The top Toolbar

The top Toolbar displays as soon as soon as you commence work with a data sourceClosed 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've run a search, added a new record, imported records, and so on (keyboard shortcuts shown in brackets):

Toolbar

A button with a lighter background is active:

Active button

As we see above, the name of the current data source displays on the left side of the Toolbar. In Collections we work in a single data sourceClosed 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. at a time. See Working with data sources for details.

Toolbar options

Information about many elements in the Collections interface, including Toolbar options, is available in a tooltip. Simply hover the cursor over an element:

Tooltip

The tooltip for buttons in the Toolbar will display a description of the option and a keyboard shortcut if available.

Which options are available in the Toolbar depends on a number of factors:

Options available in the Toolbar include:

Option Icon Keyboard shortcut Details

Record navigation

 

Various

Following a search or after records have been added or imported, they are listed and displayed in one or more Views. It is possible to move through the list of records using the Record navigation buttons or their keyboard shortcut

Record Button Keyboard shortcut Description

First

CTRL+F6

Move to the first record in the current list of records.

Previous

F6

Move to the previous record in the current list of records.

Next

F5

Move to the next record in the current list of records.

Last

CTRL+F5

Move to the last record in the current list of records.

As you move through a list of records the current recordClosed 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 each View is always the same (the current record in Result set View is the record displayed in Record details View for instance).

See Display and navigate records for more details.

Search

Search

F7

Commence a new search in the current data source.

Note: Select Search in the Main menu to commence a search in a different data sourceClosed 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..

Everything you need to know about searching can be found here.

Result set View

 

Displays a list of records in a table of one or more columns.

Records returned by a search; retrieved from a saved search; newly created; following the import of records, etc. can be viewed in a table of one or more columns:

  • Each row holds a record.
  • Each column is a field in the record (a subset of fields is used).
  • Each row includes a checkbox that allows a record to be marked (checked). Marked records can then be processed in a range of ways (e.g. exported, saved as a group).

For each data source a default set of columns is specified. It is possible to add / remove columns by selecting the Settings button in the Result set View Toolbar.

Details here.

Gallery View

 

A frame holding a thumbnail of one or more linked images displays for each record listed in this View, alongside some details from the record.

Details about how to configure Gallery View to display record details other than record number can be found in the Axiell Designer Help.

A frame displays for every record listed after a search; retrieved from a saved search; newly created; following the import of records, etc. The frame holds:

  • A thumbnail for every image linked to a record:

    Gallery View

    If there is more than one image, a thumbnail will display for each image:

    Multiple images in Gallery View

  • Some detail from the record.

    By default the record number is shown, but Gallery View can be configured to display other details.

Each frame includes a checkbox that allows a record to be marked (checked). Marked records can then be processed in a range of ways (e.g. saved as a group).

Details here.

Record details View

 

Displays all available details for a single record; intended for viewing and editing records.

A record selected in one of the other views (Result set, Gallery, Related records, Hierarchy browser) will display in Record details View. This View opens by default when creating a new record.

All available details for a record display in a series of panels. For example, a record in Persons and institutions typically has six panels:

Six tabs

Each panel contains related fields grouped under a heading. On the Identification panel we find four groups of fields:

  • Authorised form of name
  • Other forms of name
  • Person's name elements
  • Source(s) and other information about the record

Tabs

At the lowest level each of these groups consists of one or more fields. For example, the Authorised form of name group consists of four fields:

Field group

For each data sourceClosed The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. a default set of panels is specified. It is possible to add / remove panels by selecting the Settings button in the Record details View toolbar.

Details here.

Hierarchy browser

F9

Displays the current recordClosed 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 tree structure of all records linked to it (through broader, narrower, equivalent and related term records). This View is intended for viewing records in data sourcesClosed 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. that have a hierarchical structure, such as Archives, Locations and containers, Taxonomy and Thesaurus.

Details here.

Related records View

 

Displays a list of records related to the current recordClosed The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance..

A related record is either one that the current record links to:

  • Record A is the current record (we call this the source) and it links to Record B (we call this the target)

or that links to the current record:

  • Record B (the target) is the current record and it is linked from Record A (the source).

In Related records View records are grouped by data sourceClosed 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..

This View does not list every record linked from or to the current record: it only lists records for which a relation has been defined by your Application Administrator.

It is possible to add / remove relations from the View by selecting the Settings button in the Related records View Toolbar.

This View is only available in the Toolbar if one or more relations have been configured.

Details here.

More details

  • See Linking records: an overview for details about how records are linked together, including an explanation of forward and reverse relations.

Media viewer

 

Displays images and plays video and audio media linked to the current recordClosed The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance..

Details here.
Map View  

An optional View that displays locations on a map (any location saved to a field with a GeoLocation data type will be shown in Map View.

Details here.

Report viewer  

Information about how to set up reports can be found in the Axiell Designer Help.

Displays data from the current recordClosed 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 a read-only report. One or more reports may be available in Report viewer.

Details here.

Help View

F1

Provides a description of a field's purpose and other data entry instructions for users.

Details here.

Print

CTRL+P

Print record data using templates and/or procedures.

Details here.