Release notes

As development of Adlib for Windows has ceased, functions introduced in Axiell Collections version 1.11 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.

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).
Full details about technical requirements and minimum specifications can be found here.

Release Date: 23 November 2023

Application Administrators should review the Axiell Designer Release Notes for recent changes that impact Collections.
Issues Resolved
Jira Issue # |
Brief description |
---|---|
CV1-5533 |
Adapl |
CV1-5556 |
Inheritance (AIMS |
CV1-5451 |
Some records / reports produced the error Object reference not set to an instance. |
CV1-5380 |
Downloading images and files did not work (note that there are duplicate tickets linked to this ticket). |

Release Date: 25 September 2023

Application Administrators should review the Axiell Designer Release Notes for recent changes that impact Collections.
Issues Resolved
Jira Issue # |
Brief description |
---|---|
CV1-5482 |
Some Saved searches disappeared for all users when the Saved search schedule service was active. |
CV1-5427 |
With certain access rights configurations, entered data was incorrectly not visible to all users. |
CV1-5415 |
Running a test import, caused a Duplicate key in unique index error when non-unique field data had to be made unique by an adapl. |
CV1-5412 |
An outdated js library was still in use. To comply with security policies, the library was updated. |
CV1-5304 |
An Advanced search where commas were used to imply a Boolean |
CV1-5171 |
![]() An Axiell Collections implementation comprises two main components: a Model Application and the Axiell Collections software. The Model Application is the collections management heart of Axiell Collections and it is available in a variety of configurations to meet the needs of different types of organization (Archive, Library, Museum). Amongst other things, these configurations of the Model Application are distinguished from each other by the set of data sources Previously, however, any access rights restrictions to elements of the application based on the application ID were not respected by the |
CV1-5145 |
Some XSS security issues were still present. |

Release Date: 11 August 2023

Application Administrators should review the Axiell Designer Release Notes for recent changes that impact Collections.


Collections 1.17 introduced a feature that allows your sorting, filtering and grouping choices in Result set View to be remembered by default (details here). While this option remains, it is no longer the default behaviour that your choices are remembered. To have Collections remember your sorting, filtering and grouping choices in Result set View, it is now necessary to enable the option in the Result set View Settings dialogue:

Jira Issue # |
Brief description |
---|---|
CV1-5354 | Sorting on a Free Text field (e.g. title) in a non-Full Text indexed database did not work. |
CV1-5352 |
Including |
CV1-5348 | The Import procedure progress bar did not indicate any progress. |
CV1-5344 |
Deep Links gave an error page 404. |
CV1-5343 |
Result dialogue information was not correct after a Bulk create procedure. |
CV1-5341 |
A CTE out of scope error was generated when running a search on an inherited |
CV1-5340 |
In Full Text indexed databases, query performance was adversely impacted for equals/not equals searches. |
CV1-5330 | A Value cannot be null. Parameter name: id error appeared when trying to open the Location details screen in Locations and containers. |
CV1-5329 |
In a Full Text indexed database, an equals search was no longer an equals search. |
CV1-5323 |
QR codes were not printed if a label was defined as an Output job in the application. |
CV1-5321 |
A value cannot be null error was generated when executing any Task from the Features list. |
CV1-5277 |
Collections reported an invalid numerical value for thousands-separator commas that it had added itself. |
CV1-5227 |
A search on a Free Text indexed metadata field did not find all records. |
CV1-5226 |
A search on a Text (term) indexed metadata field did not find all records. |
CV1-5163 |
The Search and replace window would not open if one or more marked records were on a different result page. |
CV1-5105 |
Indented long text printed through an adapl-only Output format lost its indentation after word-wrapping to the next line. |
CV1-5064 |
The Find data for the field box opened stuck against the top of the views and you could not move it downwards without first resizing it. |
CV1-4995 |
The messaging functionality in the Active sessions window for administrators showed the server name as the sender, instead of the user name. |
CV1-4914 |
After deleting a value from a hierarchically Linked field |

Release Date: 21 July 2023

Application Administrators should review the Axiell Designer Release Notes for recent changes that impact Collections.


The Page navigation controller available in Result set View and beneath all table grids in which results are paged (e.g. Find data for the field, Manage saved searches, Record history, Scheduled tasks and Merge selected records) now includes a page selector box: enter a page number and hit ENTER in order to jump to the page:

HTML fields can be resized in both Display and Edit modes 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., and any size change you make is remembered the next time you log in. They are typically found on tabs such as Accompanying texts and Inscriptions | Markings in object catalogue records. When placed over an HTML field's bottom right corner, the cursor changes to a double-headed arrow: click and then drag the corner to resize the field:
The field has a minimum size of about six standard single-line paragraphs plus the height required for the contextual toolbar.

Tooltips display when the mouse cursor is placed over various elements in the User Interface (Main menu entries, toolbar icons / buttons, fields, etc.). To improve accessibility, a larger font is now used to display the tooltip information:

For Application administrators (any user assigned the $ADMIN
role), the Main menu includes an Active sessions option:
The Active Sessions option allows Administrators to monitor who is logged in to Collections, to send a message to a logged in user, close sessions (Evict a user) and view licence details. An option has been added to enable Administrators to send a message to all logged in users (excluding the sender), for instance warning that the server is about to be rebooted:
- Click Message to all to display the Send message dialogue.
- Type the message and click OK:
For all logged in users a pop-up window will display with the message and its source (the domain name):
The user must click OK in the message to acknowledge it and close the pop-up.

Table grids placed on record details screens (tabs in Record details View for instance) can now include a column to display image thumbnails, making it easier to identify a linked object, for example, by its image. Here we see an example on the Linked objects tab in the Exhibitions 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. with a thumbnail image of a linked object:
To control the size of thumbnails:
- Right-click a thumbnail to display the context menu.
- Place the cursor over Thumbnail Size to display a sub-menu and select a size:
Note: This new Thumbnail Size context menu option is also available when right-clicking a thumbnail in Result set View.
Application Administrators configure a table grid to include a thumbnail column using 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 following steps describe at a high level how this is done (administration and configuration experience is assumed; links are to the Axiell Designer Help):
- Screen elements (fields for instance) are grouped on a screen using a box; ensure that the box that will hold the field group has the Edit link group on demand option enabled (marked) in order that the fields are displayed in a table.
- An image field must be created in the same field group as the relevant Linked field (the Object number Linked field in the example above):
- in general this new field should have the same properties as the image field in the linked database from which it draws its data;
- the new field must be included as a Destination field in the Linked field mapping for the Linked field, while the Source field is the original image field in the linked database.
- The new image field must be included in the box on the screen.
More details for Application Administrators in the Axiell Designer Help.

It is now possible to include checkboxes in your printed reports (aka output formats) built with MS Word templates. A checkbox is not linked to a field and it does not perform any function other than to be selectable / clickable: it is either unchecked or checked. The label you provide alongside the checkbox gives it context and purpose.
In this example, when the Word template is output, the resulting document will include the description of an object and a checkbox in which the reader can indicate that they have checked / confirmed the description:
Amongst other uses, adding a checkbox to a report can provide an approval mechanism. For example, the document should only be printed to paper once the document has been checked and approved by marking the checkbox. It is important that the document is saved after marking the checkbox otherwise it might be saved with a deselected checkbox.
This type of checkbox is called a Check Box Content Control and it is found on the Developer tab in Word:
Details about adding the Developer tab to the Ribbon can be found here.
Alternatively, search for check box content control in the Search bar in Word and select the option from the results to add to your template:

Checkboxes throughout Collections have either been improved to make them easier to work with and to read, or they have been replaced with sliders.
The improved checkboxes are noticeably larger:
Previously they appeared as:
In many dialogue boxes they have been replaced with sliders (a blue background indicates that the option is enabled):

In Result set View it is possible to sort, filter and group records. Sorting can be achieved by clicking a column header or selecting an option from the ellipsis in the column header; filtering is achieved by selecting from the ellipsis:
Grouping records is achieved by dragging a column header to the Grouping bar (which sits just above the column headers). Here we see records grouped by creator (all records that share the same creator are grouped together):
Previously, any sorting, filtering and grouping you applied in Result set View was lost when you performed a new search. Now, by default, your choices are remembered by Collections. An option has been added to the Settings dialogue to control this behaviour:
This setting is remembered for each user and 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 Record details View it is possible to create a new record by clicking the New record button in the Toolbar, or to copy 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. and edit it by clicking the Copy record button:
The Status bar in Record details View now indicates whether you are editing a new record:
or a copied record:
No label displays in the Status bar if you are simply editing the current record.

Help View provides a description of a field's purpose and other data entry instructions for users. It is accessed using a keyboard shortcut, F1
, or by clicking the question mark icon in the top Toolbar.

Help View is used in conjunction with Record details View when viewing a record's details (in Display mode) or editing a record's details (in Edit mode):
Help View operates a little differently in the two modes:
Mode | Details |
---|---|
Display |
Information about a field or Tab will display as the cursor hovers over a Tab label (e.g. Identification in the image above) or a field (either the field label or field itself). |
Edit |
When a record is being edited in Record details View, information about a field will display when the cursor is in the field (i.e. as the field is being edited). |
To access Help View:
- Select
in the top Toolbar.
-OR-
- Use the keyboard shortcut,F1
Tip: Both methods will toggle the display of Help View on / off.
By default, Help View will display to the right of Record details View (as shown in the image above).
As with most other Display Views, the Help View pane can be detached from the main Axiell Collections window and moved elsewhere by clicking in the top right corner of the pane.
This contextual information about fields and tabs is typically contained in RTF files (with an .adh
extension), one file per language, stored in the \texts
sub folder of your Collections implementation. From Collections 1.17 it is possible to extract this contextual information from a local database instead of .adh
files if your application has been set up to do so. Future Model Applications may include this database and a separate Contextual Help application as a paid-for addition for managing the text.
This would make it far easier for customers to manage, edit and translate the contextual help and to customize it to suit their processes and data entry needs, work that is currently performed by Axiell.
For more information, please contact Axiell Sales.
More details for Application Administrators in the Axiell Designer Help.

As some image file formats, such as TIFF, cannot natively be displayed in browsers, and Axiell's proprietary IIIF image server has some limitations, support for third-party IIIF image servers has been added to Collections.
For example, one such (open source) third-party image server, Cantaloupe, is capable of on-demand creation and conversion of derivatives of different image formats to IIIF-compliant image formats that can be displayed in Media viewer.
For Application Administrators
Details about setting up about setting up an IIIF image server can be found in the Axiell Designer Help.

A new Record History Reports function is now available for purchase (please contact Axiell Sales for details about cost).
In the Record History Reports dialogue, which is accessed from the Main menu by selecting Maintenance>Record History Reports, users with the $ADMIN
role are able to select one or more data sources The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on., specify a date range (set the Start and End dates) and click Fetch History to list changed records with old and new values displayed per field:
Details:
Option | Details |
---|---|
Limit |
The Limit box indicates the maximum number of retrieved log entries. While this value can be changed, it is not recommended that the number is set too high. The right bottom corner of the window indicates the current size of the result set. Tip: A large amount of logging data is created when data is imported into Collections. Following a large import, be careful to limit your search to a single data source and/or only a single day for example, otherwise the query might take too long and time out. Note: Once the search commences, a Cancel button is available to stop the search manually. |
Sort and filter results |
By clicking the vertical ellipsis in a column header and selecting an option, results can be sorted and/or filtered by values in any of the columns: data source, record number (priref), edit date, time, user name, field tag, occurrence, data language and new or old value. |
Export to CSV |
Results can be exported to record_history_report_<date-time>.csv will be saved to your Windows Downloads folder. |
Resize the window / columns |
The Record History Reports window can be maximized by double-clicking the Title bar or by dragging one of the borders. Columns can be resized by dragging any of the column header separators (this works best when the window has been maximized). Tip: Currently, size changes are not remembered. |
Understanding results
The first column contains one of three icons:
Icon | Label | Details |
---|---|---|
![]() |
Plus | Indicates that a value was added to an empty field. The New column holds the value; the Old column is empty. |
![]() |
Minus |
Indicates that the value in the field was deleted. The Old column holds the deleted value; the New column is empty. |
![]() |
M (Modified) | Indicates that the value was modified. The New column holds the current value; the Old column holds the previous value. |
Restoring changed values
While there is no function within the Record History Reports dialogue to undo changes to fields, it is of course possible to select and copy a value, locate the relevant record and, in Edit mode A record is either in Display mode (we view its details) or Edit mode (we add or edit its details). A record enters Edit mode as soon as we create a new record, copy a record in Record details View or edit an existing record., paste the value into the appropriate field.
Note that restoring a value in a Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). is a little more involved. Full details about how to restore values, including values in Linked fields, can be found here.
or Application Administrators
Details about setting up and fine-tuning the Record History Reports function can be found in the Axiell Designer Help.

Jira Issue # |
Brief description |
---|---|
CV1-5316 |
No errors were shown for Import tasks. |
CV1-5308 CV1-5307 |
Simple search no longer worked. |
CV1-5306 |
Export to Excel gave an error Could not load file or assembly 'Telerik.Windows.Documents.Core. |
CV1-5305 |
A domain |
CV1-5299 |
If Result set View was not open when you did a search, the record found was not shown in Hierarchy browser. It stayed collapsed and even when opening it, it did not highlight the record. As soon as Result set View was opened, it would show the record. |
CV1-5297 |
A French translation was missing for the message No matching record available. |
CV1-5294 |
The Save button did not become active after just changing the occurrence |
CV1-5285 |
The progress bar for bulk operations did not show any progress. |
CV1-5280 |
Sorting on an inherited |
CV1-5278 |
Deriving new terms from an external thesaurus did not take into account the destination dataset. |
CV1-5263 |
Multicolumn sorting in Result set View broke when opening or closing an extra view / screen. |
CV1-5257 |
When scheduled printing using Word templates, it would always use A4 paper even if the document was A5. The printer page sizes for scheduled printing do not come from the document, but from the printer driver itself. To address that option in the driver, printing to A5 has to be set up in the Collections |
CV1-5255 |
The tooltip for child records displayed the record number for their parent record instead of their own in the Hierarchy browser. |
CV1-5252 |
An indexed link with metadata table was incorrectly resolved, resulting in display of the wrong linked terms. |
CV1-5238 |
A State not found error was displayed after clicking the Details button from the Scheduled tasks list. |
CV1-5237 |
When deriving or moving records between data sources |
CV1-5233 |
When importing an existing value into a reversely Linked field |
CV1-5232 |
Advanced searching on Dutch field names did not work any more. |
CV1-5210 |
A select no in a before storage adapl caused an error 8 if the record was being saved by a FACS write in a task adapl. With the fix a select no or errorm with severity 2 in the same situation now cause an Error writing record #. Error: 103. This is not a real error though, it just indicates that a record could not be saved because of a select no or errorm with severity 2, as intended. The programmer may accompany a select no by an errorm of severity 1 or 0 to explain the error 103. (If the programmer just uses an errorm with severity 2, the explaining can be done in the very same errorm text of course.) |
CV1-5205 |
Clicking the Reset button in the Result set View Settings box did not clear any applied sorting and grouping from the Result set View. |
CV1-5203 |
Trying to print a Linked field value to a Word template when that value still had the candidate status while the Linked field did not allow forcing of new records, caused a Forcing not allowed... error. |
CV1-5201 |
Adding a preferred relation to a record with indexed links and metadata table, incorrectly deleted the metadata table references. |
CV1-5198 |
Error messages from storage adapls were not visible in Tasks. |
CV1-5194 |
Adding a preferred relation to a record with an indexed link and metadata table returned an error: Invalid column name 'term'. |
CV1-5191 |
|
CV1-5190 |
When you created a template from a record that had metadata records, the metadata was not copied along into new metadata records. Instead the new record refered to the same metadata record as the original. |
CV1-5186 |
Saving a copied record with 100+ occurrences of an indexed link and metadata table took way too long. With the fix, performance for this action has increased substantially. |
CV1-5181 |
There was an Invalid contains operator None error when deleting a record in the user database. |
CV1-5178 |
Export to Excel no longer worked and generated an error. |
CV1-5173 |
Using a comma in combination with truncated terms in an Advanced search statement incorrectly retrieved no records. |
CV1-5169 |
TLS (Transport Layer Security) 1.0 and 1.1 were still supported, causing the server to offer vulnerable and outdated CBC ciphers to clients. The fix means that support for TLS 1.0 and 1.1 has been dropped and replaced by support for TLS 1.2 and 1.3. Details about how to set up a browser to use this security protocol in different Windows versions can be found here. Note that most up-to-date browsers will already use TLS 1.2 or 1.3 however. |
CV1-5157 |
If a Linked field had a field tag starting with a percent character, the Find data for the field box and the auto-complete list would not open. |
CV1-5155 |
The progress bar did not close after running the Change locations task. |
CV1-5154 |
After clicking the Expand button in a Standard search, an Invalid object name ‘CTE_1’ or CTE_0 error would be generated. |
CV1-5146 |
There was a low risk security issue because of With the fix, |
CV1-5145 |
There were some low risk XSS security issues. |
CV1-5143 |
When users opened a record, then opened another one via the Hierarchy browser, and then tried to open the Report viewer, a 500 - internal server error was displayed. |
CV1-5122 |
Pruning of search results had not been implemented for scheduled prints of Saved searches yet. The fix also removed the obsolete DM/DI changed and Undefined options. |
CV1-5110 |
A Saved search imported via Add row above + Find data for the field window erased the value already stored in the record. |
CV1-5096 |
An extended search could find too many records. |
CV1-5091 |
In Axiell Move it was not possible to save a particular record: an Invalid occurrence error was generated. |
CV1-5082 |
Nested tables only printed the first field group occurrence |
CV1-5081 |
Tags could in certain cases be printed in the Output format. |
CV1-5080 |
GIF images could not be printed to a Word template. |
CV1-5079 |
GIF images could not be displayed in Media viewer. |
CV1-5078 |
In a table inside another table in a Word template only the first occurrence of a repeating field group was printed. |
CV1-5076 |
Invalid dates could be entered in date fields. |
CV1-5072 |
An ADAPL repcnt on a merged-in tag always resulted in zero. |
CV1-5070 |
An Excel template with a media reference caused an error when the WebAPI was used for image display. |
CV1-5062 |
Invariant |
CV1-5055 |
In the Search box, the Clear button did not clear the Expand checkbox. |
CV1-5054 |
Long error messages were not wrapping, causing the text to run off screen. |
CV1-5050 |
When using the Collections Copy field / Paste field functions on Linked fields in a table grid, the link reference values of those values were not used to disambiguate if the values were non-unique. |
CV1-5046 |
Values selected from Dimension and Unit drop lists disappeared when the record was saved. |
CV1-5042 |
GIF and PNG images were not printed. |
CV1-5041 |
A write-back setting for a Boolean field had no effect. |
CV1-5039 |
If you used the equals operator in a search on a value containing double spaces, no records could be found. |
CV1-5038 |
Selecting subsequent records in Result set View to show them in Hierarchy browser made the refresh of the Hierarchy browser stop working. |
CV1-5025 |
Using the pointer operator (to reference a Saved search) in an indirect Advanced search (like creator -> pointer 2) gave an error. |
CV1-5024 |
For a repeated screen field in which values in the occurrences had to be unique, an error was correctly reported on a duplicate value, but the first occurrence of the duplicate was automatically emptied when clicking away the error message. |
CV1-5022 |
It was not possible to continue editing a record when more than one mandatory field had been left blank and you tried to save the record. |
CV1-5016 |
In a multilingual application, when trying to add a linked term, the Find data for the field box did not display invariant |
CV1-5004 |
Using the comma as a separator in an Advanced search no longer worked correctly in a Full Text indexed database. |
CV1-4998 |
The inherited (default) font size for content in HTML fields was not the same (too small) as it was for data in other fields. |
CV1-4997 |
No records were showing in Result set View if no brief screen had been set up for it, and the Settings button did not work. |
CV1-4978 |
Input in the priref filter field gets reformatted to a currency value (with added .00). |
CV1-4975 |
An Import test run or import run without errors did not report the number of processed records. |
CV1-4952 |
Several image-specific icons (for zooming and rotating) in the Media viewer toolbar were still active (without actually functioning) when a PDF was being displayed. |
CV1-4911 |
It was sometimes not possible to view or edit records with specified rights, even if your role had Full access rights. |
CV1-4905 |
Printing did not print all occurrences of a field. |
CV1-4904 |
The <<[RecordList]>> element was ignored in |
CV1-4876 |
Derived object records were not showing up in the intended data sources. |
CV1-4865 |
Linked fields for which a zoom screen was defined did not always display their values with an underline and you could not click the value to open the zoom screen. |
CV1-4827 |
When filling in a row of fields in a group (from left to right) and you get to the last field, if you added a new row, your cursor moved into the current field in the new row. With the fix, the cursor moves back to the beginning of the new row (the first field) when a new field group occurrence is added. |
CV1-4780 |
Some applicable roles were not listed in the User Information box. |
CV1-4779 |
There was a text normalization issue for Full Text indexing when used with Scandinavian and Arabic languages: the normalizer engine incorrectly removed whitespace from the input. |
CV1-4755 |
The focus remained on the same occurrence |
CV1-4752 |
Clicking a related object number from the Full catalogue opened the linked record in the wrong data source. |
CV1-4728 |
Deep links were not respecting being logged in through SSO. |
CV1-4724 |
Any adjusted width of columns in the Find data for the field box View table tab was not remembered by Collections. |
CV1-4694 |
In a CSV, Tagged or XML Import job set up to update existing records (when a Match field has been set), unmatched values in the import file were not logged. The fix makes sure any unmatched values are reported in the import summary with messages like "Import ignored record with update value <a certain value> because it has no match". |
CV1-4674 |
Any sorting that had been set in Result set View was not remembered by Collections, so you had to set it again after every new search. |
CV1-4629 |
Printing to .txt file of an indented paragraph with CRLFs (line breaks) printed the lines after the CRLF non-indented, but also inserted indentation where it should not be. |
CV1-4542 |
A reverse link was not updated correctly after a task adapl was executed. |
CV1-3979 |
An occurrence sort order was not applied if the record was updated and saved through the reverse link mechanism. |
CV1-3968 |
When the interface language was Dutch, the default values in a field were English. |
CV1-3769 |
When long text field data is printed indented via an adapl-only Output format, the indentation shifted one character to the right after the first line. |
CV1-3768 |
When long text field data contains a hard or soft return and this text was printed indented via an adapl-only Output format, the indentation got lost after the return. |
CV1-3513 |
Printing to Word templates sometimes printed field values in the wrong font type. Instead of the font type applied to the field reference, the document default font type was then applied. |
CV1-3357 |
When a Thesaurus record was edited via the Archives catalogue module, edit metadata was not written to the Thesaurus record. |
CV1-3311 |
When using the Links feature to add a record from the search results to an Outgoing loan, and using the advanced search to find the loan, the window closed when clicking Find without returning any results. |
CV1-2984 |
When clicking a numerical field in display mode, the thousands separator character disappeared from the value, while this should only happen in Edit mode. |
CV1-2981 |
The ADAPL command |

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).
Full details about technical requirements and minimum specifications can be found here.

Release Date: 22 May 2023

Application Administrators should review the Axiell Designer Release Notes for recent changes that impact Collections.

Undo
It is now possible to undo changes to individual fields, restoring the last saved value.
For example, you edit a record and amongst other things change the Object number. Before saving the record you realize that the Object number should not have been changed:
-
Right-click the field to display the context menu:
-
Select Undo to restore the last saved value in the field.
Notes:
- To undo all changes to a record you are currently editing, simply close the record without saving it.
- In systems with Record History enabled, it is possible to restore a value after the record has been saved. Details here.

Jira Issue # |
Brief description |
---|---|
CV1-5134 |
When a new mission record was created, an error without error specification was displayed. |
CV1-5128 |
There was an internal error on a simultaneous record update (an identical automatic number assignment in a uniquely indexed field) of two different records in two different sessions. |
CV1-5119 |
Possible cross contamination of record data when executing a storage adapl in parallel in two different sessions when script caching was enabled. |
CV1-5107 |
Adapls supporting Flow did not work correctly anymore in cases where a FACS database was opened and a read was made on a text field that contained multiple words. This bug was fixed in:
|
CV1-5102 |
Regular unhandled exceptions in Axiell Flow. |
CV1-5099 |
Reports that are configured to run on a scheduled basis based on a Saved search were producing the same results every time despite the fact the Saved search returned a different result set. |
CV1-5063 |
Error creating Mission via Missions dashboard: internal server error. |
CV1-5043 CV1-5066 |
Printed barcodes no longer included the number beneath the barcode. All barcode types (except the QR code type) now print the number underneath the barcode again. |
CV1-4991 |
Media viewer displayed the message: This plug-in isn't supported. |
CV1-4640 |
When in Edit mode a user opened the drop list for an enumerative field The new Undo functionality (details above) makes it possible to reset the enumerative value in this situation. |

Release Date: 03 April 2023

Application Administrators should review the Axiell Designer Release Notes for recent changes that impact Collections.

Hierarchy browser now always shows the record selected in Result set View
When a record is selected in Result set View, it becomes 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. in Hierarchy browser. Prior to Collections version 1.16.2, if that record was buried far down the hierarchy it might not be visible in Hierarchy browser without expanding the hierarchy to locate it (note that it is possible to specify a high number of records to display with the Number of nodes per request setting, but the more records set to display, the longer it will take the hierarchy to load).
Now as soon as a record is selected in Result set View it is visible in Hierarchy browser regardless of the depth of the hierarchy. This improvement respects the Number of nodes per request setting, and where required, a Browse up icon will display in the list of records in Hierarchy browser making it possible to navigate upwards in the hierarchy, similar to the Browse down icon that has always been available:

Jira Issue # |
Brief description |
---|---|
CV1-5008 | Error messages sometimes appeared using the function Open all panels in Record details View. |
CV1-5012 | Related records View did not show anything for Linked fields![]() |
CV1-5040 |
In Collections 1.16.1, the Axiell Move Missions screen Detail view repeatedly refreshed to record with priref |

Release Date: 30 March 2023

Application Administrators should review the Axiell Designer Release Notes for recent changes that impact Collections.

Jira Issue # |
Brief description |
---|---|
CV1-5003 |
Workflows were no longer displayed if no brief screen had been set up for the current data source. An error was shown instead. |
CV1-5000 |
The |
CV1-4997 |
Result set View was completely empty when no brief display screen had been set up for the current data source, while previously at least the checkboxes for the listed records showed and you could still select field columns yourself. |
CV1-4993 |
Mandatory fields in tasks could be left empty. |
CV1-4989 |
The extended Field properties were not working if you opened them for a field in Result set View. An Object reference not set to an instance of an object error was generated instead. |
CV1-4983 |
Searching indexed metadata fields returned no results. |
CV1-4938 |
A descending sort on a merged-in field in a field group could cause an infinite loop when trying to save the record. This could express itself in a freezing application when trying to change locations, deriving records and modifying or deleting records. |

Release Date: 10 March 2023

Application Administrators should review the Axiell Designer Release Notes for recent changes that impact Collections.

New features are broadly grouped by function / area:
Searching

The following only affects data sources without Full text indexing.
Some background (this is explained in more detail here): not all fields in Collections are indexed. When you search 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. using the Standard tab of the Search box, only indexed fields are made available for searching. For our purposes, a field can be indexed in one of two ways: the entire contents of the field is indexed as a single value, a Text (term) index, or each word in a field is indexed separately, a Free text index.
The issue: from Collections 1.16 onwards, the search operator drop list in a Standard search includes the contains all, contains any and contains phrase search operators; at the moment however, when searching fields with a Free text index, contains any and contains phrase behave as contains all, locating the search value anywhere in the search field (it is worth mentioning that contains phrase has in fact always performed a contains all search in Free text indexed fields).
This will be changed in a future release.

The starts with and contains phrase search operators were made available for Standard searching in Collections 1.14 and the introduction of Full Text indexing. These search operators are now available when performing an Advanced search in Full Text indexed databases:
- starts with is useful when searching long text fields as it allows you to search for the first word in the field, in contrast to equals, which searches for your search term anywhere in the field. Your search term is implicitly truncated, so a search for
littl
operates as if the*
wildcard has been used, e.g.littl*
.Tip: Select starts with from the Operator list to include it in your search statement, or manually enter
startswith
(no space) in your search statement. - When performing a contains phrase search, a record will be returned if the exact combination of words in your search value (ignoring case) is located in the search field (be sure to enclose the phrase in double quotes). For example, a contains phrase search for dollhouse with furniture in the title (TI) field would return records with titles such as Wooden dollhouse with furniture and lights and Dollhouse with furniture, but not Dollhouse with plastic furniture.
When included in an Advanced search the search operator ~ (tilde) is added to a search statement. The example search above would be:
title ~ "dollhouse with furniture"

In data sources without Full Text indexing the contains search operator is used to return a record when the precise sequence of characters in your search value is located anywhere in the search field (if you provide more than one word in your search value, all of them must be found in the search field, although they can appear in any order).
Three variations of the contains search are now available when performing an Advanced search in a Full Text indexed data source:
- contains any is a new search operator (it can be substituted with a
$
in your search statement): a record is returned if any of your search values (you would typically provide more than one) appear anywhere in the search field (i.e. if you provide more than one word in your search value, only of them must be found in the search field). - contains all is now used in place of contains and has been renamed to contrast more clearly with contains any. As with contains it can be substituted with an underscore
_
in your search statement. A record is returned if all of your search values (you would typically provide more than one) appear anywhere in the search field, although they can appear in any order. - The contains phrase operator is available (it can be substituted with a tilde
~
in your search statement): a record is returned if the exact combination of words in your search value (ignoring case) is located in the search field.
To appreciate the difference between these search operators, consider two records with the following data in the Title (title (TI)) field:
- Record 1:
buster keaton
- Record 2:
diane keaton
Operator |
Search statement |
Records returned |
Details |
---|---|---|---|
contains all |
title containsall -OR- title |
Record 1 |
Only Record 1 includes both |
contains any |
title containsany -OR- title |
Records 1 and 2 |
Both records include at least one of the search values, |
contains phrase |
title containsphrase -OR- title |
None |
No record contains this precise phrase. |
Note that right-truncation of search values with the *
wildcard character is permitted (and is in fact explicit so does not actually need to be specified), but that left-truncation is not possible. Here we see the previous contains any example with right-truncation:
title containsany"keat* bust*"
-OR-
title$ "keat* bust*"
Note: The contains all and contains any search operators are not yet present in the Operator list on the Advanced search tab but can be manually entered in your search statement.

In Full Text indexed data sources, searching with the equals operator is more strict than in non-Full Text indexed databases. In the latter, when searching in long text fields (fields with a Free text index in which each word is separately indexed) equals behaves like the contains all search operator and a record is returned if your search value(s) appear anywhere in the search field; in Full Text indexed data sources, equals behaves as you would expect it to, and your search value must match exactly the contents of the search field. As it usually makes sense to search long text fields using the contains all operator, this is now the default operator when searching such fields in Full Text indexed data sources on the Standard search tab:
It may be necessary to select Clear in order to see this change as Collections recalls the last search terms used on the Standard tab. Clear will return the Standard tab in the current data source to its default state.
Tip: It is possible to return all settings that you have changed throughout Collections to their default state using the Account>Settings option from the Main menu but be aware that this will reset ALL settings that you have changed. Details here.

Application Administrators are able to include a fixed query access point An access point is a user-friendly way to search a field or combination of fields or to execute a search statement (known as a fixed query). Access points are found on the Standard tab of the Search box and most often comprise a label (naming the field / fields to be searched) and a search field in which you enter or select a value to search for. Only indexed fields can be set up as access points (an index is a database table designed to speed up the search of frequently queried fields; it only contains values from a field and the id number of the records in which that value appears). Non-indexed fields can be searched on the Advanced search tab. on the Standard search tab. Rather than searching a single indexed field, Object name for instance, a fixed query is a complete search statement (typically set up by your Application Administrator) possibly querying multiple fields. Two examples of fixed query access points from Item Requests1 (a data source that handles the reservation, lending and return of items in an institution's Reading Room) are Active requests for a user and Issued and overdue:
In this case:
- Active requests for a user will return any active requests for a given user.
For this type of fixed query it is necessary to provide a search value, a name in this case.
- Issued and overdue will simultaneously query for issued AND overdue items.
While this type of fixed query does not require a search value as such, it has been necessary to enter an asterisk (
*
) in the search field in order to make use of the access point. Placing a cursor over the search field reveals this somewhat esoteric requirement:From Collections 1.16 onwards the search field for this type of fixed query access point has been replaced with a far more intuitive checkbox (simply click the checkbox to enable the search):
Application Administrators will find details about configuring fixed queries in the Axiell Designer Help.

Application Administrators were provided with the option to implement Full Text indexing from Collections 1.14. Full Text indexing can, amongst other things, improve search performance in long text fields, fields with unique terms, fields with non-unique terms and 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).. A new method for improving the performance of certain searches in Full Text indexed databases has been added with Collections 1.16. All new implementations of Full Text indexed databases include the improvement and Application Administrators have the option to implement it in existing Full Text indexed databases (details can be found in the Axiell Designer Help).

Collections recalls the choices you make on the Standard search tab so that when you next access the tab, the search terms you last specified are shown (including search values entered, and selection of search operators, the OR Boolean Operator and Expand checkbox).
The Settings option in the Main menu now includes an option to change this behaviour so that the Standard search tab is in its default state every time it is accessed (that is, with no search values entered, the default search operators selected, the AND Boolean operator selected, and the Expand checkbox deselected).
To change the setting select Account>Settings from the Main menu:
By default the checkbox is ticked and Collections will recall the choices you last made on the Standard search tab. Select the checkbox to remove the tick so that your search terms are not recalled (including search values, search operators, a marked Expand option and a selected OR
Boolean operator).
Previously the Settings box was used exclusively to return ALL settings you have changed throughout Collections to their default. This option remains by selecting the Clear all button; as before, a message will display asking you to confirm the reset:
Reports / Printing / Export

While it is possible to include images in printed reports (aka output formats) built with MS Word templates this has previously involved a trade-off between image quality and document size. Declaring the thumbnail
parameter ensured that a low resolution thumbnail image file was used, keeping document size relatively small, e.g.:
<<FN[1].thumbnail|width=270>>
In theory, placing the image reference field on a page or in a cell without the thumbnail
parameter, e.g.:
<<FN[1]>>
meant that a larger image would be used (the image would fill the available space as far as the page size / table cell allowed), but in practice the same low resolution thumbnail image file was retrieved and scaled to fit the available space with the result that the printed image was often poor quality and blurred.
It is now possible to ensure that the high quality version of an image is used when printing a report. When building a Word template report, add the image
parameter to the image field reference; this will ensure that the original (not thumbnail) image file is used, e.g.:
<<FN[1]|image>>
When the image is placed on a page / in a table cell, the requested file is scaled to the available space.
Notes:
- Going forward the pipe (
|
) symbol replaces the previously used dot to separate parameters (in the field reference, and elsewhere, for example when specifying the id code for a barcode in a report). The dot can appear in field names and should not be used as a separator character when building a Word template report (although existing templates should still work). - To ensure that document size (and therefore print time) is relatively small by default, if the
image
parameter is not used, a thumbnail image will be retrieved using the Thumbnail retrieval path setting specified for the image field (details in the Axiell Designer HelpAn 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. here). Going forward, the
thumbnail
parameter is obsolete.
Details about creating Word template reports can be found here.
Technical notes:
When a URL to an image server in the image field Retrieval path (see the Axiell Designer Help) also contains &width=%width%&height=%height%
parameters, the full image will be scaled on the server before it is returned over the network, thus reducing network traffic.
The new solution works for both File system and URL retrieval path types. Note that for both solutions the generated documents can become quite big if the full size images are being used.

It is now possible to use Excel documents as output format templates for printing your data by adding text as column headers (optionally), with field references (either field tag or system name) added to cells in a single row, for example:
When you use the Excel template to output your record data for printing, values from your records will populate a spreadsheet:
More details:
Field types, etc. |
Details |
---|---|
As with the use of Word documents as output format templates, it is possible to print a specific occurrence of a field by specifying the occurrence number in square brackets after the field tag / name, e.g. All occurrences of a field will be printed if no number is specified, e.g. |
|
Images |
To include the thumbnail of an image, add an image field tag to a cell, e.g. Note: While it is possible to enlarge the image thumbnail (by dragging its corner), the resolution of the image is low and is unlikely to display well. |
The user-friendly translation in the current interface language is output. ![]() 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 |
|
Numerical values |
Numerical values are output with the default database decimal separator (usually a dot) and without a thousands separators so that Excel can interpret numbers correctly as numericals. |
Formulas |
Formulas can be included in a template to perform calculations with integer or numerical data that is output. Note:
|
It is not currently possible to create an adapl+Excel template output format (it is not yet possible to have printed data pre-processed by an adapl). |
Application Administrators can include Excel templates in the Output Formats box for the relevant data source (select Print in the top Toolbar or use the keyboard shortcut, CTRL+P to access the Output Formats box), where they will be listed with a distinguishing Excel icon, e.g.:
They can also be uploaded on-the-fly by clicking the ellipsis beside Find document template (previously Find Word template) and locating the .xlsx
template in the File Upload box (the file type drop-down list is now set to All supported types (*.docx, *.xlsx) by default):
As with Word template output formats, a document will be generated and opened and saved to your \downloads folder but not actually printed. If necessary, edit the document and then print from Excel if desired.

The choices you make when configuring an Export job (the export format, selection of fields, etc.) can now be saved as a profile and re-used as required.
To save settings as a profile:
- Set up your Export job in the Export box and click Profiles.
The Profiles box will display:
- Click Create.
An entry is added to the Profiles box:
- Name the profile for this Export job by clicking New Profile and entering a meaningful name.
- To view the options set for an Export job and the fields to be exported, click the arrow in the first cell:
- Click OK to close the Profiles box and load the profile
-OR-
Click Cancel to close the Profiles box without loading the profile.
Other options:
Option |
Details |
---|---|
Edit |
Select a profile in the Profiles box and click Edit to change options and the fields to be exported: When your changes are made, click OK to save them or Cancel to close the box without saving any changes. |
Delete |
Select a profile in the Profiles box and click Delete to remove it. |
Display Views

The number of records in the Result set View, Gallery View and Record details View. Now the relative position of the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. within the result set is shown in Record details View, for example record 6 of 11 records in the result set:
This can be useful when viewing records in Record details View when Result set View is closed: as you move through records in Record details View, the position of the current record in the result set is always indicated.

A Download icon has been added to Media viewer enabling users to download the file of the currently displayed media:
Similar to the Download icon beside media fields in Record details View:
a file is saved to your Downloads folder. Unlike Record details View, which only displays the file name not the media itself, with Media viewer it is possible to view the media files linked 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., identify a file to download and download it in the one place.
Note: If the Download icon is greyed out, downloading of media files has been disabled by your Application Administrator.

To help identify images in Media viewer, especially when multiple images are linked 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., an image's reference now displays above the image,
image4.JPG
in the screenshot below. An image's reference (typically its file name) is stored in the Reference (media.reference (FN)) field, which is found on the Media tab in Record details View:

It is possible to set the maximum number of thumbnails to display per record in Result set View and Gallery View using the Number of thumbnails option in the Settings dialogue for each view:
As you can see, the number is set independently for each View:
By default, only one thumbnail is shown in both Views. If a preferred image has been specified, it will display first.
In Result set View it may be necessary to widen the column to view multiple thumbnails. Alternatively, place the cursor over a thumbnail to have any additional thumbnails pop-out:
If the cursor is placed over a thumbnail (including one that has popped-out) for a moment, a slightly larger version will display:

In versions of Collections older than version 1.16, a PDF is most usefully linked to a record using a field with an Application A field with an Application data type is associated with an application, such as a PDF reader; it is possible to link such a field to a file of the appropriate type (e.g. a .pdf file) and subsequently open the file by clicking the underlined data (typically a filename) in the field. data type such as Reference (digital_reference (RF)) on the Numbers | Digital references tab:
Linked this way, the PDF can be viewed in a browser tab by clicking the underlined file name, and the file can be downloaded with the Download icon beside the field.
From Collections version 1.16 onwards it is also possible to link a PDF to a media field (with an image data type) such as Reference (media.reference (FN)) on the Media tab:
Linked this way the PDF can be viewed in the Media viewer:
Note: In versions of Collections older than version 1.16 it is also possible to link a PDF to a media field (with an image data type) but clicking the underlined file name does not display the document.
When viewing a PDF in the Media viewer a toolbar is available for working with the PDF:
Icon |
Name |
Details |
---|---|---|
|
Show / Hide contents pane |
Useful for navigating a PDF with multiple pages: select a page icon to jump to that page. |
|
Find |
Search the text of the PDF:
Click the icon again to hide the drop-down. |
|
Previous / Next |
Move to the previous / next page. |
|
Page |
Shows the current page number. Enter a page number and press Enter to jump to that page. |
|
Zoom |
Zoom out / in by clicking the
|
|
|
Print the document (annotations / drawings will be included in your printed document). |
|
Save |
Save the document annotations / drawings will be included in your saved document). Tip: Use the Download |
|
Annotate the document |
Click the icon and (optionally) set a text size using the slider and colour, click the document and type: Note: annotation are NOT stored in the PDF, however it is possible to download or print the document with your annotations using the Save Click the icon again to stop annotating the document. |
|
Draw |
Click the icon and (optionally) set a colour, pen thickness and opacity, click the document and draw (signature, underline, etc.): Note: drawings are NOT stored in the PDF, however it is possible to download or print the document with your drawings using the Save Click the icon again to stop drawing on the document. |
|
Menu |
Click for options to rotate the document, scroll, show multiple pages, etc. |
Other

Keyboard shortcuts have been added to the Open / Close all tabs buttons in the Record details View toolbar.
To open all tab:
- Click the toolbar button
-OR-
Use the keyboard shortcut, ALT+<down arrow>
To close all tab:
- Click the toolbar button
-OR-
Use the keyboard shortcut, ALT+<up arrow>
Placing the cursor over a button will display the keyboard shortcut in a tooltip:

The Field properties box provides details about the properties of a field and the data it contains. It is accessed by right-clicking a field in Record details View or Result set View when viewing or editing record details, and selecting Properties in the context menu that displays:
Previously, details about a field's properties and data were presented on a single tab of the Field properties box in three sections (Field Info, Screen, Data). Here we see the field properties of the creator (VV) field:
Information about a field has been enhanced with Collections 1.16, providing a more complete definition of the field and its data. To accommodate the greater range of information the Field properties box now includes four tabs. Here we see the field properties of the creator (VV) field in Collections 1.16:
More details about the Field properties box can be found here.

Previously, restoring a value in a Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). was more complex than restoring a value in other types of field as the field history only recorded the priref
A record's unique identifier. Currently, the simplest way to view a record's unique identifier is to add the priref column to Result set View. The field tag for the priref field is %0. for the linked record:
Before we could restore a link to the record, it was necessary to search the target data source A link is made from a record in one data source (primary) to a record in another data source (target). A data source could be both the primary and target data source in a linking relationship if one of its records links to another of its records. using the priref in order to identify which record to link to.
Now the Field History shows the value from the linked record:
and restoring the link to the record only requires editing the primary record and updating the link:
Details about how to restore a value in a field can be found here.

Jira Issue # |
Brief description |
---|---|
CV1-4937 |
Some data sources |
CV1-4922 |
A before-deletion adapl procedure did not display error messages generated by the adapl. |
CV1-4907 |
An object reference not set... error appeared when searching on a specific fixed query access point. |
CV1-4897 |
Inheritance was sometimes lost when a parent record was updated. |
CV1-4889 |
Already established link references in multilingual linked fields were always revalidated on their term value. This made it impossible to have identical terms or names in linked records if that field was multilingual. |
CV1-4886 |
When exporting images to Excel, low resolution image were exported (instead of high resolution ones) when images were retrieved via the WebAPI. The fix ensures that the highest quality (maximum size) images are retrieved. |
CV1-4860 |
An incorrect duplicate key in unique index error could be generated after adding and filling a field groupoccurrence |
CV1-4851 |
On export, grouped Adlib XML did not contain the correct occurrence numbers for repeatable fields: all occurrences were indicated as occurrence 1. |
CV1-4847 |
Clicking a geolocation field in the Geographical thesaurus returned the message: An item with the same key has already been added. |
CV1-4846 |
Inheritance was sometimes lost when a child record was updated. |
CV1-4838 |
If a URL set up as the call to an external source contained the |
CV1-4828 |
Using a comma (as a substitute for OR) to create a shorter search statement, returned a different result than the equivalent search statement formulated with OR. |
CV1-4815 |
Logging out of Collections also logged you out of Okta when it should not have. |
CV1-4811 |
Clicking the download icon in Media viewer did not download the image to a local folder but displayed it in a browser tab instead. |
CV1-4809 |
A large import with multiple active user sessions could cause the application to become unresponsive, when the Test run and Save after successful test checkboxes had been marked: existing sessions would become very slow and you could no longer log out or log in. |
CV1-4789 |
Custom Word templates for label printing could no longer be printed: an invalid report field expression error was reported. |
CV1-4788 |
For a selected marked record the Result set View status bar displayed the text RECORDEDITORWIDGET.MARKED. |
CV1-4776 |
Export to Excel exported all fields instead of only the fields visible in Result set View. |
CV1-4775 |
Cached thumbnails were created in the wrong folder or not created at all if the |
CV1-4774 |
There were several issues with adapl+Word template output formats: the adapl was not run for the selected records, mark-up was not copied for replaced data, new line characters in data were ignored and barcode printing failed. |
CV1-4773 |
When you had created and saved a new record with Result set View open and you closed and reopened Record details View, a new record was opened in Edit mode |
CV1-4767 |
Changes made to the field selection in the Settings box opened from within the Export box while no profile was selected, were not reflected in the field selection in the Export box after closing Settings, causing the wrong field selection to be exported. |
CV1-4766 |
After editing a selected Export profile, the profile was no longer selected so you could not easily be sure which profile you had just edited. |
CV1-4765 |
Clicking the Clear button in the Export box did not reset the Format field to |
CV1-4764 |
The ISBN field did not correctly check entered data: you would get an error message about the format, even if the format was okay but one of the entered numbers was wrong instead. There was actually no check on the format. |
CV1-4763 |
No auto-complete drop-down opened for (title) fields with two different indexes. |
CV1-4758 |
Opening the Find data for the field box for an access point on a Linked field |
CV1-4749 |
Importing records using the scheduler did not work. |
CV1-4739 |
In a specific application there could be an error when saving a record after editing the object number: The parameterized query '(@term nvarchar(12),@displayterm nvarchar(12),@language nvarchar' expects the parameter '@language', which was not supplied. |
CV1-4736 |
The Edit button did nott work for Export profiles other than CSV and Attached media. |
CV1-4732 |
After a Simple search with no records found, a new Simple search that did find records listed only one record per page in Result set View. |
CV1-4717 |
When you tried to move a record to a different location in the Hierarchy browser, a Bad request message would pop up. |
CV1-4716 |
A field conditionally set to read-only for the default value in an enumerative field |
CV1-4714 |
If a field had inadvertently been set to not-repeatable on screen while the other fields in the same field group were repeatable on the screen (and all of them were set to repeatable in the The fix makes sure that if a field group has been set to repeatable in the |
CV1-4711 |
In a Full-text indexed database, disambiguation between multiple identical terms during a Search and replace was no longer possible. |
CV1-4725 |
Linking to an internally linked record seemed to go all right, but when saving the record a priref is outside the boundaries of dataset range error popped up. |
CV1-4704 |
Clicking a Linked field in a Zoom screen |
CV1-4695 |
Move up and Move down buttons had gone missing in the Result set settings, Export and Import boxes. |
CV1-4668 |
After a Collections application pool recycle while Collections was still open in browsers, Collections would show an unclear anti-forgery token exception error. With the fix, users will now get a clear session has expired message and will be redirected to the login page again. |
CV1-4657 |
Opening a linked record in Hierarchy browser did not open the linked image to that record in Media viewer. |
CV1-4654 |
Prior to 1.15, when a field had a Screen texts set for it, that name would appear in Result set View and also in the Advanced search. In 1.15.1 however that name only appeared in Result set View. |
CV1-4653 |
One's own role could no longer be chosen as the owner of the Saved search. |
CV1-4652 |
If Record details View was not very wide, numerical fields could be displayed too narrow to show the value in the field properly. |
CV1-4646 |
|
CV1-4643 |
There was a Bad request message when attempting to create a record from the Find data for the field box with an associated |
CV1-4641 |
Fields indexed on domain in Full Text indexed databases were not sorted correctly. |
CV1-4639 |
Hierarchical searches in Full Text indexed database were not as efficient and fast as they could be, so this has been improved. |
CV1-4635 |
The Search and replace field list would order fields case-sensitive instead of case-insensitive, causing a strange ordering. |
CV1-4634 |
The Search and replace field list distinguished between indexed and non-indexed fields while that was irrelevant to this functionality. With the fix, the distinction is no longer made. |
CV1-4632 |
Generic, Hierarchical, Broader, Narrower, etc. searches in Full Text indexed databases failed because they were still trying to use indexes that were removed by Full Text indexing: an Invalid object name '<index table name> error was displayed. |
CV1-4631 |
When displaying the All fields overview (containing data) with tags format in Report viewer for a 5.1 model application, not all fields showed up in the report. New functionality in Collections 1.16 (see the Axiell Designer 7.9.1 Release notes topic) plus a new all-fields-unstructured.xslt for model application 5.1 and up has solved this issue. |
CV1-4628 |
When authenticating against an OID IdP (e.g. Okta), groups were not included in the scope. |
CV1-4626 |
A Standard search in a Full Text indexed database, using the Starts with operator on punctuation characters like dashes, retrieved all records instead of just the records with values starting with dashes. This has been fixed. Technical note: from the SQL table, the term column (instead of the stripped column) will now be used for Starts with searches, as it already did for Equals searches. Punctuation characters by themselves (also sequences of such special characters) also cannot be found using contains operators but that is by design, a consequence of Full Text indexing. Also note that in an Advanced search a dash (-) means the Boolean AND NOT if the dash (including any other characters) is not enclosed by double quotes. |
CV1-4624 |
There were missing thumbnails in different views in hosted Collections applications with separate web and asp servers using the FileSystem for media storage and retrieval because the images cache was not updated anymore. |
CV1-4622 |
Some user roles were missing from the Role drop-down when trying to add access rights to Saved searches. |
CV1-4620 |
With Export to Excel, multiple field occurrences were no longer separated by line breaks. |
CV1-4611 |
Exporting images via the Attached Media option resulted in incorrect file names for accents (Umlauts). |
CV1-4600 |
There was an Invalid field data error when merging two records despite them having the correct data type. |
CV1-4596 |
The icons in the Gallery View toolbar were too widely spaced. |
CV1-4591 |
The Contains any and Contains all access point search operators did not use the stripped column in Full Text indexed databases (so you could not search independently of punctuation characters), while Contains phrase did and because of that they did not search beyond 100 characters either (so you would not find records on words that appeared in the field contents beyond the first 100 characters). The fix makes sure that all Contains operators in Full Text indexed databases can find words at the end of long field contents and that all of them search independently of punctuation characters and other stripped special characters. |
CV1-4587 |
An XSLT output job producing XML was downloaded with the HTML MIME-type and with the |
CV1-4585 |
When searching a non-indexed field, Collections would look at the first 100 characters in the field. The fix makes sure that now the entire field contents of non-indexed fields is searched. |
CV1-4584 |
Executing a |
CV1-4580 |
Rescheduling a scheduled task, made the task unscheduled and the schedule could not be updated (reporting a Bad request). |
CV1-4575 |
Linked field auto-complete values could be displayed as an overlay on the Find data for the field box if that box opened before the auto-complete list did when clicking the icon on the right side of a Linked field. |
CV1-4574 |
The Adlib XML (grouped) export format in Collections did not export all selected fields. |
CV1-4572 |
Derival of a record could fail with an error about disallowed field contents (of an enumerative field) in the target dataset, even if an after-derival adapl had already emptied that field to prevent such an error. |
CV1-4571 |
Exported XML from Collections was not compatible with a Designer XML import (and not the same as XML exported from Adlib) because the priref |
CV1-4566 |
It was no longer possible to print |
CV1-4530 |
Merging selected records in Result set View resulted in a blank Record details View screen. |
CV1-4519 |
Sorting on an additional multilingual Linked field removed sorting on the first one. |
CV1-4511 |
When the Standard search form was cleared with the Clear button, any marked checkboxes were not cleared. |
CV1-4500 |
The displayed order of fields on a screen in Collections was not always the same as the order in which the fields were placed on the screen in design mode. |
CV1-4499 |
Importing a certain record returned an error: invalid column name 'term'. |
CV1-4479 |
The list of modification dates on the Difference tab in the Record history box was sorted ascending (instead of descending with the most recent one on top). |
CV1-4478 |
Restoring a deleted record via the Restore icon in the Journal maintenance window failed with a DatabaseRecordNotFoundException. |
CV1-4462 |
Thumbnails were always shown as square images in Excel sheets when exporting from Collections if the WebAPI was used to retrieve those images. |
CV1-4427 |
Certain Linked fields got a red outline when values from their auto-complete drop lists were selected, but the record could still be saved. |
CV1-4424 |
When clicking the Create template from current record icon for a record in Edit mode, a 404- File or directory not found error was displayed. |
CV1-4413 |
When clicking a reference to a PDF file in the digital_reference field, the file was always downloaded even if you had set your browser to open clicked PDFs to open in a browser tab. |
CV1-4405 |
Values containing spaces could not be found when the field had an alpha-numerical index. |
CV1-4380 |
When you had navigated to a certain page in a table grid in Record details View, selected a certain line and put the record in Edit mode because you wanted to edit that line on the relevant page, the grid view reset to the first page so you had to navigate back to the page you were on earlier. |
CV1-4359 |
The Record type filter mode tooltip in the Record details settings box was unclear. Now the tooltip explains the option better: This mode makes sure you only get to see the screens and fields applicable to the record type (like a level of object type) of the opened record. |
CV1-4340 |
Numeric fields failed to show a 1,000 (comma) separator when read-only. |
CV1-4227 |
When buttons are wrapped in multiple columns on the Standard search form, clicking the Clear button made the second column buttons disappear. After leaving and going back to the Standard search form, they came back. |
CV1-3943 |
In some applications, lists of Saved searches / pointer files took a long time to load. |
CV1-3806 |
Task screen field or label suppress conditions assessing a logical field (and other field types) did not work. |
CV1-3524 |
Images printed to Word templates resulted in low resolution or thumbnail images. Fixed with new |
CV1-3377 |
Field help text did not display for fields in table grids. |
CV1-3249 |
Clicking an internally Linked field in a table grid in Record details View did not navigate to the linked record, but opened a Zoom screen. |
CV1-2832 |
Under certain circumstance, values from enumerative fields The issue could be reproduced by opening two sessions to the same Axiell Collections instance: in the first session you would set the interface language to English and in the second session you would set the interface language to something else (like Dutch or French), after which you would use the first session to do a search in the Archive catalogue and open the Hierarchy browser. The description level of each record in the Hierarchy browser would then be displayed in the interface language of the second session. |

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).
Full details about technical requirements and minimum specifications can be found here.

Release Date: 30 Nov 2022

Application Administrators should review the Axiell Designer Release Notes for recent changes that impact Collections.

Jira Issue # |
Brief description |
---|---|
CV1-4586 |
The application id (set in the application configuration) could no longer be used to set access rights, causing screens and data sources not part of the licensed application to become visible in Collections (where they are normally hidden with appropriated access rights). |
CV1-4704 |
Clicking on a Linked field |
CV1-4677 |
Advanced searches for a very large number of values in Text or Free text indexes caused a crash of the Collections Application pool. There is now no limit to the number of values that can be included in the search statement for Free text indexed fields, non-indexed fields and integer indexes (a search on thousands of values is possible). A search on a Text indexed field does have a limit of about 2100 search values. When you try to execute a larger search statement, an error message about the limit will display and it will be necessary to reduce the search statement. |
CV1-4667 |
The maximum number of records that can be loaded in the Hierarchy browser was 1000; the actual number of records to load is specified using the Number of nodes per request option in the Record Hierarchy settings box:
Any number specified higher than 1000 would be reset to 1000. With the new <Setting Key="HierarchyThreshold" Value="0" /> The
If a Note: Increasing the limit to a high value will have a negative impact on performance! |

Release Date: 31 October 2022

Application Administrators should review the Axiell Designer Release Notes for recent changes that impact Collections.


By default, the Select data source box, which displays when New or Search is selected in the Main menu, lists all data sources The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. you are authorized to work with. As the list can be long and some data sources may rarely if ever be accessed, a Settings button has been added to the box to enable each user to control which data sources are listed; it is also possible to change the order in which they are listed:
Any changes you make to the Select data source box are stored in your user profile and are persistent until changed again.
To customize the Select data source box:
-
Click the Settings button to open the Data source settings box:
The column on the left lists all data sources you are authorized to access; the column on the right lists the data sources that are included in the Select data source box in the order in which they display.
To include a data source in the Select data source box:
-
Double-click a data source name in the left column to move it to the right column
-OR-
-
Select a data source name in the left column and click Add.
To remove a data source from the Select data source box:
-
Double-click a data source name in the right column to move it to the left column
-OR-
-
Select a data source name in the right column and click Remove.
Tip: Start typing a data source name in the text field above a column to filter the list to matching names.
To change the order in which data sources are listed in the Select data source box:
-
Select a data source label in the right column.
-
Click Move up or Move down to reposition it.
While it is possible to move a sub data source (Object catalogue for instance) outside of its parent data source (Catalogue in this case), it can be useful to keep such data sources together as a visual reminder about which data sources will be searched when a parent data source is selected: for example, when a search is run in the Catalogue in this example, the search will run across all highlighted data sources:
Note: Removing a sub data source from the Select data source box does not remove it from Collections. If Accessions was removed in the example above and a search was run in Catalogue, the search would run across all of the Catalogue's sub data sources, including Accessions.
-
It is possible to restore the Select data source box to its default state by clicking the Reset button.

It is possible to sort and filter Saved searches (aka groups, Write sets) listed on the Saved searches tab of the Search box and in the Manage Saved Searches box. Here we see Saved searches sorted and filtered on the Saved searches tab:
A user's sort and filter choices are now stored in their user profile so that it is no longer necessary to set these options each time the Saved searches tab or the Manage Saved Searches box is accessed. Choices are persistent until changed again.
More details:

In multilingual systems a data language is selected from the Data language drop list in the Main menu (or top Toolbar in earlier versions of Collections). To assist with keeping track of which data language is currently active (and minimizing the risk of entering data in the wrong language), the active data language is indicated beside the data source name in the Title bar:

Selecting Print in the top Toolbar opens the Output formats box from which it is possible to print different types of output. To assist with identifying the type of output, each option in the Output formats box now includes an icon:
The icons have the following meaning:
Icon |
Details |
---|---|
|
A Word document will be created and saved to your Downloads folder. |
|
An XML or HTML page will be generated by an XSLT stylesheet and saved to your Downloads folder. |
|
A CSV, text or PDF document will open in your browser. |
|
Any other output format type not included in the above categories. |

Implementing Full Text indexing (introduced with Collections 1.14) can improve search performance in long text fields, fields with unique terms, fields with non-unique terms and 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 also provides the ability to perform phrase searching (contains phrase and does not contain phrase) in such fields in a Standard search, and to use the Starts with operator in a Standard search.
With Collections 1.15 Application Administrators have an option to improve searches where values include special characters. To be available, Application Administrators must run an update procedure in databases where Full Text indexing has already been implemented (details available in the Axiell Designer 7.8.1 Release Notes).
Without this update it is necessary to know the exact spelling of a name like O'Toole, Peter
, for example, and to include the single quote and comma in the search value in order to have a precise match:
"O'Toole, Peter
"
And if a value includes brackets, hyphens, and so on, it is necessary to include those characters in the
.With the update, it is possible to perform a search for values with or without the special characters; furthermore, it is possible to use the normalized form of letters (for example, ae
will match æ
; oe
will match Ø
or œ
).
A space is not considered a special character so must be included in search values comprising multiple terms, but when this option is implemented O'Toole, Peter
will be matched by any of the following:
- "
O'Toole, Peter
" - "
OToole Peter
" - "
O'Toole Peter
" - "
otool peter
" otool*
Following the update, these characters or combinations of characters can be omitted when searching a Full Text indexed database:

[
]
;
,
!
@
(
)
|
{
}
<
>
?
\r
\n
\t
`
-
=
\\
.
/
~
#
$
%
^
&
_
+
:
\"
\'
*
You will note that the *
and ?
are listed as symbols that can be omitted from a search. This is not, of course, in their capacity as wildcards: if you include these characters in your search value, they will behave as wildcards.
However, consider a situation where there are three terms in the Thesaurus: ABCDEF
, ABC?
and ABC*
.
Following the update, a search for ABC*
will continue to match all three terms (the *
operates as a wildcard character).
A search for ABC
however will match ABC?
and ABC*
.
The exception
The exception is uniquely indexed fields (fields that are indexed and allow unique values only): in this case it is not possible to omit a special character. For example, if a uniquely indexed object number contains a hyphen:
ABC-1234
searching for ABC1234
will not locate the record. The hyphen must be specified for a direct match; alternatively, using a wildcard, e.g. ABC*
, will return the record (along with any others where the object number commences with ABC
).
Number of characters in a search term
Following the update, a search value can be greater than 100 characters (previously a limit in certain cases). For example, if a title is long, it is possible to specify the full title as your search value in a Standard search using the equals operator; or to specify one or more words (beyond 100 characters) in a contains phrase search (not currently a contains any search however).
Diacritics
Note that searches were already case insensitive, accents were ignored in search values, and ligatures and other special letters could be matched using the normalized version of the character(s). For example:
a
will matchá
orÁ
ae
will matchæ
oe
will matchØ
orœ

A record can be marked Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). in Result set View or Gallery View by adding a tick to its checkbox; one or more records can be marked and then actioned in some way (dropped from the list of records, printed, bulk edited, and so on).
It is now also possible to mark 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. in Record details View. A Mark icon has been added to the Record details View toolbar:
One or more records can be marked in Record details View. Marking / unmarking a record in one View, marks / unmarks it in every other View (i.e. as you mark a record in Record details View, the checkbox in Result set View is marked).
To mark the current record:
- Click the Mark icon
-OR-
- Use the keyboard shortcut, SHIFT+F4.
When a record is marked, the icon appears recessed (as shown above).
Reverse the selection by clicking the icon or using the keyboard shortcut.

When records are marked Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). in Result set View, Gallery View or Record details View, the Status bar (in Result set View and Record details View) now indicates the number of marked records:

Collections 1.15 introduces a Period field type that allows date periods expressed as a natural language value, 12th century for example, to be saved and searched for.
Users only see the natural language version of the period, but the indexed (searchable) value is stored as an ISO start and end date range (i.e. a numerical value):
Period entered by a user |
Indexed value |
---|---|
12th century |
|
Spring 2022 |
|
late 2018 |
|
Early 19th Century - 2022 |
|
1950s |
|
Validation takes place after leaving the field. If a value is entered that is not recognized, a warning displays and a different period value will need to be entered, e.g.:
An overview of English natural language period elements that can be entered and subsequently searched for can be found here.
Searching
When searching a Period field the search value is specified as a complete natural language period, such as 12th century (any years must be specified as digits); do not use single words (not even truncated) from the natural language period (such as century) nor ISO dates with months and/or days. Behind the scenes the natural language search value is converted to an ISO date range and matched against the indexed values.
Note:
- When searching a broad period, the exact period specified in the search will be yielded and narrower periods that fall within its range.
- It is only possible to search for a single date period, not date period ranges.
Languages
Date values must be specified in the current User Interface language in Collections when editing or searching records. For example, if the current User Interface language is Dutch, a search might be:
my_period_field from "21e eeuw"
and if it is English, the same search would be:
my_period_field from "21st century"
The search result will be the same as the indexed value is an ISO date range that is language independent.
Supported languages are currently:
- British English
- Dutch
- Danish
- Welsh
- Portuguese
- Swedish
Application Administrators will find details about implementing the Period field type in the Axiell Designer Help.

When importing data from a CSV file, it has previously been possible to specify the field and decimal separators, and date format used in the import file. With the addition of an Encoding drop list to the CSV settings box it is now also possible to specify the encoding of the file:
The CSV settings box is accessed by clicking the Settings button in the Import box (an import is run by selecting Import from the Main menu). Full details about the Import function can be found here.
The default Encoding option is UTF8 without byte order mark; if your import file has any other encoding, select it from the drop list to enforce the selected encoding when the file is imported. Selecting the import file's encoding ensures that characters are not converted to incorrect characters during import. The following encoding options are available:
Note that if your file does have a byte order mark, a BOM (a hidden character in a file that tells the processing software which Unicode character encoding to expect from the file), Collections will automatically apply the UTF8 encoding in the file regardless of the option selected in the drop list (you can select UTF8 with byte order mark from the drop list but it is not necessary).
One way to identify the encoding in your import file is to open the file in Notepad++ and select the Encoding menu:
The file's encoding is indicated by the black dot.
Note: UTF-8
is UTF8 without byte order mark.
CSV files created in MS Excel are usually encoded as UTF-8
, hence the default option in the Encoding drop list.
In Collections versions prior to 1.15, ASCII is the implicitly assumed encoding for all imported CSV files without BOM, while UTF8 with BOM is assumed when a BOM is present.

Jira Issue # |
Brief description |
---|---|
CV1-4603 |
There was an incorrect duplicate key error when saving a particular object record. |
CV1-4590 |
Searching on enumerative fields |
CV1-4573 |
Rows in a record table grid would display briefly and then disappear if there were field suppress conditions on non-repeatable fields. |
CV1-4567 |
A contains any Standard search using wildcards returned no hits. |
CV1-4562 |
When searching on an empty string in an inherited field, records with an inherited value would still end up in the search result although that value was not stored in the record (so the field was actually empty). |
CV1-4557 |
In a Full Text indexed database, searching on part of a reference with special characters |
CV1-4554 |
There was a primary key constraint error when running a search for an empty string. |
CV1-4549 |
When editing and then saving a linked record in its zoom screen, Record details View suddenly showed the linked record; if that record did not exist in the current data source, an empty Record details View was shown. |
CV1-4544 |
Clicking a record in Result set View did not always populate Record details View. |
CV1-4540 |
An |
CV1-4521 |
Setting a field value in a multilingual field to invariant |
CV1-4520 |
There was a double |
CV1-4507 |
Data in a multilingual Linked field |
CV1-4497 |
When sorting Result set View on an inherited field, records with inherited values (which are not stored in the record) always ended up at the top or a the bottom of the list because to the sorting algorithm these fields were empty. With the fix inherited fields are treated as if their inherited value is stored in the record when sorting. If the inherited field is a multilingual field as well, this is taken into account using the current data language and the inherited field value in that language to sort on. |
CV1-4491 |
Certain sorting conditions set up for an access point, resulted in an Unexpected token, expected " instead of ‘occurrences'. error when Standard searching this access point. |
CV1-4488 |
In certain situations, an incorrect value from a Linked field occurrence |
CV1-4484 |
The options for dealing with field occurrences had gone missing from the CSV Settings dialogue for exports. |
CV1-4477 |
It was no longer possible to add a recipient email address to a Saved search schedule. |
CV1-4469 |
In a customized application (with record access rights and Default access rights set to None while the Record access user, Record access rights and Record owner fields were set by the storage adapl), it was not possible to add a new Document record: No read access for record. |
CV1-4468 |
When double-clicking a field in windows containing two fields lists, the field moved to the other list was displayed in the middle of the box instead of at the top of the box or just below the other fields. |
CV1-4461 |
Sorting on the uniquely indexed reference_number (IN) field in Result set View did not work in a Full Text indexed database. |
CV1-4459 |
Which value in a repeatable field was used for sorting the record in Result set View depended on sorting Ascending or Descending. The fix (only for Full Text indexed databases) makes sure that sorting always happens on the first occurrence of a repeatable field. |
CV1-4457 |
Adding a new occurrence in a detail or zoom screen cleared the content of the already existing occurrence. |
CV1-4444 |
The Record details View Filter mode setting Has Data would hide tabs and fields in Edit mode The fix not only shows all tabs by default when editing a record but also shows tabs containing table grids by default (even if the Has data mode has been set and the table grids are empty) because table grids are filled dynamically so it cannot be determined beforehand whether these have data or not. |
CV1-4441 |
Moving records from one dataset to another using a task no longer worked due to a code change in 1.14.1; access rights were not checked correctly prohibiting the move. |
CV1-4432 |
Sorting on the Result set View column for a merged-in field no longer worked. |
CV1-4411 |
When a new Archive (catalogue) record was created by the ADAPL command write _LOCAL, the PID fields were not filled. |
CV1-4393 |
When navigating records via Related records View, names of active data sources (as displayed above Result set View) were wrong. This was due to a previous code change in 1.14.1 causing access rights to be checked incorrectly, disallowing access to some data sources. |
CV1-4293 |
The task summary window's OK button was not always visible or displayed. |
CV1-4291 |
If the request.inf database name was changed to something else, clicking the mission items link button in the Axiell Move dashboard resulted in an error because request.inf was the mandatory name. Solved with new functionality to configure previously hard-coded database names: please see the Axiell Designer |
CV1-4273 |
When exporting Attached media, the field list on the right showed remembered fields from the last (non-media) export, but those are not relevant here. A field selection for currently chosen Format will now be remembered for this Format after you click OK. |
CV1-4237 |
It was possible to create links to a linked record when another user had locked that linked record for editing. |
CV1-4190 |
After saving a new record, the displayed record became the before-last one in the result set (which was not the record you just created). |
CV1-4150 |
JQuery libraries were outdated, causing a possible security risk. |
CV1-4104 |
An error was generated when editing Use / Used for fields when the Thesaurus was set up as feedback database for itself. |

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).
Full details about technical requirements and minimum specifications can be found here.

Release Date: 09 September 2022
Issues Resolved
Jira Issue # |
Brief description |
---|---|
CV1-4414 |
Export to Excel returned an error if media to be exported could not be loaded. With the fix, when a media file can not be found, the media reference will be exported to the Excel sheet instead of the image itself. |
CV1-4412 |
Error message at login in some multi-tenancy applications: The method or operation is not implemented. |
CV1-4411 |
When a new archive (catalogue) record was created by the ADAPL command |
CV1-4408 |
The sort order of a table grid for an "indexed link" list of linked records was not correct. |
CV1-4404 |
Result set View turned up empty after a first bulk creation operation. |
CV1-4403 |
Record details View did not refresh after the creation of a new record via bulk creation. |
CV1-4401 |
Any storage adapl generated error message was not displayed after a bulk create operation. |
CV1-4400 |
A Violation of primary key error could appear when opening the Saved searches tab. |
CV1-4392 |
Using the Create entry button in the Find data for the field box for a multilingual Linked field |
CV1-4389 |
Sorting on a Linked field column in Result set View failed if the Linked field was multilingual. |
CV1-4377 |
The German data source selection window title Wählen Sie eine Datenbank was not correct and was changed to Wählen Sie eine Datenquelle. |
CV1-4373 |
When deleting a record (with Full Text indexing in place), the index tables for unique indexes were not updated. |
CV1-4370 |
Deep links were not working in a multi-tenancy setup. |
CV1-4367 |
The Collections application start up time was a bit slow. |
CV1-4361 |
In a multilingual application, the auto-complete list for Linked fields did not show the general prohibition sign in front of non-preferred terms. |
CV1-4360 |
Multilingual Linked fields in a table grid could not be emptied. |
CV1-4358 |
Dutch labels for the Create entry (Accepteer link) and Create and edit entry (Creëer en bewerk link) buttons in the Find data for the field box were found to be confusing, so they have been changed to Creëer en Creëer en bewerk respectively. Moreover, if you hover the mouse cursor over one of the buttons, a tooltip with an extra explanation of the function of that button will show. |
CV1-4352 |
When sorting of occurrences |
CV1-4345 |
When trying to remove a child record from a parent hierarchy, you were correctly able to remove the parts record, but after saving the record it reappeared if there was an indexed link setup for the internal hierarchical relation. |
CV1-4341 |
An inherited field (linkref) in one database was incorrectly written in its reverse link in the other database when you edited and saved a child record that had an inherited value. |
CV1-4331 |
The sorting / order of the auto-complete list and the list in the Find data for the field box was not alphabetical when using the external AAT thesaurus. |
CV1-4330 |
Related records View could disappear while navigating related records. |
CV1-4327 |
Deleting object records in a Full Text database was not possible because of an Invalid object name collect_title error. |
CV1-4326 |
Searching in e.g. the Archive catalogue via the Standard search form on any field in a Full Text index application produced an Invalid object name 'collect_titlterm' error. |
CV1-4325 |
Linking an object on Linked objects screen using the Saved searches tab in the Find data for the field box was not possible for the first occurrence of the Linked field. |
CV1-4324 |
Importing numeric values containing a decimal comma did not give an error message for invalid content, but instead accepted and removed the comma. |
CV1-4318 |
The Find data for the field box showed an error when a user did not have access to a data source but did have access to the database. |
CV1-4312 |
If the current record |
CV1-4310 |
Normal (non-Full Text indexed) databases offered the Starts with search operator for Text indexed access points, which was not correct. |
CV1-4308 |
When the UI language required a comma in numerical fields in table grids, a dot was still accepted on entry but not saved, so the data was corrupted. |
CV1-4307 |
Import sometimes gave an Object reference not set to an instance of an object error. |
CV1-4305 |
There was an after-field adapl date assignment issue, resulting in an Invalid field data error. |
CV1-4301 |
Some custom screens were missing from Record details View. |
CV1-4300 |
There was a task adapl date assignment issue, resulting in an Invalid field data error. |
CV1-4297 |
In the Thesaurus is was possible to remove a term.type value from a term even when that term was in use. |
CV1-4292 |
If you selected a filter value for a Linked field from the drop-down list, Collections failed to do anything when the Filter button was clicked. |
CV1-4272 |
The Disable download property and Disable download condition property for image fields were ignored for the media export functionality. |
CV1-4262 |
An invalid value in a numeric field did not display and did not generate an error message either. |
CV1-4255 |
Record details View settings were reset to their defaults after a new search, and not remembered. |
CV1-4250 |
An indexed link configuration did not show all links in a Linked field. |
CV1-4232 |
Removing a value from a mandatory field in an existing record allowed saving the record and automatically put back the removed value. |
CV1-3866 |
Using a minus character as the boolean operator AND NOT returned incorrect search results in word indexed fields. |
CV1-3819 |
For large images, one could only get part of the image to display in Media viewer, even after zooming out. |
CV1-3787 |
Removing a Linked field did not remove all metadata records from the database. This made it impossible to add new data to the occurrence. |
CV1-3780 |
Some geographical maps did not display. WMTS based map services require an extra editable field in the Maps data source to identify the The Tile matrix set property in the relevant maps record for this service should be set to Axiell Collections 1.14.1.8250 or higher is required to be able to display this type of map. |
CV1-3760 |
A Boolean combined Standard search on an enumerative field gave a Field '' not found at combining error. |
CV1-3187 |
Default field values could not be applied to write-back fields. |
CV1-2983 |
For numerical fields with zeros padding, clicking in the field in Edit mode did not remove the thousand-separator character from the entered value. |
CV1-2750 |
A selected record was no longer highlighted in Result set View after editing and saving that record in Record details View. |

Release Date: 15 July 2022

Application Administrators should review the Axiell Designer Release Notes for recent changes that impact Collections.
Notable changes introduced with Axiell Designer 7.8 include:
- Full Text index type
A Full Text index table is (optionally) available from Axiell Designer version 7.8 and Axiell Collections version 1.14. If implemented, a single Full Text index table per
.inf
file will replace all free text index tables, all non-unique text (term) index tables and the wordlist table. As a result, SQL queries will become simpler and more efficient.Additionally, for Full Text indexed databases it is possible to perform contains phrase and does not contain phrase searching on both Text (term) and Free text indexed fields.
- Logging changes made in Axiell Designer
Changes (including deleted and added properties) to elements of the
adlib.pbk
,.inf
and.fmt
configuration files can be logged automatically, allowing administrators to keep track of who changed application properties and when, and to track down the cause of errors due to some misconfiguration. - Logging options for Collections Login and Bulk operations
Details about bulk operations performed by users and the login of users can be logged. Bulk operations include importing, exporting, printing, running tasks and find-and-replace procedures. Administrators can use the information to find out when users have logged in and who performed particular bulk operations.
- Writing a new Word document to a URL
When using the ADAPL
WordCreateDocument
function result = WordCreateDocument (template, document_or_printer, option, tag) to create a new Word document, it was previously always necessary to use a file name as the document_or_printer argument. From Collections 1.14 onwards it is also possible to use a URL as the argument.


The option to import / export data in the Tagged format has been added to Collections:
The Tagged format corresponds to the Adlib Tagged file format familiar to Adlib for Windows user; although CSV and XML are the recommended formats for the exchange of data, the Tagged format is available to assist Adlib for Windows users migrate to Collections where the Adlib Tagged file format has been used extensively. Those familiar with the Adlib Tagged file format will find that most Tagged functionality is the same, although some options are omitted as they are not relevant.
The Tagged format
A Tagged format file has a .dat
extension. The Tagged format consists of a list of field tags and values, one per line; a tag and its value are separated by a space. Records are separated by two asterisks. The following example is an export of two book records with a repeated field:
%02 29
ti Great Zulu commanders
ex 70
ex 71
au Knight, Ian
**
%0 718
ti The very sleepy pig
ex 1823
ex 1824
ex 1825
ex 1826
au Malam, John
**
Note the following when importing / exporting the Tagged format:
Field type |
Details |
---|---|
If a field is repeated, the tag is listed for each occurrence |
|
Only the resolved (visible) value in a Linked field is exported; for example, a creator's name in Linked field creator (VV) in an object record is exported. Link reference tags ( |
|
Tagged format is not recommended for the export of multilingual data as only the value in the current data language is exported without language attributes (and occurrences that do not have a value in the current data language but do have values in other data languages will be exported as empty occurrences). When importing a value from a Tagged file into a multilingual field in Collections, the value is given the current data language attribute. Tip: The recommended format for the exchange of multilingual data is XML as it allows for the export of all translations and associated language attributes. |
|
GeoLocation fields can be exported and imported as place names. GeoJSON fields can be exported but cannot be imported. These two field types are not Adlib compatible. |
|
RTF (Rich Text Format) fields |
RTF fields exported from Adlib to ADLIB Tagged file format export all RTF codes along with the field contents. As there are no RTF fields in Collections, RTF codes will be imported as field content. |

The process for exporting data in Tagged format is the same as exporting to any other format. Full details about exporting data can be found here.
In summary:
- Search 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. and view the returned records in Result set View.
- To export all listed records, select the Export
button in the Result set View toolbar.
Note: To export a subset of records, mark
Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). them first.
The Export box displays.
- Select a radio button to export data from the current
The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. record, marked
Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). records, or all records currently listed in Result set View.
- Select Tagged from the Format drop list:
-
Select which fields to export in the list of system field names on the left.
Note: By default, fields displaying in Result set View are listed in the right column and will be exported.
Notes:
- To select multiple fields individually, press the CTRL key as you click field names. To select a number of consecutive fields, press and hold the SHIFT key as you click a field and then click another field higher or lower in the list (all fields from the first clicked field to the second will be selected).
- To include record numbers in the exported data, be sure to include the priref
A record's unique identifier. Currently, the simplest way to view a record's unique identifier is to add the priref column to Result set View. The field tag for the priref field is %0. field.
- Field names with
.lref
extension will not be exported even if included in the list of export fields.
- Select OK to run the export.
The export file name is formatted as
export(#).dat
where#
is a number and the file will be saved in your Downloads folder.
Note: Unlike Adlib, it is not possible to save export settings in a parameter file or profile for re-use.

Importing data in Tagged format is the same process as importing any other format. Full details about importing date can be found here.
In summary:
-
Select Import in the Main menu.
The Select data source box displays with a list of all data sources you are authorized to work with:
- Select the data source in which records will be updated by the import (the target data source).
The Import box displays.
- Select Tagged from the Format drop list.
-
In the File field, locate the file with the data to be imported:
- Select the fields to import.
Although you can select the priref
A record's unique identifier. Currently, the simplest way to view a record's unique identifier is to add the priref column to Result set View. The field tag for the priref field is %0. (record number) field, this value is never imported as newly created records are always assigned a new record number.
However, if the purpose of your import is to update existing records (you select the Update only option) and you set the priref field as the Match field, the priref in the import file will be used to find matching records (more details here).
Tip: For an update import, the Match field does not need to be in the list of fields to import.
- Make any other settings as desired and click OK to start the import.
Notes:
-
Adlib parameter files cannot be loaded in the Import dialogue in Collections but it is possible to save import settings in a new Profile (details here).
-
The Adlib for Windows Process external links and Process internal links options (marked by default) are not present in Collections because they are rather advanced options that most users should never switch off. In Collections, external and internal links will always be processed, which means that Collections tries to find a record in the linked database matching the imported Linked field value (the first one it finds) and then creates the link to that record. If the imported linked field value does not exist in the linked database, a new linked record with the candidate status and the proper domain for the Linked field will automatically be created and the link to that record will be established.

Previously, when exporting a media field such as reproduction.referencewith the Export to Excel option, the export file would include a text reference to an image, not the image itself.
Now the export file includes a thumbnail of the first linked image in a record; the size of the image is specified using the Thumbnail option in the Result set View Settings dialogue. For non-image media such as movie or music files, an icon indicating the media type is included in the export file.
Details here.

The Export tool accessed from the Result set View toolbar now enables authorized users to export media files that are linked to one or more records currently listed in Result set View.
In the Export box select Attached media from the Format drop list to export media to a zip file:
When exporting image files, they can be converted to another format and/or resized.
Details here.

Copying and sharing a link to the current record in Record details View or to the search query that generated a list of records in Result set View is now possible with the Deep Link option available in the Result set View and Record details View toolbars:
- In Record details View, selecting Deep Link copies a 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..
- In Result set View, selecting Deep Link copies a link to the search query or Saved search that generated the list of records in Result set View. Note:
- The link is to the query that generated the initial list of records: if you change the set by dropping one or more records from Result set View and then copy the link, the dropped records will be listed when the link is followed. If you want a link to a modified record set, save the set as a Saved search, open the Saved search in Result set View and then copy the link.
- If a Saved search is modified after a link is shared, users will always see the list of records generated by the modified Saved search as the Deep link is to the Saved search itself.
A message confirming that the link has been copied to the Windows clipboard will display in the right upper corner of the browser window:
The link can now be pasted and shared.
Note: The link will not work if you paste it into the Address bar of a browser tab that is already running Collections. When a user clicks the link in an email etc., Collections will always open in a new tab.

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. version 7.8 provides Application Administrators with an option to implement Full Text indexing in Collections 1.14 onwards. If implemented, this can improve search performance in long text fields, fields with unique terms, fields with non-unique terms and 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 also provides the ability to perform phrase searching (contains phrase and does not contain phrase) in such fields in a Standard search (although not yet an Advanced search). When performing a contains phrase search, a record will be returned if the exact combination of words in your search value (ignoring case) is located in the search field.
For example, a contains phrase search for dollhouse with furniture in the title (TI) field would return records with titles such as Wooden dollhouse with furniture and lights and Dollhouse with furniture, but not Dollhouse with plastic furniture.
Tip: It is not possible to truncate terms in a phrase search.
Without Full Text indexing, contains phrase and does not contain phrase searches are only possible on Text (term) indexes, not on Free text indexes for long text fields such as Notes and Description.
Tip: A description of the difference between Text (term) and Free text indexes can be found here.

When Full Text indexing has been implemented, the starts with search operator becomes available when searching all text fields in a Standard search.
starts with is useful when searching long text fields as it allows you to search for the first word in the field, in contrast to equals, which searches for your search term anywhere in the field.
Your search term is implicitly truncated, so a search for littl
operates as if the *
wildcard has been used, e.g. littl*
.

XSLT stylesheets for inline reports and output formats now support all functions included in XSLT version 3.0 and earlier. This means that more advanced stylesheets for these purposes can now be made.

Jira Issue # |
Brief description |
---|---|
CV1-4320 |
An Object reference not set to an instance of an object error appeared when searching a data source |
CV1-4318 |
The Find data for the field box showed an error when a user did not have access to a data source while they did have access to the database. |
CV1-4309 |
Users were prevented from seeing data in fields where it should appear because Collections applied the permissions from the |
CV1-4296 |
The order of the columns (after changing them) in the Manage saved searches box was not persistent. |
CV1-4276 |
After entering a non-existing term in a Linked field, the Find data for the field box did not contain the term in the search key field anymore. |
CV1-4271 |
Some single-sided connect entities did not work anymore. |
CV1-4270 |
The ADAPL |
CV1-4247 |
|
CV1-4241 |
An Advanced search on a link reference tag of an indexed Link field returned an error: Invalid column name 'term'. Invalid column name 'priref'. |
CV1-4238 |
An error 8 (Internal error) occurred when writing a record using FACS with an indexed link reverse link filled. |
CV1-4236 |
Setting a Linked field |
CV1-4230 |
The sort fields list for an Indexed link configuration did not offer a (Free text and Text indexed) title field. |
CV1-4228 |
A Search and replace with the Remove occurrence option marked terminated the replacement job when a record with only one occurrence |
CV1-4224 |
A logical field merged-in with a Linked field mapping, displayed as a text field instead of a checkbox. |
CV1-4223 |
The Write once setting blocked saving of an existing record in which the WriteOnce field had not been changed. |
CV1-4220 |
Sorting on two fields in an Advanced search statement was problematic. |
CV1-4211 |
After refreshing Result set View, the collect record that had just been linked to a loan record via a customized task was not retrieved anymore. |
CV1-4206 |
Error when a date field's default value was set to Current date while the interface language was Arabic. |
CV1-4204 |
After switching to interface language Arabic (right-to-left) records could not be saved due to a date / time conversion issue. |
CV1-4201 |
After clicking on a parent (broader term) or on a child (narrower term) in the Thesaurus, clicking again on the original term did not work. Even when clicking on it in the Hierarchy browser, it did not work. |
CV1-4198 |
Error messages from a task adapl were displayed twice. |
CV1-4197 |
The Add, Remove and Edit buttons were cut off on the right side in the Manage saved searches box. |
CV1-4196 |
A Bad request was reported when clicking the Create entry button in the Find data for the field 'mission_item.action' box. |
CV1-4193 |
The ADAPL |
CV1-4187 |
Searching a non-indexed field resulted in a set with as many hits as there were occurrences with the search key in total. |
CV1-4186 |
With the interface language set to Spanish, columns in Result set View were displayed as data / people / do, data / people / n4 instead of their field names. |
CV1-4183 |
When searching for a GeoLocation the font used was white on a white background. |
CV1-4180 |
Reverse relation loans->collect was no longer shown. |
CV1-4166 |
All access restrictions set in the |
CV1-4165 |
System variable |
CV1-4163 |
The <SingleSignOn ClientId="[your client id here]" Authority="https://login.windows.net/[your tenant id here]/" Provider="Azure" /> setting in the |
CV1-4162 |
Search and Replace: Remove occurrenceoption terminated the replacement job when a record with only one occurrence was reached with an error message stating that you are not allowed to remove the last occurrence of a field. |
CV1-4157 |
Advanced search operators WHEN and WHEN NOT returned incorrect results. |
CV1-4149 |
User names were stored in cookies. |
CV1-4146 |
Field lists in the Related records settings box did not default to the English (reverse) relation texts when translations were missing. |
CV1-4145 |
A detached Record details View showed up blank. |
CV1-4144 |
The Count function on the Standard search form did not respect an active (search) filter. |
CV1-4143 |
A detached Record details View displayed repeated enumerated |
CV1-4142 |
Connect entities failed for some datasets, although linking them via Record details worked fine and source and destination fields were configured identically. |
CV1-4140 |
When the Import box was open, all the other Main menu options were still accessible. |
CV1-4135 |
Hyperlinks did not work in the contextual help texts for fields. |
CV1-4127 CV1-4101 |
Dialogue windows did not always fit the available space in Collections for a minimal screen resolution of 1920x1080 pixels with the Windows scale factor set to 150% and 100% browser zoom. |
CV1-4123 |
ItemNotFoundException was thrown, when clicking the Records featuring keyword button in the Find data for the field box when opened from within a task screen. Due to the fix the Records featuring keyword button will no longer be available in this situation. |
CV1-4119 |
Horizontal scroll bars and numbers in the footer were not available anymore when the mission item screen was resized. |
CV1-4109 |
Error when searching with Expand: Invalid object name 'collect_rec_stat'. |
CV1-4107 |
Field properties were not available for fields in table grids. |
CV1-4100 |
Reverse relation metadata was not copied when copying a record. |
CV1-4096 |
XSLT templates with template type Raw would output text instead of XML. |
CV1-4095 |
When copying field contents using the menu or CTRL+D from a field group occurrence displayed in a table grid, all occurrences of that field group would be emptied (directly or after pasting). |
CV1-4093 |
Dates stored in forced records were stored in their presentation format, causing data integrity issues. |
CV1-4088 |
Images in HTML fields were not displayed. |
CV1-4084 |
In the link screen for an external thesaurus the detail screen showed incorrect or no data. |
CV1-4079 |
For Linked fields, the Count function in an Advanced search only counted unique occurrences. |
CV1-4070 |
In a specific application, table grids and Hierarchy browser no longer displayed broader or narrower terms and their merged-in values. |
CV1-4066 |
An Invalid numeric value '4,5' for Field 't4' error prevented a mandatory field to be filled in. |
CV1-4052 |
SAML OKTA generated a Too Many Requests error. |
CV1-4050 |
The auto-complete drop down for Linked fields
If a non-preferred term is selected, it will automatically be replaced by its preferred term. |
CV1-4040 |
A context field could lead to a screen (and thus the entire record) not being displayed. |
CV1-4034 |
A Standard search on Df (description_level) = 'FONDS' in the Archive catalogue would freeze Collections. |
CV1-4027 |
For Search and replace, the Confirm replacement box layout was distorted. |
CV1-4021 |
There was an error when selecting an external thesaurus from the Find data for the field box. |
CV1-4013 |
An error occurred when loading a screen for metadata. |
CV1-4006 |
HTML links in XSLT Inline Reports always had target=_parent. |
CV1-3980 |
A 404 - File or directory not found error was generated when trying to create a template from the current record |
CV1-3938 |
The |
CV1-3937 |
When exporting using either the Export or the Export to Excel function, the resulting export was not arranged in the expected order of fields. |
CV1-3926 |
One could not select a record in the Hierarchy browser to display it in Record details View if that record was already selected in Result set View. |
CV1-3861 |
There were severe performance issues, even with simple searches, when using a context field. |
CV1-3815 |
Fields with less text than others on the same line took the same number of lines vertically and unnecessarily spanned many rows when other in-line fields with more text spanned many rows. |
CV1-3794 |
A prompted report did not pass on parameters from the input form to the adapl for an XSLT output format. |
CV1-3772 |
When searching for a specific object via its object number in a specific application, a 504 gateway timeout error occurred. |
CV1-3766 |
When an adapl-only output format contained a pdest 'document.txt' file instruction, the result in the browser was still a |
CV1-3765 |
In a Linked field, using the Filter button followed by a Standard search gave an Unexpected token, expected ')' instead of 'sort'. error. |
CV1-3757 |
A specific Expand Advanced search timed out. |
CV1-3754 |
Some metadata reverse relations were not visible in Related records View. |
CV1-3725 |
Results of an Advanced search when using any of the <,>,<=, >= operators for non-indexed numeric fields contained incorrect values. |
CV1-3697 |
Dates assigned via an after-field adapl were not saved in the record. |
CV1-3623 |
In field lists field names were displayed as data / people / do, data / people / n4 instead of their English field names if the interface language was Spanish. |
CV1-3597 |
A specific Advanced search ( |
CV1-3547 |
Opening the Media viewer reset the sort order in Result set View. |
CV1-3512 |
An adapl+Word template could not print an image if the reference came from a FACS record while the FACS database was not equal to the current database. |
CV1-3497 |
In the Hierarchy browser, dragging nodes within a node set (reordering siblings) appeared like it was doing something wrong. |
CV1-3493 |
A record that has both a broader and a narrower relation to the same record can be saved. |
CV1-3481 |
The Change Tracking Service had incorrect field mappings to Acquisition number and Acquisition source in OTMM. |
CV1-3425 |
When Collections (or the WebAPI 3.0.20164.1) retrieved an image converted from |
CV1-3411 |
Advance searching on a non-indexed date field with the operator |
CV1-2750 |
A selected record was no longer highlighted in Result set View after editing and saving that record in Record details View. |

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).
Full details about technical requirements and minimum specifications can be found here.

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 $REST = None in combination with role-based access rights were missing in Record details View. |
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 April 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 that 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 that 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 that 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 dialogue boxes 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 box 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 that 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 that 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 WRITE access rights to a Saved search still had an active Delete button for the Saved search. |
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 WRITE access rights correctly (several buttons for Saved searches were unavailable). |
CV1-3923 |
Collections did not process Saved search FULL access rights correctly (several buttons for saved searches were unavailable). |
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 LOCK, WRITE or DELETE FACS operations in the current database ( An error 38 (Error reading lock file) will be generated if the user has insufficient access rights in the For a Change location task adapl for example, this means that for a user to be able to perform this task in, say, a data source like the Internal object catalogue (associated with the |
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).
Full details about technical requirements and minimum specifications can be found here.

Release Date: 03 February 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 that was already locked. |

Release Date: 11 December 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 shortcut: 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 that 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 tooltips 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 that 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 that 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.