What's new in the Help

Details added about the System lists Authority data source Authority data sources are used for vocabulary control and they manage the many names and terms referenced by records in almost every other data source. The purpose of a controlled vocabulary is to ensure consistent use of names and terms throughout your records and this is achieved by specifying that a name or term is preferred; then when a non-preferred version of a name or term is selected in a Linked field drop list, it is automatically replaced with the preferred name or term. introduced with the Standard Model.

System lists and the Thesaurus are datasets A record number range in a database table used to group similar types of records. A database table will always have one dataset (with the full range of record numbers), but there may be one or more sub-divisions within this record number range. It is possible to work with (e.g. search) a sub-divided dataset or the full dataset (each sub-division simultaneously). Each dataset is considered a data source in its own right. in the same database and their terms are defined in the same way, but the purpose of System lists is more narrowly focussed. System lists are found in key 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). throughout Collections and hold values such as condition terms, method types, action types, fee activities, acquisition reasons and methods, units, and so on, values that must be used consistently and without ambiguity when documenting collection items, processes and activities. For this reason access to System lists is restricted to users assigned the $ADMIN role (typically Application Administrators): only authorized users are able to modify (edit or add to) the values available in these system lists. This is arguably the key characteristic of System lists: all users can select its values in Linked fields but only administrators can manage those values.

More details here.

The final section of Relocating objects and containers has been added with comprehensive details about the Movement and shipping logistics data source and the Create a staged shipment / movement task.

• The Movement and shipping logistics data source is used to plan incoming, outgoing, internal, and external movements of objects from single stage movements (from a storage location to a conservation studio, for instance) to multi-stage movements (from storage location to truck, to flight, to truck, and so on). It was introduced with the Standard Model and it implements the Spectrum 5.0 object entry / object exit procedures.
• When a movement involves more than one stage, each stage is documented in a Movement and shipping logistics record with a Movement type of Staged; these records include a Stages panel that lists the stage(s) immediately prior to and following the current stage. The Create a staged shipment / movement task in the Catalogue guides you through the process of creating Staged records; it creates a Movement and shipping logistics record for each stage, links each one to the prior and following stages, and links them all to the Catalogue record for each affected object.

Supported media formats updated.

New section dedicated to locations management, collecting existing content and adding new content explaining how to:

• Document the locations and containers in which collection items can be located (displayed, stored, etc.).
• Document the location of items in your collection.
• Move items (objects, containers, etc.) from one location to another (partially complete).
• Check the location of objects and containers in your collection.

2024 saw the release of the latest Model Application for Axiell Collections, the Standard Model.

The Standard Model is our most comprehensive data management environment to date, allowing virtually any collections data to be recorded and managed in Axiell Collections out-of-the-box, that is, without the need for customization. It introduces a large number of new features, functionality and, especially, data sources.

While we have provided some details about Model Applications in this Help in the past, the focus of this documentation has been documenting the Axiell Collections Software (broadly speaking the user interface) and demonstrating how to use the many tools it makes available. If you're unfamiliar with the difference between the Axiell Collections Software and the Model Application and how they work together, the description here is worth reading.

Documenting the Standard Model within this Help represents a paradigm shift and opportunity to provide far more guidance with collections management workflows and business processes, including what data to enter when documenting collection items or processes.

This has already seen significant changes to entire sections of the Help, notably:

• About Axiell Collections.

  Here you will find an examination of the two components of Axiell Collection, the Axiell Collections Software and Model Application, the difference between them and how they work together.

• Release notes for the Standard Model (a work in progress).
• Redesign and expansion of the Data sources section to accommodate the growing number and type of data sources.
• Replacement of the How do I...? section of the Help with an expanded Managing your collection section. Includes many more topics designed to provide guidance with record creation and with undertaking various collections management processes such as locations checking, managing exhibitions, insurance, valuations, deaccessions, etc.

Documenting the Standard Model is an on-going process as this Model Application introduces so many changes to collections management in Axiell Collections. Much is already documented, but documenting them all is going to take time. As each additional feature is documented, it will be announced on this page.

Release notes for Collections build 1.19.3.15052 added with details about Issues Resolved.

Release notes for Collections 1.19.2 added with details about New Features and Issues Resolved.

Release notes for Collections 1.19.1 patch release added with details about Issues Resolved.

Description of the Uploaded templates data source available with Model Application 5.2 (and in earlier Model Applications with some configuration). Information in How to print your record data updated.

Details about how to sort records returned using the random operator.

Details about searching specifically for a special character.

Details about the Invalid object name 'CTE_X' error and a workaround.

Explanation and solution for tables displaying on top of each other when your record data is printed using a Word template.

New section added to the Help to hold details of error messages. A work in progress.

Release notes for Collections 1.17.1 added with details about a changed feature and Issues Resolved.

Added details about how to search for a ticked checkbox; how to search for and replace a tick in a checkbox; and how to include a tick in a checkbox when importing data. FAQs added for each of these situations.

The documentation about Record details View previously noted that two shortcuts were not working, ALT+N (add new record) and CTRL+S (save the record). Both shortcuts now work.

More detail provided about the difference between the Axiell Collections software and the Collections Model Application. Links provided to release notes for the current and prior versions of the Model Application.

Release notes for Collections 1.16.1 added with details about Issues Resolved.

Release notes for Collections 1.16 added and the user documentation updated to reflect new and changed functionality.

Release notes for Collections 1.15.1 added with details about Issues Resolved.

Release notes for Collections 1.14.1 added with details about Issues Resolved.

Release notes for Collections 1.14 added and the user documentation updated to reflect new and changed functionality.

Details about various Domain settings specified in settings.xml updated. Details for Axiell Staff here.

Release notes for Collections 1.13.1 added with details about Issues Resolved.

Details about how and when to use the Expand search operator revised.

The behaviour of the Re-run button on the Saved searches tab of the Search box has changed: it re-runs a search and retrieves all records that match the criteria of the saved search but does not update the Hits column.

The Re-run button on the Manage saved searches box has been renamed Update: when selected it updates the number of matching records in the Hits column.

Clarification about removal of 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. using the Search and replace tool.

New topic stepping through the accession and cataloguing of archival material.

Release notes for Collections 1.12 added and the user documentation updated to reflect new and changed functionality.

New features include:

• <Simple search> can be added to the Standard search tab
• Record merging
• Improvements in handling occurrences
• Improvement to Set(s) box in Advanced search
• Improved visibility of previous search values on the Standard search tab
• Limit searches to a subset of records: the Filter option
• Additional information included in browser tab
• Improvements to Main menu icon
• Conditional hiding of Download button for Image and Application fields
• Filter button renamed Extend search in Find data for the field box
• Spanish system texts added
• New SDI implementation with background service
• Deleting entries from the Scheduled tasks box
• Restoring deleted records
• Security and other configuration improvements: details for Application Administrators

The first of several planned How do I... ? topics is now available, this one stepping through the creation of a Museum (object) record.

Details about Issues Resolved with the latest Collections 1.11.2 build.

When more than one media file is linked to a record, it is possible to specify which media file displays first when the record is viewed in Media viewer by specifying that a media file is preferred. Details added to the Media viewer page.

Details about New Features and Issues Resolved with the latest Collections 1.11.1 build.

Release notes for Collections 1.11 added and the user documentation updated to reflect new and changed functionality.

New features include:

• Accessibility improvements
• Store and use favourite values when editing records
• Purging saved searches
• Performance increase for records with many links
• Distinguishing between indexed and non-indexed fields
• Exporting the current interface language values in Enumerative fields
• Availability of Copy record and Record templates functions
• Importing non-unique location names
• Running import jobs in the background
• More ways to view Record history
• Partial clean-up of Related records View

Details about working in a multilingual system have been added:

• Working in multilingual systems
• Multilingual fields
• Searching in a multilingual system

Details about searching fields in a linked data source. With the Advanced search Indirection option we are able to search any field in a 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..

For example, while it is possible to search the Object catalogue for creators by their name, we cannot search the Object catalogue itself for creators whose nationality is, say, Russian. But that information is stored in records in Persons and institutions. If we were searching Persons and institutions for people whose nationality is Russian, we would specify this search:

nationality = Russian

To search the Object catalogue for objects created by someone whose nationality is Russian we use the Indirection option:

creator -> nationality = Russian

The Online Help for users of Axiell Collections has been redesigned and rewritten and is up to date with Collections release 1.10.1. It will be extended with several new sections in the near future (details here).

Administration of Collections is documented elsewhere and the Administration section in this Help is intended to supplement the user documentation with more advanced information rather than to provide full details for Administrators. It remains a work in progress: as content is finalized it will be pushed live to this site.