) field is repeatable). A single field can be configured to be repeatable, and groups of fields can be configured to be repeated together. For example, Creator (creator(VV)) is a member of a group which includes five repeatable fields (Creator, Qualifier, Role, Place and Production notes); when we add an occurrence of any one of these fields, all five fields are added together (full details about occurrences here):
When a value is deleted from a repeatable field using Search and replace (details here) and the Remove occurrence option is not selected (or it is not available), the occurrence is only removed from a record if:
- it is the last (trailing) occurrence (Repeated group 3 in the example above)
-AND-
- it is a single repeated field or there are no values left in any of the fields in the group.

If we use Search and replace to search for Atkins, Nancy
in the Creator field and replace it with nothing (a NULL value), all five fields in Repeated group 3 will be removed from the record as it is the trailing occurrence and all fields in Repeated group 3 are now empty:
If instead we use Search and replace to search for Winneke, Angus
in the Creator field and replace it with nothing, Repeated group 2 will remain and will need to be removed from the record manually:
With the Remove occurrence option the occurrence is removed from the record when the Replace value is matched in the searched field; and in the case of a repeated group of fields, all fields in the group are removed.
For example, if we search creator(VV) for Smith, Fred
and select the Remove occurrence checkbox:
all five fields in Repeated group 1 are removed when the search value is matched in creator(VV) (even though it is not the trailing occurrence AND it includes a value in the Role field):

When records can be organized in a hierarchy of parent / child relationships, values in child records are inherited from their direct parent in fields that have been configured to be inherited. This can be extremely efficient as a value only needs to be entered and saved in the parent record to be inherited by all of its children (more details about inherited fields and their values can be found here).
But if the value is not stored in the child record this raises the question: how do you search for a record using a value that is not actually stored in the record? The short answer is the Expand option: when performing a Standard or an Advanced search, the Expand makes it possible to search for records using one or more values inherited from a parent record.
While the Expand operator has been very useful, its use is not particularly intuitive, not least because users expect that a value is searchable whether it is inherited or not. For that reason Collections 1.13 removes the need to use the Expand option when performing a search in a field that is configured to be inherited. Now a search on say Title="Creature from Mars" will automatically return a parent record with this title and any of its child records which have inherited this title; as you would expect, a child record with a different title will not be returned by this search.
When to use Expand explicitly
Whether a field has been configured as inherited or not, every empty field in a child record behaves as if it has inherited the value from its direct parent. You would still use the Expand operator to return a record with the search value in the field AND, if it is a parent record, retrieve any of its children where the search field is empty.
Details about when and how to use the Expand operator can be found in the Standard and Advanced search topics.
Tip: It is not necessary to change previously created Saved searches which use the Expand operator.
Information for Application Administrators
If an implicit Expand search on inherited fields is undesirable, it can be switched off by including the following setting in settings.xml
:
<Setting Key="DefaultExpand" Value="false" />
With this setting, the Expand operator will need to be used explicitly when searching inherited fields (as it is in versions of Collections prior to 1.13).
Note: This setting applies by default and does not need to be set to true.

Previously, unless access rights were explicitly limited, all users had Full access rights to all Saved searches by default. This is no longer the case from Collections 1.13 onwards: now only the user who creates a Saved search (the owner) has Full access to it by default and other users only have Read access.
Note: Users with the $ADMIN
role have full access to all saved searches.
If a user / group should have other access rights to a Saved search (None, Write or Full), the owner, or other authorized user, must specify those rights on the Rights tab for the Saved search.
Details about Saved searches and assigning access rights can be found here.
Users with access to Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer. can also specify default access rights for all Saved searches created in a particular database in its Default pointer file (details here).

The Search box and several other dialogues were too large to display in their entirety in the browser on small screens such as laptops or when the browser itself was relatively small. This caused parts of the dialogue to be hidden and effectively unreachable.
Now the size of many dialogues is not only manually adjustable by dragging their borders, but also responsive to the available space in the browser (excluding smart phone screens). Many dialogues do still have a minimum size however.
The responsiveness of a dialogue kicks in when it is opened, not when a dialogue is already open and the browser is resized or a higher browser zoom level is selected. Responsiveness could result in a different layout in the dialogue and perhaps repositioning to ensure that all dialogue components remain accessible, e.g.:

When entering 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). , a drop list displays from which a value can be selected:
and when the Find data for the field box is opened, values which can be searched and selected are listed:
The list of values can be filtered; for example, as we see in the screen shot above, it is possible to filter the Creator field to names from the creator domain and to show only names with the candidate status. Users can turn these filters on and off.
However, a restriction to domain and candidate status may not be sufficient, and Collections 1.13 offers an additional way for Application Administrators to limit which values can be selected by users by applying a search filter to a Linked field. When set up, only values which meet the search filter will be listed for users in a Linked field drop list and in the Find data for the field box.
For example, in data sources that have multiple record levels (e.g. Archives / Film), it is only relevant to select from item-level records when attaching items to a loan and the list of linkable records can be restricted to these. An Application Administrator might further decide to limit the list to items that are actually available (e.g. items without lending restrictions) so that an unavailable item cannot be inadvertently selected. This helps to ensure that correct links are made to records.
Note: Search filters set up in this way will also apply when the Extend search option is selected in the Find data for the field box.
Application Administrators will find details about setting up a search filter for a Linked field in the Designer 7.7.5 release notes.

The following issues have been resolved:
Jira Issue # |
Brief description |
---|---|
CV1-4002 |
An error of type ...tag must be a child of group... occurred on loading a particular screen. |
CV1-3996 |
Under specific circumstances it was possible for users to see restricted images. |
CV1-3989 |
Values containing a single quote followed by a space could not be FACS READ: an "unexpected token" was reported after the space. |
CV1-3985 |
Performance was lowered because of a read-only check for every connection to the SQL database, instead of once per session. |
CV1-3975 |
Users with |
CV1-3941 |
Using a Saved search to link items to outgoing loans did not work. |
CV1-3940 |
Certain mandatory fields were not visible in the Bulk insert window. |
CV1-3934 |
The total number of replacements in the summary message after a Search and replace was incorrect. |
CV1-3933 |
Less than / greater than searches in fields with an alpha-numeric index did not find all relevant records. |
CV1-3930 |
Collections did not process Saved search |
CV1-3923 |
Collections did not process Saved search |
CV1-3921 |
Task adapls could possibly not lock, write or delete records if the user had sufficient access rights to the relevant database, but read-only or no access rights to one or more data sources associated with that database. For all types of adapls that use An error 38 (Error reading lock file) will be generated if the user has insufficient access rights in the For a |
CV1-3905 |
The Save button in the Saved searches window did not save a removed role / access rights setting in the Saved search. |
CV1-3903 |
A Violation of primary key error appeared when trying to save an added role / access rights entry for a Saved search. |
CV1-3881 |
In certain access rights situations, a specific task adapl reported an error 8 for non-admin users. |
CV1-3852 |
When running Search and replace and there are some records that cannot be updated because they do not meet some validation requirement enforced by a storage adapl, any error message from the adapl (about the fact that the relevant record(s) could not be updated) was not displayed. (The relevant records were indeed not being updated though, so there was no issue there.) |
CV1-3851 |
Mandatory fields in a task screen could be left empty. |
CV1-3841 |
When searching via the Simple search option in the Result set View, it was not possible to use the Enter key to start the search. |
CV1-3839 |
The |
CV1-3834 |
There were performance issues when saving a record in a specific data source in a customer application. |
CV1-3816 |
When modifying the properties of a Saved search to assign user access rights on the Rights tab, the Role and Rights columns were unnecessarily wide, making the buttons next to them unreachable. |
CV1-3814 |
Adding an occurrence |
CV1-3799 |
A location context was not resolved for top-term locations, so the context field remained empty. |
CV1-3764 |
The formatting of Unicode characters in Collections browser tab headers was wrong, leading to unreadable headers. |
CV1-3763 |
The Clear button in the Standard search window tab did not reset the Operators. |
CV1-3749 |
When a new occurrence was inserted in a Use / Used-for field in the Thesaurus, the value of the original occurrence was deleted and the last occurrence was added a second time. |
CV1-3737 |
The Import window did not automatically close after a successful import. |
CV1-3722 |
The Update only import job setting was ignored if a CSV file contained rows with only separators (i.e. |
CV1-3715 |
When using an external vocabulary source and selecting a term in the link screen, then after confirmation a different term showed in the field (although after saving the record, the correct term was shown and had been added). |
CV1-3624 |
A user with the |
CV1-3575 |
When there is a suppress condition on a box in a screen, the box disappeared on edit after a storage adapl produced a validation error message. |
CV1-3570 |
A Search and replace on a multilingual Linked field |
CV1-3559 |
An after-field adapl would evaluate a local record's (metadata table) table grid fields as empty in an unsaved record even though they were filled. |
CV1-3536 |
When trying to add multilingual data in the Title field, for example, the change was not saved. |
CV1-3127 |
The Material Linked field (and possibly a few other Linked fields) could not be overwritten by an update import. |
CV1-2836 |
When clicking the Back button in your browser, Collections would only show the message Are you sure? This will end your session. but did not say what would happen to your record in Edit mode With the fix, if you have a record in Edit mode and you have changed some data and click the Back button, you will first get to see the warning You will lose your change. Continue anyway? If you click Cancel, you will return to the record in Edit mode. If you click OK, you still will not lose your changes just yet, but now the Are you sure? This will end your session. warning will appear too. If you click OK, the record will be closed without saving your changes and your Collections session will be ended. If you click Cancel, you will return to the record in Edit mode with your changes intact. |
CV1-3657 |
When saving a record after creating an internal link, a Value cannot be null. Parameter name: key error was reported. |
CV1-4012 |
Retrieving context fields for multilingual fields caused a screen error message when trying to display records in detail. |

Requirements
Microsoft .NET Framework Runtime version 4.8 must be installed on the IIS server running Collections (after which the server needs to be rebooted).

As development of Adlib for Windows has ceased, functions introduced in Axiell Collections version 1.12 are not supported by Adlib for Windows.
Applications using Collections-only functionality should never be opened in Adlib for Windows as the system may become unreliable.

Release Date: 03 Feb 2022

Search statement displays in the Result set View Status bar
When records are returned by a search and viewed in Result set View, the search statement now displays in the Result set View Status bar. The search statement displays differently depending on the type of search performed:
- Standard search
When performing a search on the Standard tab of the Search box, the field tag
A field tag is a unique two character identifier for a field. for a searched field will display rather than the field name. In this example:
the field tag associated with the Object number field is
IN
: - Advanced search
When performing a search on the Advanced tab of the Search box, the search terms entered in the Search statement box:
will be displayed in the Result set View Status bar:
- Saved search
When running a saved search, the Status bar only shows the unique Id number of the saved search preceded by the term pointer (a saved search is stored in Collections as a pointer file). For example, if the saved search with ID 2 is selected and restored:
the Status bar will show:
- Running a Basic search / Simple search from the Result set View toolbar
The Result set View and Gallery View toolbars include a basic search option pre-configured to search across one or more fields 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.:
The search statement displaying in the Status bar is the same as when performing a Standard search, and the field tag will display rather than the field name:
Searches available from the Search drop list can be configured to run across multiple fields simultaneously (notably the <Simple search> option):
In this case the search statement may be quite long and therefore only partially displayed in the Status bar. Hover the mouse over the search statement to view the full statement in a tooltip:
- Related records View
Selecting a record in Related records View implicitly runs a search for the record and the Status bar will update to reflect this:

The following issues have been resolved:
Jira Issue # |
Brief description |
---|---|
CV1-3828 |
It was no longer possible to save changes on existing metadata relationships. |
CV1-3812 |
The Import function did not work. The summary stated that a number of records were processed, but records were not imported. With the fix, the term processed has been replaced by tested for a test import, while for a successful import the summary now states imported instead of processed. |
CV1-3793 |
After adding rows in a table grid for a Linked field |
CV1-3775 |
There was a Field name 'record' not found error when using the Simple search option in the Standard search window. |
CV1-3773 |
A Media viewer opened in its own window incorrectly allowed the saving of displayed images from its right-click menu. |
CV1-3771 |
ADAPL did not recognize an empty HTML field as empty. |
CV1-3750 |
If a field was set to sort ascending, saving the record no longer sorted the field. |
CV1-3747 |
In Related records View, navigating to a set of linked records did not work for reverse relations. |
CV1-3745 |
Sometimes there were performance issues when saving records, even simple records. |
CV1-3735 |
The Related records View did not show relations for some records. |
CV1-3732 |
If a priref |
CV1-3707 |
The vertical placement of the page navigation bar beneath the Result set was not consistent. |
CV1-3702 |
The Simple search tool at the top of Gallery View did not work. |
CV1-3648 |
A FACS READ returned |
CV1-3553 |
The logon history did not record the logon name for failed logons. |
CV1-3498 |
Under certain circumstances, it was not possible to delete your own saved search. |
CV1-3405 |
Less than / greater than searches were not available for fields with an alphanumeric index. |
CV1-3201 |
Numeric fields would always display too narrow. |
CV1-3106 |
Context fields did not display translated terms when the data language was changed. |
CV1-2944 |
For adapl-only output formats, when run in debug mode, for some records |
CV1-2879 |
For adapl-only output formats, when printing multiple records, the PDF output sometimes got blocked by the browser (Chrome / Edge). |
CV1-1601 |
Not all mandatory fields on a screen had a pink background when empty. |
CV1-1146 |
A task was aborted when it wanted to lock a record which was already locked. |

Release Date: 11 Dec 2021


The Search option available in the Result set View toolbar enables users to perform a search 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.:
The drop list includes a list of field names and can be configured to include a <Simple search> option with which it is possible to search for a value across multiple indexed fields simultaneously.
Note: In your Collections implementation, a different name might be used for <Simple search>.
When the cursor hovers over <Simple search>, a tooltip will display the field tags A field tag is a unique two character identifier for a field. of all fields that will be searched simultaneously for your search value:
A Simple search method must be configured in Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer. for each data source in which the Simple search option is to be available. As well as displaying in the Result set View toolbar, it is now possible to include the Simple search on the Standard search tab:
Add Simple search to the Standard search tab as you would any search field:
- Click the Settings button.
- Locate the Simple search option (start entering Simple in the Fields text box to filter the list to matching values).
- Select Simple search in the left column and click Add (or double-click Simple search):
Note: If Simple search is not listed, your Application Administrator will need to configure a Simple search method for the data source.
Simple search is added to the bottom of the right column listing fields that display on the Standard search tab:
Fields are listed in the order in which they display on the Standard search tab. Use the Move up / down buttons to change the position of the field as required.
The only operator available for Simple search is equals, and partial search values must therefore be truncated explicitly with the asterisk wildcard (*
substitutes zero or more characters at its position in a search value - see Standard search for details). A search in the Simple search field can of course be combined with a search in any other field available on the Standard search tab:
When linking records, this new use of Simple search can be an efficient way to locate a record especially when the 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 expecting a value, such as an object ID number, which you may not recall. In this case you could:
- Click the Link
button in the Linked field to display the Find data for the field box.
- Click the Filter button to display the Search box.
- On the Standard tab you can enter a known value for the record you are looking for in the Simple search field and your search will be run across multiple fields simultaneously.
Note: If the Simple search does not display on the Standard search tab, add it using the steps described above.

Several keyboard shortcuts have been added for handling 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.:
- Reordering occurrences: CTRL+arrow
Reordering occurrences was previously only possible using the Occurrence menu options (Move row down / Move row up) in the Record details View toolbar. Shortcuts are now available for these two options. With the cursor in a repeated field, press the
CTRL
key and then press a keyboard Up or Down arrow to move the occurrence. If the field is part of an occurrence group, the entire group of fields will be moved.In this example, there are two occurrence groups (two creators are listed) with five fields in each occurrence group. The cursor is in the Role field in the first occurrence group (it could be in any one of the five fields in the group):
Press CTRL+Down to move the entire occurrence group down:
- Remove an occurrence:
CTRL+Q
The Occurrence menu option Remove row, which is used to remove an occurrence (or group of fields if the field with the cursor is part of an occurrence group), now has a keyboard shortcut,
CTRL+Q
:Place the cursor in the field occurrence to be removed:
Press
CTRL+Q
to remove the occurrence (and all fields in the same occurrence group): - Reorder occurrences in Zoom screens
A Zoom screen is a pop-up screen similar to Record details View but with fewer options, fields and tabs. It will pop-up and display summary details of a Linked record (for a term, person, location, etc.) when an underlined value is clicked in Display mode or the Details button is selected when linking records in Edit mode, for instance. Typically, record details in a Zoom screen can be edited.
When a record (call it the primary record) links to another record (call it the target) from 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)., the target record can be viewed and edited in a Zoom screen by clicking the data in the Linked field. In this example an Object catalogue record links to a Thesaurus record for the term fabric:
If the target record includes a repeated field it was previously possible to remove but not to move occurrences; it is now possible to reorder occurrences using either the Occurrence menu (Move row up / down) or the new keyboard shortcuts: CTRL+arrow. For example, when we click fabric in the screen above, the Thesaurus record for this term opens in a Zoom screen. We see that Narrower Term is a repeatable field and there are four occurrences:
To reorder the occurrences:
Click Edit
.
Place the cursor in the occurrence you want to move (wool in this example):
Select Occurrence>Move row up (or down)
-OR-
Use the keyboard shortcut, CTRL+arrow:

For various reasons 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. may end up with two or more records for the same person, Thesaurus term, Catalogue item, etc. Typically you will want to merge them into a single record holding the most accurate data, and delete the superfluous records. Record merging functionality introduced with Collections version 1.12 enables authorized users to:
- identify a master record (the target) and one or more versions of this record (source);
- copy select data from the source record(s) to the target; and
- delete the superfluous source records.
See Merge records for full details.

Every time an Advanced search is run the records returned by the search are saved as a set, and the search statement that returned those records is listed in the Set(s) box and assigned a number:
The records returned by a previous search can then be recalled by referencing the search statement's assigned set number. For example, to recall set number 1 in the example above (creator = wood*) we can specify:
Note: This does not execute the search, it recalls the records that were returned when the search statement was added to the Set(s) table. To execute (re-run) a search, select a set, click Copy set and then click Find. Full details about Advanced search sets can be found here.
Prior to Collections 1.12, the Set(s) box displayed the search statement precisely as it was entered in the Search statement box; for example if your search statement was:
a new set was added to the Set(s) box recorded and the search statement recorded was:
set 1 Or set 2
Now, instead of an obscure reference to the set and its number, the more user-friendly search term that generated a set is shown:

When you enter one or more search values on the Standard tab of the Search box and run the search, the search value(s) will be remembered next time you view the tab. This can be useful when fine tuning search results; and if you do not need previous search values, you can of course click Clear to remove them all.
If a previously entered search value is short however (an asterisk for example), it is possible to miss it when running a new search, and this will affect your search results. From Collections 1.12 onwards, if a search field on the Standard tab holds a value from the previous search, the field is highlighted with a bold black border:

The Filter option enables each user to define a subset of records that limits all their searches to this record set while the filter is active. A curator of ceramics, for example, might only be interested in Object catalogue records where:
- Management status = internal
-AND-
- Object category = ceramics
By specifying a filter with these two criteria in the Object catalogue, any searches performed by the curator in this data source will always occur within the subset of records that meet the filter's criteria. A search for objects created in the 20th Century will only return records for ceramic objects that were created in the 20th Century and which are currently in the organization's collection: no records will be returned where Object category = paintings, for example, or where Management status = disposed of.
Note: A filter is essentially a persistent search statement that is automatically added to every search query until you disable it.
Without a filter, you can achieve the same result on the Standard and Advanced search tabs but it is necessary, of course, to specify all search criteria every time you run a search:
Filters also apply to Saved searches and searches using the Quick search option available from the Result set View and Gallery View toolbars. Quick searches are pre-configured to search one or more fields (if you select creator from the field drop list, your search will be run in that field):
But with a filter in place, the search will only return records where the filter's conditions are also met.
Filters are remembered per user and data source: if a filter was active in a data source when you logged out of Collections, it will be enabled in that data source when you log back in.
Full details here.

Collections can be open in multiple tabs in your browser; previously only the title of the application was shown in the tab header:
To further improve the accessibility of Collections, the name of 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. open in a tab and the record number of the currently selected record are now shown along with the name of the application. If the text is too long to fit in the tab header, hover the cursor over the tab to view the full text in a tooltip:
This change, which requires no setup in Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer., will allow screen readers to better distinguish between tabs.

The icon used to minimize or maximize the Main menu has been changed from:
to:
The change was made as the previous icon was less intuitive and was used elsewhere in Collections for a different purpose.
Now when minimized, the arrow switches direction:
The associated tooltip has been improved for screen readers:

The Download button beside Image and Application (document) fields can now be conditionally hidden for specific users / groups so that, for example, only certain users can download images / files registered in a field in the current record. A condition could also specify that the presence of the button depends on values in some other field(s) in the record.
Note that the Download button can of course be disabled unconditionally for a field. Information for Application Administrators can be found here.
Requires Axiell Designer 7.7.4 and Collections 1.12. Information for Application Administrators can be found here.

The Filter button in the Find data for the field box has been renamed Extend search to better reflect its function: clicking the button opens the Search box and allows the user to perform a Standard or Advanced search when trying to identify which record to link to:
The change also avoids confusion with the new Filter functionality introduced with Collections 1.12.

Labels for Collections functions (buttons, menus, associated tool tips etc.) are now available in Spanish, which can be selected from the Interface language drop list in Main menu (once enabled by your Application Administrator in Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer.).
Note: The translation of field labels, tab titles in Record details View and the like is not included in Collections releases.

A Selective Dissemination of Information (SDI) service in Collections enables users to schedule a saved search to run automatically at specified times with the result of the search printed or emailed (details here). This functionality requires an SDI server to be setup and running in the background (contact Axiell Support for details).
An alternative implementation of the SDI server is now available. Changes include:
- On the Destinations tab of the Saved search schedule box, the Printer destination field is now a drop list from which a printer can be selected (previously it was necessary to provide the full path to a printer if you did not want to use the default printer):
- The Run now button allows you to test the SDI profile immediately in order to confirm that search results are printed or emailed as expected.
-
Text added on the General tab in the Comment field is used as the email body in cases where a report has to be emailed as an attachment. If you specify an XSLT style sheet (producing HTML) in the Format field on the General tab and select Plain text on the Destinations tab, the comment text will end up in the body and the generated HTML file (named using the value specified as Subject on the General tab) will be attached to the email; select HTML on the Destinations tab instead to have the generated HTML inserted in the email body itself.
- When a new SDI profile is saved, it is now listed in the Scheduled tasks box which is accessed from the Main menu by selecting Schedule. Whenever the schedule is executed (manually or automatically), the status of the listed task in the Scheduled tasks box will change accordingly. The Subject provided for the saved search schedule is shown as the Description of the task in the Scheduled tasks window (if no subject was provided then the saved search Title is used).
Note: The Limit option on the General tab (used to specify the maximum number of records on which to report) is not yet active for this new SDI implementation.
For this new implementation of the SDI background service the path provided in the Format field on the General tab (pointing to an adapl or XSLT stylesheet to layout the output) has to be relative to the folder containing the Collections application .pbk
file, e.g.:
..\xslt\mytemplate.xsl
In the prior implementation of the SDI service, the path specified here was relative to the folder which holds sdi.exe
(the SDI server).
Ask your Application Administrator which folder holds the relevant file and what path should be recorded here.

If your institution is using the previous SDI implementation for Collections and you upgrade to the new implementation, old SDI profiles can be recognized and activated for processing with very little effort. Amongst other changes, your scheduled Saved searches will now be listed in the Scheduled tasks box (accessed from the Main menu):
-
Once the new SDI implementation is setup, make some trivial change to each old SDI profile you wish to use: change something, click OK, change it back, click OK.
-
For SDI profiles that involve printing, be sure to select the desired printer from the new Printer drop list.
-
Use Run now to confirm that the adjusted profile works

When any SDI Selective Dissemination of Information background task is run, including import jobs and scheduled searches (using the new SDI service), an entry is added to the Scheduled tasks box, accessed from the Main menu by selecting Schedule. The list is not cleaned up automatically and will grow if tasks are run in the background regularly.
A Delete button has been added to the Scheduled tasks box allowing one or more tasks to be removed from the list when the details are no longer required (select more than one entry in the list using Ctrl+click for non-consecutive entries and Shift+click for consecutive entries):
Notes:
- Deleting entries from the list only deletes details recorded when the task was run, it does not delete the import job or SDI profile.
- It is not possible to delete (or cancel) a task that is running (the Status will show as Running).


The option to restore deleted records is only available to users who have been assigned the $ADMIN
role, in systems in which journalling has been enabled.
Details about setting up journalling are available in the Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer. help (here). In brief, set Journal field changes= Record history (Collections) on the Advanced tab when editing properties for each data source that requires journalling:
In systems where record auditing (journalling) has been enabled (details above), authorized users have access to a new Maintenance>Journal Maintenance option in the Main menu with the option to restore deleted records:
Full details here.

Security and other configuration improvements introduced with Collections 1.12:
- The example settings file, settings.example.xml, included with a Collections installation or update has a new setting which redirects all Collections
http
requests to the more securehttps
protocol:<SecureConnection>true</SecureConnection>
The HTTP Strict-Transport-Security header is added to all responses ensuring that a browser always connects to a website over
HTTPS
.If your installation's custom
settings.xml
does not include this setting, it is recommended that you add it.
- Previously, a single log file was maintained by Collections; as this file could grow very large, a new log file is now created every 24 hours.
Web.config
inheritance for child applications is now disabled by default because previously it could cause issues if an IIS site has Collections as a parent website and WebAPI sites as children. This led to error messages on the child websites (concerning unknown libraries or namespaces). This issue has been fixed by enclosing thesystem.web
andsystem.webServer
nodes in theweb.config
file in a<location inheritInChildApplications="false">
node whenever Collections is installed or updated:<location inheritInChildApplications="false">
<system.web>...</system.web>
<system.webServer>...</system.webServer>
</location>
For those rare situations where inheritance is required, this enclosing node can be removed; or if inheritance needs to be set to
false
for a larger section, this can be set manually. Just note that then you need to do this after each new deployment.

The following issues have been resolved:
Jira Issue # |
Brief description |
---|---|
CV1-3650 |
The HTML |
CV1-3645 |
In a multilingual Linked field |
CV1-3637 |
A Saved search did not work any more if the sort option was not used with the English field name or tag. |
CV1-3627 |
It was not possible to create a new record in the Serials module because the mandatory Title field was automatically emptied before saving. |
CV1-3626 |
In a new record the Source title field was emptied when the field was left. |
CV1-3612 |
Keyboard users and screen reader users could not move through to the next elements on the Standard search form using Tab once the focus was on a date picker field. |
CV1-3595 |
The IP address of users was visible in the Active sessions window for Application Administrators, which was not necessary and a little too much information. The fix has removed this IP address from the Active sessions window. |
CV1-3594 |
Via the returned error message displayed during failed authentication attempts, the Collections login functionality revealed whether or not a user existed, which might pose a security risk. With the fix, login errors will no longer show sensitive details. |
CV1-3539 |
Full dates stored in metadata tables either did not display or caused an error when opening a record. |
CV1-3538 |
The |
CV1-3527 |
An |
CV1-3517 |
A Simple search could be slow to load the Result set. |
CV1-3516 |
Result set View loading performance could be slow when moving between pages. |
CV1-3508 |
Performing a hierarchical search on the lowest level of a hierarchy generated an error. |
CV1-3499 |
In specific cases, related to the presence of metadata tables, deletion of a record would generate an error message Invalid column name 'term'...". |
CV1-3495 |
A warning on an invalid date field value resulted in an empty red message box. |
CV1-3492 |
Collections allowed you to save a circular relation within a Thesaurus hierarchy. Collections will now report errors when circular relations are detected in Edit mode |
CV1-3488 |
After adding a new row to a linked table grid, it was not possible to see it or scroll down to the new row. |
CV1-3483 |
A filled-in field tag |
CV1-3482 |
A date value got cleared when the date field was populated the second time by an |
CV1-3480 |
In a multilingual application, a record template did not save any values in multilingual fields. |
CV1-3479 |
Linking a large number of object records to an Outgoing loans record took a very long time. |
CV1-3478 |
Issue with conditional suppression in a numeric field: field was not hidden when it had to. |
CV1-3477 |
The Restore inheritance function did not work on Linked fields. |
CV1-3476 |
When a date field was populated via a storage adapl, the date value saved in the SQL table was in the format |
CV1-3475 |
A previous search on an enumerative field was seemingly remembered by Collections because the search key was displayed on the Standard search tab, but when executing the displayed search again, the search was executed without the enumerative field search key. |
CV1-3474 |
Default values set for logical fields were not filled in newly imported records. |
CV1-3471 |
If screen texts (on the User interface texts field properties tab in an The fix is that double-clicking such a field screen text in the Advanced search field list now copies the real field name to the Search statement box, so a valid search statement can be created, but note that the field list does not visually distinguish between real field names and field screen texts, so it is best to always double-click a field name from the list to include it in your search statement, instead of typing the field name (especially if you know that field screen texts have been applied in the |
CV1-3467 |
Error messages from storage adapls in linked database were not visible in the error overview after an executed task. |
CV1-3466 |
Inherited field values were not accessible in a storage adapl. |
CV1-3465 |
Certain metadata fields did not display. |
CV1-3440 |
Searching with a fixed query as method on a non-preferred term returned no records. |
CV1-3427 |
|
CV1-3422 |
ADAPL |
CV1-3410 |
A field condition only worked on the first occurrence |
CV1-3387 |
Initial column widths in record detail table grids were defaults for some fields types but other fields turned out very narrow by default. Initial column widths are now taken from the screen definition ( Note that if the total width of the columns in a table grid is less than the grid's width, the columns will be stretched out, so field columns may seem overly wide in that case. |
CV1-3374 |
Adding a new row after entering a value in a Linked field with a selection list format string emptied the Linked field. |
Cv1-3365 |
Tabbing from the |
CV1-3359 |
Searching for |
CV1-3349 |
Navigating to a related record in another dataset did not display the correct Result set and detail screens. Clicking on a related record in Record details View was not designed to move to another dataset. Viewing the relations in Related records View does offer this feature. The fix for the reported issue is that when a link references a record in another data source |
CV1-3342 |
The Hierarchy browser only displayed the first related record for all records but the top-level record, and then also did not use the Hierarchy browser Format string. |
CV1-3326 |
A table grid in Edit mode did not show all the rows when there were lots of them. |
CV1-3324 |
After entering a text, not a date, in a date field on the Standard search tab and clicking Find, a Bad request error came up, instead of a proper error message. |
CV1-3269 |
Advanced searching on valid dates (as displayed in the records) did often not result in any found records. |
CV1-3265 |
The Hierarchy browser did not synchronize with the Result set after every search. |
CV1-3261 |
Sorting in the Hierarchy browser could be wrong when the number of nodes per request was lower than the number of narrower term field occurrences. This Sort values option in an internal link specification was (until this fix) ignored by Axiell Collections. The option is intended to sort the narrower fields alphabetically upon saving the parent (broader) record. In the legacy product Adlib for Windows this was implemented as a Text sort, in Axiell Collections it has now changed to an Alphanumeric sort, which makes more sense. Hierarchy browser also does an alphanumeric sort: it sorts the nodes before display using the formatted node texts. This means that the content in the record can be in a different order than the nodes in the browser because that depends on the fields used in the Hierarchy browser format string. Note that sorting of the hierarchy on save will have a performance impact on saving of the record. You will have to save a broader record before seeing the result of the sorting in the occurrences of the linked narrowers. A better solution for large hierarchies might be to migrate to the Indexed link solution to which you can also apply sort fields. This is faster for large hierarchies and has the ability to sort on different fields. |
CV1-3241 |
An The adapl only fires after having changed something in the field. |
CV1-3196 |
Advanced search using the |
CV1-3192 |
Printing an indented text with an |
CV1-3191 |
The |
CV1-3190 |
The |
CV1-3128 |
The |
CV1-2933 |
Moving existing |
CV1-2764 |
If a field was used in the Result set View grouping bar and you dropped a marked record (to remove it from the Result set), the grouping disappeared and the record was not dropped from the list. |
CV1-2649 |
When in the Search and replace window the With field was left empty, the content of the field was not deleted when it should have been. |
CV1-2621 |
If you used the Keep marked records or Drop marked records functions and then sorted on the reduced Result set, the unwanted records came back and reverted the record list to the previous one. |
CV1-2509 |
Clicking different records in Hierarchy browser created a confusing mismatch of highlighted records in Result set View, Gallery View and Record details View. Result set View and Gallery View will now update with the Hierarchy browser, but only if the selected record is actually in the Result set already. |
CV1-2427 |
An Advanced search with WHEN NOT gave unexpected results. |
CV1-2362 |
A Standard search on a Linked field with a non-unique key index did not search on the selected record from the Find data for the field box, but on all homonyms of the key. |
CV1-1997 |
Adapl errorm message was not displayed when using the Axiell Move function to link items. |
CV1-3592 |
Collections did not properly regenerate |

Requirements
Microsoft .NET Framework Runtime version 4.8 must be installed on the IIS server running Collections (after which the server needs to be rebooted).

As development of Adlib for Windows has ceased, functions introduced in Axiell Collections version 1.11 are not supported by Adlib for Windows.
Applications using Collections-only functionality should never be opened in Adlib for Windows as the system may become unreliable.
Note: Numerous improvements in functionality and usability are introduced with the Collections 1.11 release, including changes to the User Interface that bring Collections in line with the WCAG 2.0 AA standards for accessibility. As these User Interface changes do not affect how Collections is used, the screenshots in this documentation have not been updated wholesale to reflect compliance with the WCAG 2.0 AA accessibility standard. They will be updated over time.

Release Date: 21 September 2021
Issues Resolved
The following issues have been resolved:
Jira Issue # |
Brief description |
---|---|
CV1-3464 |
The Advanced search Expand operator returned an Object reference not set to an instance of an object error. |
CV1-3443 |
Invalid field data (yyyy-mm-dd) in database 'research', record 0, tag 'do', occurrence 1. Use format dd/mm/yyyy error appeared when assigning an ISO date to an ISO date field with the European presentation format from within a task adapl. |
CV1-3416 |
Saving a record with an indexed link configuration could take a long time. |
CV1-3408 |
When the presentation format for an ISO date field was European (dd/mm/yyyy), non-valid European dates (like American dates, mm/dd/yyyy) could be entered without getting an error and the American date would automatically be converted to a European date. |
CV1-3400 |
Multiple fields in a row, with their labels above them, could display too narrowly (not filling out the entire horizontal space) if the data dictionary field length of those fields was relatively small. |
CV1-3399 |
An HTML field did not display its label text as assigned to it via the field's properties. |
CV1-3397 |
If there were multiple HTML fields underneath each other in a single group, they would be displayed in the right half of the Record details View instead of taking up the full width of that View. |
CV1-3395 |
When the mouse cursor hovered over a row in the Manage saved searches box, the row flickered. |
CV1-3394 |
After editing the contents of an HTML field, it was necessary to leave the field for the Save button to become active, while this was not needed for other edited fields. |
CV1-3392 |
It was not possible to import data into metadata fields. |
CV1-3380 |
Export of a specific record resulted in the Collection modified; enumeration operation may not execute error. |
CV1-3371 |
After trying to revert a drag / drop operation in the Hierarchy browser (that is, dragging the record back to its original place), an Object reference not set to an instance of an object error appeared and prevented other records from being dragged to the same spot. |
CV1-3370 |
After the Hierarchy browser refreshed from a drag /drop operation, highlighting behaviour was inconsistent. |
CV1-3364 |
Field occurrence |
CV1-3355 |
Right-clicking a media reference field in Display or Edit mode |
CV1-3345 |
Searching for records containing a circular reference could crash the Collections Application pool. The fix ensures that such a record can be found and edited to correct the circular reference. |
CV1-3343 |
The Disable download property was available for application fields but did not actually disable the download icon or the possibility to download a file via the underlined link. |
CV1-3340 |
The DashboardVisible setting in the web.config file defaulted to false after installation of Collections. This setting (which is used to enable the Workflow screen directly after logging into Collections, if Workflow is part of your application) has been moved to the settings.xml file for Collections. It is part of the <SessionManager> section to keep it as close to the applications settings as possible: <Setting Key="DashboardVisible" Value="true" /> When the DashboardVisible key is not there, the dashboard will not become visible (the same goes for setting the key's Value to false). The setting in the web.config file has been deprecated. |
CV1-3338 |
A When Advanced search on a truncated ISO date did not work. |
CV1-3337 |
An Advanced search on a field with a hyphen in the field name resulted in an invalid search expression. |
CV1-3336 |
The Selection list format string can be used for normal Linked fields |
CV1-3329 |
A certain field was no longer visible after resizing the Record details View. |
CV1-3321 |
In a specific application: new container records were not linked to a new carrier record following the process of an after-edit adapl procedure. |
CV1-3318 |
Field group occurrences which are removed by a storage adapl, came back after storage (or were not removed in the first place). |
CV1-3315 |
Text fields could become truncated in height. |
CV1-3314 |
After setting the Record details View Group mode to Paged for table grids for Linked fields, the cursor would move up and down the page by itself. |
CV1-3298 |
Numerical values with decimals in UI language Dutch were displayed without decimal character and any storage adapl doing calculations on those values did not see the decimals either. |
CV1-3274 |
There was a screen rendering issue with a single (date) field wrapping to the next line. |
CV1-3266 |
Uploading 20+ images to an object record was failing and gave an internal server error. |
CV1-3226 |
Export of specific record resulted in error Collection modified; enumeration operation may not execute. |
CV1-3211 |
Having performed a search using the sort operator, records in the Result set View could not be re-sorted. |
CV1-3129 |
|
CV1-3123 |
The right-click Properties option for a date field did not display the stored date in the field if it was not an ISO date. |
CV1-3120 |
On the Saved searches tab in the Search box, the Show, Delete and Schedule buttons were not greyed out when no saved search had been selected yet. |
CV1-3018 |
In the properties of a field, no screen name is visible, only the string expression. The fix shows the screen name, namely the ID as specified in the properties of the |
CV1-2893 |
The Parts field already visible in the Record details View was not automatically updated after drag-and-drop or bulk create operations in the Hierarchy browser. |
CV1-2823 |
Deriving records using a Saved search was not possible. |
CV1-2658 |
An Unresolved link in ‘document’ for record 500001989, ex[2]=1000167610, domain='' type of error could appear in a specific application when creating a new copy record from within a Book record. |
CV1-2561 |
If a single field was copied to the Collections clipboard, and you attempted to paste it within the same record and field (even in a different occurrence |
CV1-2535 |
Storing a Saved search for many records, say tens of thousands and more, could take a very long time. Also adding extra records to such a Saved search or removing records from it, took very long. Performance has now increased by about a tenfold. Note that adding and removing records from a Saved search does not put a wait symbol on screen while saving, so the UI remains unresponsive during that time. |
CV1-2510 |
When the Add new occurrence option in the Search and replace box was marked, the Match entire field, Match whole word and Match sub strings options would not be greyed out. |
CV1-2468 |
The Rights tab for a selected Saved search in the Manage saved searches box, showed |
CV1-2384 |
When manually assigning a number to a Saved search, the Saved search was not saved. |
CV1-2085 |
It was possible to have the Use (tag |
CV1-3335 |
Digital fields could be downloaded even when the Disable download option had been set. |
CV1-3491 |
Creating a broader reference did not create a reverse narrower reference. |

Release Date: 12 July 2021

Uploading multiple media files at once
It is now possible to upload and link multiple media files to an image or application field at once. The only condition is that the media field is repeatable (it is only possible to upload and link a single media file in non-repeatable media fields).
To upload multiple media files simultaneously:
- Click the Upload
button beside a repeatable image or application field:
The File Upload box will display.
-
Click the Open button to upload the files.
Each uploaded file will end up in its own 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..
Important!
It matters which media field occurrence currently has focus (the cursor is in the field) when selecting the Upload button: the linking of uploaded files will start in the active field occurrence:
- If the active field occurrence already contains data, that data will be overwritten with a new link!
- Subsequent existing media field occurrences will not be overwritten but will move down to accommodate the new links.
For example, if you have three image field occurrences:
A
B
C
with the cursor in B and you upload image files G and M, what remains is four occurrences:
A
G
M
C

The following issues have been resolved:
Jira Issue # |
Brief description |
---|---|
CV1-3333 |
Clicking a metadata enumerative field |
CV1-3313 |
A truncated search on ISO date no longer worked. |
CV1-3305 |
Inheritance in repeatable groups did not work properly. |
CV1-3303 |
Thumbnails were not shown in Result set View and Media viewer if they were retrieved using the WebAPI. |
CV1-3302 |
Searching on a free text method on a metadata field returned a Conversion failed when converting the nvarchar value '...' to data type int error. |
CV1-3301 |
There was an error on opening a specifically designed screen tab. |
CV1-3297 |
Searching a metadata enumerative field |
CV1-3295 |
Right-justification in screen fields was not working. |
CV1-3293 |
Some fields were displayed outside a table grid for a Linked field |
CV1-3292 |
An internal server could occur when trying to add two new records in a row in a specific data source |
CV1-3289 |
Certain inherited data did not display in Display mode, but did display in Edit mode of a record. |
CV1-3285 |
An after-field adapl would not run if the associated field was displayed in a table grid. |
CV1-3284 |
If a write-back field was filled by a before-storage adapl, its value was cleared when the record was saved. |
CV1-3282 |
Fields in a field row on a screen, which did not belong to the field group of the other fields, were hidden instead of displayed on the next line. |
CV1-3281 |
Using drag and drop in Hierarchy browser to change the order of the narrower terms or to move them to a different parent did not work. |
CV1-3280 |
The does not equal operator in a Standard search could not be used in combination with a selected Expand checkbox without giving errors. |
CV1-3279 |
If a link reference tag was not part of the field group that its associated Linked field |
CV1-3276 |
Metadata search functionality was not prepared for returning catalogue records more than once in the same search result: this would give a non-unique error. |
CV1-3275 |
Calling borrower ( |
CV1-3272 |
|
CV1-3268 |
Searching on all and not |
CV1-3267 |
There was a problem with Advanced searching on fields |
CV1-3263 |
There sometimes was an error Invalid column name 'retrieved' when opening the Advanced search in applications on the hosting server. |
CV1-3262 |
Screen suppress conditions which contained more than one field did not work as expected. |
CV1-3259 |
Bulk create did not work for the Object catalogue when an object name was entered. An error was null or empty in database incoming Parameter name: tag was generated. |
CV1-3254 |
After entering data in a field and clicking another field, the cursor jumped back to the previous field. |
CV1-3246 |
After emptying metadata fields in the last field group occurrence |
CV1-3243 |
An internal sever error occurred when creating a new object record in a specific application. |
CV1-3242 |
It was possible to delete a saved search even though its access rights had been set to read-only. |
CV1-3239 |
The Result set View filter for lender Name in Incoming loans only contained the option Undefined. |
CV1-3238 |
Certain simple export jobs for several thousands of records took way too long to finish. |
CV1-3237 |
Default values for repeating fields were not populated when an occurrence |
CV1-3236 |
If a field was suppressed, blank spaces were left until the start of the next field that was not suppressed. |
CV1-3235 |
Uploading media in new records no longer recognized the configured |
CV1-3234 |
Linked metadata was not searchable. |
CV1-3230 |
Related records View was not working properly for reverse relations. |
CV1-3229 |
If a link reference tag was not part of the field group that its associated Linked field |
CV1-3227 |
When filtering on a record in a result set, the selected field did not refresh in Record details View. |
CV1-3223 |
Workflow records did not display any more. |
CV1-3221 |
When an import was running and the user opened the Scheduler, you could click the Details button but it produced an empty pop-up message. Only when the job was finished would the Details button provide information. |
CV1-3218 |
Invalid field data (yyyy-mm-dd) in database 'research', record 0, tag 'do', occurrence 1. Use format dd/mm/yyyy error appeared when assigning an ISO date to an ISO date field with the European presentation format from within a task adapl. |
CV1-3214 |
Object reference not set to instance of object error occurred when printing to an output format consisting of a Word template, an adapl and a parameters screen. |
CV1-3213 |
A method on a metadata field returned Invalid column name 'priref'. |
CV1-3189 |
Location history merged-in data did not display and the screen was not respecting field grouping. |
CV1-3184 |
Linking objects to a specific custom data source |
CV1-3183 |
A screen box suppress condition was not honoured when creating a new record. |
CV1-3181 |
Searching linked enumerative fields |
CV1-3173 |
If you uploaded an image via a linked image field and subsequently clicked another field, the cursor would repeatedly jump between the image field and the other field. |
CV1-3172 |
Boolean "OR" searches like Df = 'FONDS','SUB-FONDS','SERIES' only found records for the first search key, 'FONDS' in this case. |
CV1-3171 |
Selecting a term from the Find data for the field box overwrote the first occurrence |
CV1-3169 |
|
CV1-3167 |
A Result set View page (part of the list) containing an invalid record (with a multilingual attribute in a mono-lingual field) was not shown at all. |
CV1-3166 |
Sorting records in metadata tables did not work. |
CV1-3164 |
Incorrect resulting hierarchy after dragging and dropping records in Hierarchy browser. |
CV1-3162 |
After copying or creating a record and trying to save it, an Object reference not set to an instance of an object error appeared for some records. |
CV1-3156 |
Clicking the Save icon did not work in some data sources |
CV1-3154 |
Values could not always be read from or written to metadata fields from within an adapl. |
CV1-3152 |
On some customized screens, text fields like Title were so narrow that the line break already occurred after 3 or 4 characters. This made the field illegible. |
CV1-3151 |
The error message The current SynchronizationContext may not be used as a TaskScheduler was always thrown when you tried to update existing records (Match field = priref) during an import. |
CV1-3142 |
It was not possible to delete a metadata relationship when a record was linked twice. |
CV1-3140 |
PDFs, |
CV1-3137 |
Invalid date values in a table grid could not be corrected. |
CV1-3132 |
An adapl generated URL did not open after being clicked unless the record was edited first. |
CV1-3126 |
Linking articles through Links option on a loan linked those articles to the loan but also to an accession record. |
CV1-3105 |
The ADAPL function |
CV1-3083 |
Adding a new row to a field group with a Linked field |
CV1-3064 |
Dependency rules were bypassed by pointer file linking, so records could be linked even though the hierarchical decadency rules should have prevented that. |
CV1-3023 |
Deleting Linked fields |
CV1-3001 |
Field read only conditions was not applying restrictions for the |
CV1-2995 |
Default values for fields "included" in a dataset were not populating. |
CV1-2986 |
A merged-in Title field in a specific Word template was not filled when printing to it. |
CV1-2985 |
Clicking on a link in a specific application field returned an error: Failed to read media item ... not allowed to go above... followed by a path. |
CV1-2976 |
If an update field was set in an import that was not present in the exchange file, new records were created even if Update only was checked. |
CV1-2975 |
A reverse link did not display in the linked database. |
CV1-2956 |
Collections ignored the Exchangeable setting in "included" fields in datasets. |
CV1-2955 |
The reverse link of an inheritable field created a new occurrence |
CV1-2941 |
Double validation on Linked fields |
CV1-2939 |
The Show candidate terms checkbox was missing in the Thesaurus. |
CV1-2909 |
A table grid field group which contained write-once fields did not display any field data. |
CV1-2908 |
Adapl error messages from before-storage procedures were not displayed in the Hierarchy browser. |
CV1-2879 |
Field tags consisting of two digits led to an error: Invalid report field expression '' in template. |
CV1-2865 |
A merged-in enumerative |
CV1-2829 |
Browsing through records in Hierarchy browser only refreshed an image in Media viewer if the record you clicked was already in the original search result. If not, it would not refresh Media viewer. |
CV1-2817 |
Using a year filter on a date field column in Result set View did not work. |
CV1-2778 |
Adapl-only output formats did not handle diacritics correctly. |
CV1-2768 |
Uploaded files in the ..\collections\App_Data\FileCache folder could cause Collections to crash as start up. |
CV1-2763 |
When you right-clicked a Linked field |
CV1-2658 |
Before-storage automatic numbers were only assigned to the first occurrence |
CV1-2642 |
Searching sometimes gave a State not found error when the Media viewer was active. |
CV1-2638 |
Record details View did not refresh after Result set View was filtered and no longer contained the record displayed in detail. |
CV1-2445 |
An internal server error was triggered when the GeoJSON map (using the map icon in Record details View) was loaded. Seconds later, the session would expire abruptly. |
CV1-2442 |
Searching on a non-indexed field with the contains operator returned an error: The method or operation is not implemented. |
CV1-2428 |
After adding a certain date field as a column to Result set view, the column would show empty even though there was data in the field. |
CV1-2364 |
When you edited a field in a record and then navigated to another record via Hierarchy browser, there was no prompt to save the changes. This would only happen if you did not leave the field you had changed when navigating to another record. If you clicked another field first before navigating away, the prompt did show. |
CV1-2345 |
For the Requester field in Outgoing loans, the Find data for the field box contained no found terms and the Show candidate terms checkbox was missing. |
CV1-2339 |
If the overarching folder for multiple application folders had been specified as the application folder for Collections, no background image was displayed in Collections after logging in. |
CV1-2335 |
The New, Search, Interface language, Data language, Import, Help and Account options in the Main menu were not accessible by tabbing through all buttons, icons and record fields. After opening Collections you can click Tab repeatedly to go through these options as well. |
CV1-2314 |
Help text was always cut off on the right side of Help View. |
CV1-2239 |
The Gallery View Settings window title was Result Set settings. |
CV1-2040 |
The Related records View did not show the correct data sources for internal links. |
CV1-1942 |
The storage adapl for a reversely linked database was not executed when a record in that database was updated through the reverse link. |
CV1-755 |
The Save icon did not work after adding an occurrence |

Release Date: 31 May 2021
Issues Resolved
The following issues have been resolved:
Jira Issue # |
Brief description |
---|---|
CV1-3215 |
When an occurrence |
CV1-3207 |
When a new, first occurrence was added to an empty table grid, the new data could not be saved. And when you added a second occurrence (before trying to save), the new empty occurrence replaced the first occurrence. |
CV1-3186 |
Table grids could not be edited well: after selecting a linked value in one row, other rows would turn read-only. |
CV1-3178 |
The pop-up list allowing users to select the correct term where there is more than one match during a Search and replace had changed to an impractical paged display, while it used to be a virtual scroll list. |
CV1-3174 |
A change was registered in the Record history and the before-storage adapl was executed if you saved a record without having changed anything. The Save icon is now only enabled when you start typing or edit data in Record details View. |
CV1-3148 |
Journal entries could become corrupted and show an infinite waiting symbol in the Record history dialogue when metadata links were defined in the database. |
CV1-3063 |
The ADAPL writeempty()statement created journal entries when it should not have. |
CV1-3032 |
There was an error when navigating to the Advanced search tab because of duplicate owners and groups in the pointer files query. |
CV1-3031 |
The initial Select data source and initial main Settings window sizes were not consistent throughout applications. |
CV1-3015 |
The new Record history tab did not look very good when no audit trail data was present. |
CV1-2964 |
Inherited fields could not be printed. |

Release Date: 07 May 2021


A number of changes have been made to the Axiell Collections User Interface to improve accessibility:
Change |
Details |
---|---|
WCAG 2.0 AA compliance |
The Collections User Interface has been tweaked in a number of ways to bring Collections in line with the WCAG 2.0 AA standards for accessibility. Note: The screenshots in this documentation have not been updated wholesale to reflect compliance with the WCAG 2.0 AA accessibility standard as these changes do not affect how Collections is used. They will be updated over time. ![]() WCAG (Web Content Accessibility Guidelines) was developed by the Web Accessibility Initiative in order to provide a single standard for web content accessibility, to make web content like web pages and web applications (text, images, page structures, etc.) more accessible to people with disabilities. Axiell wholeheartedly endorses this standard and we are working towards making Axiell Collections fully WCAG 2.1 Level AA compliant, starting with version 1.11, but ongoing in subsequent releases. From Collections 1.11 onwards, accessibility improvements include: the font size of record data, field labels and field names in lists have been enlarged for better readability, the light blue background in Record details View has been changed to white, the alternating colours in Result set View have been changed to white and grey and field label are now right-aligned (previously left-aligned) to be closer to the data itself. The challenge for Collections in being WCAG compliant is that it must also be responsive (automatically scaling the size of fields and/or wrapping fields with their labels based on screen size) when the screen tabs on which record details are displayed were designed with fixed field lengths and precise field and label positions. Nonetheless, the accessibility improvements have led to a significant improvement in the responsiveness of the main views and screens in Collections. Record details View, in particular, has gone through a complete revision, and the screen formats are now rendered in a new way. While this works very nicely for most screens, it is possible that the presentation of fields or labels may not yet be perfect for some customized screens. We recommend installing version 1.11 in a test environment first to see if your custom screens look all right. If you notice something that does not work well, please let us know so we can provide a solution. This could be something we need to address in a new version of Collections but it is also possible that the affected screen needs adjusting. Notable changes include:
|
The Media viewer icons have been enlarged and reorganized:
|
|
The Simple search drop list in the Result set View toolbar has been widened to accommodate long field names:
|
|
The Move field down / up options in the Occurrence drop list in the Record details View toolbar have been renamed Move row up / down to make it clearer that they move an entire row of fields (field group occurrence) if the field is part of a field group:
|
|
In Edit mode it is now easier to identify whether a field can hold multilingual data. Prior to Collections version 1.11, the Edit multilingual texts
The icon has been removed from the toolbar and now displays on the right side of every multilingual field:
Click the icon to open the Multilingual Data box to view and edit data in all available languages for this multilingual field. More details |
|
With the release of Collections 1.10.1, records listed in Result set View are always displayed in Paged mode, 19 records per page with a pagination control providing access to additional pages. Now the number of records per page adjusts dynamically to the height of the browser window, so that it is no longer necessary to scroll down to see all records on the page when flipping through pages. |
|
Table grids |
Field groups can be configured to display as table grids. Previously, grids had a fixed height with a vertical scrollbar to scroll through all the rows. It is now possible to change the height of table grids, to show more or fewer rows by default for instance. In Display mode, hover the cursor over the corner icon (six small dots in a triangle) in the bottom right corner of the grid until it changes to a double arrow:
Hold the left mouse button down and drag the icon up or down to change the height of the grid; let go of the mouse button to fix the height. The new height of this box is remembered for you by Collections:
|
The View lists tab in the Find data for the field box has been renamed to Saved searches, which better reflects what the tab shows (a list of saved searches in the linked data source |
|
Previously, to recall the records in a , it was necessary to select a row in the Set(s) table and click Select set. Now it is only necessary to double-click a set to re-list the records that were returned when the search statement was added to the Set(s) table. |

In Record details View it is possible to add values to a list of favourites for each field and then select from the list when editing a record. This can be useful if the same value (term, name, date, etc.) is often entered into a field as it can be selected from the list of favourites rather than needing to be keyed into the field.
To add a value to a list of favourites for the current field: in Display or 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. right-click a field with a value and select Add to favourites in the context menu:
The value is added to a list of favourites for the current field, and from there it can be selected and added to a field when editing a record. If this is the first value saved to the favourites list for this field, two options are added to the context menu: Favourites and Manage Favourites.
A favourite is saved:
- per field: a value saved as a favourite for one field will only be listed for that field.
- per user: each user has their own set of favourites.
- per application: if your institution runs more than one Collections application, favourites are not shared between applications.
To copy a favourite value to a field when editing a record:
-
Right-click the field and hover the cursor over the Favourites option in the context menu to display the list of favourites.
-
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: The Favourites and Manage favourites option are only present in the context menu if at least one favourite has been stored for the field.
With the Manage favourites option it is possible to change the order of values in the list of favourites for the current field, delete a value from the list, remove all values from the list, and view the complete text of a value. Select this option to display the Manage favourites box:
Here it is possible to:
Option |
Details |
---|---|
Change the order of values |
Select a value in the list and click the Up / Down arrows to the right to move the value higher or lower in the list. |
Clear the list |
Select Clear to empty the list of all values. |
Delete a value |
Select a value in the list and click Delete to remove that value from the list. |
View long values |
When selecting a value from the list of favourites using the Favourites option, long values can be cut off in the list: to view the full value in a tooltip, hover the cursor over the value in the Manage favourites box. |

Record groups can accumulate over time in the Manage saved searches box and this can make it difficult to locate a particular group. A Purge button has been added to the Manage saved searches box, enabling Administrators (users with the $ADMIN
role) to purge groups that were modified, created or last retrieved before a specified date:
Three date columns are available in the Managed saved searches box:
-
Modification date: the date on which the group was accessed (using Re-run) or edited in some way.
-
Creation date: the date on which the group was created.
-
Last retrieved: a new column which records the date and time when the group was last accessed (using Show or Re-run) and its records were listed in Result set View.
Note: A Last retrieved date and time will not display for a group until a user retrieves it in Collections 1.11 or higher.
Groups can be sorted and filtered on any one or more of these dates by clicking the ellipsis in a column header. Although it is not necessary to sort or filter groups before purging them, it can be handy to do so.
To purge groups:
- Open the Manage saved searches box by selecting
in the Result set View or Gallery View toolbar.
- Click Purge to open the Purge saved searches box:
- From the when drop list, select which type of date will be used to purge groups:
- Key a date into the before field, or select a date by clicking the Calendar icon: groups created, retrieved or modified before (not on) this date will be purged.
- Click OK.
A confirmation message will display indicating how many groups will be purged and asking whether you want to proceed:
- Click Yes to proceed.
This process removes one or more groups from the Manage saved searches box: it does not delete any records in the purged group(s).

When a record has hundreds or thousands of reverse or hierarchical links to other records (e.g. a loan record linked to numerous object records, or an archive record with many child records), opening, editing and saving the record can be very slow.
A new (optional) SQL table structure has been designed to improve performance when processing records with heavily used Linked fields 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).. This change, which can be implemented by your Application Administrator or by Axiell ALM, requires Axiell Designer 7.7.3 onwards. Details can be found in the Axiell Designer online Help.

Indexed and non-indexed fields are now more easily distinguished when selecting fields in many places throughout Collections, including:
When performing an Advanced search
Although it is possible to perform an Advanced search on both indexed and non-indexed fields, searching on fields that are non-indexed is much slower (details here). By default the Fields list on the Advanced tab only includes fields that have been indexed but non-indexed fields can be included in the list by selecting Settings on the Advanced tab and enabling Show non-indexed fields too:
Previously, there was no obvious way to distinguish between indexed and non-indexed fields when selecting from the Fields list, and therefore no way of knowing in advance whether a search might be slow because the selected field was non-indexed. Now indexed fields are displayed in bold, and non-indexed fields, which are listed after indexed fields, are labelled as (Not indexed):
In Result set View
Result set View lists records in a table of two or more columns in which each column is a field in a record. In the Result set settings box, accessed by clicking Settings in the Result set View toolbar, it is possible to select which fields are used as columns. While both indexed and non-indexed fields can be selected, it is not possible to sort records in Result set View on non-indexed fields, but again there was no obvious way to distinguish between the two types of field. Now indexed fields are displayed in bold, and non-indexed fields are labelled as (Not indexed):

Fields in which values are selected from a drop list are called enumerative fields in Collections. Values in these fields are read-only; they are added and, in a multilingual system, translated by your Application Administrator in the Collections administration tool, Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer.. The value that you see in an enumerative field in the User Interface is a display value associated with the current interface language, but the actual value stored in the database is a language-independent neutral value.
Previously, when exporting values from enumerative fields with the Export to Excel and Export > CSV functions, it was the neutral value that was exported, but now the value in the current interface language is exported.
Note
When importing values into enumerative fields, it is always necessary to use the value stored in the database rather than the value which displays in the User Interface: if you have exported values in enumerative fields using the Export to Excel and Export > CSV functions, the export file cannot be used to import data into enumerative fields unless the interface value is replaced with the value actually stored in the database (details here).

Previously, the Copy record and Record templates functions were available in the Record details View toolbar in all data sources by default. Application Administrators now control the availability of each 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.. By default, when one of these functions is enabled in a data source, all users will have access to it, but access rights can be assigned to determine who can make use of it.
Note: When Collections is upgraded to version 1.11, users will lose access to both of these functions. It is necessary to enable these functions explicitly in each data source in which users require them.
Application Administrators can find details in the Axiell Designer Help.

With the Collections Import tool it is possible to import object / archive records with a new current or default .
Where location names are unique it is possible to link object / archive records accurately by specifying a location name in location.default.name or current_location.name in the import file. A problem arises however when location names are not unique, something like Shelf 1 for instance. Previously it was not possible to import non-unique location names and expect the link between an object / archive record and a location record to be correct: if there is more than one location called Shelf 1, which is the correct Shelf 1?
If two conditions are met, it is now possible to import locations with non-unique names:
- An appropriate location context field must be available.
Context fields are usually unlabelled and read-only. Locations context fields, which are typically placed beneath the Normal location and Current location fields in object and archive records, display the entire location hierarchy from the current location upwards. In this example, the current location of an object is Bay 1 (the Object record is linked to the Locations and containers record for Bay 1), and the context field shows the entire hierarchy from Bay 1 up to the highest level, National Museum:
-
A record for every location you wish to import must already exist in Locations and containers, as well as its upper hierarchy.
For example, if a new location hierarchy is Room 2/Upright 2/Shelf C, records for these three locations must already exist in Locations and containers and they must be hierarchically linked.
When constructing the .csv
import file:
- Use the location context field (location.default.context or current_location.context), not the linked location field itself (location.default.name or current_location.name).
- As the import value, specify the full location context string of the target location up to and including the location or container name itself, e.g.:
Room 2/Upright 2/Shelf C
In this case, the Locations and containers record for Shelf C (the location that is linked hierarchically to location Upright 2, which in turn is linked to location Room 2) will be linked to the relevant location field (location.default.name or current_location.name) in the object record.
Note: The full location context string is not actually stored in the location context field as the contents of such fields is generated dynamically.
If an imported context string cannot be resolved because the relevant hierarchy does not exist in Locations and containers, an error will be generated and the record will not be imported / updated:

A large import job can take some considerable time to run and until now it was necessary to wait for the import to complete before resuming work with Collections. An optional feature introduced with Collections 1.11 makes it possible to run an import job in the background, allowing you to keep working with Collections while an import runs.
Note: This feature is separately licenced and requires Axiell ALM assistance to set up. Please contact your Account Manager or Axiell ALM for more information.
As with a normal import, a background import job will be executed immediately (it is not possible to schedule an import job to run at a later time), so be sure that no one is editing any records that will be updated during the import as a record in Edit mode cannot be updated by an import job. This is not an issue if the import job only creates new records.
When this feature is available in your system, a Run in background slider is added to the Import box:
Create your import job in the usual way. It is recommended that both Test run and Save after successful test are switched on (as shown above) so that only a correct import is executed and saved.
If the Run in background slider is off, the import will run in the foreground as usual. Move the slider to the right (as shown above) to run the import job in the background. When OK is clicked in the Import box, the following message will appear:
Click OK to close the message and begin the import.
The Scheduler module (or rather the Scheduled tasks box) mentioned in the message is accessed by clicking Schedule in the Main menu:
The progress and other details of the current and previously executed background import jobs are shown in the Scheduled tasks box:
Details include:
Column |
Details |
---|---|
Description |
The name of the import file. |
Status |
Indicates whether the import job is Running, Done, Failed. FailedWhen an import job fails for whatever reason, the Status will show as Failed. Select the import job and click Details to open the Import summary box with information about the reason(s) for the failure:
|
Progress |
Displays the number of processed lines from the import file. Although this number is not updated dynamically while an import is being processed, clicking Refresh will update the number while the process is running. Note: The final number in the Progress column is always two higher than the number of records in the import file as the first line with the field names and the last empty line are always counted. |
Created |
The date and time when OK in the Import box was clicked. |
Last Activity |
The date and time an import job completed. |
The Details button
Select an executed import job and click Details for additional information:
-
If the import Failed, the Import summary box will open (details above).
-
If the import was successful, a pop up message will display.
Note that only the first message generated by the import process is shown. For example, if all three sliders are switched on, clicking Details might show a message about how the test run completed successfully without any information about how many records were subsequently imported.

Collections can be configured to maintain a history of changes to every field in a record. If it is then necessary to restore a field to an earlier value, authorized users can view the record history and restore the earlier value. If this functionality is available in your system and you are authorized to use it:
-
The Record history
button will display in the Result set View toolbar.
-
When a field is right-clicked in Result set View or Record details View (in fact anywhere it is possible to edit a field) the context menu that pops up will include a History option.
Selecting the button or context menu option will open the Record History box. A new tab, the Difference tab provides an alternative way to view the current and previous states of a record.
In the following example, the Record history box has been accessed following the creation of a record. The Difference tab comprises two panels and four drop lists:
The panel on the left lists each state of the record when it was last saved; it shows the date and time a state was saved, and by whom. In the example above, there is only one state as the record was just created. The panel on the right has a row for each field that was modified. Colour-coding and symbols indicate whether data is new, modified or deleted. As this record has just been created, a +
symbol displays at the start of each row and the background colour is green. The bracketed number in front of a field name indicates the 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. in which the change took place.
Next, a change is made to the record (a description and production notes are added) and the record is saved. Now when we access the Record history box, we see that a second state has been added. The orange bar in front of the state and the date and time of modification indicate that the record was modified. When we select the second state, the right panel shows details about changes to fields in that state:
The new description, notes and edit details have a green background because they are newly added. Fields with previously added data that were unchanged when the record was modified have no symbol at the start of the row and no background colour.
A mistake was made in the description and so we edit and save the record. A third state becomes available showing the deleted value in a row with a -
symbol and a red background colour. A row with a +
symbol and green background holds the new data:
A complete description of the Differences tab is available here.

Related records View lists records that link to 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. from one or more Linked fields
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).; when a record listed in Related records View is clicked it becomes the current record and the View updates to list records that are linked to it.
Previously, when a record from a sub-divided dataset linked to a record, Related records View would display multiple links back to this primary record A link is made from one record (the primary) to another (the target). when the linked record was the current record.
A definition of dataset will hopefully make this clearer. A dataset is a record number range in a database table used to group similar types of records. A database table will always have one dataset (with the full range of record numbers), but there may be one or more sub-divisions within this record number range. It is possible to work with (e.g. search) a sub-divided dataset or the full dataset (each sub-division simultaneously). For example, Internal object catalogue and External object catalogue are two sub-divided datasets in a full dataset called Objects. Effectively, a record saved to the Internal object catalogue belongs to two datasets: the sub-division, Internal object catalogue, and the full dataset, Objects. Note that each dataset is considered 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. in its own right.
Previously, when a record in Internal object catalogue linked to a record in Locations and containers and the location record became the current record, Related records View would display a link back to the primary record A link is made from one record (the primary) to another (the target). for each dataset that the primary record belonged to: there would be a link back to the record in the sub-divided dataset, Internal object catalogue, but also to the same record in the full dataset, Objects. Whichever link was clicked in Related records View would determine which data source was active: Internal object catalogue or Objects.
Now, only one link is listed and this is to the narrowest record number range in the linked database applicable to the relevant record number, in this case to the Internal object catalogue.

The following issues have been resolved:
Jira Issue # |
Brief description |
---|---|
CV1-3050 |
When navigating a record in Edit mode |
CV1-2997 |
Time fields did not accept a time in the hh:mm format (without seconds). |
CV1-2982 |
With specific Numerical field properties set for a numerical field, numerical values were stored incorrectly in the XML: the presentation format was stored. |
CV1-2963 |
Some record access rights restrictions were not working. |
CV1-2957 |
Standard search statements with the operator does not equal combined with Expand generated an error like: Field name 'not' not found in 'collect', dataset 'film. |
CV1-2942 |
When records with specified rights had been set for a role to read-only, the user assigned to that role was still able to edit the records. |
CV1-2938 |
There was a long lag when Record details View was loaded while all screens were open. |
CV1-2931 |
Storage adapls would evaluate a check on whether a tag was empty as true, while the tag was actually filled. |
CV1-2916 |
Images retrieved via the WebAPI were no longer printed to reports. |
CV1-2914 |
Output template type Custom: ADAPL reserved variable |
CV1-2898 |
Export was resolving the full record instead of only what it needed (namely the selected fields to export), so even if certain Linked fields |
CV1-2892 |
Default multilingual values for Linked fields were no longer automatically filled in because the multilingual link resolving failed. |
CV1-2877 |
An error message from a storage adapl was displayed twice. |
CV1-2876 |
The adapl reserved variable |
CV1-2875 |
Under some conditions, when a record contained a multilingual field with data but also a trailing empty data language attribute, it was possible that data was lost when writing the record. |
CV1-2874 |
Error Invalid column name 'Creation' when searching the database in a specific application. |
CV1-2858 |
If you edited a record by changing the value in a single field and then clicked the Edit mode icon without having left the field, Collections did not ask if you wanted to save your changes and closed the record without saving. |
CV1-2857 |
If you were not the owner of a record and set the User/Group Rights to be Read only, then anyone could still edit all the fields in the record, including the owner. The only fields that could not be edited were User/Group and Owner. In addition, if you tried to add different rights for different users, then when you saved the record, an internal server error occurred for the User/Group field. |
CV1-2853 |
Of conditionally hidden fields in table grids, the column header was still visible even though the data was hidden. |
CV1-2849 |
Auto-generated enumerative |
CV1-2845 |
In very specific circumstances, inherited values could disappear from a record after an edit. |
CV1-2844 |
Table grids would not always display data consistently. |
CV1-2842 |
When using the Copy field function for an "included" Linked field, the value was copied without its link reference, so when this value was not unique in the linked database and you pasted the copied field, the newly created link could link to the wrong record (with the same value). |
CV1-2826 |
Recent edit data would not show up if the Edit details field group on the Management details tab had been turned into a table grid. |
CV1-2815 |
Collections would throw file not found exceptions on adlib.json, mission.inf and other schema files. |
CV1-2812 |
Field tags on screens which had not been specified in the data dictionary caused Collections to run into problems and you had to log out and log in again. The fix makes sure the screen is still loaded in Collections while the undefined tag is ignored, and a warning similar to the following will be diplayed: Field 'qq' on screens 'objid' doesn't exist in database 'collect'. |
CV1-2808 |
Using Search and replace to add occurrences |
CV1-2807 |
In the Import box the name of the last selected profile would display between brackets in the title bar, even if it was not selected at that moment. The currently selected profile is now displayed above the Fields list in the Import box. If the currently selected profile is not what you want, use the new Clear button to deselect the profile. |
CV1-2806 |
Adding the Level column (field |
CV1-2804 |
Column filters in Results set View were reset after saving a record. |
CV1-2802 |
It was not possible to scrub (fast forward or rewind) through a video file in Google Chrome and Microsoft Edge browsers. |
CV1-2797 |
When a Results set View field depended on a suppress condition, but the condition used field names rather than tags, the Results set View would report TagNotFoundExceptions in the log. |
CV1-2789 |
With the SQL database collation set to a certain complex character set, errors like Cannot resolve the collation conflict between "SQL_Latin1_General_CP1_CI_AI" and "Latin1_General_100_CI_AI" could appear when opening the Saved searches tab. |
CV1-2788 |
The Advanced search field list did not include the record number (priref |
Cv1-2784 |
The metadata table was not cleaned up when a relationship was removed in the data. |
CV1-2780 |
A Could not find stored procedure 'dbo.ac_pfile_get_page_v1' error could occur in the Axiell SaaS environment because the initialization of the stored procedures was going wrong. |
CV1-2779 |
After retrieval adapl procedures were not executed. |
CV1-2769 |
No This Record is already locked by someone else message was displayed when trying to edit a locked record in Result set View. |
CV1-2767 |
Before-deletion code in a storage adapl (with an |
CV1-2746 |
Searching with a truncated value on a non-indexed field returned an error: the method or operation is not implemented. |
CV1-2673 |
In a specific application, entering data returned an error: The string was not recognized as a valid DateTime. There is an unknown word starting at index 0. |
CV1-2669 |
For interface language English, when using the Validate |
CV1-2641 |
Add row below in a table grid for a Linked field did not add the row below the current row. |
CV1-2613 |
When the WebAPI was used to retrieve images in a different format (like with the |
CV1-2575 |
A Retrieval path setting for an included image reference field, did not override the Retrieval path setting for that field in the main field list of the |
CV1-2573 |
Searching using count did not work on Linked fields. |
CV1-2494 |
Linked video and audio files displayed broken-link icons in front of records in Result set View and Gallery View (although the files displayed or played fine in Media viewer) if no proper thumbnails could be generated. From Collections 1.11, if properly set up and if media types are registered together with media references in the records, then for file identifiers without extension (which could occur when media files are retrieved via the WebAPI or a DAMS), instead of broken-link icons, the following generic icons will display for audio, documents, images and video files. These icons will also be displayed without proper setup or registered media types if the media type can be distilled from the file name extension while still no proper thumbnail can be generated:
If no file type can be determined either way, now no icon is displayed at all. Thumbnails can only be generated by Collections for image files of types |
CV1-2486 |
Removing a leading space in front of a term did not update the DisplayTerm in the SQL table. |
CV1-2482 |
Searching non-indexed fields performed very badly and Collections could stop responding. |
CV1-2424 |
When certain Thesaurus terms had a leading space they ended up on top of the search result when sorted alphabetically (which was and is correct), but when those leading spaces were removed, those records would still end up on top of the Result set because of an indexing issue. |
CV1-2375 |
After starting a new session, Advanced search Set numbers would continue where you last left off, instead of starting at 1 again. |
CV1-2352 |
Searching non-indexed fields performed very badly and Collections could stop responding. |
CV1-2227 |
The Since |
CV1-1959 |
Temporary fields could not be exported. |
CV1-1942 |
Storage and edit procedures for a reversely linked database were not executed when a record in that database was updated through the reverse link. See the Axiell Designer Help for more information about the fix. |
CV1-3047 |
In specific cases, an Ambiguous datasource error could appear after marking a checkbox to run an after-field procedure. |


Release Date: 05 February 2021

The following issues have been resolved:
Jira Issue # |
Brief description |
---|---|
CV1-2767 |
The Change location task would add a non-existent language to a multilingual field. |
CV1-2754 |
The comma decimal separator was not processed when entered in a numerical field for interface language German. |
CV1-2746 |
Searching with a truncated value on a non-indexed field returned an error: The method or operation is not implemented. |
CV1-2739 |
The nested execution of adapls on updates for internal links did not work during bulk create. |
CV1-2722 |
The count function in Advanced search did not accept Dutch field names. |
CV1-2714 |
Error Object reference not set to an instance of an object when opening Hierarchy browser in the Film catalogue. |
CV1-2713 |
The Advanced search count statement resulted in an error when searching a large dataset.
The fix implies that now, for indexed fields, the index tables are used (apart from multi field indexes and Free text indexes), resulting in much faster performance of this function. For searching on Linked fields |
CV1-2710 |
When opening the Saved searches window on an application running SQL Server 2016 or earlier, an error message {{Could not find stored procedure dbo.ac_pfile_get_page_v1}} would be displayed. |
CV1-2701 |
Errorms in a task adapl were not displayed when multiple records were being processed. |
CV1-2696 |
A REPCNT in a before storage adapl yielded 1 while the relevant field group was empty. |
CV1-2695 |
Linked fields in table grid could not be emptied after an adapl errorm with severity code 2 cancelled saving of the record. |
CV1-2694 |
If the two link reference tags involved in a metadata table setup were identical, the two relevant record numbers after creating a metadata record ended up in the tag of the wrong database, the metadata record was mirrored as it were. This bug (identical to CV1-2437) caused metadata triple index tables to corrupt if both field tags for such a table were identical. (Note that metadata tables have only been implemented in a few custom applications.) If metadata triple index tables are indeed part of your database configuration and there exist metadata tables with identical tags (like dbo.disposalPb_m_organisation_da_peoplePb_linkTable for example, in which
|
CV1-2693 |
Creating a template from the current record failed in a specific application: a 500 - Internal server error was generated. |
CV1-2690 |
A Search and replace in a particular application crashed Collections. |
CV1-2679 |
The task processing progress bar prevented the display of adapl messages. |
CV1-2678 |
No auto-complete drop-down appeared in the Standard search form for fields linking to a database table with record access rights. |
CV1-2672 |
The Collections screen would flicker twice when the screen was refreshed. |
CV1-2664 |
A Library record could not be deleted with an Error deleting record. Both the copy and the book record were not deleted. |
CV1-2663 |
Restore inheritance did not update the index, if the parent inherited value was the same as the local value. |
CV1-2650 |
If the search result consisted of a single record, a prompted output format would give a bad request after clicking OK in the prompt screen, after which the browser tab had to be closed. |
CV1-2647 |
Custom adapl-only output formats using PRINT and OUTPUT statements cut off long text instead of word-wrapping it. |
CV1-2640 |
In a specific application, Controlling agency data did not display in a table grid for a Linked field. |
CV1-2629 |
Some enumerative data would show in Result set View, but not in Record details View. |
CV1-2624 |
Running a Connection Link (e.g. Add to Outgoing Loans) did not output an error message from the storage adapl. |
CV1-2605 |
Search and replace disambiguation (to distinguish identical terms in linked fields) was not respecting the domain set for an include field. |
CV1-2542 |
Result set View lost the sort order as soon as you edited and saved a record. |
CV1-2467 |
Saved searches with read access rights could still be deleted. |
CV1-2437 |
Metadata triple indexes had priref references to both involved databases swapped. This bug is identical to CV1-2694 (see above for details). |
CV1-2382 |
Linked records were not correctly created for new conservation multi-object requests. |
CV1-2172 |
A Search and replace to remove trailing, empty field group occurrences did not work. |
CV1-2096 |
A FACS READ record did not contain Swedish data language values unless the relevant fields had an English data language value too. |
CV1-1434 |
Using Hierarchy browser to move from one record to another did not refresh the image displayed in Media viewer. |

Release Date: 01 January 2021


Two options have changed in Result set View:
- Scroll mode dropped
Records listed in Result set View are now only displayed in Paged mode. Previously, records could be displayed in one of two modes, Virtual and Paged. In Virtual mode records were listed as a single, scrollable list (up to 40 records were displayed, with the next 40 retrieved as you scrolled down the list). In Paged mode, records are listed in pages (previously up to 40, now 19) with a pagination control providing access to pages:
For technical and performance reasons, Virtual mode has been dropped leaving only Paged mode.
Note that toggling marks (turning on / off checkboxes) and sorting records still apply to the entire result set, not just records displaying on the current page.
- Details content no longer available
Previously, Result set View offered the option to display a larger version of an image within the View itself by expanding a row with the click of a triangle beside the checkbox:
This option was rarely used as two Views are provided for displaying images: Gallery View and Media viewer. Removing this option has the advantage of simplifying the User Interface.
Both of these options were previously managed in the Result set View Settings box:
but are no longer available:

Authority records, such as those of the Thesaurus, often register a term and term code (for example, subject terms with a subject classification code; a subject term with a Dewey classification code; or a place name with a geographical place code). When linking records to authority records you are typically only allowed to enter the term, a place name in the (Production) Place field for example, even though you might prefer to enter the term code or part of it (since you know the place name is not unique) and have it filter the auto-complete drop list or have it replaced automatically by the proper place name.
This functionality is now available, but it must be set up by your Application Administrator for each relevant field (Application Administrators can find details in the Axiell Designer Release notes).
Here we see how this works with the Place (production.place) field. When the cursor is in the Place field, the auto-complete list displays with all available terms, and any term codes in brackets:
A term can be selected by clicking it in the list or start typing either the term or term code to filter the list to matching term / term code combinations, e.g.:
Select the desired term / term code combination to copy it to the field:
After leaving the field, the term / term code combination is automatically replaced by only the term:
Instead of using the drop list, you can click the Link icon in the field to open the Find data for the field box. On the View hierarchy tab you will see the term / term code combinations and can filter the list by typing a term or term code:

The following issues have been resolved:
Jira Issue # |
Brief description |
---|---|
CV1-2661 |
When uploading a media file, another field meant to contain the original file name was no longer filled. |
CV1-2657 |
Related records View did not work for internal thesaurus relations. |
CV1-2648 |
When for a multilingual field the occurrence |
CV1-2646 |
It was not possible to copy and paste in an Include field. |
CV1-2636 |
When uploading a media file, another field meant to contain the original file name was no longer filled. |
CV1-2628 |
Collections crashed when cancelling out of creating a new catalogue record from Accessions. The fix most likely also fixes some hard to reproduce "missing state" and unexpected session termination issues. |
CV1-2620 |
The ADAPL statement |
CV1-2616 |
After adding a new occurrence to a field group for a Linked field |
CV1-2611 |
A merged-in html type field did not display properly: it showed raw html code. |
CV1-2604 |
If you executed a search and replace with the Confirm replacement option deselected, to insert a value in a Linked field that had multiple matches, the pop-up asking you to select the proper term still had an active No button, while that button pertains to a marked Confirm replacement checkbox. |
CV1-2598 |
Adding loans to multiple records at once via the Links functionality had the loan number created differently than the loan number entered (requested), if the Bulk insert method was present for the data source as well. |
CV1-2576 |
An Advanced search including a reference to a child field (such as object_number _ "plan" AND description_level = "CONTAINER" AND parts.description_level = "ITEM") was not working: an Invalid column name 'priref' error would be generated. |
CV1-2570 |
After adding a new occurrence |
CV1-2569 |
Adding a new occurrence to a field group for a Linked field in a table grid caused the cursor to jump to another table grid for a Linked field group and add a new occurrence to that field group instead. |
CV1-2568 |
Going into Edit mode |
CV1-2530 |
The ADAPL command |
CV1-2524 |
When a location was edited in database Locations while the Location details tab was expanded, the cursor would jump to the Include parts (nt) grid / table field every time you tried to move from one field to another. |
CV1-2513 |
PDF downloads from an image field linked to a DAMS could not be viewed or downloaded. The fix requires a new setup for the relevant image field to allow non-media files to be downloaded from an image field linked to a DAMS: see the Allowing non-media file downloads from an image field linked to a DAMS topic in the Axiell Designer Help. |
CV1-2508 |
The Re-run button was not greyed out in Manage saved searches if the saved search query began with |
CV1-2466 |
Focus and display of media files via the little arrow in front of each record in Result set View was unusable for multiple large images. Since this option was rarely used, the fix is that the Result set View no longer displays an arrow button to expand to a full size image. Please use the Media viewer or Gallery View instead, to display large images. The Details content option which managed the presence of this functionality and the little arrow has been removed as well. |
CV1-2418 |
In Related records View, enumerative field |
CV1-2350 |
When using the Links functionality, scroll mode was not paged, making it difficult to find the correct target record. |
CV1-2298 |
Restore inheritance did not remove local values from a multilingual inheritable field and stored values with an empty language attribute instead. |
CV1-2272 |
Enumerative field data in Hierarchy browser or Related records View was always in English, even when the interface language was set to French. |
CV1-2259 |
The Do you want to save changes prompt appeared after trying to edit a record that produced a Permission denied to access record ... message and then leaving the record. |
CV1-2208 |
The Saved searches list could be slow to load and would freeze up if you tried to cancel the loading. |
CV1-2102 |
Sorting in Result set View increased the result set (because certain records were now displayed more than once, once for each filled-in occurrence of the field that you sorted on), the navigation buttons in the top toolbar did not become aware of the new number of records. The fix is that sorting Result set View can now no longer increase it: a record now always appears in the result set only once. |
CV1-2019 |
When an errorm severity code 2 was used in a storage adapl and triggered, the record remained in Edit mode while it had still been saved. |
CV1-2004 |
Link screen adapl (set up for a Linked field) execution was not implemented in Collections yet. |
CV1-1846 |
Level IDs with hyphens broke the validation on relationship dependency rules for hierarchically linked fields as introduced in 1.10. When such Linked fields appeared in table grids, the validation was not correct either. |
CV1-1773 |
Width controllers only worked normally for columns in Result set View when there was no horizontal scroll bar. |
CV1-1337 |
Creating and saving a record in Chrome, putting it in Edit mode and closing the browser, and then searching for the record in Firefox and trying to edit it, would lock the record and it was not possible to unlock it. |
CV1-569 |
When rotating a photo in Media viewer, all other photos in the record were rotated as well. |

Release Date: 01 December 2020
Requirements
The IIS Server on which Collections runs requires Microsoft .NET Framework Runtime version 4.8. If it is necessary to upgrade the .NET Framework on the IIS server, be sure to reboot the server.


A new function allows you to search for records based on the number 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. of a field. For instance, it is now possible to find all object records with more than one creator or with more than one image reference or with exactly two object names.
The count function is available when performing an Advanced search and is used in conjunction with relational operators (=
, >
, <
, >=
, <=
) and an integer to return records that match the condition. The format of count
is:
count(<tag_or_field_name>)
For example, to find all records which have more than one title you would specify:
count(TI) > 1
Using Boolean operators (And, NOT
and AND NOT
only) the count function can be combined with other search statements, e.g.:
Df = Manifestation AND count(TI) >= 2
Linked fields
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). links the current record to a record in the same or another 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 this example, the Author field (author.name (au)) links a record for a book in the Library catalogue to a record for the author in Persons and institutions. The unique record number (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.) for the linked record is not stored in author.name (au) but rather in a back-end field called a Forward reference field or lref. The lref is listed in the Field properties box as the Link field:
When using count on Linked fields 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). it is necessary to use the tag of the Link field (the
lref
) not the tag for the Field itself. Thus, to search for books with multiple authors, you would specify:
(l1) > 1
See Advanced search for details about specifying search criteria on the Advanced tab of the Search box.

With Collections 1.10 and Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer. 7.7.1.690 Application Administrators can implement (adapl-only) Output formats which generate a plain text file (which might also be a
.csv
file) or a PDF file rather than a Word template or a browser (HTML) page.
Information for Application Administrators about how to implement such output formats can be found in the Axiell Designer Help Release notes.

Tasks like Change locations can take a long time if run on a large selection of records. A progress bar now automatically shows the progress of a task:
When finished, a summary displays:

It is now possible to specify whether some automatic actions (typically something that will run in the background) will run or not. Previously, such background procedures ran by default but now a confirmation dialogue will display giving you about nine seconds to decide. A count down is shown in the No button and if no choice is made, the dialogue will close when the seconds run down and No is now assumed by default, e.g.:
Clicking No (or letting the seconds run down) typically means that the procedure or action will not be executed.

The Select database box has been renamed Select data source as what is selected from the box is actually 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., which is a table or sub division of a table in a database.
Details about data sources, the Select data source box and other changes introduced with Model Application version 5.0 are available here.

Hierarchically linked fields such as Parts, Part of and Object numberin the Object and Archival catalogues can have relationship dependency rules (specified in Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer.) that determine which record types a record can be linked as parent or child record. For example, in a Film catalogue a WORK can be parented by another WORK, while a MANIFESTATION can have a WORK or VARIANT as its parent:
When looking for the appropriate record to link as Part or Part of it is possible to select a value from a drop list of values which opens automatically when the cursor is in one of these fields or you can click the Link icon to open the Find data for the field box and locate the record to link to:
Previously, the drop list of values did not take any relationship decadency rules into account and it was therefore possible to select the wrong record type, with a warning provided at a later point. Now the drop lists and Find data for the field box for such fields will only show values that are allowable under the relevant relationship dependency rules.

A Create saved search button has been added to the Advanced tab of the Searchbox making it possible to create a saved search directly from the Advanced search tab.
More details here.

When more than one media file has been linked to a record, it is now possible to mark one media file as preferred if you have WRITE or FULL access to the record. A preferred image will be shown first in Media viewer instead of the image in the first 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..
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. right-click the preferred media reference and select Preferred media in the context menu:
When the record is saved the reference will be bold to indicate its preferred status:
There can be only one preferred media reference per record. To remove the preferred status, edit the record and either:
- Right-click a media reference with the preferred status and select Reset preferred media in the context menu
-OR-
- Set a different media reference to preferred.
In the background (in the XML in which the record data is stored), the relevant media reference gets a preferred="true" attribute which could be used by other Axiell software to identify the preferred media reference. For example, an XSLT output format could be adjusted to print the preferred image instead of the first field occurrence. There is currently no way to use this flag in ADAPL or Word templates.

The Create term and Create and edit term buttons in the Find data for the field box (renamed Accept link and Create and edit link with the Collections 1.9.5 release) have been renamed Create entry and Create and edit entry to even more clearly reflect their function:
-
With Create entry you just accept a term, name, location, exhibition or some other identifier of a new linked record; it will only be saved as a new linked record when you save the main record you are currently working in.
-
With Create and edit entry you create, edit and save a new linked record now, even before saving the main record you are working in.
More details here.

Fields linked to the Thesaurus can now be configured to allow users to select and validate terms against external thesauri. If this option is available, the Find data for the field box will include a Thesaurus drop list. Your Own thesaurus will be selected by default and terms listed will be pulled from your Thesaurus:
Selecting another (external) thesaurus from the drop list allows you to validate a term against the selected thesaurus:
While the external thesaurus will typically be an established authority of terms, note that:
- the list of terms will not be limited to the domain
A named subset of records in an Authority data source, grouping similar sorts of records. When a search or Linked field is associated with a domain, only records in that domain are available to that field. For example, records for authors can be assigned to the AUTHOR domain. When linking a record for a book to a record for its author, the Author Linked field will point to the AUTHOR domain, a subset of records in Persons and institutions exclusively for authors. of the current 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 cannot add your own terms to the external thesaurus.
To view more details about a term, select it and click Details; and click Select to copy the term to the Linked field in 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.. When the current record is saved, a record for the term is automatically created in your own Thesaurus and relevant information from the external thesaurus is copied to it, including any scope notes and Linked Open Data IDs.
Note: The record for this term in your Thesaurus will not be updated automatically if the external thesaurus is updated.
Application Administrators will find more details about linking to external thesuari in the Axiell Designer Help.

The Data language drop list has moved from the top Toolbar to the Main menu, allowing you to select a data language to search and work in before performing a first search. The Language option has also been renamed Interface language to better differentiate between the two language options:
Details about the difference between Data and user Interface languages can be found here.
Note: The Data language drop option is only available if the data in your application is multilingual.
Note that all translations of data in a multilingual field can be edited without changing the data language in the Main menu with the Edit multilingual texts option in the Record details View toolbar. Details here.

A Count button has been added to the Search box to identify how many records will be returned by the search criteria specified on the Standard or Advanced tabs. Enter your search criteria and click Count to display a pop-up indicating how many records will be returned when the search is run.
Tip: If you have not entered any search criteria on the Standard tab, click Count to identify the total number of records 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..

Some Linked fields 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). link to 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. which has been sub-divided into a series of more discrete data sources. For example, the Title field1 links to the Library catalogue, a data source which has several divisions, including Books, Serials and Articles, each one of which is intended to manage specific types of library records:

Technically, records are saved to a database table; each table has at least one dataset A record number range in a database table used to group similar types of records. A database table will always have one dataset (with the full range of record numbers), but there may be one or more sub-divisions within this record number range. It is possible to work with (e.g. search) a sub-divided dataset or the full dataset (each sub-division simultaneously). Each dataset is considered a data source in its own right. and each dataset is assigned to a data source. In this example, the database table (called document) has a dataset for the full record number range available and this dataset is assigned to the Library catalogue data source. Every record saved to the document table belongs to the Library catalogue data source. However, to better manage different types of library catalogue records, the record number range has been sub-divided into multiple datasets (each for a specific range of record numbers), and each of these is assigned to a data source; records for books are saved to one dataset (which is assigned to the Books data source), and records for articles are saved to another dataset (which is assigned to the Articles data source). It is now possible to search all Library Catalogue records at once (all books, articles and serials) or to search only the Books data source, for example.
More details about database tables, data sources and their sub-divisions can be found here.
When a new value is entered in a Linked field (or the Link button is clicked) the Find data for the field box opens and we can create a new record for the value by selecting Create entry or Create and edit entry. Until now it was not possible to control in which data source the new record was created: in this example (linking from the Title field) the record was created in Books by default, which might not be the intended data source.
Now if a field links to a data source that has been sub-divided, a Create in drop list displays above the Create entry button:
The drop list includes all data sources in which it is possible to create the new linked record:
A data source must be selected before clicking Create entry or Create and edit entry, otherwise a warning message will display:
When the linked record is created it will be saved to the selected data source.

With the Record templates function it is possible to create a record template based on a new or existing record containing base (common) data; instead of creating a new (empty) record, it is then possible to use the record template to create a new record containing the base record data. This can be useful if you are about to create a series of records which all contain some base data (institution name, description level, the same domain or title, for instance).
Multiple record templates can be created in 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.. The Record template option is found in the Record details View toolbar:
Details here.

The following issues have been resolved:
Jira Issue # |
Brief description |
---|---|
CV1-2528 |
Some Word Output formats with adapl returned an error: Invalid occurrence: '2' for tag 'Q4' in database 'loans'. |
CV1-2511 |
When editing a record in Result set View, adding a value to a cell and navigating away from the row, the displayed cell value would revert to empty although the data was saved and the updated value displayed in Record details View. |
CV1-2507 |
The occurrence |
CV1-2497 |
The WordCreateDocument adapl command returned an error 8 (internal error) if a table cell with a reference to an image field did not have a fixed width. The fixed width is still required but if missing it will only mess up the layout of the resulting document, instead of generating an error. |
CV1-2495 |
Linked fields |
CV1-2476 |
Error Invalid column name 'Creation' when searching the database. |
CV1-2474 |
An Invalid column name 'nt' error occurred on Advanced search: 2A generic 'LR,1,A,40' |
CV1-2472 |
Multiple image fields in the same repeated field group were causing duplicates in Media viewer. |
CV1-2461 |
An adapl errorm with severity code 2 still saved the record, although it stayed in Edit mode |
CV1-2456 |
Hierarchy browser could not display metadata fields. |
CV1-2447 |
Data from an image reference field in Internal objects did not export to grouped XML or unstructured XML formats. |
CV1-2423 |
Search and replace did not respect the domain Note that terms are now also filtered on their status (obsolete and rejected terms are ignored). Forcing is no longer allowed using search and replace (a message is shown) and an error is shown when you try to add occurrences to non-repeatable fields. |
CV1-2422 |
When a record was updated due to the removal of a linked record, its storage adapl did not run. |
CV1-2414 |
A Copy lists definition in a Task field caused an error on start up of Collections. |
CV1-2412 |
There was a problem getting AD groups from the authentication database causing a record with specified rights to be inaccessible for a user who had a role mentioned in the record as having write access. |
CV1-2408 |
Enumerative fields |
CV1-2396 |
Upon logout any Advanced search Sets created during the session were not deleted and expired orphaned sets were not removed. |
CV1-2394 |
A search on an ISO date field gave an error. |
CV1-2392 |
Field content was deleted in other records than the currently edited record in a specific metadata relations scenario. |
CV1-2391 |
Repcnt(nm) in before storage adapl was 1 after copy record adapl made it null, causing edit details instead of input details to be written in copied record. |
CV1-2389 |
Search for any fieldcollection record with record type = site gave an object reference not set to an instance of an object error. |
CV1-2388 |
Collections froze on removing a copy number from a book record and trying to delete a copy record. |
CV1-2379 |
A truncated search on an ISO Date field with a normal date index would generate a truncation not supported error. |
CV1-2371 |
A freetext indexing error occurred during import with Test run: no new wordlist entries were created. |
CV1-2370 |
An in-line report no longer filled the entire vertical space in the view. |
CV1-2367 |
Data could be forced into fields for which the Allow the creation of new linked records option had been deselected. |
CV1-2365 |
When multiple in-line reports are linked, only the first would show. The drop list only showed the first one. |
CV1-2361 |
Linked fields could bypass data range restrictions in multitenancy setups. This could lead to users being able to link to records outside of their own branch. |
CV1-2359 |
The Active sessions list would show sessions which had not been alive for over 24 hours. Active sessions which are not closed properly by logging out will now automatically be cleared after five minutes. |
CV1-2349 |
Certain mandatory fields were missing their red backgrounds. |
CV1-2348 |
Searching the Thesaurus with the Equivalent or Related operator on the Standard search tab resulted in an error Column name or number of supplied values does not match table definition. |
CV1-2340 CV1-2269 CV1-1974 |
Several Danish translations were missing. |
CV1-2337 |
The Interface language menu displayed the language names in the currently selected language which was not good if you had inadvertently change the interface language to a language you could not read. The fix ensures that language names are displayed in the target language. |
CV1-2336 |
It was impossible to navigate the Select data source list by using the keyboard. You can now use the arrow keys and press Enter to select the highlighted database. |
CV1-2334 |
CTRL+Enter did not create a new occurrence if typed in a Linked field in a table grid, but stopped editing of the row. |
CV1-2333 |
The Copy lists from linked record functionality was not working for repeatable Linked fields. |
CV1-2327 |
Collections would only print the first mission item listed in the mission record to a table instead of all mission items. |
CV1-2322 |
For some new functionality to become available you previously needed to clear the cache of your browser after Collections had been updated on the server (because browsers may cache previous version of JS and CSS). The quickest way to do this is often to use the The cause was that the Collections |
CV1-2318 |
Advanced searching on a large number of individually summed up record numbers gave an error. |
CV1-2302 |
Merged-in enumerative |
CV1-2295 |
Newly created records seemed full of historical journal entries with no relation to the record. |
CV1-2289 |
An in-line report did not show when switching to another report. |
CV1-2279 |
SAML single sign on: Okta log out failed. |
CV1-2273 |
Lost record editor states would throw exceptions when interacting with a table grid in Edit mode. |
CV1-2263 |
Fields which were defined as Include fields in a dataset were not present in the field list in the Search and replace box. |
CV1-2257 |
Adding a new occurrence cleared the focused field in some situations. |
CV1-2252 |
A State not Found error could occur while navigating Related records View. |
CV1-2231 |
Navigating the undocked Hierarchy browser did not update Record details View, and navigating the Result set View did not update the undocked Hierarchy browser. |
CV1-2206 |
A <<DUMMY+FN>> reference in a Word template printed the image file name instead of the image itself. |
CV1-2189 |
It was not possible to link a record from the film catalogue result set to a new loan record via the Add to loans option. |
CV1-2181 |
A before-storage automatically numbered copy number field that is emptied by a before-storage adapl still created a copy record (without title) which was not linked, and the automatic number was incremented by 2 instead of 1. |
CV1-2147 |
Enumerative lists would sometimes display a second empty list, blocking the use of the field. |
CV1-2137 |
When editing records in Results set View, moving between records / rows to edit the next record required two mouse clicks. |
CV1-2075 |
The Restore inheritance right-click context menu option seemed to be available for any field, instead of only for fields set to Inheritable. |
CV1-2065 |
Non-existing data sources |
CV1-2002 |
Exporting Linked fields as grouped XML or CSV did not include their link reference values. |
CV1-1903 |
Collections did not display trailing zeros in numerical values. The fix assumes maximally ten decimal places with no padding of zeros by default for backwards compatibility: the number you enter is the number that is saved (although manually entered trailing spaces will not be saved) and what will be displayed. If you want newly entered numerical values to have a maximum of decimal places smaller than ten and if you want empty places up to that maximum to be filled with zeros every time a numerical value is displayed or retrieved for other purposes like export or printing, it is necessary to adjust two new settings in Designer 7.7.1.636 or higher: namely the Number of decimal places and Pad with zero's options. |
CV1-1884 |
The size of the Download button for the download of the error report in the import function was too small. |
CV1-1724 |
The zoom slide bar in Media viewer did not change the zoom level of the displayed image. |
CV1-1582 |
It was not possible to sort saved searches by date. |
CV1-864 |
Once an invariancy flag had been set for a value in a specific data language, you could only move the invariancy to another language, not switch off invariancy completely for this value. The fix added a Clear invariant button to the Multilingual data box to remove the invariancy flag from any language. |
CV1-226 |
Moving from one record to the next in Result set View using the Tab key did not work. |
CV1-188 |
Linking a record without corresponding domain |