Release notes

Previously, a thumbnail would display in Gallery View and Result set View for each image file linked to a record. Here the selected record in Result set View has two linked images:

and the same record in Gallery View has two thumbnails:

To improve the performance of Collections only one thumbnail now displays when records are listed in these Views.

By default, the thumbnail that displays is for the first linked image unless an image has been set to preferred (details here). In this example, the second image was set to preferred and it displays in Result set View:

Search and replace now includes an option for removing an occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name(au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. from a record when a value is matched in a searched repeatable field.

An occurrence is a field designed to be repeated because more than one value is possible for the field (e.g. a book can have more than one author so the author.name(au) field is repeatable). A single field can be configured to be repeatable, and groups of fields can be configured to be repeated together. For example, Creator (creator(VV)) is a member of a group which includes five repeatable fields (Creator, Qualifier, Role, Place and Production notes); when we add an occurrence of any one of these fields, all five fields are added together (full details about occurrences here):

When a value is deleted from a repeatable field using Search and replace (details here) and the Remove occurrence option is not selected (or it is not available), the occurrence is only removed from a record if:

• it is the last (trailing) occurrence (Repeated group 3 in the example above)

  -AND-

• it is a single repeated field or there are no values left in any of the fields in the group.

With the Remove occurrence option the occurrence is removed from the record when the Replace value is matched in the searched field; and in the case of a repeated group of fields, all fields in the group are removed.

For example, if we search creator(VV) for Smith, Fred and select the Remove occurrence checkbox:

all five fields in Repeated group 1 are removed when the search value is matched in creator(VV) (even though it is not the trailing occurrence AND it includes a value in the Role field):

When records can be organized in a hierarchy of parent / child relationships, values in child records are inherited from their direct parent in fields that have been configured to be inherited. This can be extremely efficient as a value only needs to be entered and saved in the parent record to be inherited by all of its children (more details about inherited fields and their values can be found here).

But if the value is not stored in the child record this raises the question: how do you search for a record using a value that is not actually stored in the record? The short answer is the Expand option: when performing a Standard or an Advanced search, the Expand makes it possible to search for records using one or more values inherited from a parent record.

While the Expand operator has been very useful, its use is not particularly intuitive, not least because users expect that a value is searchable whether it is inherited or not. For that reason Collections 1.13 removes the need to use the Expand option when performing a search in a field that is configured to be inherited. Now a search on say Title="Creature from Mars" will automatically return a parent record with this title and any of its child records which have inherited this title; as you would expect, a child record with a different title will not be returned by this search.

When to use Expand explicitly

Whether a field has been configured as inherited or not, every empty field in a child record behaves as if it has inherited the value from its direct parent. You would still use the Expand operator to return a record with the search value in the field AND, if it is a parent record, retrieve any of its children where the search field is empty.

Details about when and how to use the Expand operator can be found in the Standard and Advanced search topics.

Tip: It is not necessary to change previously created Saved searches which use the Expand operator.

Information for Application Administrators

If an implicit Expand search on inherited fields is undesirable, it can be switched off by including the following setting in settings.xml:

<Setting Key="DefaultExpand" Value="false" />

With this setting, the Expand operator will need to be used explicitly when searching inherited fields (as it is in versions of Collections prior to 1.13).

Note: This setting applies by default and does not need to be set to true.

Previously, unless access rights were explicitly limited, all users had Full access rights to all Saved searches by default. This is no longer the case from Collections 1.13 onwards: now only the user who creates a Saved search (the owner) has Full access to it by default and other users only have Read access.

Note: Users with the $ADMIN role have full access to all saved searches.

If a user / group should have other access rights to a Saved search (None, Write or Full), the owner, or other authorized user, must specify those rights on the Rights tab for the Saved search.

Details about Saved searches and assigning access rights can be found here.

Users with access to Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer. can also specify default access rights for all Saved searches created in a particular database in its Default pointer file (details here).

The Search box and several other dialogues were too large to display in their entirety in the browser on small screens such as laptops or when the browser itself was relatively small. This caused parts of the dialogue to be hidden and effectively unreachable.

Now the size of many dialogues is not only manually adjustable by dragging their borders, but also responsive to the available space in the browser (excluding smart phone screens). Many dialogues do still have a minimum size however.

The responsiveness of a dialogue kicks in when it is opened, not when a dialogue is already open and the browser is resized or a higher browser zoom level is selected. Responsiveness could result in a different layout in the dialogue and perhaps repositioning to ensure that all dialogue components remain accessible, e.g.:

When entering a value in a Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). , a drop list displays from which a value can be selected:

and when the Find data for the field box is opened, values which can be searched and selected are listed:

The list of values can be filtered; for example, as we see in the screen shot above, it is possible to filter the Creator field to names from the creator domain and to show only names with the candidate status. Users can turn these filters on and off.

However, a restriction to domain and candidate status may not be sufficient, and Collections 1.13 offers an additional way for Application Administrators to limit which values can be selected by users by applying a search filter to a Linked field. When set up, only values which meet the search filter will be listed for users in a Linked field drop list and in the Find data for the field box.

For example, in data sources that have multiple record levels (e.g. Archives / Film), it is only relevant to select from item-level records when attaching items to a loan and the list of linkable records can be restricted to these. An Application Administrator might further decide to limit the list to items that are actually available (e.g. items without lending restrictions) so that an unavailable item cannot be inadvertently selected. This helps to ensure that correct links are made to records.

Note: Search filters set up in this way will also apply when the Extend search option is selected in the Find data for the field box.

Application Administrators will find details about setting up a search filter for a Linked field in the Designer 7.7.5 release notes.

The 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:

1. Click the Settings button.
2. Locate the Simple search option (start entering Simple in the Fields text box to filter the list to matching values).
3. 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:

1. Click the Link button in the Linked field to display the Find data for the field box.
2. Click the Filter button to display the Search box.
3. On the Standard tab you can enter a known value for the record you are looking for in the Simple search field and your search will be run across multiple fields simultaneously.

Note: If the Simple search does not display on the Standard search tab, add it using the steps described above.

Several keyboard shortcuts have been added for handling occurrences If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name(au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once.:

• Reordering occurrences: CTRL+arrow

  Reordering occurrences was previously only possible using the Occurrence menu options (Move row down / Move row up) in the Record details View toolbar. Shortcuts are now available for these two options. With the cursor in a repeated field, press the CTRL key and then press a keyboard Up or Down arrow to move the occurrence. If the field is part of an occurrence group, the entire group of fields will be moved.

  In this example, there are two occurrence groups (two creators are listed) with five fields in each occurrence group. The cursor is in the Role field in the first occurrence group (it could be in any one of the five fields in the group):

  

  Press CTRL+Down to move the entire occurrence group down:

  

• Remove an occurrence: CTRL+Q

  The Occurrence menu option Remove row, which is used to remove an occurrence (or group of fields if the field with the cursor is part of an occurrence group), now has a keyboard shortcut, CTRL+Q:

  

  Place the cursor in the field occurrence to be removed:

  

  Press CTRL+Q to remove the occurrence (and all fields in the same occurrence group):

  

• Reorder occurrences in Zoom screens A Zoom screen is a pop-up screen similar to Record details View but with fewer options, fields and tabs. It will pop-up and display summary details of a Linked record (for a term, person, location, etc.) when an underlined value is clicked in Display mode or the Details button is selected when linking records in Edit mode, for instance. Typically, record details in a Zoom screen can be edited.

  When a record (call it the primary record) links to another record (call it the target) from a Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref)., the target record can be viewed and edited in a Zoom screen by clicking the data in the Linked field. In this example an Object catalogue record links to a Thesaurus record for the term fabric:

  

  If the target record includes a repeated field it was previously possible to remove but not to move occurrences; it is now possible to reorder occurrences using either the Occurrence menu (Move row up / down) or the new keyboard shortcuts: CTRL+arrow. For example, when we click fabric in the screen above, the Thesaurus record for this term opens in a Zoom screen. We see that Narrower Term is a repeatable field and there are four occurrences:

  

  To reorder the occurrences:

  1. Click Edit .

  2. Place the cursor in the occurrence you want to move (wool in this example):

     

  3. Select Occurrence>Move row up (or down)

     -OR-

     Use the keyboard shortcut, CTRL+arrow:

     

For various reasons a data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. may end up with two or more records for the same person, Thesaurus term, Catalogue item, etc. Typically you will want to merge them into a single record holding the most accurate data, and delete the superfluous records. Record merging functionality introduced with Collections version 1.12 enables authorized users to:

• identify a master record (the target) and one or more versions of this record (source);
• copy select data from the source record(s) to the target; and
• delete the superfluous source records.

See Merge records for full details.

Every time an Advanced search is run the records returned by the search are saved as a set, and the search statement that returned those records is listed in the Set(s) box and assigned a number:

The records returned by a previous search can then be recalled by referencing the search statement's assigned set number. For example, to recall set number 1 in the example above (creator = wood*) we can specify:

Note: This does not execute the search, it recalls the records that were returned when the search statement was added to the Set(s) table. To execute (re-run) a search, select a set, click Copy set and then click Find. Full details about Advanced search sets can be found here.

Prior to Collections 1.12, the Set(s) box displayed the search statement precisely as it was entered in the Search statement box; for example if your search statement was:

a new set was added to the Set(s) box recorded and the search statement recorded was:

set 1 Or set 2

Now, instead of an obscure reference to the set and its number, the more user-friendly search term that generated a set is shown:

When you enter one or more search values on the Standard tab of the Search box and run the search, the search value(s) will be remembered next time you view the tab. This can be useful when fine tuning search results; and if you do not need previous search values, you can of course click Clear to remove them all.

If a previously entered search value is short however (an asterisk for example), it is possible to miss it when running a new search, and this will affect your search results. From Collections 1.12 onwards, if a search field on the Standard tab holds a value from the previous search, the field is highlighted with a bold black border:

The Filter option enables each user to define a subset of records that limits all their searches to this record set while the filter is active. A curator of ceramics, for example, might only be interested in Object catalogue records where:

• Management status = internal

  -AND-

• Object category = ceramics

By specifying a filter with these two criteria in the Object catalogue, any searches performed by the curator in this data source will always occur within the subset of records that meet the filter's criteria. A search for objects created in the 20th Century will only return records for ceramic objects that were created in the 20th Century and which are currently in the organization's collection: no records will be returned where Object category = paintings, for example, or where Management status = disposed of.

Note: A filter is essentially a persistent search statement that is automatically added to every search query until you disable it.

Without a filter, you can achieve the same result on the Standard and Advanced search tabs but it is necessary, of course, to specify all search criteria every time you run a search:

Filters also apply to Saved searches and searches using the Quick search option available from the Result set View and Gallery View toolbars. Quick searches are pre-configured to search one or more fields (if you select creator from the field drop list, your search will be run in that field):

But with a filter in place, the search will only return records where the filter's conditions are also met.

Filters are remembered per user and data source: if a filter was active in a data source when you logged out of Collections, it will be enabled in that data source when you log back in.

Full details here.

Collections can be open in multiple tabs in your browser; previously only the title of the application was shown in the tab header:

To further improve the accessibility of Collections, the name of the data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. open in a tab and the record number of the currently selected record are now shown along with the name of the application. If the text is too long to fit in the tab header, hover the cursor over the tab to view the full text in a tooltip:

This change, which requires no setup in Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer., will allow screen readers to better distinguish between tabs.

The icon used to minimize or maximize the Main menu has been changed from:

to:

The change was made as the previous icon was less intuitive and was used elsewhere in Collections for a different purpose.

Now when minimized, the arrow switches direction:

The associated tooltip has been improved for screen readers:

The Download button beside Image and Application (document) fields can now be conditionally hidden for specific users / groups so that, for example, only certain users can download images / files registered in a field in the current record. A condition could also specify that the presence of the button depends on values in some other field(s) in the record.

Note that the Download button can of course be disabled unconditionally for a field. Information for Application Administrators can be found here.

Requires Axiell Designer 7.7.4 and Collections 1.12. Information for Application Administrators can be found here.

The Filter button in the Find data for the field box has been renamed Extend search to better reflect its function: clicking the button opens the Search box and allows the user to perform a Standard or Advanced search when trying to identify which record to link to:

The change also avoids confusion with the new Filter functionality introduced with Collections 1.12.

Labels for Collections functions (buttons, menus, associated tool tips etc.) are now available in Spanish, which can be selected from the Interface language drop list in Main menu (once enabled by your Application Administrator in Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer.).

Note: The translation of field labels, tab titles in Record details View and the like is not included in Collections releases.

A Selective Dissemination of Information (SDI) service in Collections enables users to schedule a saved search to run automatically at specified times with the result of the search printed or emailed (details here). This functionality requires an SDI server to be setup and running in the background (contact Axiell Support for details).

An alternative implementation of the SDI server is now available. Changes include:

• On the Destinations tab of the Saved search schedule box, the Printer destination field is now a drop list from which a printer can be selected (previously it was necessary to provide the full path to a printer if you did not want to use the default printer):

  

• The Run now button allows you to test the SDI profile immediately in order to confirm that search results are printed or emailed as expected.

• Text added on the General tab in the Comment field is used as the email body in cases where a report has to be emailed as an attachment. If you specify an XSLT style sheet (producing HTML) in the Format field on the General tab and select Plain text on the Destinations tab, the comment text will end up in the body and the generated HTML file (named using the value specified as Subject on the General tab) will be attached to the email; select HTML on the Destinations tab instead to have the generated HTML inserted in the email body itself.

• When a new SDI profile is saved, it is now listed in the Scheduled tasks box which is accessed from the Main menu by selecting Schedule. Whenever the schedule is executed (manually or automatically), the status of the listed task in the Scheduled tasks box will change accordingly. The Subject provided for the saved search schedule is shown as the Description of the task in the Scheduled tasks window (if no subject was provided then the saved search Title is used).

Note: The Limit option on the General tab (used to specify the maximum number of records on which to report) is not yet active for this new SDI implementation.

For this new implementation of the SDI background service the path provided in the Format field on the General tab (pointing to an adapl or XSLT stylesheet to layout the output) has to be relative to the folder containing the Collections application .pbk file, e.g.:

..\xslt\mytemplate.xsl

In the prior implementation of the SDI service, the path specified here was relative to the folder which holds sdi.exe (the SDI server).

Ask your Application Administrator which folder holds the relevant file and what path should be recorded here.

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).

In systems where record auditing (journalling) has been enabled (details above), authorized users have access to a new Maintenance>Journal Maintenance option in the Main menu with the option to restore deleted records:

Full details here.

Security and other configuration improvements introduced with Collections 1.12:

• The example settings file, settings.example.xml, included with a Collections installation or update has a new setting which redirects all Collections http requests to the more secure https 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 the system.web and system.webServer nodes in the web.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.

A number of changes have been made to the Axiell Collections User Interface to improve accessibility:

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

In Record details View it is possible to add values to a list of favourites for each field and then select from the list when editing a record. This can be useful if the same value (term, name, date, etc.) is often entered into a field as it can be selected from the list of favourites rather than needing to be keyed into the field.

To add a value to a list of favourites for the current field: in Display or Edit mode A record is either in Display mode (we view its details) or Edit mode (we add or edit its details). A record enters Edit mode as soon as we create a new record, copy a record in Record details View or edit an existing record. right-click a field with a value and select Add to favourites in the context menu:

The value is added to a list of favourites for the current field, and from there it can be selected and added to a field when editing a record. If this is the first value saved to the favourites list for this field, two options are added to the context menu: Favourites and Manage Favourites.

A favourite is saved:

• per field: a value saved as a favourite for one field will only be listed for that field.
• per user: each user has their own set of favourites.
• per application: if your institution runs more than one Collections application, favourites are not shared between applications.

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

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

2. Select the required value from the sub menu:

   

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

Note: The Favourites and Manage favourites option are only present in the context menu if at least one favourite has been stored for the field.

With the Manage favourites option it is possible to change the order of values in the list of favourites for the current field, delete a value from the list, remove all values from the list, and view the complete text of a value. Select this option to display the Manage favourites box:

Here it is possible to:

Option	Details
Change the order of values	Select a value in the list and click the Up / Down arrows to the right to move the value higher or lower in the list.
Clear the list	Select Clear to empty the list of all values.
Delete a value	Select a value in the list and click Delete to remove that value from the list.
View long values	When selecting a value from the list of favourites using the Favourites option, long values can be cut off in the list: to view the full value in a tooltip, hover the cursor over the value in the Manage favourites box.

Record groups can accumulate over time in the Manage saved searches box and this can make it difficult to locate a particular group. A Purge button has been added to the Manage saved searches box, enabling Administrators (users with the $ADMIN role) to purge groups that were modified, created or last retrieved before a specified date:

Three date columns are available in the Managed saved searches box:

• Modification date: the date on which the group was accessed (using Re-run) or edited in some way.

• Creation date: the date on which the group was created.

• Last retrieved: a new column which records the date and time when the group was last accessed (using Show or Re-run) and its records were listed in Result set View.

  Note: A Last retrieved date and time will not display for a group until a user retrieves it in Collections 1.11 or higher.

Groups can be sorted and filtered on any one or more of these dates by clicking the ellipsis in a column header. Although it is not necessary to sort or filter groups before purging them, it can be handy to do so.

To purge groups:

1. Open the Manage saved searches box by selecting in the Result set View or Gallery View toolbar.
2. Click Purge to open the Purge saved searches box:

   

3. From the when drop list, select which type of date will be used to purge groups:

   

4. Key a date into the before field, or select a date by clicking the Calendar icon: groups created, retrieved or modified before (not on) this date will be purged.
5. Click OK.

   A confirmation message will display indicating how many groups will be purged and asking whether you want to proceed:

   

6. Click Yes to proceed.

This process removes one or more groups from the Manage saved searches box: it does not delete any records in the purged group(s).

When a record has hundreds or thousands of reverse or hierarchical links to other records (e.g. a loan record linked to numerous object records, or an archive record with many child records), opening, editing and saving the record can be very slow.

A new (optional) SQL table structure has been designed to improve performance when processing records with heavily used Linked fields A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref).. This change, which can be implemented by your Application Administrator or by Axiell ALM, requires Axiell Designer 7.7.3 onwards. Details can be found in the Axiell Designer online Help.

Indexed and non-indexed fields are now more easily distinguished when selecting fields in many places throughout Collections, including:

When performing an Advanced search

Although it is possible to perform an Advanced search on both indexed and non-indexed fields, searching on fields that are non-indexed is much slower (details here). By default the Fields list on the Advanced tab only includes fields that have been indexed but non-indexed fields can be included in the list by selecting Settings on the Advanced tab and enabling Show non-indexed fields too:

Previously, there was no obvious way to distinguish between indexed and non-indexed fields when selecting from the Fields list, and therefore no way of knowing in advance whether a search might be slow because the selected field was non-indexed. Now indexed fields are displayed in bold, and non-indexed fields, which are listed after indexed fields, are labelled as (Not indexed):

In Result set View

Result set View lists records in a table of two or more columns in which each column is a field in a record. In the Result set settings box, accessed by clicking Settings in the Result set View toolbar, it is possible to select which fields are used as columns. While both indexed and non-indexed fields can be selected, it is not possible to sort records in Result set View on non-indexed fields, but again there was no obvious way to distinguish between the two types of field. Now indexed fields are displayed in bold, and non-indexed fields are labelled as (Not indexed):

Fields in which values are selected from a drop list are called enumerative fields in Collections. Values in these fields are read-only; they are added and, in a multilingual system, translated by your Application Administrator in the Collections administration tool, Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer.. The value that you see in an enumerative field in the User Interface is a display value associated with the current interface language, but the actual value stored in the database is a language-independent neutral value.

Previously, when exporting values from enumerative fields with the Export to Excel and Export > CSV functions, it was the neutral value that was exported, but now the value in the current interface language is exported.

Note

When importing values into enumerative fields, it is always necessary to use the value stored in the database rather than the value which displays in the User Interface: if you have exported values in enumerative fields using the Export to Excel and Export > CSV functions, the export file cannot be used to import data into enumerative fields unless the interface value is replaced with the value actually stored in the database (details here).

Previously, the Copy record and Record templates functions were available in the Record details View toolbar in all data sources by default. Application Administrators now control the availability of each function per data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on.. By default, when one of these functions is enabled in a data source, all users will have access to it, but access rights can be assigned to determine who can make use of it.

Note: When Collections is upgraded to version 1.11, users will lose access to both of these functions. It is necessary to enable these functions explicitly in each data source in which users require them.

Application Administrators can find details in the Axiell Designer Help.

With the Collections Import tool it is possible to import object / archive records with a new current or default location it is also possible to update the current location of existing object records but note that this will not update the object's location history; updating an existing object's current location is better achieved with the Change locations task.

Where location names are unique it is possible to link object / archive records accurately by specifying a location name in location.default.name or current_location.name in the import file. A problem arises however when location names are not unique, something like Shelf 1 for instance. Previously it was not possible to import non-unique location names and expect the link between an object / archive record and a location record to be correct: if there is more than one location called Shelf 1, which is the correct Shelf 1?

If two conditions are met, it is now possible to import locations with non-unique names:

• An appropriate location context field must be available.

  Context fields are usually unlabelled and read-only. Locations context fields, which are typically placed beneath the Normal location and Current location fields in object and archive records, display the entire location hierarchy from the current location upwards. In this example, the current location of an object is Bay 1 (the Object record is linked to the Locations and containers record for Bay 1), and the context field shows the entire hierarchy from Bay 1 up to the highest level, National Museum:

  

• A record for every location you wish to import must already exist in Locations and containers, as well as its upper hierarchy.

  For example, if a new location hierarchy is Room 2/Upright 2/Shelf C, records for these three locations must already exist in Locations and containers and they must be hierarchically linked.

When constructing the .csv import file:

• Use the location context field (location.default.context or current_location.context), not the linked location field itself (location.default.name or current_location.name).
• As the import value, specify the full location context string of the target location up to and including the location or container name itself, e.g.:

  Room 2/Upright 2/Shelf C

  In this case, the Locations and containers record for Shelf C (the location that is linked hierarchically to location Upright 2, which in turn is linked to location Room 2) will be linked to the relevant location field (location.default.name or current_location.name) in the object record.

Note: The full location context string is not actually stored in the location context field as the contents of such fields is generated dynamically.

If an imported context string cannot be resolved because the relevant hierarchy does not exist in Locations and containers, an error will be generated and the record will not be imported / updated:

A large import job can take some considerable time to run and until now it was necessary to wait for the import to complete before resuming work with Collections. An optional feature introduced with Collections 1.11 makes it possible to run an import job in the background, allowing you to keep working with Collections while an import runs.

Note: This feature is separately licenced and requires Axiell ALM assistance to set up. Please contact your Account Manager or Axiell ALM for more information.

As with a normal import, a background import job will be executed immediately (it is not possible to schedule an import job to run at a later time), so be sure that no one is editing any records that will be updated during the import as a record in Edit mode cannot be updated by an import job. This is not an issue if the import job only creates new records.

When this feature is available in your system, a Run in background slider is added to the Import box:

Create your import job in the usual way. It is recommended that both Test run and Save after successful test are switched on (as shown above) so that only a correct import is executed and saved.

If the Run in background slider is off, the import will run in the foreground as usual. Move the slider to the right (as shown above) to run the import job in the background. When OK is clicked in the Import box, the following message will appear:

Click OK to close the message and begin the import.

The Scheduler module (or rather the Scheduled tasks box) mentioned in the message is accessed by clicking Schedule in the Main menu:

The progress and other details of the current and previously executed background import jobs are shown in the Scheduled tasks box:

Details include:

Column	Details
Description	The name of the import file.
Status	Indicates whether the import job is Running, Done, Failed. Failed When an import job fails for whatever reason, the Status will show as Failed. Select the import job and click Details to open the Import summary box with information about the reason(s) for the failure: If Test run was switched on, all records in the import file will have been processed and the Import summary box will list all errors present in the file. If Test run was switched off, the import will run until if finds an error and only one error is shown in the Import summary box.
Progress	Displays the number of processed lines from the import file. Although this number is not updated dynamically while an import is being processed, clicking Refresh will update the number while the process is running. Note: The final number in the Progress column is always two higher than the number of records in the import file as the first line with the field names and the last empty line are always counted.
Created	The date and time when OK in the Import box was clicked.
Last Activity	The date and time an import job completed.

The Details button

Select an executed import job and click Details for additional information:

• If the import Failed, the Import summary box will open (details above).

• If the import was successful, a pop up message will display.

  Note that only the first message generated by the import process is shown. For example, if all three sliders are switched on, clicking Details might show a message about how the test run completed successfully without any information about how many records were subsequently imported.

Collections can be configured to maintain a history of changes to every field in a record. If it is then necessary to restore a field to an earlier value, authorized users can view the record history and restore the earlier value. If this functionality is available in your system and you are authorized to use it:

• The Record history button will display in the Result set View toolbar.

• When a field is right-clicked in Result set View or Record details View (in fact anywhere it is possible to edit a field) the context menu that pops up will include a History option.

Selecting the button or context menu option will open the Record History box. A new tab, the Difference tab provides an alternative way to view the current and previous states of a record.

In the following example, the Record history box has been accessed following the creation of a record. The Difference tab comprises two panels and four drop lists:

The panel on the left lists each state of the record when it was last saved; it shows the date and time a state was saved, and by whom. In the example above, there is only one state as the record was just created. The panel on the right has a row for each field that was modified. Colour-coding and symbols indicate whether data is new, modified or deleted. As this record has just been created, a + symbol displays at the start of each row and the background colour is green. The bracketed number in front of a field name indicates the field occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name(au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. in which the change took place.

Next, a change is made to the record (a description and production notes are added) and the record is saved. Now when we access the Record history box, we see that a second state has been added. The orange bar in front of the state and the date and time of modification indicate that the record was modified. When we select the second state, the right panel shows details about changes to fields in that state:

The new description, notes and edit details have a green background because they are newly added. Fields with previously added data that were unchanged when the record was modified have no symbol at the start of the row and no background colour.

A mistake was made in the description and so we edit and save the record. A third state becomes available showing the deleted value in a row with a - symbol and a red background colour. A row with a + symbol and green background holds the new data:

A complete description of the Differences tab is available here.

Related records View lists records that link to the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. from one or more Linked fields A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref).; when a record listed in Related records View is clicked it becomes the current record and the View updates to list records that are linked to it.

Previously, when a record from a sub-divided dataset linked to a record, Related records View would display multiple links back to this primary record A link is made from one record (the primary) to another (the target). when the linked record was the current record.

A definition of dataset will hopefully make this clearer. A dataset is a record number range in a database table used to group similar types of records. A database table will always have one dataset (with the full range of record numbers), but there may be one or more sub-divisions within this record number range. It is possible to work with (e.g. search) a sub-divided dataset or the full dataset (each sub-division simultaneously). For example, Internal object catalogue and External object catalogue are two sub-divided datasets in a full dataset called Objects. Effectively, a record saved to the Internal object catalogue belongs to two datasets: the sub-division, Internal object catalogue, and the full dataset, Objects. Note that each dataset is considered a data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. in its own right.

Previously, when a record in Internal object catalogue linked to a record in Locations and containers and the location record became the current record, Related records View would display a link back to the primary record A link is made from one record (the primary) to another (the target). for each dataset that the primary record belonged to: there would be a link back to the record in the sub-divided dataset, Internal object catalogue, but also to the same record in the full dataset, Objects. Whichever link was clicked in Related records View would determine which data source was active: Internal object catalogue or Objects.

Now, only one link is listed and this is to the narrowest record number range in the linked database applicable to the relevant record number, in this case to the Internal object catalogue.

Two options have changed in Result set View:

• Scroll mode dropped

  Records listed in Result set View are now only displayed in Paged mode. Previously, records could be displayed in one of two modes, Virtual and Paged. In Virtual mode records were listed as a single, scrollable list (up to 40 records were displayed, with the next 40 retrieved as you scrolled down the list). In Paged mode, records are listed in pages (previously up to 40, now 19) with a pagination control providing access to pages:

  

  For technical and performance reasons, Virtual mode has been dropped leaving only Paged mode.

  Note that toggling marks (turning on / off checkboxes) and sorting records still apply to the entire result set, not just records displaying on the current page.

• Details content no longer available

  Previously, Result set View offered the option to display a larger version of an image within the View itself by expanding a row with the click of a triangle beside the checkbox:

  

  This option was rarely used as two Views are provided for displaying images: Gallery View and Media viewer. Removing this option has the advantage of simplifying the User Interface.

Both of these options were previously managed in the Result set View Settings box:

but are no longer available:

Authority records, such as those of the Thesaurus, often register a term and term code (for example, subject terms with a subject classification code; a subject term with a Dewey classification code; or a place name with a geographical place code). When linking records to authority records you are typically only allowed to enter the term, a place name in the (Production) Place field for example, even though you might prefer to enter the term code or part of it (since you know the place name is not unique) and have it filter the auto-complete drop list or have it replaced automatically by the proper place name.

This functionality is now available, but it must be set up by your Application Administrator for each relevant field (Application Administrators can find details in the Axiell Designer Release notes).

Here we see how this works with the Place (production.place) field. When the cursor is in the Place field, the auto-complete list displays with all available terms, and any term codes in brackets:

A term can be selected by clicking it in the list or start typing either the term or term code to filter the list to matching term / term code combinations, e.g.:

Select the desired term / term code combination to copy it to the field:

After leaving the field, the term / term code combination is automatically replaced by only the term:

Instead of using the drop list, you can click the Link icon in the field to open the Find data for the field box. On the View hierarchy tab you will see the term / term code combinations and can filter the list by typing a term or term code:

A new function allows you to search for records based on the number of occurrences If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name(au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. of a field. For instance, it is now possible to find all object records with more than one creator or with more than one image reference or with exactly two object names.

The count function is available when performing an Advanced search and is used in conjunction with relational operators (=, >, <, >=, <=) and an integer to return records that match the condition. The format of count is:

count(<tag_or_field_name>)

For example, to find all records which have more than one title you would specify:

count(TI) > 1

Using Boolean operators (And, NOT and AND NOT only) the count function can be combined with other search statements, e.g.:

Df = Manifestation AND count(TI) >= 2

Linked fields

A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). links the current record to a record in the same or another data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on.. In this example, the Author field (author.name (au)) links a record for a book in the Library catalogue to a record for the author in Persons and institutions. The unique record number (priref A record's unique identifier. Currently, the simplest way to view a record's unique identifier is to add the priref column to Result set View.) for the linked record is not stored in author.name (au) but rather in a back-end field called a Forward reference field or lref. The lref is listed in the Field properties box as the Link field:

When using count on Linked fields A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). it is necessary to use the tag of the Link field (the lref) not the tag for the Field itself. Thus, to search for books with multiple authors, you would specify:

(l1) > 1

See Advanced search for details about specifying search criteria on the Advanced tab of the Search box.

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

Information for Application Administrators about how to implement such output formats can be found in the Axiell Designer Help Release notes.

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

When finished, a summary displays:

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

Clicking No (or letting the seconds run down) typically means that the procedure or action will not be executed.

The Select database box has been renamed Select data source as what is selected from the box is actually a data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on., which is a table or sub division of a table in a database.

Details about data sources, the Select data source box and other changes introduced with Model Application version 5.0 are available here.

Hierarchically linked fields such as Parts, Part of and Object numberin the Object and Archival catalogues can have relationship dependency rules (specified in Axiell Designer An application for administration and customization of Axiell Collections. Amongst other things, field labels, tooltips, values in drop lists, etc. are specified and translated in Designer.) that determine which record types a record can be linked as parent or child record. For example, in a Film catalogue a WORK can be parented by another WORK, while a MANIFESTATION can have a WORK or VARIANT as its parent:

When looking for the appropriate record to link as Part or Part of it is possible to select a value from a drop list of values which opens automatically when the cursor is in one of these fields or you can click the Link icon to open the Find data for the field box and locate the record to link to:

Previously, the drop list of values did not take any relationship decadency rules into account and it was therefore possible to select the wrong record type, with a warning provided at a later point. Now the drop lists and Find data for the field box for such fields will only show values that are allowable under the relevant relationship dependency rules.

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

More details here.

When more than one media file has been linked to a record, it is now possible to mark one media file as preferred if you have WRITE or FULL access to the record. A preferred image will be shown first in Media viewer instead of the image in the first field occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name(au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once..

In Edit mode A record is either in Display mode (we view its details) or Edit mode (we add or edit its details). A record enters Edit mode as soon as we create a new record, copy a record in Record details View or edit an existing record. right-click the preferred media reference and select Preferred media in the context menu:

When the record is saved the reference will be bold to indicate its preferred status:

There can be only one preferred media reference per record. To remove the preferred status, edit the record and either:

• Right-click a media reference with the preferred status and select Reset preferred media in the context menu

  

  -OR-

• Set a different media reference to preferred.

In the background (in the XML in which the record data is stored), the relevant media reference gets a preferred="true" attribute which could be used by other Axiell software to identify the preferred media reference. For example, an XSLT output format could be adjusted to print the preferred image instead of the first field occurrence. There is currently no way to use this flag in ADAPL or Word templates.

The Create term and Create and edit term buttons in the Find data for the field box (renamed Accept link and Create and edit link with the Collections 1.9.5 release) have been renamed Create entry and Create and edit entry to even more clearly reflect their function:

• With Create entry you just accept a term, name, location, exhibition or some other identifier of a new linked record; it will only be saved as a new linked record when you save the main record you are currently working in.

• With Create and edit entry you create, edit and save a new linked record now, even before saving the main record you are working in.

More details here.

Fields linked to the Thesaurus can now be configured to allow users to select and validate terms against external thesauri. If this option is available, the Find data for the field box will include a Thesaurus drop list. Your Own thesaurus will be selected by default and terms listed will be pulled from your Thesaurus:

Selecting another (external) thesaurus from the drop list allows you to validate a term against the selected thesaurus:

While the external thesaurus will typically be an established authority of terms, note that:

• the list of terms will not be limited to the domain A named subset of records in an Authority data source, grouping similar sorts of records. When a search or Linked field is associated with a domain, only records in that domain are available to that field. For example, records for authors can be assigned to the AUTHOR domain. When linking a record for a book to a record for its author, the Author Linked field will point to the AUTHOR domain, a subset of records in Persons and institutions exclusively for authors. of the current Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref).; and
• you cannot add your own terms to the external thesaurus.

To view more details about a term, select it and click Details; and click Select to copy the term to the Linked field in the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance.. When the current record is saved, a record for the term is automatically created in your own Thesaurus and relevant information from the external thesaurus is copied to it, including any scope notes and Linked Open Data IDs.

Note: The record for this term in your Thesaurus will not be updated automatically if the external thesaurus is updated.

Application Administrators will find more details about linking to external thesuari in the Axiell Designer Help.

The Data language drop list has moved from the top Toolbar to the Main menu, allowing you to select a data language to search and work in before performing a first search. The Language option has also been renamed Interface language to better differentiate between the two language options:

Details about the difference between Data and user Interface languages can be found here.

Note: The Data language drop option is only available if the data in your application is multilingual.

Note that all translations of data in a multilingual field can be edited without changing the data language in the Main menu with the Edit multilingual texts option in the Record details View toolbar. Details here.

A Count button has been added to the Search box to identify how many records will be returned by the search criteria specified on the Standard or Advanced tabs. Enter your search criteria and click Count to display a pop-up indicating how many records will be returned when the search is run.

Tip: If you have not entered any search criteria on the Standard tab, click Count to identify the total number of records in the current data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on..

Some Linked fields A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). link to a data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. which has been sub-divided into a series of more discrete data sources. For example, the Title field1 in most Collections systems prior to Model Application 5.0. links to the Library catalogue, a data source which has several divisions, including Books, Serials and Articles, each one of which is intended to manage specific types of library records:

When a new value is entered in a Linked field (or the Link button is clicked) the Find data for the field box opens and we can create a new record for the value by selecting Create entry or Create and edit entry. Until now it was not possible to control in which data source the new record was created: in this example (linking from the Title field) the record was created in Books by default, which might not be the intended data source.

Now if a field links to a data source that has been sub-divided, a Create in drop list displays above the Create entry button:

The drop list includes all data sources in which it is possible to create the new linked record:

A data source must be selected before clicking Create entry or Create and edit entry, otherwise a warning message will display:

When the linked record is created it will be saved to the selected data source.

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

Multiple record templates can be created in each data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on.. The Record template option is found in the Record details View toolbar:

Details here.