What's new in the Help
This version of the Axiell Collections Help was published on 05 September 2024. This documentation has been prepared for an Axiell Collections system based on Model Application version 5.0 (details here). The most obvious difference between version 5.0 and earlier versions is found in the Select data source box; in most other ways, the functionality described in this documentation is relevant for all recent Model Application versions.
Tip: It may be necessary to perform a hard refresh in your browser (overriding the cache) to update the site with the latest changes: in most browsers this is achieved with the keyboard shortcut, CTRL+F5 (Command+Option+R on a Mac).
Updates include:
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Page |
Details |
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30 Aug 2024 |
Release notes for Collections 1.19.2 added with details about New Features and Issues Resolved. |
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28 Aug 2024 |
Note added about a limitation when using the equals operator with the Instead, use the contains all search operator as this limitation does not apply. |
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26 Jun 2024 |
Release notes for Collections 1.19.1 patch release added with details about Issues Resolved. |
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10 May 2024 |
Updated description of how to perform a basic search (appearing in Result set View, Gallery View and Run a search in the current data source). |
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07 May 2024 |
Uploaded templates data source |
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. |
06 May 2024 |
Details about the latest Model Application, version 5.2. The Model Application is the collections management heart of Axiell Collections and it is available in a range of configurations for different types of organization (Archive, Library, Museum). |
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02 May 2024 |
Details about how to sort records returned using the |
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16 Apr 2024 |
Release notes for Collections 1.19 added with details about Issues Resolved. |
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15 Mar 2024 |
Details about searching specifically for a special character. |
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26 Feb 2024 |
Release notes for Collections 1.18.1 added with details about Issues Resolved. |
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15 Feb 2024 |
Details about the Invalid object name 'CTE_X' error and a workaround. |
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24 Jan 2024 |
Details about what happens when an inherited field occurrence in a child record is edited. |
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17 Jan 2024 |
Explanation and solution for tables displaying on top of each other when your record data is printed using a Word template. |
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11 Jan 2024 |
Release notes for Collections 1.18 added with details about New Features and Issues Resolved. |
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08 Dec 2023 |
New section added to the Help to hold details of error messages. A work in progress. |
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23 Nov 2023 |
Release notes for Collections 1.17.3 updated. | |
08 Nov 2023 |
Release notes for Collections 1.17.3 added with details about Issues Resolved. | |
25 Sep 2023 | Release notes | Release notes for Collections 1.17.2 added with details about Issues Resolved. |
11 Aug 2023 |
Release notes for Collections 1.17.1 added with details about a changed feature and Issues Resolved. |
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21 Jul 2023 |
Release notes for Collections 1.17 added with details about New Features and Issues Resolved. |
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21 Jul 2023 | Checkboxes | 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. |
16 Jun 2023 |
More detail about Merged-in fields added, including an explanation for the error message received when attempting to import data into a Merged-in field: Field [field name] is a merge field that cannot process data FAQ added, along with enhanced search results. |
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29 May 2023 |
Update |
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. |
22 May 2023 |
Release notes for Collections 1.16.3 added with details about a New Feature and Issues Resolved. |
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04 May 2023 |
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. |
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03 Apr 2023 |
Release notes for Collections 1.16.2 added. |
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30 Mar 2023 |
Release notes for Collections 1.16.1 added with details about Issues Resolved. |
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March 2023 |
Search results |
Ongoing project to improve search results in the Online Help by providing an answer to a search query / question (what is an occurrence? or what is an index? or why can't I edit this record? for instance) directly in the search results. |
10 Mar 2023 |
Release notes for Collections 1.16 added and the user documentation updated to reflect new and changed functionality. |
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21 Dec 2022 |
New topic stepping through the cataloguing of Library material. |
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01 Dec 2022 |
Release notes for Collections 1.15.1 added with details about Issues Resolved. |
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31 Oct 2022 |
Release notes for Collections 1.15 added and the user documentation updated to reflect new and changed functionality. |
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09 Sep 2022 |
Release notes for Collections 1.14.1 added with details about Issues Resolved. |
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24 Aug 2022 |
The equals / is search operator also performs an equivalent search. In the Thesaurus a term can have at least one Equivalent Term (Equivalent (equivalent_term (et)) defined; in Persons and institutions a name can have at least one Equivalent Name (Equivalent (equivalent_name (et)) defined. When using the equals / is operator to search for a term / name, a search is performed for the term / name AND all of its equivalents. In effect, equals performs the same search as the equivalent operator. |
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15 Jul 2022 |
Release notes for Collections 1.14 added and the user documentation updated to reflect new and changed functionality. |
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28 Jun 2022 |
Axiell Collections Technical Specifications and Architecture |
Updated. |
27 Jun 2022 |
Details about various Domain settings specified in |
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01 Jun 2022 |
Important details added about upgrading to Collections 1.13.1. |
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18 May 2022 |
Release notes for Collections 1.13.1 added with details about Issues Resolved. |
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11 May 2022 |
Clarification about use of the count function when searching Linked fields |
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13 Apr 2022 |
Details about how and when to use the Expand search operator revised. |
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11 Apr 2022 |
Release notes for Collections 1.13 added and the user documentation updated to reflect new and changed functionality. |
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31 Mar 2022 |
Saved searches (aka groups, Write sets) & Group records: Write set & Manage saved searches |
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. |
02 Mar 2022 |
Updated. Changes include details of new security and logging options configured in settings.xml. |
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15 Feb 2022 |
Clarification about removal of an occurrence |
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04 Feb 2022 |
Release notes for Collections 1.12.1 added and the user documentation updated to reflect new and changed functionality. |
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28 Jan 2022 |
New topic stepping through the accession and cataloguing of archival material. |
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17 Jan 2022 |
Following note added: In rare circumstances, the priref |
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11 Dec 2021 |
Release notes for Collections 1.12 added and the user documentation updated to reflect new and changed functionality. New features include:
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08 Nov 2021 |
New topic stepping through the creation of a Moving image catalogue record. |
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21 Oct 2021 |
The first of several planned How do I... ? topics is now available, this one stepping through the creation of a Museum (object) record. |
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17 Oct 2021 |
Details about an issue resolved with the latest Collections 1.11.2 build. |
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22 Sep 2021 |
Details about Issues Resolved with the latest Collections 1.11.2 build. |
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23 Jul 2021 |
New section describing how to add new media to a record or link to existing media; how to download media; and how to specify that a particular media file is preferred so that it is shown first in Media viewer when more than one media file is attached to a record. |
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21 Jul 2021 |
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. |
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15 Jul 2021 | Export | Details about why a field might not be listed in the Export box using its system name (and how to add it to the list of fields to be exported anyway). |
13 Jul 2021 |
Details about New Features and Issues Resolved with the latest Collections 1.11.1 build. |
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02 Jun 2021 |
Details about Issues Resolved with the latest Collections 1.11 build. |
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07 May 2021 |
Release notes for Collections 1.11 added and the user documentation updated to reflect new and changed functionality. New features include:
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19 Apr 2021 |
Changes have been made to the management of import profiles. A currently active profile is now shown above the Fields column in the Import box:
A Clear button has been added to the Import box to clear the active profile. |
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31 Mar 2021 |
Working in a multilingual system |
Details about working in a multilingual system have been added: |
09 Mar 2021 |
The pointer keyword allows us to reference record groups (aka Write set / Saved search) in an Advanced search. For example, a group in the Object catalogue contains objects where the creator name is title _ captain AND pointer 3 |
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03 Mar 2021 |
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 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 |
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02 Feb 2021 |
Release Notes for Collections 1.10.2 added. |
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19 Jan 2021 |
Rewritten Collections Help released. |
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. |
15 Jan 2021 |
Release notes for Axiell Collections 1.10.1 added and the Help updated to reflect new functionality and other changes. |
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12 Jan 2021 |
Release notes for Axiell Collections 1.10 added and the Help updated to reflect new functionality and other changes. |