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1. Place Position Category Topic The fields above are available for the documention of further details of the historical event They allow entries in free text format All these fields can be used with standard terms from the dropdown lists If you double click on one of the fields you can define and edit the entries of the droodown list This function requires access to administration rights Description The field Description serves to enter a detailed description of the event in free text format It is possible to enter texts with up to 4 000 characters Event Event Relations With a mouseclick on the control button opposite you can connect several related event records to each other F Event event linka collection Relation Record se World Trade Fairs Wold oxinbdion London 1851 01 06 1 at In a separate window you can view a list of events which are already attached to the current event record It is possible to 4 Literature References and Historical Events 175 attach a new record from module Historical Events by clicking on the control button on the right side of the window This function is connected to a search view which allows the user to search and select the desired en
2. Object references Origin Object al Y Location Property A 1136 Pistol wheel lock c 1720 barrel Location Property A 342 da Preda Manuscript cutting probably 1477 Location Property l A 62 Royal Workshop Greenwich Full Armour c 1587 Location Property A710 Falchion mid 16th century i Location Property C 174 Palissy Dish late 16th century Location Property C 251 253 Manufacture de S vres Garniture of three vases Location Property C 251 Manufacture de S vres Vase 1758 1759 vase and cover possibly 18th century stand Location Property C 252 Manufacture de Sevres Vase 1758 1759 vase possibly 18th century stand Location Property C 66 Andreoli Dish 6 April 1525 caera c 83 Avelli da Rovigno Dish 1533 vl In column Origin you can see which field in module Collection the current address record is connected with Museum Lender or Provenance n The objects in the list can also be printed in a list or report if gt vou click on the control button on the right If you use the filter function on the right you can select a F certain group of addresses which all have the same location in a museum or which belong to a certain lender T his temporary filter facilitates easier navigation among the selected group of records e g in case you need to do some amendments for the objects of one
3. m Copy Codes for Additional Fields In some of the modules e g in module Collection MuseumbPlus provides additional fields in the additional register cards according to the setting of the record type Basic Data Acquisition Inventory Catalogue Text Notes Presentation Mounting multiple Groups Mounting v setup Hanging w system m These additional fields can also be used with dropdown lists which are similar in their function to the regular copy codes Use of Code lists n There are several ways to select terms from the dropdown list With a mouseclick on the control button at the right end of the text field you can open the dropdown list Acquis invent Property x Acquis type Donation ye Acquired by M With the scroll bar on the right side of the list you can scroll up and down then select the desired term with a mouseclick You can also use the cursors from the keyboard to navigate in the list If you do not want to select any of the terms listed you can close the list again by clicking on the control button on the right side of the field Alternatively you can start enter a term into the field without opening the dropdown list The programme will automatically Chapter 3 select the term which matches the entry in the field 1f 1t is part of the list Acquis type dona
4. Sequence In addition to the year of publication you can use a code for the sequence of listing in case there are several entries by the same author and the same year A B etc Circulation This field can be used to document the total number of copies published Volume Total No of Volumes m These fields contain the volume number of a publication in a multipart item and the total number of volumes of the publication Edition This field holds the number of the edition and if needed additional notes related to the type of edition The information should be captured the same way as it is going to be displayed in the output of the literature entry he usual way of phrasing m m is First Edition or Third Edition completly revised Literature References and Historical Events 165 Series If the literature entry was published in a book that belongs to a series you can enter the name of the series in this field Total Pages This field can be used to document the total number of pages in the publication ISBN This field is used to capture the Code for the ISBN Number If you are dealing with periodicals you would use the ISSN Number Shelf Mark shelf marks are need
5. Exhibition The field Exhibition is related to entries in module Exhibition You can select one of the entries from the dropdown list which contains all exhibition titles that were entered in module Exhibition up to this point lt is not possible to enter exhibitions in free text If you double click on the entry you can open the connected record in module Exhibition to check for more details Return Date Reminder n These two fields can be used to document the return date and the date when the lender was reminded to return the pictures Both fields require entries in the date format DD MM YYYY Mailing Fee Handling Fee Both mailing fees and handling fees can be documented in these two fields The entry of numerals is required Proof Deadline Proof received Proof Reminder n lhese three fields can be used to document the dates when the proof of a publication has to be delivered to the museum All fields require entries in standard date format DD MM YYYY Tab Photos Slides The tab Photos Slides shows a list of all pictures that included in one particular loan process Image 245 246 You can attach new entries to the list of pictures by clicking on the control button shown on the right In the search window you can perform
6. The field Remarks can be used for objects outside of the museum s collection to enter details such as title place dating and Object No Artists and other persons related to the linked object can be documented in column Artist Creator Creation of Object Parts If you wish to create individual records for the parts of an object which already has a record in the module Collection you may use the control button next to the field Category For more details on this feature see p 65 Thesaurus With the symbol on the right you can display all available references to thesaurus terms attached to the current collection object E Theramis allocations E Thes urus Geographic references de Field Conteni Seach term i Geographic reSarences i Greenek Dieplay hierar England Matan F France Maton r France Makan Gry hata Germany Nation Lit bongo hited Ligar Many Gubbio Ton Gerich Torn Sin Town Fay Hinton United Kingdom Ati Mring Terr Haly Matan In the section on the top right of the window you can not only view the thesaurus references that are linked to a particular field of the module Collection it also shows the references that were allocated directly the from the module Thesaurus to the entire object Chapter 4 n Thesaurus references linked to certain fields are greyed
7. J Search collection FT de There are two ways to search for entries in multiple fields also see p 37 either by only searching in the main fields see example Object Name or by using the Hierarchical search field selection Multiple fields or References Reference fields Links n There are many places in MuseumPlus with data fields showong information from other modules which is connected to the record on display These fields cannot be edited directly from the keyboard They are represented with a gray background In the example below the field Lender Owner shows information from the module Address Lender The A W Mellon Educational and Charitable Trust Pittsburgh You can find similar fields in the modules Artist Maker Loans Image Archive or Multimedia The function for attaching information from other modules is alike in all reference fields It will be illustrated by the example below It shows how the Basic Functions 25 26 address of a lender can be attached to the record of the artefact Creating New Links If the address is part of the list with the most frequently used addresses in module Address see List of Favourites module Address p 183 you can choose the entry directly from the dropdown list of the field Lender If the addres
8. If you press on the escape key once the very last entry in the record will be anulled This process will only be carried out in the field currently used If you press on the escape key twice all amendments that have been carried out since the last saving of the record will be anulled Input fields nformation is entered and edited in the fields of the data entry section of the screen The following chapter will explain the usage of each data field MuseumPlus gives the option to designate certain data fields as required in the modules Address Collection Image Archive and Literature Required fields will be highlighted with red field labels If one of those fields remains empty the programme will show a corresponding message Besides that it will not be possible to save the record Regular data fields have a white background here are several types of data fields within this group ISBN 7 Text data field free text description with a limited number of characters m Memo field free text description with an unlimited number of characters 7 To get a full view of the of the text entry double click into the field or simultaniously press the keys o m Numeric data field allows only entry of numerals 7 Date field allows only entries in a date format The format depends on the setting of the system g
9. In this field the user can determine for how long the search result should be kept Furthermore it allows diverse actions such as Find Replace for single field entries the Repositioning or Setting of Thesaurus Entries or tor Keywords For further information please refer to p 206 Basic Functions Other Functions Code lists 50 In many places of MuseumPlus the user can work with dropdown lists There are three different types of code lists in use m Restricted Codes required terminology Data fields connected to restricted code lists require selections from the terms in the dropdown list It is not possible to enter any other terms which are not part of the list The list of restricted codes can be defined in module Edit Codes by users with administration rights If one of the terms is amended in the code list all records which are using terms from this list are updated automatically 7 Copy Codes suggested terminology Entries in the data fields concerned can be carried out as free text or may be chosen from the dropdown list The entry in fields from this catagory can be different from the terms in the dropdown list The terms listed serve as an input help and to control the vocabulary used for retrieval Entries in these lists can be edited in module Edit Copy Codes
10. Path File Name r E hese two fields show the path and file name of the attached multimedia file A If you want to attach a new file to the current multimedia entry click on the control button shown on the right This function will open a dialogue window allowing you to search for specific files in all available drives and directories of your computer network aux Suchen in E Multimedia y qe gt 1 AQ VA gt Extras Hf GeorgevP14 jpg f 19807 jpg A NO0954_B jpg Verlauf NOD954_A jpg Xf 1998 0707 jpg Eigene Dateien E 1991 0216det4 jpg WY 1991 0216det3 jpg A 1991 0216det2 jpg h ef 1991 0216det1 jpg Desktop Xf 1991 0216 jpg Xf 1986 0064 jpg Xf 1984 0029 jpg 1977 O101det4 jpg f 1977 0101det3 jpg Favoriten Netzwerk X Dateityp Images bmp jpg ico tif eps gif jpeg Abbrechen After highlighting the file click on the button select This function will automatically copy the path file name and file ae type to the data fields described above Address The field Address is related to entries in module Address It can be used to document the name of the photographer or author of an image or text document It is possible to attach new entries to this field by clicking on the search button shown on the right This function opens a separate
11. Basic Functions 9 Starting and Closing the programme 10 You can start the programme by double clicking on the MuseumPlus icon which is either located on your desktop or in your MuseumPlus folder among the programmes of the start menu Generally there is no login required MuseumPlus automatically matches the login with the user registration of the operating system MuseumPlus provides an additional user registration which allows the user to log in independently from the operating system This setting can be adjusted in the administration of MuseumPlus Close the programme using the menu item File gt End Programme When you close the programme MuseumPlus automatically saves all records that have been edited and were not already saved during the current work session n lhe menu item File also provides a function which enables the user to sign in with another login account if this setting has ds been installed with the particular application As long as a user is logged on in the system potentially other unauthorised persons also have access to the data stored in MuseumPlus which is accessible to the particular user In order to prevent access to unauthorised persons you should lock your PC when you leave the work station Chapter 3 MuseumPlus Sign out Sign in as a new User End program Screen Layout nq The i
12. If the period of insurance coverage differs for any of the objects in the loan list it is possible to enter the individual period of coverage in tab Conditions and Shipping In the default setting both fields labelled with Coverage of this tab are automatically completed with the values from the fields Coverage from 120 Chapter gt Coverage to from the top of the main screen It is possible to edit these fields manually Insurance Sum In the field Insurance Sum total insurance value the total insurance value for all objects in the tab Loan Agreement Objects is displayed EXNIHDLELONS 121 Tab Loan Objects 124 The list in tab Loan Objects shows all objects which are going to be included in the current loan contract You can enter more details for each individual object concerning the coverage period of the insurance or special conditions for shipping and displays Loan objete Addianal Inteematan F El Condens Gapping Further Cotas Contorni bocina A 595 da Preda Manuscript outling probably 1477 Insur Wale 800 00 EUR io Cowonaga W201 1a SO TEA Loan fee se Condmons Gouriar Frank Wilber Packing PLCS Che Eaters Wooden box ts amp Decision n I he entry in this field indicates if the request for the individual loan object has been rejected or approved
13. In the top section 01 fields used in the list view Type Sub Category Text and Date With the number in the field Sorting you can determine the position of the entry in the list view maximum length of f the screen you will see the set of basic tom section of the screen there are three fields with a 4 000 characters In addition to these large textfields there are 8 more entry fields which can be used for free text information All fields in the bottom section can be used with dropdown lists The entries are saved by clicking OK and the window will be closed 88 Chapter 4 You can choose your own field labels for each of the multiple groups You can determine the usage and labels of the fields in module Type Definition It is possible to open the module by double clicking on the entry in field Type This function requires write access to administration rights Copying Multiple Group Entries It is possible to copy an entry from one of the multiple group entries by clicking on the control button at the right side ofthe window If you do so all field entries from the original record will be copied Before you get the new record with the copied information you have to confirm the action in the message box The new record is designated with the title Copy in red letters After editing and saving the record t
14. This module is fully integrated into the database It not only provides links to other related modules such as Address Invoice Facility management and Exhibition it also allows to document the type of event participants time place and the exact schedule of the event m closely connected to the module Eve he two additional modules Event List and m Event Calendar are nt They serve to view all registered events in various layout forms either as lists or in daily weekly or yearly calendar views All event views can be utilised in the output function and printed as individually customised lists and reports Event Management 217 Module Events Introduction m I he module Events is the central component of event management Here you can enter all details of the event create links to related addresses and exhibitions document which persons are in charge as well as list the event sequence and equipment needed ij Mucemnblos 5 007006 vama 3 Pla de Colaci n Adi khia Irsa Ira GIBA radda Arbre Likha Coi hip Dari E i ae EDan E F MJ wot E Amin 11 07 2007 Tee meintar s Airin rile Bat po Guided tour wv Place Hall Or Tite Public tour Brition E Taia Chan lag 27 Mar 2007 Diato ba a Tima 1 Tineo 11 0 Bias efits w Language E Person in Waber tirita cl 0 Engish wia d wla Participants v
15. If you double click on the entry you can open the connected record in module Exhibition Objects In column Objects you can see the objects which have been attached to the current loan contract from module Collection If you double click on one of the entries you can open the connected object record in module Collection to view all the details You can add more objects to the loan contract if you click on the opposite control button n he search window that opens at his position will list only those objects which have been attached to the exhibition that is connected with the current loan contract CF Allocate works m Object name w Tale of extabrion a w v v miniature Mniabure Magic portrants Mristre Magic portraits om he YH GY Now Start You can add objects from the list of search results to the list of loan objects by marking one of the entries and clicking on the control button once again You can also add objects by simply double clicking on the entry With the control button on the right you can create a list or report of all objects included in the list of loan objects The output media you can choose from is identical with the lists and report forms provided in module Collection Chapter gt all insurance values which were entered for the attached objects in
16. In Out This column serves to indicate whether the museum has received a publication entry or if the publication has been forwarded to one of the publication exchange partners exit Remark This column can be used for free text entries concerning additional information about the exchange process Literature This column shows reference information from the connected publication record in module Literature If you double click on the entry you can open the connected record in module Literature enabling you to view and edit further details Attaching Literature Entries If you click on the control button on the right you can create new links with existing entries in module Literature This function opens a separate window which enables the user to search entries in module Literature applying various search criteria 5 Allocate publication exchange Author place Shelf mark Literature title A z Euckale Suckale Robert Rogier van der Weyden Die Johanne Le ls ble Ele By double clicking on one of the entries in the search result or by marking the entry and clicking on the control button again the selected publications will be attached to the current publication exchange partner Literature References and Historical Events 172 Bulk Mailing of
17. You then start the output in Ms Word with a mouseclick on the control button shown on the right Before you start the output you can specify in the fields of the tab Contacts how the mailing will be documented in the list of contacts of the addresses concerned Edit in Word Standard Contacts Staff Weber Remarks Publication exchange If you choose the setting Yes in field Add Contact the output will be documented automatically with the current date in tab Contacts in module Address i Contac Numbers and groups Catalog entries address usage Additional Information Contacts Invoice Addresslinks Event Contact dat Contact Staff Contact type Contact report gt 13 07 2007 ww w Letter Publication exchange 13 07 2007 ww Letter w Loan agreement 12 09 2005 w Letter x Invitation Chapter 8 Dispatch via E mail With a mouseclick on the control button on the right you can send letters via e mail During this process all addresses tha have an e mail entry in module Address will be included In field Copy to you can specify where the e mail address will be inserted in your e mail programme l you select Copy e mail to BCC then the recipient of the mail will only see his or her own name but not the names of the other recipients of the mail Edi
18. Make new loan agreement m Tms module not only serves to compile all objects which are going to be encluded in a loan contract it can also be used to document loan conditions insurance values addresses of shipping companies along with the delivery and pick up dates eiii di eii ED Pla Cde Ganin Ad n chitin praga anche Oiar radiales Anpas Advirti Corral bip Dant F feet erezet O NiorE razas et HEEJ nn E imin 24 04 2007 Loan agreement Regita s ddrnin Write Type Lean agreement enbilison Loan no 12 Insurance we Requecl dea lbs Conia dali 1200 ALVY Cirerage from kaur Pegler me of aio linisuras 3007 10 05 3007 18 07 3007 London Comarage ti lor irc Resand l Resend 2 Sum amp mkiani Sao O LILA arrasa The Wallace Collection Landin a g o Trespones by p anlari e Y Pickup diin Frum data Lando Ths Wallace Collection Lordon ne Pickup addr la Contact w gf Renima he T ce be Loan objects Aggibgnal inanan fF Conditions Shipping furtner Gataia Contest Inter ale 2000000 ELA Poshie vM Lous Counens Mania 10 1840 Cormag Loan fee ES MIM 24 Hary Pira Bona Mireature TRAJ Conmb isas gopura Fiki ALORS Sorted de Ea oeras O Hij wna Tarrals anachi It is possible to output loan contracts using the layout of customer specific forms containing all
19. In a second step is decided to which field in the Search replace window of the repeat group the old and new values apply In addition it is possible to add another filter for the replacement process in the field Type E Search replace Repeatgroup Title multiple field w Type Field v Content Compare Remark Sorting Old value Type Cancel Data Analysis and Control 269 Object list n The three columns of the table contain independently from the chosen module Address Image Archive Events Artists Producers Literature and Collection basic information about the object Attaching Objects You can attach new objects to the group by clicking on the control button on the right This function will open a search window allowing you to search objects in the selected module using individual search criteria lala Title Bfrerien no Artist Producers sorted x Dating Material Technique 30 m m Maria with child half figure 26 2 van der Weyden Rogier 1461 62 Oil on oakwood al 3 Maria with child in a niche 2722 van der Weyden Rogier 1430 35 Oil on oakwood Marshmallow Herman Miller Furniture Company 1956 painted steel tube alum Number 32 1006 Pollock Jackson 1950 Duco Enamel on canw A Polyptichon Last Judgement 886 van der Weyden Rogier E Portrait of Karl der K hne 545 van der Weyden Rogier 1461 62 Oil on oakwood P
20. Accessories references Facilities Description K 0001 Case H1 B 0001 nq The accessories themselves are documented in the seperate module Accessories see p 143 With the control button on the right you can link suitable accessories to the collection object concerned e In the search window you can apply various criteria to find matching accessories Select the entry from the list of search results and click on control button on the right to attach the desired accessory to the current object record ae 7 Collection 69 70 T Mllocate case a v Reference No I we Depot position w Current doc Onn v y Vivoden box K D001 68 0001 Depot Cells 2 Conservation Condition reports and conservation treatments of collection objects can be recorded in module Conservation see p 126 With a mouseclick on the symbol shown on the right you can view a list of all condition and treatment reports connected to the current object Conservation references Date Date to Type 12 04 2005 Restorer event 12 05 2005 Expertise Surface damage Creating New Conservation Reports You can enter a new record in module Conservation by clicking on the control button on the right The programme will open the module showing an empty record which is automatically linked t
21. By clicking on the icon shown on the left a win It displays all entries from the module Event dow is that are related to the current exhibition New entries can not be made in this window Further ini FOT formation about working with the module Event see p 218 Creating Loan Contracts By clicking on this control button you can open the module Loan Agreement and create a new entry for a loan contract related to the current exhibition In module Loan Agreement you will have to select the exhibition objects which are going to be included in the specific loan contract For further details on working with module Loan Agreement see p 117 Chapter gt Tab Exhibition Objects n The list view of this tab shows all objects which will be considered during the planning and realisation of a particular exhibition By clicking on the small triangle in the middle of the tab Exhibition objects the user can change between an overview or a more detailed two tab view of the exhibition objects Detailed loan conditions and shipping details can be documented in this window By double clicking on an object in the overview mode the corresponding object record in the module Collection is opened Exhibition objects Photos Additional Information Catalogue Authors Decision Date of decisi Objects Loan agreement Cat No Room
22. If an event is offered to several groups you can enter the total number of groups in this field Remarks This field provides a space for additional comments on the event in free text Terms of payment Entry fee If entry fees are charged for the event you can record the amount and the terms of payment such as cash credit card or payment by bill he second field serves to enter the type of participants adults Event Management 221 Tab List of Participants 22A n This tab contains a complete list of participants The entries are related to records in module Address List of participants Acivities Equipment Fees Additional information Decision Participants Registration Confirm sem Confirmation Paid Amount Course remark Info numb y gt Positive Bisch fliches Museum Trier Winfried Web The folowing columns can be used for the documentation of participants Decision n This column can be used to record the feedback from the participant It provides a dropdown list with standard terms Participants Column Participants shows reference information from the related records in module Address If you double click on one of the entries you can open the related record in module Address to check for more details Registration Confirm sent Confirmation
23. The fields concerned are designated with the control button on the right The entry of information is no different from the entry in other data fields To connect additional information to one of the designated fields such as descriptions in other languages click on the control button to open a special input frame J Object mame Multiple fields collec tion bil dale Edted iy k Tile french Tile german Title other languages Choose the type of entry from the dropdown list in column Type In the illustration above the additional options are Title French and Title German The fields in column Content and Remark can be used for free text entry If the user has specific access rights you can open the frame to edit the restricted dropdown list in column Type by double clicking on the field The fields in column Edit Date and Edited by are provided for the date and user of the last amendment Both of these fileds will be automatically generated with a new entry m The control button for multiple fields will appear with an orange trim if there is any addit tional information connected to a designated field In this way the user can see right away in the screen if there is any additoional information available in the background
24. To enter data into a field in list format click on the opposite control button Existing information can be edited by double clicking on one of the entries in the list This will open a separate dialogue box which enables the user to edit all details Edit Marks Inscriptions Type sorting C Details Content Win a ship Ss Save Cancel The field Type is used to select what kind of information you wish to enter Material only or Material and Technique in a combined phrase Choose the setting Output if you want to enter certain a text that is going to be used in object labels and publications You have to select a term from the restricted code list You can add new types by double clicking on the field and switching to the list view If you attach a thesaurus to one of the fields in module oh Definition a corresponding control button will be displayed in Chapter 4 Microsoft Office Access ES Convert the dialogue box next to the field Material or signature which can be utilised during data entry In order to change the display from a simple text field to the list format go to module Settings Fields Search General This function requires access to administration rigths Location Museum and Lender The fields Location Museum and Lender are designed to la capture information on the institut
25. relevant information This tab contains a list of additional entries which can be used for an extended documentation of artist s activities or other 1 In MuseumPlus these entries are referred to as Multiple Groups because each type of group consists of individual sub fields There is a set of fixed fields available for each group which are displayed in the list view Another set of fields can be defined according to the needs of the customer 104 Chapter 4 Chapter 5 Exhibitions MuseumPlus not only supports the documentation of the exhibition history of objects in module Collection as a comprehensive Collection Management System CMS it provides facilities to manage and document the entire organisation of exhibitions and related processing of loans It is possible to enter basic information about each exhibition such as topic venues duration etc The query tool in module Exhibition assists the process of selecting objects for the exhibition proposals Users can save and refine the list of objects Details of the selection process are retained so objects that have been considered but not selected will form part of the exhibition documentation n he attached module Loan Agreements enables museum staff to perform all transactions that are involved i
26. Chapter 8 If you double click on the field you can open the screen where the editing of terms is carried out as long as the user has the required administration rights n The entry in this field is useful e g when you want to output serial letters in a specific language and you wish to filter the addresses selecting only addresses for english letters Initials Customer No Ty 1 his field can be used to enter the customer number e g for photo loans or another initial Ty 1 he field entry is utilised as reference data in various other modules of Museum lus Favourites Frequently used addresses can be compiled to lists of favourites This provides direct access to the addresses in some of the modules in MuseumPlus e g in module Collection when you are documenting the ownership In order to add an address to the list of favourites you have to enter Yes Any other entry will not have any effect on the content of the list Anonymous In some cases the owner or lender of a collection object wants to remain undisclosed so you have to use an anonymous form in the reference of address data in module Collection You can provide an anonymous form of the address entry by checking the field Anonymous whith Yes When you create an catalouge entr
27. that were entered in module Event HJ Pla Dd Coles Adi hhina Ira Ira a hip Daria Feage heer miel m r m e j at a E i ae EDan e E 4 Evemt Calendar Ainiin S P Period Months schedule w Babe trom bo D0200 0 Today Searches se borra Merstag br cch Donnerstag Tretag Sammi Sad w 7 y E 0100 02 03 0300 04 00 05 011 06 03 07 00 0601 05 03 EEA 11 0 el 300 145 20 EE 110 Eq Peco 110 100 Je E Padia H 001 Piae m 703 2300 w 103 01 04 TOD DeAPublie our 19 00 Pubs bor dE sa a Ba ee A io Paba Formar arschk It is possible to either select the view Monthly schedule or Weekly schedule You can switch the type of views with the setting in field Period Monthly schedule In the view Monthly schedule you can see a calendar view of le all events within a selected time period of 6 weeks n The days of the current month are displayed with a white background all other days are shown with a grey background 14 00 Giacometti to Pollock If you click on one of the dates the selected date will be displayed with a blue title bar T he current date is displayed 12 00 Press Conference with a grey title bar Weekly schedule n The view Weekly schedule provides a Calendar view of all events whithin a time period of 7 days Hren 5 0 07 006 Event Calida EJ Me de Colect n Addis hitin Draga Anche Giba madd
28. dE A positive confirmation will overwrite the old entry with the new location In contrast to the entries in the Current Location no history of changing Depot positions will be kept Chapter 4 Modul Artist Maker Introduction In most cases there are references between a collection object and persons institutions or people who were involved in the production discovery or usage of an artefact In the area of art collections it could be artists publishers or shop where the casting of a sculpture was carried out In the area of natural history you would be dealing with collectors and scientists and in the area of technical artefacts you would refer to producers and engineers All details on those persons cooperations or institutions will be recorded as strctured data in module Artist Maker Macias 5007 G6 Ain Y Makes Lula EM Ede con Adek bli Irae Archi Dibereodl Ania Adakan Coi Hao arta Feaga leer enget am awe Pow sy MG ssa ann E Aamin 1207 2007 Artist Makes Dema rites cha Armin rile Hara Rembrand van Ren fpe Aiat se firainame Retigon a Fore Rembrand van Rin Profession Paintur Cilia Fi Bith date 15 7 1606 Metuarlande Leyden al Ni sat Daath dato 34 00 1869 Netherlands Ametandim Har Mata a Lite apar 15 7 TEDE 4 10 1659 Address A in iat Pi w a da A ES bjocis Bogapty Rena Additional infor Aci
29. A to check further details see p 180 de click on the control button shown on the right Be If you want to delete the link to an entry from module Address fore you can delete the link select the entry from the list of provenances by placing the cursor on the record marker With the numbers in column Sorting you can change the e sequence of the entries to be able to list the previous owners in the desired order If you double click on the header all entries will be reorganised and displayed in the new sequence Collection 73 74 Valuation Control Valuation control plays an important role in supporting related procedures such as acquisition loans in and out insurance management etc Hence it is essential that valuations are updated when required but only be accessible to authorised users nq he table which can be activated with the reference button Valuation Control enables the user to document information relating to the valuations placed on individual objects normally for insurance or acquisition purposes To enter information details click on the opposite symbol Transactions E Date gt nsur exhibition 20000 00 EUR Transaction Insur exhibition v Price national 20000 00 EUR m Validierung v Price foreign v Remarks Address referen Reference Loan agreement
30. C Umschl ge Etiketten C Verzeichnis C Normales Word Dokument Abbrechen Edit reports templates text blocks b _ Text modules Standard reports Document templates Designation File path File name b Letter C Programme MuseumPlus Vorlagen Brief With salutation y Labels Mailing C Programme MuseumPlus Vorlagen Adressetiketten Versand Standard i z Labels C Prograrmme MuseumPlus Vorlagen Adressetiketten Standard H El Under designation you can define a name for the template and the way it is displayed in the list of output media of the module concerned The entry in column Field Path shows the path of the template file of MuseumPlus The entry in field File Name corresponds with the name of the actual file on the server but the ending dot is dropped in this list It is important to select the entry With phone fax e mail salutation from the dropdown list in column Query Only then MuseumPlus can transfer the e mail address of the recipient to Microsoft Word Implementing the E Mail Dispatch n l he dispatch of e mails is carried out in the same way as the dispatch of an output of serial form letters from MuseumPlus In both modules Address Group and Mailing you have to insure to start the dispatch with the control button on the right which is used to start a Microsoft Word function but not wi
31. In field T ype you can classify the conservation record such as condition report survey treatment report etc It requires an entry from the dropdown list attached to the field According to the selection in this field you can control which additional data fields will be available in tab Conservation n Treatment Chapter gt Aside from the tab Conservation Treatment there is a second tab available which can be controlled with the setting in field Type The standard version of MuseumPlus only shows one of the two tabs If you need additional data fields to enter more information the second tab can be activated by a user who has administration rights Conservation Section Conservation activities are normally carried out by a certain shop or section within the conservation department This field is used to enter the section that is responsible for the technical assessment or treatment of the object You can use suggestions from the dropdown list but it is also possible to enter free text Assistant This field can be used to document who was involved in the conservation activity in free text format Date from Date to Dating All three fields are used to entert he time span when the analysis or conservation treatment took place or will be carried Out Both fileds Date from Date to require entries in the format ID MM Y
32. You can attach new images from the list of copies in module Image Archive by clicking on the control button on the right This function opens a separate window which allows you to search for items in module Image archive using various search Cniteria 6 Allocate multimedia objects Registration No gt Short title Photo type Ff ices _ Portrait of a Lady Il Portrait of a Lady Il Portrait of a Lady II Ekta I Le 88 1 Portrait of a Lady Il Ekta AS 1992 303 Femmes de Venise ls L le B e Chapter 11 By double clicking on one of the entries of the search result or by marking the entry and clicking on the control button again the selected items will be attached to the current order The following columns are available to document further details concerning the selected copies Order Status nq This column shows the order status of the individual copy You can only select terms from the dropdown list Entries in free text are not allowed Image Archive Copies The first grey column is related to the primary record of the image and the second column shows the related copy that was selected from module Image Archive If you double click on one of the entries you can open the connected record in module Image Archive Reproduction Terms This field can be use
33. lightbox view on the left bottom of the window Search collection m Object name Museum no Participant Name Dating Material Technique v v Commode Caffieri Jacques 1739 Oak veneered with kingwoode Commode 86 Gaudreaus Antoine Robert 1739 Q ood Andreoli Giorgio i Raimondi Marcantonio S C89 Avelli da Rovigno F ox Falchion 6th century Full Armour Callout A62 Workshop Greenwich c 1587 Manuscript cutting Miniature Miniature Paintina P29 Rembrandt van Riin Cc 1657 Dilon canvas 2 3 8u a eo Ha Sy a A 7d New Start With a mouse click on the button Output to Lightbox all highlighted records of the search result will be compiled ina new light box file if this has been chosen previously as the output method in the search window Responsible Cancel You can also arrange objects in a lightbox view directly from the module Lightbox menu item Analysis Lightbox For more detailed information please see p 271 Chapter 3 Analysis of Data in Module Object Groups In module Object Groups you can assign records from the modules Address Image Archive Historical Events Artist Maker Literature and Collection to seperate groups see p 266 n The advantage of working with object groups is you can compile records from several queries using different search criteria each time I
34. Archive materials Depiction File Type File reference gt Letter concerning Lady Cockburn and her three Picture a y gt Wit the help of the module Archive an inventory of documents files and other archived objects can be created Collection 71 72 Creating a Link to the Archive Module A link between the object and already existing documents and files in the Archive module can be created by clicking on the allocation arrow shown on the right In case a document has not yet been recorded in the module Archive this can be done by clicking on the icon shown on the right By clicking on the icon the module Archive opens displaying an empty record which is already connected to the current object Deleting a Link to the Archive Module n lo delete the link between an object in the module Collection and an entry in the Archive module the relevant entry must be highlighted and will be deleted by pressing Delete Del on the keyboard Historical Events With the symbol on the right you can open a reference list showing links between the current object and entries from module Historical Events see p 174 Historical Events Collection Title object 3 Desoiplion object vdd Trade Fairs World exhibdion Paris 1937 2105 351 A m Ine module Historical Events serves to document festivals or anniversaries related to t
35. Output Image Basic data Search results Image sheet Labels Basic Data Information sheet It the list or report has been generated on the basis of a Word template then the output will be started with the Word button Standard Standard Word template WWord template AA report vertically with pictu AA report vertically with picty With a mouseclick on the control button Microsoft Word is started the template concerned will be opened automatically and a serial print will be carried out u MuseumPlus Export to other file Aside from the possibility to output records with Word or one of sing the data from the reports that were defined in MuseumPlus the selected EL records can also be exported to an external fi Chapter 3 e ja a El 4 Close This function is available for all lists and reports that were created in module Define List With the first step you select a list or report from the output La media in the dialogue box output All data fields defined in those lists and reports will also be utilised for the export to other formats Word template Basic Data AA report vertically with pictu Information sheet Ad report vertically with pictu Exportformat v Open automatic V Export Cancel n The document type is determined by the type of format that can be selected from the drop down menu in the fiel
36. The field Classification serves to assign collection objects to a particular class or category within the collection units T he field Associated Place is used for entries from the geographical range e g place of production or place of recovery Both fields can be combined with a thesaurus function if necessary Links with Other Objects created with the fu for object links will 3 Object links Hierarchical references C 251 Manufacture de S vres C 252 Manufacture de S vres Further references n If there are hierarchical relations between the current object on ap the screen and other objects in the database which were netion Link Object to Object the symbol be inserted next to the field Classification With a mouseclick on this symbol you can open the dialogue box Object Links showing a list of related objects Vase 1758 1759 vase and cover possibly 18th century stand Vase 1758 1759 vase possibly 18th century stand The top frame will show the hierarchical relations of the object to other objects in the database The object currently on display will be highlighted The bottom frame will show a list of other kind of relations to Je to its record the particular object If you click on one of the objects in the list you will skip directly It i
37. If module Facility Management is also utilised in your application see p 229 the programme will check automatically if the room in question will be available during the requested period when you enter a new date in column sequence If the new date interferes with another entry the programme will open another window showing a remark on the event that has been scheduled for the same time and place in ES Facility occupied x This room is already occupied during this period 09 00 09 15 Press conference Press conference Exhibition Giacometti to Pollock 23 09 30 10 30 Press conference Press conference Exhibition Giacometti to Pollock 29 10 30 11 00 Press conference Press conference Exhibition Giacometti to Pollock 29 11 00 11 30 Press conference Press conference Exhibition Giacometti to Pollock 29 12 00 12 15 Press conference Press conference Exhibition Giacometti to Pollock 29 Cancel Calendar From this window you can switch to the calendar view see p 227 to get an overview of all registered events Either a calendar view or the room assingment can be retrieved Ea by clicking on the icons shown on the right in the tab x Sequence Ee Tab Equipment Tab Equipment provides the possibility to enter the technical equipment or furniture that is needed for an event You can document the type of equipment the place and the
38. would use when you attach mul specific visible in module Photo Type Tis 4 for the documentation o In Module Multimedia the 1 fields in tab Additional the can choose one of following standard original photos and Image Archive are the same ones as you Itimedia files in other modules field Type also controls the display of ntormation This tab is not Image Archive field can be used to speci want to catalogue such as slide print fy the type of photograph you digital image etc The fer to use controlled field allows list Size This 4 Copy No free text entries I vocabulary you can select standard terms field serves to enter the size o free text or using terms f you prel from the dropdown f the photograph either in from the dropdown list listed with an individual number Each copy can be Entries in the fie Ids File Type Photo Type and Copy No are used as reference data in the list of originals and copies on the left side of the window Status n The entry in this Pa ield indicates the status of the photo whether it is available on loan missing or catalogued New entries automatically have the setting catalogued Remark Co This 4 py rel
39. Narrowing or Extending a Search m The plus and minus icons shown on the right can be used to add more search criteria to a performed search or to further narrow it down The icon that has been selected is shown with a red background Another click on the icon reverses the selection For an already completed search will be determined if the search result needs to be narrowed down or extended with regards to a particular search field After clicking on the minus or plus icon the search term in the search field can be overwritten By clicking on the button Start a new search incorporating the recent restrictions or extensions will be conducted The restriction or extension of search criteria as described above can be performed repeatedly ig 3 Search collection lay y Object name y Museum no m Participan Name w Dating v Material Techreque w y 1750 wl Commode Fos Caer Jacques 1739 Oak veneered wih ingenod rm Commode s5 Opucresus Antore Rober 1739 Oak veneered wih hngevod m Cush ces Avail da Rogno Francesco Xunto 1533 Tim glazed Garthorwore painte Shut box 69 Breton Joan Frangees 1749 1750 Gold and enamel engraved Steen cup and cover WILG 195 1613 1614 Sever and gold embossed ent 46 y Es h y B a amp 7d New Stan Participant Name w Dating avelli lt 1750 Caffi ri Jacques 1739 Gaudreaus Antoine Robert 1739 Avelli da Rovigno Fra
40. m Type You can choose between Current Location and Storage Location According to the selection in this field the content from the column Location will be reflected in module Collection either in field Current Location or Storage Location 7 Location Contains the name of the postition of a collection object Some museums use coded lists including the exact position of an object down to the number of the shelf space others only record the name of the gallery or store m Status Contains information as to wether the location is still valid or if the location has been checked during an audit 7 Visum Optional entry of the person authorising the location update m Remarks This field can be used to enter further details on the exact position of the object 7 Address It is possible to connect a record from the module Address with this field e g if the storage place is E located outside of the museum m Edited by and Edit date Displays the name of person responsible and the date of record creation By clicking on the plus icon at the bottom right of the location window a new line for the entry is generated and at the same time the relevant window to enter the record is opened To edit the location information the window can be reopened by double clicking on any field of the table cau pdate location Date from 24 04 2007 Date to Type
41. Finished in field Status Subject Title This field can be used to document the subject or title of the image order The field allows free text entries If desired this entry can be used in the output of invoiced or delivery notes Notes This field allows free text entries and can be used to document comments about how the image order is supposed to be handled Customer It is possible to enter several addresses for each image order If only one address is entered for an order it will be used for all three functions contact delivery and billing address of the Customer The field Customer is related to entries in module Address You Ml can create a reference to the customer who ordered the pictures Entries from the module Address can be searched and attached by clicking on the control button next to the reference fields After you open the search window you can perform a query in module Address using various criteria y a You can only attach those addresses which have already P been entered in module Address It is not possible to create new address records from this position from the dropdown list which have been designated as Favourites in module Address see p 183 With the control button on the right you can select addresses You can delete an ex
42. Staff Frank John Remarks Request for supply of exhibition posters n The output of the letter will then be registered with the current date in tab Contacts of module Address Numbers and groups Catalog entries address usage I Additional Information Contacts Invoice Addresslinks Event Contact dat Contact Staff Contact type Contact report gt 12 09 2005 w Letter y Invitation Chapter 8 Address Label If you want to get a preview of the address label you can click on the control button on the right and the system will show the address data the way it is going to be printed on a label or letter l Address label Sischofliches Museum Trier Herr Winfried Weber Banthusstrasse 1 O 54290 Trier n Ihe composition of address data can be adjusted in module Administration in tab System Settings This function requires access to administration rights Object References Objects which have been entered in module Collection can be linked to address records in the fields Museum Lender or Provenance If you click on the symbol on the right you can view a list of all im object from module Collection which are connected to the current address in one of the fields mentioned above If you double click on one of the entries in the list you can open the connected object record in module Collection
43. f the loan process by double clicking on one of the entries in the list of loan processes It is not possible to create a new entry position for a loan process from this Archive Management 155 Module Archive Loans Introduction Module Archive Loans provides facilities to document and manage loan processes from the documentary archives of the collection All entries in this module are related to the records in module Archive Material E meuni 4 007 WA Archive Loans Pis de Celene Ad Thiini bree Rachie Ditar saciar Ane Ainkin Contd hep Darha F i i a e ED ba hn E F 8 Sm enna Admin 7404 2007 Archive Loam Deme objects as Admin Write Ls Bling ade Tea Wallace Collection Leesan aa Uupore Puelicabon ixib ion Miniature Feaueest date 10 02 0017 Comi ren 16 05 2017 febim dato AO AO Language E Lean Period fermnde Uhieging fee 00 Disceplon Processing tea 15 00 Pronti Proof deadine Prod rici Remarks ers Pio mminder Loan Hems Heceved Member Ailicio Arche Keference Cosi Capaighi Fi Yag w pa Hany Piece Bana Miniabere W 24 m x Dutersates M0 3 P CIA Dig dress It is possible to record the name of the lender and the reason for the loan using data that has been entered thus far in modules Address and Exhibition Basic Data 156 Billing Address This field is related to module Address It serves to ente
44. n Ihe address fields are connected with module Address Attaching and editing of those addresses is carried out in the same manner as described for the fields Borrower and Lender nq The other two fields can be used to enter the pick up date and return date of the loan objects Both dates have to be entered with the format DD MM YYYY Insurance Shipping n These fields can be used to document who insured the objects and which shipping company is responsible for transportation Both fields are reference fields which require a selection from the attached dropdown lists It is not possible to enter free text in those fields n he attached dropdown lists contain all addresses which either have the setting Insurance or shipping in field Use of module Address see p 189 Insur Registr Insur Invoice It is also possible to document the date of the insurance contract and the date of the invoice Both dates have to be entered with the format DD MM YYYY Coverage from Coverage to This field is used to document the time period of the insurance coverage The dates apply to the entire loan contract including all objects of the loan list Both dates have to be entered with the format DD MM YYYY
45. n he record counter shows how many records are abailable in the current unit and which record is on display It is a helpful tool to browse among the records of the input screen Record 14 5 forjo of 9 If you are dealing with a large number of records in your database for performance reasons it can be usefull to only show one record at a time This is part of the system settings which haveto be adjusted prior to the installation In this case the record counter is not active Record 1 4 1 gt r von 1 Chapter 3 From version MuseumPlus 4 5 in most modules the record counter is disabled by default To guarantie a proper performance of MuseumbPlus this setting should not be changed n The icons of the record counter have the following meaning MM pis record EW Return to previous record E Go to next record Hast record If you enter a record number into the data field you can go directly to the corresponding record Depending on which type of sorting has been activated a record will not always show up in the same position This means the number of the position is not unique in contrast to the record ID The number displayed in the record counter only shows the temporary position of a record whithin a current stack of records Basic Functions AT Status Line The left part of the status line wil
46. A B C and Description All entries with A and B are displayed This search function is only permitted in numeric or character fields The combination with the search function or with is also possible All entries with A or B or C are displayed This search function is only permitted in numeric or character fields The combination with the search function or with is also possible Word search Search for the word and in a character string Hagen and Miller Creating Outputs Introduction n here are several possibilities in MuseumPlus to analyse information that has been entered into the database m the printed output of single records or a selection of records in form of a list or report 7 the compilation of selected records as a lightbox entry this function is only available from the module Collection and Image Archive 7 the compilation of selected records in an object group available for the modules Address Literature Image Archive Historical Events Artist Maker and Collection Printout of data In MuseumPlus printouts are either generated based on the record currently on display or based on the selected records of a search result While a list includes several records per page a report normally only shows one record per page Reports lists and other analyses always refer to the module fr
47. M 24 Henry Pierce Bone Miniature 1642 Requested M 96 Louis Cournerie Miniature 1840 1870 Positive m P 29 Rembrandt van Rijn Painting c 1657 n The delete operation has to be confirmed in the request box before it is finally deleted from the list Exhibitions 111 T12 This function only effects the deletion of the link between the object and the exhibition The object record in module Collection will stay intact Output of Exhibition Objects in Lightbox View Creating a Lightbox j LE By clicking on the button shown on the right the module Lightbox is opened and a new lightbox entry containing all objects allocated to the exhibition is generated The sorting of objects in the light box view is determined by the catalogue numbers given to the objects in the module Exhibition Objects are sorted in ascending order n Ta For furthe The lightbox entry will get the same name as the exhibition An already existing name for a lightbox entry will be overwritten r information about working with the module Lightbox see p 275 Searching Objects within an Exhibition some exhibitions include a large number of objects which de cannot be displayed on the screen at one time In those cases it is possible to use the search button next to the list of exhibition perform a search among all objects which are connec
48. Paid n These four columns are used to enter the dates of the registration and confirmation of payments Entries are restricted to the standard format DD MM YYYY Amount n This column is used for the entry of participation fee It allows only entries in numerals Participant Remarks Reg No Column Participant Remarks provides space for free comments on the registration Column Reg No allows the entry of a registation number Chapter 10 Attaching Participants You can create new links to participants in module Address by clicking on the control button opposite This function opens a y separate window which allows to search objects in module Address using various search criteria J Other persons m w Inetdution Sirset w Place s not empty Tre Wallece Collaction London The Wallace Colection London pitom AD Gandrainsir 3 Bam palcom Infeematk AO Postpalte Zug Weber Wintied Diechdfiches Museum Trier Darthusstasee Trier 5 w de 7 Mew Stan By double clicking on one of the entries of the search result or by marking the entry and clicking on the control button again the selected addresses will be attached to the event concerned m he participants in an event can also be printed in a list or ja report if you click on the control button on the right This ep function provides all output
49. Positive cl M 24 Henry Pierce Bone Miniature 1842 12 iv iv Positive iv M96 Louis Cournerie Miniature 1840 1870 12 iv FY condi iona Shipping Further Dates Md Haney Parce Bone Ministure EAJ 1136 Louis Coumana niaiura 1640 1070 Cal Ho ra sel Roam ini value aoa EUR E Coseraga Loan tae Condaions Courier Packing ALDEE Adding and Deleting Exhibition Objects With the control button on the right you can attach collection E objects to the current exhibition It is possible to search and select objects from the module Collection using various criteria in the search window that opens after clicking on the button With another click on this symbol the selected objects will be attached to the exhibition an Allocate exhibition works a Object name v Museum no m Participant Name w Dating v Material f Technique w t a4 v da Prada v Mimustript culling AJA ds Preda Crrstophoro probably 1477 Douache on velum Micistenol Culling A393 Ga Preda Cherstophoro probably 1477 h y r New Stan If you wish to delete an object from the list of exibits mark the the entry with a click on the record marker on the left and and press the key Delete Decision Date of decisi Objects ae gt Positive A 999 da Preda Manuscript cutting probably 1477 Positive
50. With the control button on the right an existing invoice In column Sort you can change the sequence of the items you can add new items to in the invoice form The sequence in the printed output will be identical to the sequence in the list of items In field Invoice Item you can select a standard term for the item from the dropdown list This list can be edited under Administration Definitions Article This function requires access to administration rights The same applies to the column Code which can be used alternatively or parallel to the description of the item Codes are edited in the same list as the item description All other fields can Usage of module Invoice 210 be used for a precise input of all invoice data including VAT and discount For the active usage of the module Invoice it is mandatory to implement particular invoice forms in the system and to configure specifications for the accounting process Chapter Y mie Module Collective Invoice Module Collective Invoice serves to process accounting with groups of recipients who are all going to receive the same bills It supports the accounting of membership fees or group fees for participants of museum events El Meceumbtus 0 07 006 Collective naice nJ fle Cde Collects Hd Dada nda Archi Giba madds Anir A
51. g 26 01 2007 Expertise Rissbildung Miller Hans Restaurierung Miller Abgeschlossen E 12 12 1998 Restaurierungsbericht Lee Krasner Jackson Pollock K nstlerpaare Kinstlerfreunde Dialogues d artistes resonances Kunstmuseun It is possible to create an output of a conservation treatment report related to one of the entries in the list if you click on the control button on the right If you use the output button next to the list there will only be one object included in the report although there may be more objects in the list This output function always refers to the object that has been marked in the list Using the output button from the top of the screen the le treatment report will be printed including all objects of the list Chapter gt Tab Analysis Techn Assessment nq lhe tables in this tab can be used to enter periodical condition checks treatment priorities and technical assessments of the objects concerned as well as a structured list of activities and and materials used during treatment Analysis Techn Assessment Conservation Treatment Object Data Presentation Mounting Condition Examinations Support General Damage Location Material Analysis Damages Treatment Priority Analysis Priming vw Damage statement v Lost particle x a Treatment Treatment Area Treatment Treatment Material Remar
52. in the museum These addresses will be available in module Event Management Staff his setting design n ates addresses of museum staff They will be displayed in tab Contacts under column Staff in combination with the entry in field Initials Document No module Mailing in This field shows the document No which was used last in ddicating which documents should be f organizing other events included in the mail to this particular address see p 201 You can change the number manually if desired Tab Additional Information The fields in this tab are specii fied according to the entry in Address Type They can be used to capture additional information on particular address types arrangements or remarks of le nders or donors field for example special Addresses 189 Tab Contacts n This tab serves to document past and planned contacts with the actual person of the current address You can create a new entry by clicking on the control button at the bottom right Numbers and groups Catalog entries address usage Additional Information Contacts Invoice Addresslinks Event Contact dat Contact Staff Contact type Contact report a gt 13 07 2007 ww Letter Loan agreement 12 09 2005 y Letter Invitation When you print an output of
53. m The division into collection units not only helps to structure the object information it also serves to define and monitor the access rights of a museum Photo Collection Portraits Ethnographic Collection Africa Natural History Collection Zoology Technical Collection Public Transportation COL ee Lon 55 Module Collection Introduction All objects of an institution including those which do not belong to the permanent collection of a museum but have to be processed for an exhibition or a loan will be recorded in 56 Mod le Collection n The object information is comprised of he a following types of data 7 Bas
54. m l he procedure is identical to the one used in module Collection see p 77 Tab Basic Data Tab Basic Data can be used to enter further details about the particular archive file Along with the number of copies and notations whether the document is available for loan it is possible to record information on copy and reproduction rights The field Creditline is used for gratuities or the official quotation f the copyright owner This entry can be used for the output of publications and object labels O Object References Basic data Remarks Condition Additional Information Loan No of copies 1 For loan Yes w Location Copyright The Wallace Collection London v Shelf Reprod rights x Credit line v Address Y Status Creator Inv person v Y Inv date Both fields Address and Creator are related to either module Address or module Artist Maker Either field can be used to document who created the archive material If the person has a current address choose the field Address if the creator is a historical person you would choose the field Creator By clicking on the control button on the right you can connect an entry from one of the modules mentioned above with the current archival record A mouseclick on the button will open a separate window which allows to
55. n The bottom part of the tab shows the list of objects which were attached to the current Lightbox With the entry in column Sorting you can change the sequence o the object display in the listview as well as in the image display of the tab Images One way to control the sequence of the objects is to assign running numerals to the objects You can enable the new sorting order by double clicking on one of the entries in field sorting If you double click on the title bar of one of the other columns you can also change the sequence According to the content of the column numbers will be sorted by value and text will be sorted alphabetically If you double click on one of the grey fields showing the reference data of the object you can open the connected object record in module Collection It the Lightbox view was generated in module Exhibition the field Sorting will show the catalogue number that was assigned to the object in the exnibition Working with the Lightbox 274 Transferring Objects n There are two ways how objects can be transferred to a Lightbox entry Transferring Objects via Search Function It is possible to attach objects to a Lightbox view either from module Collection or from module Image Archive Every time you perform a search in one of the two modules you can
56. nq return key This term can be copied to the text field Editing contents of Code Lists by simply pressing the All code lists can be completed and amended in Museum lus Code lists are an important tool in the context of terminology control within MuseumPlus Thus the editing of code lists is an important part in securing quality and consistency of object data The edition of code lists should be carried out by a small group of responsible users who are allowed to add new terms and who are authorised to amend and delete existing terms n T o edit code lists you can either double click in the field connected to the code list or you can use the menu items Administration gt Edit Codes Edit Copy Codes edit Additional Codes Double Click Function n Double click functions are used as important tools to navigate in MuseumPlus It allows you to select records and various functions quickly and directly from the record on the screen The double clicking on a field can have various effects according to the type of field where the cursor is currently positioned e Double clicking on a list field m settings it displays the I erm List De Depending upon the pre finitions or multiple selections as well as the zoom window e Double click on a reference field Display of the co
57. the field File name where only a single image can be allocated it is not necessary to click on the Plus button to create an image link Creating a Standard Image It is possible to create standard images from a multimedia file for records in both modules Collection and Image Archive The standard image of a records will be created from the original image file a copy of the file will then be stored under a special directory which can be del fined in the system administration of MuseumFlus From then on the same standard image will be displayed every time you open the connected record in module Collection or Image Archive n and file name of the new image completed automatically n up the conected record This function is connected to the image processor which is l he corresponding dialogue window that opens up for this function provides possibilities to adjust the compression factor File Name shows the storage path for the copy The data field To create a standard image click on the symbol shown on the right The programme will automatically generate a copy from the image file concerned storing it under the defined file path for standard images Administration System Settings he entry in field size is also I he resolut
58. All three fields require the date format DD MM YYYY Order Type The field on the right section of the screen is used to specify the type of order if the photos are on loan for a certain period or if they are purchased Purpose The field Purpose serves to categorise the project which the photos are being ordered for such as publication in catalogue flyer poster etc You can use the dropdown list for frequently used descriptions But it is also possible to enter free text in this field KN Exhibition This field relates to the module Exhibition Information about current and most recent exhibitions is accessible in the deposited table By clicking on the allocation arrow a separate window opens enabling the user to search all past exhibitions I he entry is deleted by clicking on the Minus button It is not possible to enter free text in this window It you double click on the field you can open the connected record in module Exhibition Mailing costs Processing Fee n These fields can be used to document the costs for the processing and shipping of the photo order Both fields require entries in numerals Remark Comment n These fields can be used to enter further details in free text format e g regarding special instructions rel
59. No fterwards the new entry has to be assigned by clickiing on the AS 1992 303 Neue Inv Nr It is necessary to select a standard term from the dropdown list Free text entries are not n he Archive field has a special possible in this field function within the module Image Depending on the entry in this field the data fields of tab Additional Information will be displayed with different especially customised labels You can del labels by double clicking on the entry in 1 function requires access to administration rights fine the additional field Short Title m he field 7 litle short contains a short capture 0 m feld Photo Type This f the image Image 230 236 This field should be completed because it is used as reference data in other places of the database such as the module Collection Image Loans and Image Orders Object Reference This field shows the relation with an object record from the module collection Each image can only have one connection with a collection object Yet a collection object may have any number of relations to image records You can create a new reference to an object record from the module Collection by using the control button on the right If you want to delete
60. The date will automatically be connected with the module where the function Set Dates Deadlines was opened Employee Time Period The entries of the fields Employee Deadline and Done are automatically completed by the programme and they are also editable Description The field Description can be used to enter more detailed information about the task If you double click on this field you can enlarge the input field for easier editing Creating a Task in Outlook When you save the new entry you will see a dialogue box xj asking if you want to create a task in Outlook for this date This Create a new Outlook task E function is useful for institutions that are working with the Office Outlook programme on a standard basis Data Analysis and Control 281 Sample Records Introduction It is possible to define sample records for specific entries which are stored in the database independently from the other data records These can be used as templates when you are working with the copy function in module Collection In the context of data entry in module Collection the manual already explained how to use the copy function of the tool bar if you want to copy an existing record in order to speed up data entry for objects with similar details see p 32 As an extension of this copy function
61. You can either use a keyword from the list or you can insert a new keyword The new keyword will be added to the group by confirming the action You can delete the link between a keyword and the current collection object by marking the entry in the reference list and pressing the key Delete If you edit one of the keywords from the refrence list all objects that are linked with the particular keyword will be automatically updated as well Summary With the symbol on the right it is possible to view a summary of all details and links to other modules which have been entered for the current collection object 3 Survey collection Eollection o Painting c 1657 Oil on canvas Artist Maker Rembrandt van Rijn Dimensions Image size 68 5 x 57 3 cm Location Management 13 07 2005 Boudoir Corridor 06 07 2002 12 07 2005 South Wall Exhibition Magic portraits New York 1999 From Giotto to Rembrandt Figure and Landscape London 2001 Image Archive Portrait Titus the Artist s Son Conservation Expertise Surface damage Literature links collection Suckale Robert Rogier van der Weyden Frankfurt a M Fischer 1995 S 133 Nr 34 Abb 133 Suckale Robert Rogier van der Weyden Die Johannestafel Das Bild als stumme Predigt Frankfurt a M Fischer 1995 Accessories references Wooden box K 0001 n his summary
62. different name e g Unknown Participants Bernard Palissy or follower Entry of a new Artist Maker If you want to enter a new artist or related person in module CAMA tae EET Artist Related Persons also see p 95 which is going to be connected with the current object record you can do this by simply double clicking on the standard entry Do ou Want to register a new artist This function is only available with the standard entry Double clicking on any other entry of the input field Artist Maker will open the connected artist record in module Artist Maker Collection 59 60 Attaching Artist Maker You can replace an existing entry in the field Artist Maker by clicking on the control button at the right end of the field Participants Unknown di According to the system settings a mouseclick on the symbol will either open a dialogue box to allocate artists double arrow or a dropdown list with the names of artists and related persons single arrow m The setting can be adjusted by the system administrator in menu Administration settings F Allocate artist JE ARAS name w First name ve Life dales l x w not empty Ancrecti Maestro Gorgo a Avell da Rovgno Francesco Manto Breton Han cme ois Chen Jx QUES da Proda Christopioeo Gaudreaus Antone Rowen Haider Jacob Here Pierce Dona Louis Coumarie Macvfactur
63. recent exhibitions Clicking on the allocation arrow shown on the right enables the allocation from all exhibitions The link to the exhibition is deleted again by clicking on the Minus button If you double click on the entry you can open the related record in module Exhibition to check for more details 220 Chapter 10 Status Language m I he entry in the field Status serves to indicate whether the event is only planned or is in another phase of realisation You can either select terms from the dropdown list or make entries in free text The entry will be copied into the display in the Events Calendar and the List of Events to enable a quick initial overview In field Language you can document the language the event is held in You are restricted to the selection in the dropdown list It is not possible to enter languages in free text Participants The field Participants consists of two parts The first field is used to enter the number of participants This field allows only numerals n children seniors etc You can choose definitions from the dropdown list School Because schools classes belong to the major groups which museum events are focused this field provides the possibillity P to enter the type of school and the grade Groups total
64. see p 90 Address 7 Address Module used for the address management see p 100 7 Address Group Module for the definition of address groups see p 192 7 Mailing Module for the processing of mailings see p 200 m Invoice Module for the processing of individual invoices connected to various modules of MuseumPlus see p 207 7 Collective invoice Module for processing of bulk mailings of invoices e g club members friends of the museum or ther groups see p 210 O Exhibition 7 Exhibition Module used for the organisation of exhibitions see p 1006 7 Loan Agreement Module used for the processing of loan contracts see p 117 7 Photo Order Module used for ordering and purchasing visual resources in connection with PR material and exhibition catalogues see p 1372 m Author Module used for the administration of articles and text material in connection with exhibitions see p 136 7 Shipping Module used for the arrangement of shipping see p 139 m Accessories Module used for the administration of accessories such as crates showcases or other technical equipment see p 143 Image Archive m Image Archive Module used for the documentation and management of visual resources see p 233 7 Image Loans Processing of simple loan lists For more complex foto orders refer t
65. transfer the objects of the search result to a Lightbox view n To do so click on the output symbol in the search window to E show the list of output media available for the module This function will open another dialogue window which contains the list of output media At the bottom of this window Eli you will find the symbol shown on the right that is used to create a Lightbox view of the objects listed in the search result Attaching Objects in Module Lightbox If you want to add objects to an existing Lightbox view the method described above is not feasible In this case you should open the Lightbox view directly in module Lightbox You can search and attach new objects to the Lightbox by clicking on the control button in tab Objects shown on the Chapter 13 right The search function is limited to objects from the module that was selected in field Module Interaction with Module Object Groups If a selection of objects was already compiled to an object group you can transfer the entire group to a Lightbox view In the module Object Group all records in that group will be copied into a new Lightbox entry by clicking on the icon shown JJ on the right The title of this object group automatically will be completed with the name of the current user Using the Lig
66. which can be opened with a click on the control button on the right Inventory numbers collection Arms and Armour European A 1136 alez _ A B2 Cancel Before you enter a new inverntory number you have to select a pattern from the field Type With the selection of a certain type vou can define the format of the number pattern In the grey area below you can view the highest number that has been assigned from this type of pattern up to the moment At the same time the programmeme provides an input field for the new inventory number according to the format of the pattern m that was selected in field Type You will find more information about the definition of formats of number patterns in the manual MuseumPlus Administration Independent from the formats of the patterns defined in the main field it is possible to enter additional numbers e g old inventory numbers for each object in the attached field used for multiple entries Ref No The field Other No serves to enter various numbers related to the collection object which may be used as reference numbers e g calatogue numbers This field is available with an unrestricted dropdown list Year From Year To n The input fields Year From Year To are configured to capture 4 digit numeral values for the
67. 2007 10 00 1 15 Guided tour Definitions Public tour Admin 107 2007 oF 4 ST 101 15 1100 Gudad tour De newa Public iow Admin Pel PA fala PY eile wd pra You can enable the Module Facility Management in the p system administration of MuseumPlus This function requires access to administration rights Room Description In field Room you can enter the distinct name of the room concerned Field Description can be used to give more detailed information on the type of room Room No Location Both of these fields are used to document the room number if there is one available and to enter the exact location within the institution Dimensions Field Dimension can be used to document the dimensions of the room concerned With a mouseclick on the control button on the right you can create a new entry similar to the field dimensions in module Collection see p 79 Type This field provides the possibility to specify various types of locations and rooms Depending on the setting in this field you can define additional data fields in tab Additional Information Event Management 229 Tab Technique 230 Tab Reservation n This tab shows all events that are scheduled for the room concerned in a list view If you double click on one of the entries in the list you can open the related event record in modu
68. ANALYSIS AND GON TR OL ctas 265 WODUREIOBIECT GROUPS ns AA TA aang eaGu da 266 Ms A A aoa 266 Basic Dalla O aia 266 dl A II A IN NI A Re OE I ne 270 MS O E 271 a A A A O 271 aloe ACHE AA o O ae o O a aak 271 TAO CAS da 273 Working With tne o A A a sess ie a e a ii 274 DUPE TETE Te a a A A AN 277 rodet OM eenei a A AN A a A ture duaoness 277 VIEWING COG ICTS Tiscnoatismashacauixsbocascastcpae elon a a aa a a e a SIE 278 gia galo o A EAA O E TA TAN A AT A SE N T ETN O E 278 DATE TENA C ENE eaa E Dada AE T EA 279 MERO UCL Oly ins ien daa a a O wcaneetnanss 279 Module Date Mana eS ASAS 279 Module Set Dates DEN ais 281 SAA Seal nc ek 818 co ES A E O 282 INVTOdNCUON aaa bit 282 Demne gt ampleR eco RAS dad 282 WORST Si a aio aca 284 ii o O Tes RI TRCE TE a 284 INDE sais tac usher ER 287 IMPRES SU Mis a A ad 293 Content 5 Chapter 2 Introduction Modern day museums and collectors are confronted with new tasks and ever increasing expectations of the public While the scientific documentation of the collections requires well structured information management exhibitions and cultural events call for efficient planning and organisation Thus active communication among partners customers and the public in general is becoming more and more important All these processes require an efficient collection management that is focused on the institution as a whole and at the s
69. Author here they will be connected with the exhibition concerned You can open this functon by clicking on the menu item Authors in menu Exhibition For further details on working with module Authors see p 136 Both tabs Photo orders and Authors are strictly related to the modules in menu item Exhibition They can only be used in connection with a current exhibition They are not connected to module Literature or Image Archive Chapter gt Module Loan Agreement Introduction n Ihe documentation of loan agreements plays an important role A EPT ES in the organisation of exhibitions The module Loan Agreement combined with the module Exhibition facilitates the creation of loan agreements for exhibitions or other loans independently from exhibitions When a new record is created by clicking on the blue Plus button in the symbol menu the type of loan is determined as a loan for the collection or for an exhibition in the Type of loan agreement field An optional entry in the Toe ornar aore EE second field determines the allocation of the loan agreement to Exhibition an exhibition by using a drop down list of all exhibitions Goon Cancel Alternatively a search for an exhibition can be performed by clicking on the allocation arrow At this stage it is still possible to abort the creation of a new loan agreement The button Go on opens a new record Do you want to insert a new record
70. Change nicki ts 110 S MOD IAG EXPONE Aia 157 DOME OM siret N O 165 A E E A AES 174 235 ANa aor O 165 e AAE TEE E E EE IET EE ET 239 ELLAN PERE EN E E ET S E ee meomtatins 182 Sorting ADNa e eE A EE EEA waa aaa 165 O A A E lh cbse cecal 165 SIOFUNO TECOS ii ieee a G 53 Pet CONG MOMS osos 142 A A a AE E TEN 190 Starting MuseumP TUS aliada dina 10 Sate cote O 221 239 248 261 Status ION AIN 17 A oa ttacean a N e mad 28 ELA cs Renee E eRe eee ROR e ty a Erte et ater rer ye 181 o A AA 164 O A O 260 SUHD EC MM Csteulaliees4 ee cts ddlichinanscia daisies 248 Substituting INVOICES as 253 Sub Tab BASIC Dita ic ads a 239 Suchen Ersetzen Haupttfelder o oooooccocoocmomo 268 DUMAMANY TITO 78 138 T Wea CUINIU CS aba tala ne medadanieciansatdssldeshiaas 223 Tab Additional Information 177 189 225 243 263 Tab Appendant ObIects ias 145 Tab Artist ReTerences ui ota 168 Tab BASIC Data 151 177 Tab Catalogue Entries Address Usage 08 188 TADS CONG IOMG aa is erentes 130 Tab Condition Techn Assessment ceeeeeeees 129 Tab Conditions and SAPP INO sn id 123 Tab Conservation Treatment cccccecececeeeeeeeees 129 Fab Conta A 190 Tab DEIA ba 212 Tab Detalla lt 263 Tab Details INWOlC Owes civic teadctee linc acapoesdcacenreusert 213 Tab EGU ISMN censere aN 224 230 DAD EVENS aeri a a a E 191 A OS 225 Fab Mago dia oa 242 TADWIMAGE Ordesa ii 243 A T 2 1 Tab Mates COS Sat eos 250 A A 19
71. Coumero 1840 1870 Watorcotour on ivory Pair ng P29 Rembrandti van Ran c 1657 Oil on canvas Pistol tatiana Iaed A1175 t 1770 Barrel Steal wainut stags Porn an Pocket compass and sungai 13512 Huterioia Michael early 10th century Engraved silver Secretaire F 300 Pesaner ean Here 1700 Oak srramare purplewvod Snuff box 04 Unknown Snuf hive 04 Pirin ran nance 1749 1740 Gol sel enamel enarama Y 2 3 S E Gon a Gy a TI New Start Output of selected records of a search result With a mouseclick you can mark single records or groups of records from the list of search results You can apply the same keyboard shorcuts as you do when you mark files from the Windows Explorer 7 Mouseclick lt Ctrl gt programme adds selected files to the one that was marked last 7 Mouseclick lt Shift gt programme marks all files between the one that was marked last and the one that was clicked on m Mouseclick lt Ctrl gt lt Shift gt programme adds all files located between the one that was marked last and the one that was clicked on The records you have selected in this way from the search results are included in the output Search collection m Object name Museum no Participant Name Dating w Material Technique v not empty v Full Armour A62 Halder Jacob CSB Steel leather gold and coppa Full Armour A62 Royal Workshop Green
72. Date Mela o a so ias 137 Date Mana de meant a 279 Ds 63 64 97 127 150 175 236 AAA eheen a a 212 245 281 A medals 122 222 Define output Med Moo 44 Define Sample Recorra 282 Delete a Standard Image ococccccococncncncncncncnananonono 259 Deleted records ocococococncncncncncncncnonononcncncononononononos 57 Deleted Records 180 234 Deleting Address Groups ccscecsscecsveecsvescsvesees 201 Deleting Addresses ocococococncncncncncncnononononononcnnononos 193 Deleting Multimedia Records cccccccececeeeeeeeees 258 Deleting of Address Groups cccsscecssescsvescsvesees 193 Deleting OF CODICES ca obs 241 BA A tees 11 17 Deleting Standard Mage occoccocccccncncncncncnonanononeno 242 BE E E o oo 140 Dely reer E E EA 157 245 Delivery A Monies neceeadnuccaacmades 133 249 MAN A Ana a 133 Delivery REOQUIFEO iena T TRN 249 A aa 181 DEpPOLPOSI ON enai E RE 81 Descriptores A N R A AR 146 Designation E E E A 143 AAA aE 140 DIMENSIONS ds 79 144 229 Dy GEC A a E 46 Dispatch via Esmaltes 195 Dispaten Nia P Maladaia danna ds 204 Document NO aia N 189 DOCUMENTS aen a a E A E E a 201 POUDIE CHEK Aea II E A 51 DEODCOWIW IS Estat 22 Duplicate Mesta rasta a 277 E Editing ID ALCS scat Zo month E a 228 288 Chapter 15 EQUINA recor ana 17 FECL OM o T caad 165 o Go va aheactar tsa yicteatsaietWirtas aelaty E eiatuncaaattentienes 164 Eingabefenster Multimedia o oocococccccncnnncnnnnncnno 257 FSW Ke
73. Date to require the entry of numerals The field Dating allows the entry of ssify the archive and copy certain n fields in tab Additional lype controls the formation If free text ine the field labels in E LS box for this purpose Individual inv no archive Last mewn o o Mew inv no nq Si A Definition in menu Administration This action number or signature to the archive material With utton on the right you can open a special dialogue The list in the dialogue box shows the signatures which have been assigned thus far The blank field on the bottom can be used to enter a new signature Image Display n he space at the top right section of display an image of the archive material l the screen is reserved to he display can be activated by marking the check box shown on the right According to the standard setting there will be a display of image from the first entry in tab Object Reference Chapter 6 the If you mark Show picture another entry from the list in tab Object reference the programme will show the image of the related entry Keyword and Thesaurus Entries With the control buttons on the right it is possible to attach either keywords or thesaurus terms to the record of the archive material
74. In module Data Management it is possible to show the dates and tasks that were assigned to each individual Museum flus User You also have access to the modules where the dates and tasks were generated using the entries in module Date Management El hrm Ph 4167000 Date Hanagement 3 T lt A Par de E Pie fi Cobecton Address Exhibtion Image decos ther mockdes Analyse Adnindsiration Control bep enie X a T A E E Ch Demo Date Man pement E Employes Dema Moda i Deding Year i 01 01 2004 31 12 2006 Typa sna Detenptien F Deme H 058 Ae Vicia i ra mn X Loan germen Dams 31 09 20 Lacaticn H311 001 Location Man gesnent Demo aja m 005 Location JExhedies Location Managecrent de E a All input fields in module Date Management have the function of filters Using those filters you can specify which dates or time period will be displayed in the list of dates You can also combine certain limitations The default setting of the field Period is set to show a period of a week so the dates in the list always show the current weekly schedule when you open the module If you leave the field Employee blanc all dates of all employees working with MuseumPlus will be displayed in the list If you select a specific name from the list of employees and combine the entry with the term external in field Type th
75. Location Change or to find and replace certain terms in all main and or repeat fields Find and Replace Setting Thesaurus Entries or Key words Based on an existing Thesaurus or a list of key words it is possible in the according field of the module to select a term that will be allocated to all objects in the object group Thesaurus Field Term England Nation France Nation Germany Mation Greenwich Town Gubbio Town Italy Nation sevres Town United Kingdom Mation After the term has been selected and confirmed by clicking on the button Add the windows shown on the right will open requesting confirmation and acknowledging the selected choice FT FT The allocation of a Thesaurus entry is only possible if the Thesaurus is registered as a Single Thesaurus non editable in Definitions gt Thesaurus in the Administration menu Moving Locations it is possible to change the location for all objects in that group in the field Action window by entering information from drop down lists in the fields New Location Type und Status is the location change of the selected module The field Action allows the allocation of Microsoft Office Access j Die Thesauruseintrage erzeugen 5 Objekte geh ren zur Gruppe 5 Eintr ge wurden erstellt For object groups containing o
76. Mis If you are working with a restricted dropdown list you can only choose entries which the list provides for this field In fields with unrestricted lists you can choose between a manual data entry or a term from the list which can also be supplemented with a manual entry Thesaurus fields m Thesaurus fields are designated with the corresponding control i button on the right They are connected with a list in hierarchical order or with a thesaurus function Depending on the setting in the system administration of MuseumPlus you can chose between single and multiple selection of terms for the particular field Furthermore you can choose whether the field allows any supplementary edition or if there is no free text entry allowed In the latter case the field will appear with a gray background n To attach one of the terms from the hierarchic list you need to open a seperate frame by clicking on the control button mentioned above Chapter 3 El Thesaurus allocations E E te Thesaurus Geographic meleenced a Field Content Berth em se Geographer reterencen i Greenvichi Display hierar Choose the desired thesuarus from the field at the top of the frame Most fields are interconnected with a specific thesaurus so there will be no choice Now enter the desired term into the search fiel
77. Module Conservation ccccccececececececeeeeeeeeeeeees 126 Module Date Management ococcccccncncncncncnononcncnnns 279 Module Evita dl 218 Module Event Calendar occcccccccccncncncncncncncncncnnns 227 Module Exhibiti0N ooococcccncncncncncncncnoncnccncnononono 275 Module Facility Management oococococncncnonncnnncnnos 229 Module Historical Events 174 Module Image ArchiV ooccccccccncncncnoncnoncncncncncnnono 233 Module Image Loans o oococcccccncncncncncncncncncnonancnnono 244 Module Image Orders ococcccccncncncncnoncncnoncncncncnnono 247 Mod le VO in cs 208 Module LightboX AAA 271 Module List of EVenNtS occcnccncncncocnncncncncncnncnracanos 226 Module Malhi enere A E A A S 200 Module Object Groups oococooonccnccoccconoonccanon 266 275 Module Photo Order ara neen aa 132 Module Risk Management occccccccccncncncnoncnonanonono 146 Module Set Dates Deadlines 281 Module SLO LG atadas 139 Mod ias 29 Monthly schedule a its 227 A cccyalet S 99 131 Multimedia dat das 56 M ltimedia PE diia 153 A omen Ene men Cy en Peon een ei 25 Multiple GROUNDS nasales 88 104 COPY IM NENA ES aii 89 creating AMAS is 88 deleting EOS ni aae a i 89 editing entries erat data lis 88 N Name nda lots 96 266 Mit Ml is 96 Index 289 MAA E A NN 140 NO OT Paracas 158 NCIS wicca a a ecea cen asetl 246 251 NUMeFIC data Medi dd 21 0 UDC UNS it iaa 49 ODIEC INKS a ao 65 74 103 Object Links a A ca
78. No Content CONTEN Doe meneran o eso ac acia 1 INTRODUCTION taa NN 7 BASTE FUNCTION Sia A EA AA ATT wae ete O AA 9 STARTING ANDiGLOSING DH EPROGRAMIME o 10 OR EEN LANCIA AA EA AA A A anaiaae 11 A A A A A O TRITON ed On Te mn NT OR TE TOUE ZTE 11 TOO OA sac eae A AAA a a 16 APP IR uadeun Gag ast ancnde nase wroeteas eee nade oe E A ess anenuee 19 A IN A A E E E N TE E T 28 ACCESS AUTHOR ATION CONC ER A as 28 Ma o aea O O a ors tee A 28 A A A A kl a 28 MCMaster tl 29 TN 30 ACCESS OS ASA ASAS 30 WORKING WITH RECORDS ati nasutacdawduadnianacad O iaaetaosanneuk 31 Creatina NEW records a A hatte twain 31 BA A A A E ET uate Mesut tubantees 31 COME RECO ata as 32 SERIO RECO S dr ias 33 OV RECO Ss a 33 MALLA CONC AA a a A E E beds Meas aenecanwncenets 33 SEAR O A E E E E A E 34 IN i o O A O 34 Searc MOrOCEdUr E nedi cies edi vaasesunuauiusde nae Rea O ete cex ecb usa snaon ad eee Res was eoassee autos 34 CREATING OUTPUT enren a sete dicta arn aaSuarenoanade SaluuA eases E 43 id eo A A rer rest reed O O STE TE AREA ae N 43 PrN OUN OT CAL ceed tea atresia nicer osu aie tesat eno E O 43 AnalysistorDatarin Mod le NG TOO siria lana aisla 48 Afialysis or Data ih Module Object AUS ia 49 OTHER FONCTION Seema ae a A AAA a 50 Slovo AA IN A FORTS CEN 50 Double Click PUR CHIN AAA AN 51 Onine Aelp and Input TASTUCLION Sata bailas asta 51 Filtering and SOrtinG Of Data Records eresi aa a a a aetna 53 COLLECTION A ahd he ea wre 55 MODULE COLLECTION ia 56 i
79. Publications In many cases the shipment of publications is organised in bulk e g after the edition of a new catalogue It is possible to configure a bulk mailings in module Publication Exchange which includes other exchange partners of the museum in the current process To prepare this action you can open a separate window with A the title Bulk Mailing Publication Exchange by clicking on the e control button on the right In this window the publication concerned can be attached to the addresses of several exchange partners Bulk mailing publication exchange 13 04 2007 Inf out Exit Publication Rogier van der Weyden AP p m Remark Address Bisch fiches Museum Trier winfried Weber Trier The Wallace Collection Landon Create entries for bulk mailing n The details of the current exchange process are entered in the fields in the upper part of the window These fields correspond with the columns in tab Publication Exchange Entries described above Date Enter the maling date of the publication exchange in this field In Out n lo indicate whether the publication is an incoming shipment or will be dispatched you can select the matching term from the dropdown list Publication Here you can select the desired publication from the existing entries in module Literature It is possible to select an entry from the dropdown list which shows al
80. Washington DE aj H Toge bad Lander Tee AL W Mellon Educitonal and Charitable Trust Piltsburgh al No of ama zi Caterer pelt Je on on Forala anih Now select Define Sample Record in the menu bar under the menu item Control and confirm this function in the dialogue box The programme will automatically create sample record using the data in the current record The action will be confirmed with another message Microsoft Access x Sample data has been established successfully 282 Chapter 13 n The next time you use the copy function in module Collection you will find an entry of this new sample record in the dropdown list of field Template under sample plus the code of the current user Access to this type of sample record is restricted to the user who created it Lira 09 009 Cullec tigen Baur ee a m0 Colbecilom A colactiena E Copy hasir data AE Regi n F Producer Register Muster Dema EEN Material A Technique T fe OR ceo an Relerences amis Control piip Eereche alt XI OM ad Responsible Current Exhibition Gema 4704 2006 Demo Wario Collection wan der Weyden aj Basie Data Pros Literature inks collection Nas r Tile Patat z I imit H largnetan i Imentery Yag Prowenance Yag Object name Catalogu Text N
81. a particular image order If you create a new invoice and there is already another one of the same type in the list the programme will open another dialogue box asking you to confirm whether you want to substitute the existing invoice with the new one Tab Usage and Proofs n This tab serves to document further details about the usage of the images and the arrival of proofs in case the images were published in any printed media _ Photo Costs Invoice Usage and Proofs Usage Publication Usage remark Published in the catalog and in the calendar for the year 2003 2004 Date published Publish date Public remark Transfered to Proof type Proof status E Proof deadline Proof remind 1 Proof remind 2 Proof received Proof remark Proof remark Proof location z ISBN no The following fields require entries using the standard date format DD MM YYYY Published from Published to Proof Deadline Proof Reminder 1 Proof Reminder 2 Image 253 254 Chapter 12 Chapter 12 Media Management Module Multimedia Introduction In many cases museums store additional electronic documents concerning objects that have been catalogued in Museum Flus such as text files images videos or links to certain websites n These external documents can be viewed in the module Multimedia and are available for research
82. accessed are listed To save a particular query select Yes from the drop down menu in the column Save in the list of current searches The query will be added to the list entitled Saved search result immediately Saved queries can be named individually by entering a description in the field Name Subsequently saved searches will be available until deleted and are shown at the top of the list Queries are saved individually per user Chapter 3 A saved query can be deleted by either selecting No from the drop down menu in the column Save in the list Saved search result or by highlighting the entry and pressing Delete on the keyboard Repeating Query If the search window has been closed in the meantime search fields and criteria can be reinstated by clicking on the arrow icons shown on the right Hierarchical Search Field Selection By clicking on the button shown on the right the window for the Hierarchical search field selection opens In this search mode all fields from the current collection as well as from other modules and from embedded Thesauri are made accessible n The selection of search fields is available in a hierarchical order After the last sub entry of a link has been marked it will be displayed in the window Current Name In the adjacent field New name the user can enter a term of his choice for the search criteria in the s
83. and the E thesaurus term by clicking on the opposite control button Deleting Links with Thesaurus Terms n The existing links with thesaurus terms are displayed in the box on the bottom right If you wish to delete an entry from the thesaurus select the link concerned and click on the control UN button shown on the right Keywords Besides having the possibility to attach keywords with the a eee thesaurus functions described above it is also possible to use simple lists of keywords which can be used to categorise collection objects indepentdent from the data fields Unlike the terms of a thesaurus the utilisation of keywords can be more flexible because you do not have to follow any strict hierachical order T Key word entries gooliec tion P E Hoy word coe mT a Group di Flor Porra Key ead Porra s Epoch Baroque a of m Group Keywords are simply organized in groups of various themes The selection of a particular group Collection 77 determines which keywords will be displayed in the field Keyword and to which group new keywords will be added You can define new groups of keywords in menu Administration gt Keyword This function requires access to administration rights n Keyword The dropdown list of this field contains the keywords from the group that was selected in the field above
84. be taken along with the definition of handling instructions al Hemis 5007004 Tink Management ED Pla Ode Sollee Ad n chitin rajas archi Oiar radd Aree Adria Corral bip Darth E g ae EDan e PEHE 9 A m e Der 1700 3005 Risk Management Regita s Airain Wii Fisk Fie 1 Upper foor Fok toe amena damage Descrpli n Fim in the 1 Upper done Cenlacte Foi Rirscue w cabo Meianes Meosmes hpe menson description Fiat Preerian w manenanca af the tire protection plan baca anmazaliy 2 Reatten Evacuation af lhe employees ra Reaction tigal on the front araa sa Demata 16 Py febrer won 1 Rak Entries in module Risk Management can be connected to records in module Address in order to list agencies and persons who can be contacted within and outside of the institution in case of disaster Basic Data 146 The following fields are available in module Risk Management to record risk assessment details Risk This field can be used for a short designation of the risk concerned such as explosive potential danger to staff welfare fragility eto Description The field Description allows a larger free text entry e g to record the formal policy statement of the museum If you double click on the field you can extend the size of the entry field for more c
85. body documented in the current record n The procedure is identical with the function in module Collection see p 77 102 Chapter 4 Tab Objects Object Links The box Object References provides a list of collection objects which are linked with the current artist record If you double click on one of the entries you can open the connected object record in module Collection Objects Biography Remarks Additional information Activities Object IP 29 Painting c 1657 Rights references Ile copyright The box Rights can be used to document the ownership of A or all works from the person or legal body in the current record Copyright is an intellectual property right covering patents trademarks copyright and moral rights You ze can Create new entries with the control button on the right Rights Artists Producers Type Owner Date fom fear from Extent Remark n Copyright G Bildkunst Date to Year to These are the fields available in the dialogue box Rights Type The first entry field is used to specify the type of right Copyright Performance right etc The field is connected to a dropdown list Rightsholder In the second field you can enter the current rightsholder of all works from the particular artist You can either select a name from the dr
86. by marking the entry conerned with a mouseclick on the record marker on the left and pressing the delete key Chapter 4 Specifying the Type of Relationship For each attachment of an artist or other person to a collection object there is additional information available which can be used to specify the type of relationship nq This information is entered in the dialogue box Artist Maker Collection In this context there are four input fields available two fields with dropdown lists for the Relation e g Copy Co work school and Function Designer Producer Collector Verification i e saved authorised and a text field for additonal remarks With the number in field Sorting you can change the sequence of the entries in the display of module Collection n The entry with the smallest number will be displayed at the top of the field Artist Maker which is regarded as the main entry f the object record O When you perform a search all artists or other persons which are attached to an object will be included search mode multiple entries Object Name Title The fields Object Name and Title are used to enter the names and titles of an artefact You are dealing with regular text fields both are available with unrestricted dropdown lists You also have the option to add multiple
87. by clicking on the control button on the right The following columns are available for the documentation of parts from the same archival file Multimedia Title n This column can be used to enter the name or title of part of an archival file The field is connected to a dropdown list containing terms which can be defined in module Administration It also allows free text entries Multimedia Type n This column can be used to classify the type of archive material concerning the documentation of the specific part Remark Photo Ref n This column can be used for remarks referring to the attached multimedia file It allows free text entries For more convenient editing it is possible to enlarge the size of the entry field by double clicking on it Objects n This column is related to the entries in module Collection If you double click on one of the entries you can open the connected record in module Collection to get a full view of the object details You can attach new objects to the current archive record by clicking on the opposite control button This will open a search view which allows you to perform queries in module Collection based on various search criteria If you wish to delete an existing link with an object record click on the control butto
88. can be printed pr In order to print help files you have to define a corresponding oy E report in module Report Generator Chapter 3 Filtering and Sorting of Data Records In MuseumPlus you can filter and sort the display of the records by the selected default value of the input mask This complies with the filter and sorting function of the Office programme Microsoft Access A click on the right mouse key opens a menu with various filter and sorting functions Nevertheless this function is not available in all input fields It is important to remove the filter key when it is no longer P needed Filter Remove Sorting Remove F ilter Otherwise the setting will be active for all editions until the next search Basic Functions 53 Chapter 3 Chapter 4 Collection In MuseumPlus the inventory of artefacts is organised in individual collection units Within this data structure each object can only belong to one collection unit Generally those collection units reflect the administrative structure or historical context of the collections within an institution n l he same data structure and organisation of information in separate units can be found in other modules of MuseumPlus such as Address or Image Archive In the case of the module Collection we speak of collection units
89. chapter on p 162 eg Collection 07 68 Editing of Literature Links If you double click on one of the grey fields in the list Literature References Collection you can skip directly to the record in module Literature Here you can edit the details of the literature entry Deleting of Literature Links If you wish to delete a link between the object in module Collection and the entry in module Literature simply click on the record marker on the left side of the reference list and press the delete key Literature tinka collection Literature Menton HR La Suckalo 1985 Rogier wan der Woyden 2 133 133 34 Demo objects w A Suckale 155 Rogier van der Weyden Die dihinnestatl Das Bid ada s Demo objects The entry in module Literature will not be deleted during this process only the link between the collection object and the literature entry will be removed Details concerning Literature Links n T here is the possibility to enter further details such as the catalogue number of an object or the page of the corresponding illustration The view provides columns for Page Fig Cat No to each reference line The field Literature Remarks can be used to enter free text concerning the literature reference similar to a footnote of a scientific text The combination of the keys lt ohift gt
90. collections those record types are usually limited to artists and artist groups because in this case no other persons will be documented in the module Artist Maker According to the entry of the field Type you can specify additional entry fields in the tab Additional Information in the bottom section of the screen i e you can define special entry fields for various record types Collection 97 Occupation The field Occupation serves to enter professions or various positions of a person You can enter free text information in combination with a dropdown list of controlled terms Other than the field Type the entry in this field has no effect on the field definitions in other tabs of module Artist Maker With the control button on the right it is possible to Create multiple entries concerning various positions and occupations of a person in list format 2 Profession Multiple fields Artist J Maker Edi date Edited by s Painter ll If there is additional information available in the list of multiple entries the control button is displayed with an orange frame Address If there is any current address available conerning a person or a legal body it is possible to create a link to the record in module Address see p 180 The entry cannot be edited directly in this field With the contr
91. column Received can be used to document whether the ordered photos have already arrived at the museum You can use one of the standard entries from the dropdown list Objects n This column displays the connected object records from the module Collection With a double click on one of the entries in the list you can skip to the object record in module Collection if you wish to view more object detalls Type In this column it is possible to enter the type of photo material that has been ordered color slide negative print etc You can select and copy one of the entries from the dropdown list which can be defined under Edit Codes in module Administration Chapter gt Format This column serves to document the dimension and format of the ordered photo material The field is also connected with a dropdown list which can be defined in module Administration to compile frequently used formats Exhibitions 135 Module Author Introduction n The coordination of articles used in publications of exhibition catalogues and other publicity material is one of the functions during the organisation of an exhibition Heunis 4 0 07 006 Amba 3 ee ee ee Cee ee GIBa radd Anei Mikha Coe hip Darie F heer prat Pe ae NiorE kazaa amp et PEJA snc Aimin 12 07 2007 Butivor Dare obje cha s A Athor Beachi
92. connection with the current loan contract to the matching fields in tab Transactions of the resp object records in module Collection It is not possible to update the values in module Collection if the fields have been amended in module Loan Agreement in the meantime In case there is a large number of loan objects included in one contract it is possible to perform a search among the attached loan objects by using the search button at the bottom of the object list Tab Conditions and Shipping Further Details The fields in these tabs can be used for the entry of detailed information on each of the listed objects regarding insurance terms special conditions during shipping and display name of courier etc The fields in the lower right section refer to the marked object in the list of loans on the left side of the screen P Conditions Shipping Further Details Content Insur value 8000 00 EUR Coverage 12 01 1999 31 03 1999 Loan fee yt Conditions Courier Frank Walter Packing Wooden box Accessories Insur Value This field serves to enter the insurance value of the object that was determined in the loan contract for the exhibition which this form is connected to This field can be automatically filled as described above with the insurance
93. for the use of the last name If you double click on the entry you can open the screen in module adminisitration where entries of restricted code lists can be edited You can change existing entries or add new ones This function requires access to administration rights Addresses 187 Address Groups Addresses can be compiled to temporary or permanent address groups which can be utilised for mailings and the creation of printed lists An address record can belong to several address groups at the same time You can either attach an address to an address group directly in module Address Group or in module Address by selecting the desired groups from the list in column Address Groups Address group Friends of the museum Museums Publication exchange n The specific address group has to be selected from the list in column Address Group You can delete an existing entry in column Address Group by marking the entry and pressing the key Delete If you double click on one of the entries you can open the connected record in module Address Groups to view all the details of the corresponding entry Only those address groups can be attached or deleted to which the current user has write access This ensures that the consistence of an address is protected Tab Catalogue Entries Address Usage 188 m In MuseumPlus addresses are not only used for the purpose
94. in this module If you double click on one of the fields you can skip to the connected record in module Collection or module Artist Maker The fields Current Location and Storage Location also reflect the content of the fields in module Collection The Storage location is directly entered in the field of the same name while the Current Location to avoid previous entries from being overwritten and enable a location history will only be copied and updated in the table of the tab Locations n The entry in field Current Location indicates the actual location of an object at present n I he entry in field Storage Location indicates the permanent position of an object when it has not been removed for display in an external exhibition or for examination at the conservation department for example some artefacts do not have any storage location they are permanently on display in one of the galleries of the museum This should be regarded as their permanent location to be able to track the artefact at any given time Chapter 4 Tab Basic Data In tab Location you can view all current planned and historical locations listed in chronological order n The following details are displayed for each location entry a Date from Date to Showing the valid time span of the location
95. invitation and the programme document set No 1 The other address group Partner only receives an invitation and a programme document set No 2 With a mouseclick on the control button at the bottom of the A list the assigned document sets will be automatically transferred to the connected address record in module Address Following this action you will find the corresponding entry in field Document No in tab Catalogue Entries and Address Usage of module Address see p 189 In case the address groups have been connected with different document sets across various mailing records you must activate this command before starting the output in Microsoft Word n I he numbers of the document sets can be printed in the serial form documents and can be used as a guide line when you pack the printed matter n l he address labels can be printed and sorted by the numbers of the document sets You can find further information about the realisation of serial form output below Description This field is used to give a short description of the set of documents Additional Criteria 202 You can specify additional criteria of selecting information from module Address for each mailing With a mouseclick on the control button on the right you can open a separate window which allows you to reduce the y number of addres
96. is already included on a loan contract It either shows the record ID of the loan contract the reference number or the contract date By double clicking on one of the entries you can open the connected record in module Loan Agreement to view or edit the document It the object is not encluded in any loan contract so far there are two ways to create a new contract By double clicking on the empty field If you double click on the empty field Loan Contract the programme will show a request message asking if you want to create a new loan contract If the answer is Yes the programme will generate a new contract which is linked to the exhibition including the object concerned and automatically skip to the module Loan Agreement for further details see p 117 With the control button Create Loan Contract see description above This function will create a neutral contract form linked to the current exhibition without any object references EXNIHDLELONS Catalogue No This field can be used to enter the catalogue number of the exhibition object With a double click on the empty field the programme will open another dialogue box allowing you to enter more details concerning the individual exhibition object such as shipping conditions name of courier etc which can also be
97. lt F2 gt can be utilised to enlarge the view of the text field With the dropdown list in field Responsible you can define who has access to the literature link You may only use the entries of the dropdown list Exhibition In MuseumPlus the organisation and of exhibitions and processing of loans is carried out in module Exhibition regardless if you are dealing with objects from the museum s own inventory or if you are lending objects from other institutions see p 106 With a mouseclick on the control button on the right you can view a list of exhibitions and loans which the current object q has been a part of so far Exhibition references Decision Title of exhibition Date from Date to Loan agreement From Giotto to Rembrandt Figure and Lands London 15 03 2001 25 06 2001 Magic portraits New York 1999 12 01 1999 31 03 1999 Chapter 4 Bibliographic notes relating to exhibitions are not entered in module Exhibition but in module Literature see p 162 The Exhibition module is strictly used to facilitate the organisation and processing of exhibitions and loans If you double click on one of the grey fields in the reference list Exhibition Links Collection you can open the connected entry in module Exhibition Here you can view and edit the full d
98. multimedia refer to chapter Media Administration see p 255 for the photo documentation of Exhibitions Lod Module Photo Order Introduction n his module was designed to organise and document photo material needed during the planning of exhibitions or the publication of catalogues and press material El Himei 4 0 07 006 Photo Ordes E is Ede Gaah Adek Dhbt raid CiBarinccleg Ania Adanen Cont Ho erat FEE Sopan a as e PHE y me Agmin 11 07 2007 Photo Oid r mage archiva Airin Wre Cedered at Mes Wallace Collection Losdon or a Cocker tenn w Refornce Lieguap E w Pupose Pu lirabion je dais 13 07 2005 Diretrta Mailing costs Pebebrsinp foe ending 19109 2005 R emndei tn q te 205 Rem dite Esteban From Giotto 10 Rieriteaedt Figura and fr Landscans 200 Proof doadine Froot nemine Progi reociad Rawak Process Mote Tht ardor anal take plate quickly Photos Slides eco Objekt H iP 29 Rombasedt van Aia Pending 165 da a 600 dpi he te AE r e CEE Onder typa nd All entries of this module can be connected to an exhibition an address Moreover every photo order can be linked with record in module Collection a In module Exhibition existing photo orders will be displayed in tab Photos of the connected exhibition record Basic Data 132 Ordered at This field is related to module Address W
99. names or titles for each object by clicking on the control button for multiple entries on the right Object name Multiple fields collection Remark Edit date Edited by Full Armour 26 03 2007 PB Title german v R stung v 14 07 2007 Admin gt y m Title french Title german Title other languages If there are additional entries in one of the multiple fields the control button will be flagged with a red frame Collection 61 6 2 Inventory No The field Inventory No serves to enter the inventory number or accession number of the collection object 62 T Museum no m There are three different methods available to enter a new inventory number They can be adjusted in menu Administration gt Setting The adjustment requires access to administration rights Free assignment of numbers If you choose the option No Test in the system setting the input field will not have any grey background which means free entries are allowed You can enter the new Inventory No directly into the field All printable characters will be accepted Defining Numbers using Dropdown List If you choose the option Via Word List the user will be able to enter free text in field Inventory No In addition you have the option to enter inventor
100. of the data fields in module Literature are compiled to the bibliographic note shown in field Literature Entry With a double click on the field Sub category you can open the module Definition Literature Composition Here it is possible to determine which fields from module Literature will be utilized to compose a bibliographic entry for the particular sub category This function requires access to administration rights Literature Title Author Co Author n These data fields have dynamic labels according to the setting in field Literature Type These are the labels for the available standard types 7 Type Literature Literature Title Author Co Author 7 Typ Exhibitions Literature Title Place Exhib Year 3rd field is not shown 7 Typ Auctions Literature Title Place Srd field is not shown Editor Translator This field can be used to document the name of the editor or the translator if needed This field is also utilized when you create an automatic literature entry Place Publisher In these fields you can enter the place and name of the publisher The entry should be done in the same format as they are shown in the output of the literature entry A common way of combining the two is New York Time Magazine Primary Ti
101. of the entries in the list of measures Entries with lower numbers will be displayed at the top m Measure Type This field can be used to characterise the type of measure Prevention Action etc You can select and copy standard terms from the dropdown list which will be specified in module Administration Measure Description his field is available for a more detailled description of the measure Exhibitions 147 Archi Module Archive Material Introduction Chapter 6 V e Management Module Archive Material provides the possibillity to document and manage material from the documentary archives of the collection such as paper files photos and other records You can document paper records and analog photos as well as digital images videos or electronic office documents E Herent is 4 0 07 004 Archive Material le x 3 Pla fede Gean Add hhii dike ances GIBA ches Anie Aihan Contd h p aris F BaywePoww ash a e PEH ah we E Famin J 3007 Aichise Material Dare objects s Airain Vid Tibe Lette corcsming Lady Cockburn and het three aldadi sona afe Reynalda Discrplion ti p Laite w Dita bom 1547 To Sher Me Dang 1542 nin r Bhowpicher y Ta bjoci Referers Remeg i Godon Addtional nfeema on Loon Basic data hie Ippe Hie name F hg Mad Hann Pisers Bana Miniatura 1242 cium he e
102. other modules Setting Links with Dates Deadlines 124 By clicking on the icon shown on the right all dates connected e to the loan agreement are displayed and inserted Set Dates Deadlines Deadline Done Address reference Description b 20 03 2007 y Dates deadlines type Admin vw Send Loanagreement Chapter gt E3 Transactions and Yalues Insurance value 200 000 00 USD By clicking on the Plus button a new date is entered gt Each entry can be linked to an address entry by clicking on the icon shown on the right The entry can be deleted by clicking on the Minus button has If MuseumPlus has been configured accordingly it is possible to a Mi simultaneously create a task either in Microsoft Outlook or in a Microsoft Exchange server For further information about Date management in MuseumPlus please see p 285 Create a new Quthook bask Linking with Transport or Change of Location By clicking on the icon shown on the right a new window y opens where either a new record for the exiting loan agreement will be created in the module Transport or a loan agreement is allocated to the object By clicking on the Plus button an new entry is generated in the Microsoft Office Access EJ module Transport and the module opens automatically for further editing An object link to a
103. out n They cannot be edited or deleted from this window In contrast references which were created in this window are displayed in L black letters and can be edited In contrast to the thesaurus references which are connected to particular fields you can create new references to all thesauri which are used in the particular application You will find more information on how to use thesauri in manual MuseumPlus Administration Analysis and Replication Creating Links with Thesaurus Terms In order to create a link between the current collection object and a thesaurus term you will have to select the correct thesaurus from the dropdown list in field Thesaurus You can create an entirely new thesaurus in module Thesaurus In this module you can also add new terms to an existing thesaurus or edit other available terms This function requires access to administration rights In field Search Tern you can search for a matching thesaurus term When you press the key Enter or click on the control button next to the field the programme will display the list of search results in alphabetic order in the box below If you mark one of the terms from the search results the programme will display in the upper right box of the window its position in the systematic order You can create a link between the collection object
104. person who is in charge of setting it up List of participants Acivities Equipment Fees Additional information Equipment Facilities place Facilities responsible y Clerk m x m 4 Loudspeakers e Hal 001 All columns allow free text entries There are also dropdown lists available if you prefer to use controlled vocabulary 224 Chapter 10 Tab Fees Tab Fees contains all prices and amounts that are going to be charged for the event In column Service you can select the type of service from a predefined pricelist It is possible to edit the pricelist if you double click on one of the entries This function requires access to administration rights n l he columns Number Fee and Total can be used to enter the amounts which are going to be added to a bill The field Total at the bottom of the window shows the total amount of all positions charged in one particular bill List of participants Acivities Equipment Fees Additional information Number Fee Total a Invoices P Arch 1 01 Archiv material Ww 1 aooo 30 00 E x mf lx Addinwolce ED You can create a bill including all amounts listed above by clicking on the control button on the right Microsoft Office Access If you confirm the function the pro
105. possible to edit any of the entries from this position except in the box Dimensions If you double click in one of the grey fields you can skip to the object record in module Collection Analysis Techn Assessment Conservation Treatment Object Data Presentation Mounting Condition Examinations Support General Artist Maker Rembrandt van Rijn 15 7 1606 4 10 1669 Register Type Furniture Objectname Painting Object title Titus the Artist s Son Museum no 29 Year from 1647 to 1667 Object type Paintings Ref no Dating c 1657 Dimensions gt 68 5 x 57 3 cm Image size Current Boudoir Corridor Location Material Techni Depot position Inscription No of items Marks Museum The Wallace Collection London Inscriptions Lender Tab Condition The Tab Condition is displayed in both module Collection see p 89 and module Conservation lt is possible to change field entries from both positions Analysis Techn Assessment Conservation Treatment Object Data Presentation Mounting Condition Examinations Support General Condition short Suitability for loans Remarks It is possible to document the condition status of the collection object in tab Condition The field Condition Short is connected with a dropdown list that can be used with standard terminology for brief condition surveys Both fields Cond
106. prre E abiti raja Ani Ditar haddi pere Adinin Cod hia Daris E a e bh awe ea yy E P BS wh com e Admins 12 07 2007 Conservation Dems objects ses Adin Wits Type Esperia u Cons Serion Punting a Dats fram 12 04 2006 lo 12 05 2005 Lona SE Chatirey ire status wl iison Saraco damage Paricpama Exmibiion From Gute to Remibrasdt Figure and Landscape Landen 2001 j j Cbjocks PS Pani E poa e E Analysis i Techn Assepement Consoratos Tmamment Qbjed Data Eneseniatico Mounang Gonddion Examnatona Subgor General Dareaae hurler ial Anabi Namapsa Irammam Diario erat P Primii w Damage statement si Lost particle se Treatment Treatment Arca Treatment Tremi Mister ini Acmaea leaimen Deesa Mo A LEA n a Forsan With a consistent utilisation of the module Conservation you can establish a complete condition report history for each collection object n This report history is going to facilitate better communication among the various departments after an exhibition project is conceived and a list of candidate objects is selected It will enable the conservators to better plan and control treatment schedules or advise on the suitability and availability of the objects for the proposed exhibition Basic Data 126 The fields below are available in module Conservation to enter basic information on conservation activities Type
107. record in another module when you create a reference to the data of the module concerned Literature remar Responsible 12 Demoobjects y n hese new records will automatically be linked to the record that was used to create the reference Deleting records Records can be deleted in MuseumPlus by either using the item Edit Delete record from the menu bar or with the control button from the tool bar shown on the right Records from the modules Collection Address and Image Archive are not deleted for good dependig on the individual setting of the system instead they are shifted to the unit Deleted records Deleted records can be recovered from this unit at any time If the record is deleted from the unit Deleted Records it will be completely deleted from the database If you delete a link between two records neither one of the records will be deleted only the reference between those records will be nullified Basic Functions 31 It is not possible to delete records from interdependent modules such as Artist Maker Literature or Exhibition if they still have a reference to other modules In those cases you will see the message below MuseumbP lus There exists at least one reference that makes deleting impossible Action canceled Exhibitions Objects lt Copying Records In many modules there is the possibility to copy an exi
108. search window which allows you to search entries in module Address using various search criteria Chapter 12 You can only attach those addresses which have already P been entered in module Address It is not possible to create new address records from this position from the dropdown list which have been designated as Favourites in module Address see p 183 With the control button on the right you can select addresses sl You can delete an existing link to records from module Address by clicking on the control button underneath the search symbol This function has to be reconfirmed Tab Additional Information nq The display of data fields in tab Additional Information depends on the entry in field Type It is possible to specify additional data fields for each multimedia type Sra If you double click on the field Type you can define the P labels of the additional data fields in module Administration This function requires access to administration rights Tab Details Layout and field labels of tab Details are identical for all multimedia types The following data fields are available for the documentation of more details 7 Copyright Documenting the copyright ownership 7 Creditline Quotation of the correct creditline specified by the copyright owner in case of publications or
109. shown above m The first column shows a reference with a name from the module Address The dropdown list in this field contains all addresses which are designated as Guide in field Usage of module Address For more information on how to define address usages in MuseumPlus see p 189 If you double click on this entry you can open the related record in module Address 7 In the second column you will see the language code which is recorded in module Address for the person you have selected n The third column serves to document the specific task of the person in the current event This column is connected to a dropdown list with standard terms but it is also possible to enter free text n The fourth column is used to enter the fee for the specific task in case the person is not an employee of the institution Event Management 219 Contact Institution Both fields Contact and Institution are references to the module Address You can record the contact person e g the name of a school teacher and the institution for the billing address If you double click on the control button shown on the right you can attach a new address to the field You can search and select addresses in a separate search window using various search criteria Era The addresses concerned ha
110. symbol again The images will then be inserted behind the highlighted image in the display amp Insert allocated objects Rogier van der Weyden Board 1 Polyptichon Last Judger 1443 51 Rogier van der Weyden Board 9 Polyptichon Last Judger 1443 51 Rogier van der Weyden Holy Lucas is drawing Madonna 1435 36 Rogier van der Weyden Portrait of a lady witht Wing Hood 1432 35 Rogier van der Weyden Portrait of a Lady 1463 1937 44 f you click on the sere button on the right you can disable T F the current preselection gt Changing Sequence of the display in Tab Objects The third method of changing the sequence of the display has to be carried out in tab Objects see p 273 272 Chapter 13 Comparing Images It is possible to compare two images from the display in a larger version First highlight the selected images with a mouseclick If you click on the control button on the right you can open another window with an enlarged view of the selected images ISS BT Tab Objects In tab Objects you can find all the objects which were attached to the current Lightbox displayed in a list EN Pe fet Gin ds Edito age Arche De odds As Adrian Corral Hele Eebe ci 8 A Ala Uf o gt 3 WO i fe fsa Ms Damo MANIH Dia Vie q Ligghtheoe Reaponeble Collection a der Weyeen images Obres Module Cobection Description Nama an der Wayder F H Rogie van der W
111. tab shows all objects which are going to be included in the current shipping entry With the control button on the right you can attach more objects to the current shipping record In the search window that opens after clicking on the button it is possible to search and select objects from the module Collection using various search criteria It is not possible to change the record after the button was Exhibitions 141 J Allocate objects y Object name w Dating w Sorted w miniature Mrighre 1042 Merry Perce Done ae 6 New Start By double clicking on one of the entries of the search result or by marking the entry and clicking on the control button again the selected objects will be attached to the shipping list Objects in Shipment Objects Accessories Special conditions al 4 A 999 da Preda Manuscript cutting probably 1477 __ lal lig M 24 Henry Pierce Bone Miniature 1842 IM 96 Louis Coumerie Miniature 1840 1870 wM P 29 Rembrandt van Rijn Painting c 1657 wW With the control button on the right it is possible to create an output in form of reports or lists of the objects connected to the shipping list Here the same output forms are available which are provided in module Collection for the output of objects Objects In this column you will see the connected object records from th
112. the address with Microsoft Word you can automatically create an entry in this tab in order to document the correspondence see p 184 Contact Date If you leave the field Contact Date empty MuseumFlus will automatically complete the field with the current date of the output Staff In field Staff the system will show the initials of those persons who have an entry in field Initials of module Address and where the term Staff is selected from the list in field Usage in tab Catalogue Entries and Address Usage Contact Type Field Contact Type is connected to a dropdown list which helps to record the type of contact Letter E mail Phone call etc You can open the screen to edit the list by double clicking in the field Tab Invoice 190 Al or in one of the Invoice modules Tab Invoice shows a list of all invoices that have been created with the current address in both modules Invoice or Collective Invoice If you double click on the field Ref No you can open the connected record in either module Invoice or Collective Invoice Numbers and groups Catalog entries address usage Additional Information Contacts Invoice Addresslinks Event Invoice type Ref no Billing date Total Amount paid Date paid Status L Validfrom Valid until Remark gt Cost accounting 45100001055
113. the field Deliver to the field Destination is not a reference field connected with the module Address Here it is possible to enter an address in free text format if it does not exist in module Address Cons Inspect This field is used to enter the date and initials of the person from the conservation department who checked the packing of the shipment Cons Inspect 13 05 2006 Inspected The fields illustrated below are used as an electronic stamp to protect the record permanently from later amendments By clicking on the button shown on the right the editing window illustrated below opens This window is used to enter the duration of the location change of an object Any location change will be automatically copied into the location control in the module Collection In addition it is possible to assign the address of the new location and the transport costs Administer location transport Date from 10 07 2006 Date to 17 09 2006 Type ocation Location Hall 002 Status visum Remarks Address Go on Cancel n The entries are confirmed by clicking on the Go On button and the user name and date are added to the field Visum pressed or to reset this process It is important to complete all the details in the record before you activate this button Tab Objects in Shipment n The list view of this
114. the relation click on the control button shown below It is also possible to create links with image records in module Image Archive starting from the object record in module Collection see p 70 Description This field can be used for a more detailled description of the depiction using free text If you double click on this field you can get an enlarged view for easier editing of longer texts Year from Year to Dating n These fields serve to enter information on the date when the image was taken nq he input fields Year From Year To are configured to capture 4 digit numeral values During retrieval these fields can be used to search for periods of time The field Dating can be used for free text entries Address Reference This field is related to module Address It can be used to document the address e g of a photographer You can create a new reference to an address record using the control button on the right If you want to delete an existing address reference click on the control button shown below Classification This field can be used to classify the subject of the depiction Depending on the setting in module Administration the field either allows the entry of free text or is restricted to selection
115. to enter a new address from this postion With control button on the right it is possible to attach addresses which are designated as Favourites in module Address see p 183 If you wish to delete a link with an address you can use the control button on the right This function has to be confirmed in the message Dox If you double click on the entry of the reference field you can open the connected record in module Address Return address In this field the user can enter a different return address from the delivery address analogue to the field Deliver to Items Courier Both of these fields can be used for free text information about the type of items transported and the name of the person who accompanies the transport Transport Type This field indicates the category of the shipping entry whether the objects are transported for an exhibition or for another purpose There is a dropdown list attached to the field which can be edited in module Administration It is not possible to enter any details in free text format Destination No of Items Comment The fields above can be used for free text entries Those details may be used in the output of a shipping report or in a delivery note ER Chapter gt Other than
116. ttil Era Painting e 1657 Rants iearances oeras O OF I von 10 hare Module Artist Maker serves as an authority file which allows a detailed documentation not only of the names but also of life spans places of activity and other biographical data In using a separate module for the entity Artist Maker you can control the entry of redundant information and improve the results of your retrieval Moreover it is possible to record relationships between individual artists and other persons or their connection to various corporations or organisations Collection Basic Data 96 The following data fields are available for the entry of details concerning persons and corporate bodies Name First Name Full Name Sorted Pseudonym Enter the name of the person on fields Name and First Name If both fields have an entry you can automatically copy both parts to the next field Full Name Sorted by clicking on the empty field During this process the last name will be inserted in the front so the names can be sorted in alphabet tic order The field Pseudonym can be used to enter other names such as short forms or names used in literature references Multiple Field for Names By clicking on the control button next to the field Name you can enter addtitional names such as maiden na
117. value of the object that has been entered in the module Collection Anew entry named Ins Exhibition in the link Transactions and Values in the module Collection is generated automatically Afterwards the transferred values can be adjusted by directly entering a value in the field Changing the values in ns Exhibition is only possible in the entry field of the modules Loan Agreement and Exhibition and will be effective immediately values entered in Transactions and Values in the module Collection is displayed see p 74 If you click on the opposite symbol the programme will transfer By clicking on the icon shown on the right an overview over the Exhibitions 123 Coverage n These fields will automatically show the values from the fields Coverage from Coverage to in the basic data of the loan contract nq The dates of coverage can be adjusted on object level if the loan period of the particular object differs from the coverage date of the other objects in the loan contract The dates have to be entered in format DD MM YYYY or DD Month YYYY separated by a full stop or forward slashes Loan Fee If the lender raises a loan fee you can enter the value and currency in this field If you double click in the field you can open a di
118. year If you enter a later year in field Year From than in field Year to the programmeme will automatically show a warning These input fields only allow numerals If you are working with annual details prior to the year zero the numerals will be displayed as negative values Collection 63 64 Because these fields are significant during retrieval especially if you are searching for time spans e g all objects with a dating between 1810 and 1890 they should be completed in every object record Dating Other than in the two fields described above you can enter free text information in the field Dating such as precise dates epoches or the estimated time spans If there are entries in the fields Year to and Year from the values will be transferred to the field Dating by simply clicking into the empty field The Dating of an object can also be copied from an authority file which is provided in this field In this case the fields Year From and Year To are automatically completed with the matching values of the list if you confirm this action in the dialogue box 1814 19th century 1st decade 19th century 1st half 19th century nd decade 19th century nd half 19th century 3rd decade 20th century 1st halt 20th century nd half If the entry in fi
119. yet it offers high flexibility in the selection of various search criteria E 2 Search collection a tg Object name w Museum no w Participan Name Dating Qe s between 1700 and 1500 o Commode ras Cater Jacques 1739 Oak veneered wih hingeuod nm Commode Fos Grucresut Antorme Rober 1739 Oak veneered eh hngevod nm Soucretatre F 300 FHusuenor an Merri 1780 Ook rrtamore puplewood tu Snut box 09 Breton Joan ranges 1749 1760 Gold and enamel engraved v se 251 Mirfacturo de wres 1758 1159 voot and Coven r D0w00 SO poo portolaln pa Vase C252 Manefacture de Sires 1758 1759 vase possibly 1 Givens soft paste porcetain pa 5 6 g y E Te a g New Start m he search functiion has a uniform appearance in all modules so the mechanisms and search operators can be applied in the same way Search procedure A click on the control button with the search symbol shown on the right will open the search frame of MuseumPlus da n I he search frame provides five parallel search fields Fach one o the fields can be used to enter any search string in any of the available search fields You can perform a simple search with only one search criteria or you can do more complex searches with a combination of various criteria n The standard setting of the search frame is showing a combination of the mo
120. you double click on the field you can open the screen Type Definition in module Administration to specify additional data fields This function requires administration rights Exhibitions 143 144 Dimensions It is possible to record any number of dimensions for each accessory in the box Dimensions gt Dimensions 100 x 100 x 50 cm Object size 50 kg Weight lt Click on the control button on the right to enter a new dimension If you wish to edit an existing entry in box Dimensions simply double click on the entry concerned In both cases this will open a separate dialogue box with a group of entry fields 3 Edit Measures Type sorting Length Width Height nit Size Ce Pre text Posttext Remark Size andtext 100 x 100 x 50 cm With the selection of the desired dimension in field Type Image size Frame size Weight etc you can control the display of the available fields in the dialogue box It is possible to specify the field pattern of new types by double clicking on the entry in field Type This function requires administration rights With the number in field sorting you can control the sequence of the entries in the list of dimensions Entries with lower numbers will be displayed at the top Depending on the type of dimension yo
121. 0 Chapter 8 Deleting of Address Groups If you click on the control button from the top menu shown on the right you will delete the entire address group including all links with the module Address For a complete deletion of the current address group the cursor has to be placed in the field Address Group while you press the control button This dimension helps to avoid accidental deletions of address groups Copying of Address Groups An existing address group can be copied by clicking on the icon sa shown on the right All associated address entries will be copied Entries in the field Mailing will not be included Attaching Addresses Tab Addresses shows a list of addresses which belong to the current address group If you double click on one of the entries you can open the connected address record in module Address Attaching New Addresses You can create new links to records in module Address by clicking on the opposite control button This function opens a separate window which allows searching objects in module Address using various search criteria F Allocate addresses la Last name w First name w institution v Street w Place not amply The Wallece Collecion London The Wallace Codecbon London autom AG Sardrainsir 3 Bem Dotcom infsemabk AG Postpalt ig Wober winieg Biechotiches Museum Ther Banthusstasse 1 Ther 5 hG Now Sta
122. 0 252 PAD INVOICING llas 213 Tab Listof Participants asias 222 A TTE S 155 Tab Loan HEMS a aa 157 Tab loan O e Saa sd 122 Tab Numbers and GrOUPS cocccccccccnonncnncnncnns 173 186 TED Object Dala eea 130 Tab Object References ococncncncncnenenenenenenones 153 166 Tan OD 273 Tab Objects in ShipMenNt ocoococonococconananococnonananos 141 Tab Original Photos and Copi8S ococcococnonocconoro 238 Elia a AA TE 134 245 Tab Publication Exchange Entries 171 TADRETE FNCA 176 Tab Remarks CONdItiON ococococccccncncncncncnanonananes 154 Tab Remarks Dept crias 243 Tab RES cases vassoacs a a wassesasoueuensaon 230 TA TOS a ltr eect Ai 177 Tab Usage and Prod iS aiccstcktsaunionesteasienaces 253 E A A A 30 Terms of AL VITICM Uaaaedssten chance 221 Text Cal Melia dz 21 A O 76 100 creating IKS deusere e E 77 100 deleting A A ries 77 101 Thesaurus ENT Eos 151 TREsaurUs Melinda ii bs ei 22 Thesaurus Terms ias 166 TLS parse tec A O AO 174 181 Title Descritores es 150 TL TOPi Caren E uer tiolsaeeea teas eaueaien 137 TITE VENIE cas Toa a a e A 106 To Dee tentado 267 A A E E Eads l6 MEO OC eaer A A 175 TotalNo Of MOlUNES neesan a 165 Total PAE ra ET 166 Transferring DIS as 274 Transferring Objects via Search Function 274 A itch beets E S 164 Transport Pcia dc sao les 140 Transported Da lala 140 TLCAN ianes 129 UAT Oda 260 A pennant oie aaa eats A S 97 Index 291 Usage 292 Veranstaltung Ver
123. 0 00 Gustad tour Diabniina Public tou Hal 001 Worried Weber The fields above the list view serve as filters to select relevant information from module Event which is needed to produce event lists either in chronological order or according to other search criteria n Period In field Period you can select how you want to display the events in a daily weekly monthly or yearly VIEW m Date from to These fields can be used to define the time frame that is going to be displayed 7 searchfield T he field Searchfield allows a distinct selection of search criteria from module Event such as Person in charge Place Title etc After selecting the searchfield the field next to it will be enabled where you can enter the actual search string i e Name of the person in charge If you double click on one of the entries in the list you can open the related record in module Events to check further details With a mouseclick on the output symbol in the toolbar you can print lists and other reports using the events of the list EQ With the control button shown on the right you can switch to the calendar view of the events concerned This function will be decribed in the following chapter Chapter 10 Module Event Calendar Introduction Module Event Calendar provides a calendar view of the events
124. 13 y Mierosott Office Access Y Tha Fokan Fields wall hyse to be Filed incfmoloyees Tyne C 3 Ps de Colaci n Add ee eg ee ee Lihan Coed hip Daria Fraga heer ervget E 0 i a e hak ae y e E g A uso nz F Kimin 74 04 2007 Object Groups Denne nba cta ase Agimin Write k Module Callahan a ropiin Harms Personal Lest A Expiration dita Shon tom le Tune deteled 06042007 Meines Snaechireplane man belda Bian a Pando Gamio 66 Diah a kaili da Ragra Francesco anto al Gish _ Pakssy Bemad TARRAA E Manitaciura de da Proda Chisi f Field Ceyect ils Royal Weiho z Compans Par of the feld x Olmo dah w Newwalue hae w DE Cartel After confirming the entries by clicking on OK a warning message appears By clicking on Yes the replacement process is Microsoft Office Access y started Depending upon the number of objects in the object group this action might take some time Searching and Replacing in Repeat Fields As well as searching and replacing entries in main fields the action can be performed for repeat fields he only difference in performing the action is that the user has to determine first of all to which repeat field the function applies E Search replace Repeat group itle multiple field Field Date Title multiple field Compare Old value x New value OK Cancel
125. 13 07 2007 0 00 In progress ix Pp m gt EP fields with dates and values can be edited directly in this tab If you wish to create a new invoice with the current address you can click on the control button at the bottom right corner Chapter 8 mle Tab Address Links In the tab Addresslinks it is possible to list all links of an address to other modules Depending on the selected area all available links to the module Address will be displayed in the second column entitled References The display is updated by clicking on the icon shown on the right Numbers and groups Catalog entries address usage Additional Information Contacts Invoice Event Addresslinks Area All v y E Reference A 1136 Pistol wheel lock c 1720 barrel A 342 da Preda Manuscript cutting probably 1477 A 62 Royal Workshop Greenwich Full Armour c 1587 A 710 Falchion mid 16th century C 174 Palissy S vres late 16th century C 251 253 Manufacture de S vres Garniture of three vases C 251 Manufacture de S vres Vase 1758 1759 vase and cover possibly 18th century stand C 252 Manufacture de Sevres Vase 1758 1759 vase possibly 18th century stand C 66 Andreoli Dish 6 April 1525 C 89 Avelli da Rovigno Dish 1533 Tab Events In tab between
126. 149 ii e enr A EE EEE EEE TOE TA TO TEA EA ETEA R 149 Ye Fo 0B Ys 0a ae rence ees aE ET PC IBC TS OTE ERS TR SOE ERE YEO OT Te 150 MODUEE ARCHIVE LOANS aisla lolas 156 TE elo UIC GO eneren O ess 156 Basic Data ii nw eee as an Se hn es i ta anes 156 Tab oani ten Sc Ii da 157 LITERATURE REFERENCES AND HISTORICAL EVENTS oocccccnccncnnccnccnocnncnoconcnoconcnnccncconcnoconcnononos 161 ONDE SEP ATR Ent acacia 162 MAO CC CON santas A II turamneestarashoausen ial aelomaaon a ao 162 TES ae Et asii 163 Ba Gan Dc a AS IN O ROT a ee aE IN ES rR Pe OO 163 eNO OEE Wal A A Ceti thes Menthe a ated has Ueto eet Ne 166 Tab Ars RETOCAR 168 PUBLICATION EXCHANGE ccocss earn EES a EAE a AAEE S 170 MEO WC TON O 170 Bae A A E EA A A OEEO A 170 Tab PUD PE AIO ROTO CU CC tii a a a a a dana aetien it 171 Tab N mbercs and Gro A LTS WO DWI ATS TORIC ALE VEN Srila catorce sobar nicas 174 TARR OCU o AA A E ST ON ET EA SET ued N ET O EER 174 YG eD a E E E a 174 Tab REIEFE NCO Siaina a e a a a A EASE 176 TAOTE a e EEA E E E a nan ahaa rae te E ue Nett S 177 TARBA ID a RA ETA EAO EA EEEO 177 TavAdditonal MOR AUN a a T O TE a a A 177 ADDRESS ES A ad 179 MODUREADO RE SS EOS 180 A A na veciaarauinesdaaiedasew Ra a eur nasusaiouled bucw Release laced scare 180 Address EIN ANA 180 Basi Data sin a o aaa eae Se e a Oe ss 181 CONOI BUON A A A IO 184 TA NUDES ANA a 186 Tab Catalogue Entries Address Usage sisi A A 188 Tab Additional LAO TINUE OM css iedn 189 Tant
127. 3 34 Demo objects di In this window it is possible to edit and delete existing literature links or to create new entries in module literature including automatic links Creating Literature Links With the control button on the right you can link an existing record from module Literature to the object J Allocate erature ug w Athor place w Shell mark w Literature ttle w v weydan Sucka Rober Roger van der Vieyten Suckale Rober Roger wan der Weyden Oie Johanne a GY p 7 New Start With a mouseclick on the control button the programmeme will open a search window which enables the user to perform a search in the module Literature Select the literature titles you wish to link from the list of search results by clicking on one of the entries With another click on the control button the selected titles will be linked to the current object record in module Collection For more information on using search windows see p 34 If you wish to create a link to a new entry in module Literature use the control button at the bottom of the reference view shown on the right A click on this button will open the module Literature showing an empty record which will be automatically linked to the object record in module Collection You will find a complete description of the data entry in module Literature in the corresponding
128. 30 Rem date 31 05 1391 Dendine Languaga E Reminder Destepli n Lent fos lhe producbon of a catalog Mating COME HM Processing lo 500 Prode Standardtamwlar Proof deadline Proal carrer Remarks Copy Freq reininder Phos Pants aeien nterason mage Archive Roerei Mo image Reference Fija 1 D0 Femmes de venice AS 1992 007 His Freel rarinder ioy E 150 Of In this module the loan goes back to the primary record of the depiction not to the entries of the physical photos in the listed in tab Original Photos an Basic Data d Copies With the control button on the right you can create a new record in module Image Loans The following data fields are available to document th Recipient can create a reference to e loan process The field Recipient is related to entries in module Address You the name of the recipient who ordered the pictures Entries from the module Address can be searched and attached by clicking on the control button next to the reference fields After you open the search window you can perform a query in module Address using various criteria You can only attach those addresses which have already been entered in module Address It is not possible to create new address records from this position With the control button on the right you can select addresses
129. Add Gone information Calsogue Aurora Teeter Date af desia Dacia i Ef Gonditions Shipping ng Further Ostaig A a AgJ di Preda Mansscipi cutting probably 1477 EA Cal Ni Parita we MoM Hany Piss Bane Miniature 184 R quesbad sa WI Loui Coume no Misj tur 120 1870 Room Pardo ar PS Rembrandt van Ea Faning 165 mar vale Ciririp Loan fee i Cancion autier io ia Paiing w om Arcessoner al Pa mj O A CN Tarral anachi It is possible to document in house exhibitions as well as external exhibitions including all related loan processes n l he screen of module Exhibition consists of a group of basic data fields such as Type of Exhibition Title Venue Duration etc and a reference list of exhibition objects Outside of the actual exhibition documentation it is possible to create loan contracts and coordinate conservation activities using the reference buttons in the middle of the screen Moreover users can survey the production of publicity material or catalogue articles and related photo orders in the attached modules Set Dates Deadlines Shipping Conservation Events Image Order Literature and Autor n The reference to module Literature allows the documentation of exhibition catalogues and in combination with the light box function users can view images of the selected objects along with text
130. Back Maie Haara Hard Hine rr lee P Fon Site Poon Billard Regea Pte House Ground Floor E i Geared Fo Baudon Herlford Hovia gt Frei Floor Hal Boudoir Corridos Mertfod Houso gt First Floor Fine eee Br B x 1 Hertierd House Third Floor Congencst ier gt Safe Bow F Hario Houee gt Thind Floor Conreratior gt Safe Boa 3 Hortlord House gt Thind Floor Constrain gt fe Urmia ray Bow 3 Harisa Hour Third Floor Concerto gt a a Above Box 4 Matte House Third Floor gt Consenation gt Zate Above Di Goa 5 Herdierd House Tard Plot Concerto Sate Hise E Bow amp Mertiord House Third Floor gt Gonseration gt Sato Above G Boa Hertiord House Third Flop Conserve aes 1 Bor Martiri House Third FlooeConpenmtion gt Saha cae a Das Miss banaa De AAA ee J After the name of the location has been entered in the filed search term it will be displayed in the window below the field By highlighting the term the complete hierarchical structure of the thesaurus relating to the highlighted location will be displayed in the right window If necessary the choice of location can be changed or corrected in this window By y clicking on the allocation arrow shown on the right the selected location will be shown in the top right window After the thesaurus window has been closed the entered location will be copied into the Current Location field of the Location History Update location entry Once all relevan
131. H Dema 0140 3004 emo ete Lightien Responsible Collection wan der Woydan El F O Boa vande enin a ipe irc arih Maen hiy Deorge wih tre Dragon wath chid haf figure 146162 143550 Baghi tom der Wed Mari a a 14 Cancel selechon Comp ra maja ve Eh Page liran If the Lightbox view consists of several pages you can use the 14 4 12 gt Lal browse functions shown on the right Data Analysis and Control 271 Changing the Sequence of Objects nq There are three different ways to change the sequence of the objects in the display gt Changing Sequence by Moving Images Images can be moved to another position with the drag and drop function of the mouse But it is not possible to place an image at the very end of the row You have to position the image exactly over the frame to where it is going to be moved gt Changing Sequence with Cut and Paste colour of the image frame will change from black to white Now you can cut the images by clicking on the control button shown on the right First highlight the images concerned with a mouseclick The If you click on the symbol shown in the right the programme will show a dialogue window with the objects that were cut out You can insert the images in another place by highlighting the entries and either double clicking on the entry or clicking on the
132. If you double click in one of the fields you will open the connected record in module Address Chapter Y YA In contrast to the reference fields in other modules of P MuseumPlus the related address fields can be edited directly in module Invoice The amendments will also be valid in module Address In module Address each record has a list of all invoices connected to the particular address see p 190 The following Remark format Invoice Type T Origin his his field is used to specify the type of fields can be used for additional information field is available for entries in free text invoice Entries only allow terms from the dropdown list of the field Depending on the type there may be different kinds of reports available for the output print an invalid invoice form for a specific invoice type The field n his way you can avoid to shows in which module the invoice amount was created if it was not entered directly in e module Invoice Entries can also be created in module Image Orders see p 247 or Event This field is not editable Paid fo r PP he field shows the relation to the purchaser if the invoice was generated in module Image Orders Billing date Due date Date paid Reminder 1 Remin
133. Location New location Above E Status isurn Remarks Costs oftranspe Address referen Transport refere Edited by Edit date 2404 2007 COllection 91 Apart from the already mentioned fields the window also allows for the entry of transport costs and a transport reference which has been created in the module Shipping The plus button can be clicked to search for an address the minus button removes the entry After the module is closed the list is automatically sorted by date If a new location is confirmed in the update window a small window appears and confirmation of the update is requested I the update is confirmed the new entry is copied into the field Current Location of the Collection Module If a new location is confirmed for a limited period only a small window appears and the user has to determine if the temporary change should be added for verification to the date management control ECI Deadline Done Address reference ype ion Employees ri F 30 07 2007 se Location se Shiro E Admin a she After confirmation the module Dates Deadlines opens and the date of the location change is automatically added Chapter 4 Microsoft Office Access Update location entry Location Entry with the Help of a Thesaurus As well as using the drop down list in the Location field in the Location Management window to assign a Depot position or current loc
134. Mambers pens Aktou Period Gandar year imeicing Catniton atado imoicos Address group Amoun mente Deadline eg cal per P Lfutclub 100 001 yl r Remit Rep enleri aal mACE Pe Hingi PTT Conrad address group ema A LE Deg Cal pear Address Group If you click on the control button on the right you can open a search window which allows you to search and select address groups that can be attached to the collective invoice The collective invoice contains all addresses that are included in the attached address groups If a particular address belongs to more than one address group 1t will be filtered and only listed once for the output You can delete address groups from the list in tab Definition if you highlight the entry and click on the control button on the right By deleting the entry you will also delete all invoice information relating to the collective invoice that was previously saved in the corresponding address records Amount In column Amount you can record the sum that is charged to the members of the corresponding address group Deadline Column Deadline shows the term of payment for the amount stated in the Dill Correct Address Group If you click on the control button with the title Correct Address Group the latest membership bill will be automatically attached to the addresses of all member
135. N data 220 ContactiDatesia aca AA 190 Contact 190 OMA e os 147 Contratas ias 119 NN A A A A 50 Copy codes for additional fields o oococoonoc 50 COPY IO a 239 260 Copying Multimedia ReCOrdSsscissinesseckeseeseanwesedoews 258 COO VIG o RA nscee dt eatanteadanenies 11 17 FOOVMONE cutis S 158 240 246 Correct Address Group nar 212 OS POON E IE ETE A PEI A O E TOTE E 158 246 A A O eee eeaeo 182 A A O 124 140 COM Ra 120 124 Index 287 Creating a new NVOICE ocococcccoconcncncnnnnanancncnnunans 252 Creating a Standard IMagQ sennior 259 Creating a Task IN Outl00K oocococnnononcnnnnininininos 281 Creating an E Mail Template o oocoonocnonocnrm 196 Creating an Outlook Task oococococonononononononononos 280 Creating Catalogue Entries ooooocncncnccnrncncnnnncn n 185 Creating Filter for Groups of Collection Units 234 Creating New recordS cocococococononononononononononononononones dl Greatind object Darin croacia 65 Creating Of CODICES es dba 241 Creating Output of Multimedia Records 258 CREATING DUI S co ie E E ATAA 43 Creating Standard IMagQ ocococococononononononononononos 242 A Oieee a a cost N 83 Creation o insin aaa a Eai a Saa 83 Crediti Ce toa casa 158 240 246 251 A N II a 137 C rrent o A A 81 A A shen A E A EST 248 Custome IND a EEA 183 D Data ERUN n a SSNS 19 Dat TIME siea e a a 139 PA iss arasetes ate ease nies ees 21
136. Place wan dar Wepden Portree of a Lady MES mi S H Tj Hi YH E Conditisn Condition Iconogran n Mutele a f Dimessluna F 3 Sal cm El 211255 em d zl Matorial Material Clakw j Technique Oyipul Cl an gakwnea at Signature 7 beans Eshiteion i H Storage myo 13 011 imienplica Localice r LH Data e y Museum National Gallery of An Washington Ce al H Eboraga box Lender The A W Mellon Edecational and Chartasle Trust Pritaburgh Ml Mo siema zi lhis test is controlled by a standard key which has been m defined in module Duplicate I EL If you want to change this standard key you need access to administration rights Data Analysis and Control 211 Viewing Log List Introduction 278 The function Log List provides the possibility to control whether entries of certain fields have been changed This le function applies to fields that have been defined as log fields You can find the function View Log List in the menu bar under menu item Control The Log View in the various modules can be displayed by clicking on the icon shown on the right lt is located next to the status information displaying the previous user and the edit date of the record To select the fields you want to include in the log list go to module Administration settings Define Log Fields
137. R ses Aairnin Write Pl sadness greup Publication ARERANgE Mailing Camani F E Pablical amih Fee Addict E Esch tichos Musicum Trier Piripi Vieber Trier The Walking Cofechon London n To open the module Address Group you have to go to menu Address Address Group Address groups that are used for collective invoices are entirely different in structure compared to other address groups They will be described further down see p 199 and under module Collective Invoice see p 211 RE Basic Data 192 Address Group Comment The fields Address Group and Comment are used to record the name of the address group and the purpose it was created Publication Exchange In field Publication Exchange yes no you can specify whether the address group will be used in module Publication Exchange see p 170 If you want to use an address in module Publication Exchange 1t must be part of an address group where the value in the field Publication Exchange shows Yes Mailings Address groups are also used in module Mailing to manage large mailings and dispatches organized by the museum This field indicates in which mailing the current address group has been used so ar If yo Gouble click on one of the entres In the Tela you can go directly to the connected record in module Maling see p 20
138. SING Reese 133 157 Product Date a 241 PROOUCT Place nat sn 241 PROG A MIMIC VOUS OM ata cia 15 POON Ate e outta A 157 Proof DE A siete weeens 133 245 Proof deliver id 133 157 A A ON 245 Proof Reminda is tne 133 157 245 A a E ESR 157 245 A A E E OGA 72 188 AN a etetacs tastes 96 o a a a a 30 PUN CON a E 172 Publication EXC IC 170 192 PUN DOSE O O 133 157 245 Queries repeating Usa 37 o A RCE A RR EE O 36 R Reason Damage ed 127 Received A E 134 158 246 RECI iio e 244 Record COUNTERS i cscmisiossisadinlasastiiededesdinia ieee din atasies 26 Record Marker a iS Does 21 Records ACHING ER heroine erro h eres SL COD Vill Ta Ona 32 ANA e e PIER do 321 OE AN 33 a ETER 33 A tare Misano sce ttenata aca ies ands 33 Reference data onere sseui nene E S 56 67 98 Reference Das da 237 Reference Saa 25 Reference INVOICE ocococccnncncncncnnoncncncncnncncnnononcncnns 133 Reference NUM oeren ee er a 63 References to Artitsts Producers oococococococnono 237 References to KeywordS ccceceececcececeeeccesceeees 238 References to other Depictions oocoonoccocnonnons 238 References to Thesaurus Terms oococcocncnccncncnnnonon 238 Register Katalog Literatureintrag erstellen 115 REIS ai asa 222 Registration informati0N ococcccccncncncnnoncnconananencnnoss 15 Registration NOt sscnsstcccnadaecuaiotaacnehenesease ode ea 235 Remarks Image Order ccccccccececeseseseseseenseees 251 Remi
139. Saving of Queries With the control button shown on the right the user can view all queries which were performed since the last log into the Syste nl 3 Saved queries Saved search Created Save Name Definiton Y result D4 Yes iv Object name Museum no Participant Name Dating between 1700 And Current search Created Save Definiton Object name not empty Museum no Participant Name Dating Material Technique m Object name Museum no Participant Name Dating between 1700 And 1900 Material Technique w Object name Museum no Participant Name Dating Material Technique Object name Museum no Participant Name Dating Material Technique In the frame saved Queries you will see a list of queries which were performed last the latest search will be displayed at the top of the list Current search The field Definition lists the search criteria that have been used Clicking on the allocation arrow shown on the right copies the entries of the table Current search into the search window The search criteria can also be copied into the search window by double clicking on the entry in the fields Created and Definition The search result will be displayed by clicking on the button Start E In the window Saved search result queries which have been performed since the system was last
140. T lara 117 E o te cs te hast te scans os Solace Wot e ae ae aa ie Nols ene aes ties 117 2 CD AL AMA PS wee sw Seta das Sn Ce ere ees Us SRA ia ELA SE Gks cae NOS tA EINE TOUS 117 i ston Boys 7 O O ORY Ne NE 122 Setting Links with Dates DeadlineS cece ccceccececsccececececssceeesecsceseeeecsssseeeeesseeeesesseeseessseseeeeeeees 124 Linking with Transport or Change of Loca ia 125 Bid Avti Conservati Osie e E a a a ee tieatieeinndon ela tiene aaa ids 125 MODULE CONSERVATION erie A A A OEA ONEONE EO 126 A PA O NEA IAE ENIES OE E E T 126 Base Dalai N a a el nee edie eo a a a a a 126 TAKANA Teeni ASSESS MEN e a a r a r O 129 Tab Conservation rea Mera id a ci 129 Wi CCE Dti NAAA AA AA 130 Tab ConditiO Natalidad tasa 130 Additonal TaD E A NE TA A A is 130 DURA F MS Shiite PARAE AA O A A A 131 NV ODT FP OOO DIE Recs got a a ne O 132 E UC EON dunn tett OR 132 A e O E a r a a a a eee RS 132 TAB MOTOS MES A cada 134 MODE AUTHOR A A OE AENOR 136 Ms A O O O O EE os Ce 136 A A O A O E A O a a eee nO EN 136 UA o e ceetonesossanes 139 aia sore Moo A A O 139 A A A A II A II A ca E eases 139 Tab Objects ins PM das oia 141 MODUTE ACCESSORTE Soo oecaa 143 MAROC Veo y OEA E AA 143 Basi Dal deana a a a a was ae nec a a a a a Ra 143 Tab Appendant Objet ioen A SA A doles 145 WIG DUES FISICA CEMENTO EA TE OEE 146 NA 146 Basic Data ii alta 146 CO 147 Measures 147 ARCHIVE MANAGEMENT ua is 149 MODULE ARCHIV EMATERA keira a a iia
141. TH POFSONS senro o a 99 Mt O 250 LISO COS Sar asados 252 Mo A A RRA 209 A AA A AA 166 Literatur Eternal 163 literatur Type orie a 163 Ms A A 99 171 Literature links A satan ON 68 O ON 68 erat MMS a 67 CACAO solt bicis 67 bierdie Tte da 164 Loan Agreement iia 117 Ee AE E acta ant tess sos aha ee hack REN I E EEE EE T 124 LON TO rN O 119 koan Porod A T A TESA 157 249 o A 71 229 240 Location MANAG eMe ii 90 Location MUSEU aaa 81 LOO GSU aa 278 L schen einer Verkn pfung zum Modul Archivalien 72 M MA O T 200 MaI COSTS innen 133 WARIO MR EEEE E id 245 Maling TDdi 250 MANOS in T NA 192 Marksi INSCEIDE ONS ceea ee a N 80 Material Technique aii di 85 Material Technical iaa 80 Mea UNES a A A EO 147 o APP aeia aa aiaia 239 MA a N k e yA 199 Merno 1G unesen A AEA TO 21 Mentioned Pi 167 Ment Da aree a E ES eden 11 Microsoft Exchange Servel cccccccccececececeeeeeeseeees 280 Modul Address Group csccscsscscscesesceseeceseecess 192 Modul LitGKAbU PC ninio iaa ici 162 Modul WICC Cas ia 255 Mod l Samira 276 Module Accessories oococccccccncncnonononcnononcncnnononononono 143 Module Adore das 180 Module Archive Loans o ooccccccncncncncncnononcncnnanonanono 156 Module Archive Material oooccccccncncncncncncncnnns 149 Module Author ari bin sane Seve aa 136 Module Collection siii ia adsaruccievacscsasncdacvans 276 Module Collective INVOICE ocococcccncncncncnccnnncnonono ZII
142. The lock icon to the right of the Obj ID can be clicked to disable the record to prevent further editing A closed lock is displayed The record is enabled by clicking on the closed lock again An open lock is displayed Obj ld 60482 a Obj ld 60482 8 Basic Functions 17 ax 18 It is recommended to lock all records that are fully completed and have been reviewed for correct content Furthermore it is possible to lock all records in a collection or for certain users It is still possible to delete an enabled record User Display of the id of the user who was the last one to edit the record as well as the date of the last edit Depending on the users access rights a view of the log for the recorded is opened by clicking on the icon shown on the right In this log all edits of the record are shown in predefined fields see p 278 Responsibility Collection The field responsible contains the allocation to a specific task By clicking the icon shown on the right a new window is opened and aie another task can be assigned Selection responsibility Responsiblility Demo objects Cancel Detailed information about Responsibility can be found in the next chapter Data Entry Current user Access right Display of access right for the record on display read or write of the current user By clicking in the icon shown on
143. To be able use log lists you first have to enable the function Log under Administration Settings Fields Search General Module adjustments System General settings Admin 11 8 2003 Bearb Datum 10 07 2003 11 08 2003 EM_BG 10 7 2003 Bearb Datum 20 06 2003 10 07 2003 Admin 30 6 2003 Bearb Datum 28 06 2003 Admin 28 6 2003 Bearb Datum z 24 06 2003 J mdborgli 24 6 2003 Bearb Datum v 23 06 2003 30 06 2003 28 06 2003 24 06 2003 Climadhorali 93 4 ann2 Baarh Datum hiena3nna hancana i 14 The list of changes in the fields specified show the user and date when the field concerned has been edited The list also shows the old and the new content of Chapter 13 the field Date Management Introduction MuseumPlus also provides facilities for date management his function is divided into module Date Management and module setting Dates Deadlines You can find both function in the menu bar under menu item Control Module Date Management allows you to get a complete overview of all dates and deadlines concerning processes which are documented in the database Module setting Dates Deadlines provides possibilities to assign tasks to certain staff members and to set deadlines concerning specific entries in the database Module Date Management
144. User Every user who wants to work with MuseumbPlus has to log on to the system Depending on the system setting the log on will be done automatically based on the log on information of Microsoft Windows or it has to be carried out using the registration form of MuseumPlus n The programme provides an individual record for each employee where all information of the user can be stored such as name department phone number email etc as well as the setting of access which applies to the user concerned 28 Chapter 3 Access rights include the following units 7 User access to records of an entire modul m Records within certain tasks which the user is authorised e e or insert new record 7 De ske m Locked data to certain input reportes COMICS m Disabled records in fields which prohibits mutation ol to read edit and delete no access read only delete edit finition of access groups which serves to restrict access fields as well as output of lists and important In all modules records can not be edited before they are enabled by clicking on the closed lock icon the respective module Employee records cannot be changed by regular users This requires access rights to the programme administration Modules Modules are programme sections which are used to im
145. Worn Painting PB Rentrandi n En 51037 Hl on c rmrad i Pira Pious ALLIR EOLA Liha Peet Wen ales hi an i 24 a 34 i f jane T E _ E Pe T a MEN Sisri a Fr pie All search results will be displayed in a new data set in the module Lightbox Chapter 13 Duplicate Test Introduction It is not unusual that by mistake some records in the database have been entered more than once his can happen especially when the database is updated by several users With the function Duplicate Test MuseumbPlus provides the option to find duplicate records in modules Address Artist Maker Collection and Keywords The programme will search the entire database for duplicates matching the record that is currently on display You can find this function in the menu bar under menu item Control I as nt aon kdn AN Aas Adeibtrebion orin Hels Brute F har eneg Ex O a UF et wa Wee See FEA i i Como 47 01 2006 Demo into Collecton Allecllechone f Y Responsible Collection wan der Woyden a Armii Rogier van dar Wepdan 13561 400 Tafi E a E e i Pradurar f i Tee Porras of a Lady w Object name l w Imantoryono 1947 dA w aj Yeartem 1853 ba 1254 Ref no AO r n der Werden Portradt of a lady valht 4ing Hood f Es i Object Type Pareng i l keth dake a Rey wan dor eden Porras of a Lady 1463 Classification aan der Woyden Portrad of a Lady 1464 Asco
146. YYY Field Dating can be used for free text entries such as June 2004 Conservation Status n his field can be used to indicate the state of progress if the treatment is planned in progress or completed The field has no automatic function It would be possible to edit a Conservation record that shows the status completed To avoid this you can use the record lock function see p 33 Cons No By clicking on the icon shown on the right a E consecutive conservation number is generated automatically Reason Damage This field is used for free text entries to indicate the reason why the object was treated or had to be checked To facilitate work flow it is possible to define a set statements such as Loan out condition report Acquisition conditon report Exhibition Pest eradication Event of damage insurance etc Participants Conservator This field displays a link to the module Address see ofl p 179 The user can enter the details of the company a conservator or an employee of the conservation department in charge of conservation Two further fields allow for the entry of Exhibitions 127 128 free text for example to note the position of the conservator in charge or a br
147. a query in module Image Archive using various search criteria ixl Short title Registration No Dating pa ul El fa Ele You can add pictures from the list of search results to the loan list by marking one of the entries and clicking on the control button once again You can also add objects by simply double clicking on the entry The following columns can be used for further details concerning the image loans Received m lhe column Received shows if the lender has received the requested pictures The field requires entries from the dropdown list Number n his column shows the number of copies of one picture that were sent This field only allows entries of numerals Picture Reference This field is related to entries in module Image Archive It shows reference data of the pictures that belong to the loan list If you double click on one of the entries you can open the connected picture record in module Image Archive Costs n The column Costs shows the fee which the museum takes for each of the loaned items The field allows only numerals Copyright Reproduction Right Creditline n These three fields can be used to document special information on the copyright possible restrictions concerning the publication of the images and the officia
148. a unique name Author and Date Place nq These fields can be used to record the place date and the processor of the mailing Those fields don t have any other function in Museum Flus Chapter 8 Salutation In this field you can specify which salutation is supposed to be used from module Address for the letters of the current mailing The correct output of salutations can only be warranted if the corresponding types of salutation have been entered in the address records concerned You can find more information about the use of salutations on p 187 Attaching Address Groups The list Addr Groups shows all address groups which are included in the current mailing If you double click on one of the address group entries you can open the connected record in module Address Group Adding New Address Groups You can attach new address groups to the mailing record using yf the control button on the right It will open a separate window allowing the user to search select and attach address groups to the current mailing record 3 Allocate address groups i A IU w Comman slaad p 10 ss ma w not empiy dicto EI Friends ofthe museum B3 Hoag 31 Joumatists El MIRATE aT Publication exchange E is E ke h g ri Pew Siar Deleting Address Groups n lo del
149. adlines and to assign tasks to staff members Data Analysis and Control 265 Module Object Groups Introduction Module Object Groups allows you to compile records from various searches in one particular module to a larger group You can find this function in the menu bar under menu item Analysis ls meuni 9 040 Object Groups HE Fils de Coleen Hd Chaba lora Archi Ditar pela prm Julerdirai n Condrol hap Darti Hivehakaaha e E5d uso I do Almin 3404 poor Object Groups Deme objects 2 imin Write Modulo Eellmei an Disscmplion Mura Pertonal Lat A Expr tisn dae Excr iom La To Es dial DE aor Maie a Gian Fl Andes Gorgia IC 6b Diah al Jordi da gos Francesco Manto i 4 Dish Pabasy Bend Cia Sires Manwaciure de Sirens D Fol 253 Damnum of three vias da Preda Ghentophon A MI Mirricip culling Royal Workshop Greenwich 4 ES Full Arnoa A FeO Falthion as ae Derat M4 SPM von 4 Rogue You can select records from one of the modules listed above and transfer them to a specific record group This selection of data records can be utilised for further queries or for the output of special lists and reports With this tool you can print for example special address lists or bibliographical lists Basic Data Select Module The function Object Groups allows only selections of records from o
150. age file Image 241 By clicking on this symbol the programme shows a dialogue box which provides a field Directory for the path name of the file and a field for the name of the photographer ES Image Archive Import from directory x e Photographer Cancel Import If you click on the Import button you can start the upload of image files During the import the path and file names will be copied automatically to the fields in sub tab Basic Data Additionally the programme completes the field category with the file name only without the extension for file types nq Thus it is possible to very quickly import a complete CD with cigitalised images to the database If you click on the symbol shown on the right you can delete entries in the list of original photos and copies Output of Copies All information about originals and copies of photos listed in this tab can be printed in lists and reports if you click on the output symbol next to the list This function can be used to print photo labels or delivery lists for photo loans If you want to create a report including the illustrations you can use the control button shown on the right Creating and Deleting Standard Image If you wish to display an image of the depiction described in the record you can select one from the lis
151. alis E 7 2 Picture 23 Negative le Type recline zi t C py Ha sil Pornal Color Gy tat out Tuur w a Depiction w id Medium w E Pom COW Fok Di mur lus ereglishideballi oy File name Pe in erty ipa al Pholagraphes Iw of Torralba anachi Upon request those copies can be provided to external users for publications and other purposes With the interaction of module Image Archive with both module Image Orders and module Invoice it is possible to document the entire process of loaning and invoicing If you wish to process image loans without cataloguing every available copy or charging publication fees in module Invoice you can also use the module Image Loans Image 230 Image Filter 234 n The individual image records are organised in several organisational units which are defined by the users In MuseumPlus these units are referred to as l asks Generally those organisational units reflect the administrative structure or historical context of the the image archive Within this data structure each image record can only belong to one unit Image Archive All images Registration No 55 1 Sl Deleted Records Image type History E In Image archive The filter function provides the opportunity to select images from one specific unit only so you can narrow down the number of records you want to work with d
152. almost all modules With this icon you can switch between the two modules which were used last l Entry of a new record Deletion of a record including all additional references Copying of a record H Attaching display and edition of multimedia references see p 255 Output of records as lists and reports es amp search of records see p 34 Status Information m l he status information is shown in four fields The identification number of the record which is automatically generated by MuseumPlus is displayed in the top left field The initials of the previous user followed by the last edit date are displayed in the up top left field The responsibility is displayed in the bottom left field The field at the bottom right contains the initials of the current user followed by his individual access right Obj ID 60553 4 PB 26 03 2007 TE Demo objects ees Admin Write TE Identification number Previous user Date of last edit Responsible Current user access right Identification number Display of a unigue identification number of the record T his number is generated automatically and serves as the unique identifier within the programme Record identification numbers can be used as search criteria as well
153. alogue box which contains all values that have been assigned to the particular object in tab Transactions in the module Collection You can select and double click on one of the entries if you wish to copy the value to the current loan contract Conditions Courier Accessories n These three fields allow free text entries They can be used to enter special conditions such as display restrictions environmental as well as logistic which apply to the object that is currently marked in the list of loan objects This information can be also be included in the output of the loan contract especially for loaned objects where certain conditions are imposed by the lender Further Details The tab Further Details provides six more text fields that can be used to document additional information of the conservation staff e g suitability or recommendations for the surrounding environment of the marked object in the loan list You can specify the field labels of this tab in in menu Admistration Field Definitions settings This function E requires access to administration rights Further Details n The tab Details contains a field to record the return condition of the loan object Two further fields can be customised for the user These are reference fields that can not be edited but can contain information from
154. ame time facilitates better communication among the various departments and function groups MuseumPlus is a complete Information and Collection Management System ICMS which is designed to meet the manifold tasks of museums galleries and private collectors n his manual provides an introduction to the programme MuseumPlus It will assist users in their daily utilisation of the Sy SSL Outside of the printed manual MuseumPlus also offers an Online Help function which can be consulted during active work sessions It is possible for all museums galleries and collectors to adjust the field labels of the programme to their individual needs So it may be that different versions of the programme slightly vary in layout or field labeling Introduction 7 Chapter 3 Basic Functions The following chapter provides an introduction to the usage of MuseumPlus All main components and functions of the system are discussed starting and closing of the application screen layout navigation between modules system architecture Moreover the main control functions will be described in detail retrieval data entry and editing All basic functions of the system have a clear and uniform design This insures that MuseumPlus users quickly learn to handle the different sections of the application
155. and in particular ajo multimedia files associated with the record a Ja summary can be displayed and exported by clicking on the icon shown on the right Tab Remarks Condition Both fields in this tab can be used for more detailled descriptions of the history content or condition of the archive material If you double click on the field you can enlarge the size of the entry field Tab Additional Information Tab Additional Information provides a number of additional entry fields for a more detailled and structured documentation f archive materials O n The display of the data fields depends ont he setting of the entry in field Object Type at the top section of the screen You can specify the field labels in tab Additional Information by double clicking on the entry of this field This function requires access to administration rights Chapter 6 Tab Loan the current entry in module Archive Material cn Object References Basic data Remarks Condition Additional Information Loan Tab Loan contains a list of loan processes which are related to Received Delivery Lending address Article Number gt Yes Bisch fliches Museum Trier Winfried Weber Trier Ekta without lending fee You can open the attached record oj
156. and comments on the address concerned Type Similar to module Collection module Address provides the possibility to use an additional tab with a number of data fields which can be defined according to the setting in field Type It the selection in field Type e g is Association you can use the data fields in tab Additional Information to record special agreements or remarks on the contract partners m There are no restrictions on defining the labels of the additional data fields If you double click on the field Type you will open the module Type Definition This function requires access to administration rights Position This field can be used to indicate the position of the person in the address such as Curator director conservator etc If available frequently used terms can be selected and copied from the dropdown list Sorting The field Sorting is utilised for the output of address records It is needed if you want to issue sorted address lists MuseumFlus automatically completes the field with the contents from both fields Institution and Name The entry is editable afterwards Language n The entry in field Language has to be copied from the list of standard terms It is not possible to enter free text
157. and editing lt is not possible to create or delete a record in the module Multimedia menni 9 007 004 Multi dia ME ED Pla Cde Sollee Ad n ihin raja anche Gia madde Arie adrian Corral hip Darth Feaye heer mel a EESE oinn a 489 wns dE Armin H2007 14 Area Dema nbjaets Annin Wie Filo Tepe Pas ligne le tomy ie Color Farast Biatus we Depici n bedin se Pats CVorkDitProjekte VRE UMPLUS torsion 5 File name MA cropped IPE eje Photograph ie Fiefonmench hi 2a Henry Pierce Bone Mirralura tea Deli dal Copyright Cr diima Location Condban Suitability niem emre Prod dada Prod place bten I a gt Es LEAL re von 47 Fornulenanacht Basic Functions As an instrument that is used purely for review and research purposes the module Multimedia has only a few basic tools It is not possible to create copy or delete records the icons relating to these functions are show in grey he relevant basic functions are only available in the corresponding windows Multimedia in the various modules Exporting of Records It is possible to output the basic data of the multimedia records in tables or reports by clicking on the icon shown on the right g Media Management 200 Searching for Records BY CliCkING Ch tae con shown ontneTrTigal11s possible to search all multimedia records either across all modules or depending on the filter settin
158. antwortlich Viewing Dates Viewing Log List Chapter 15 W A O ON 260 Week ly schedule lali aia 227 Word oeenn 46 184 194 203 205 260 USMOT NALES cat dass 46 WO TIC ISS co AA 284 Working with Original Photos and Copies 241 Working with the Lightbox oo cece cece eee ee scenes 274 Z LOOM eea tatu E TA IO 260 ZOOM OU e a 46 Zuordnen Bild Datei iii tin 259 Impressum Reference Manual MuseumPlus 5 0 Release 2007 04 Publisher Zetcom Informatikdienstleistungs AG Berlin Branch K penicker Str 1b4 a 10997 Berlin Germany Texts Editorial and Design Patrick Berger Anke Blumm Rainer Lawicki Dirk Lock Uta Simmons All rights reserved Reprinting in full or part is strictly prohibited No part of this manual may be reproduced in any form or processed duplicated or distributed in any form using electronic systems without the explicit written permission of Zetcom AG zetcom Informatikdienstleistungs AG 2007 Impressum 293
159. aportion intematonake des ads el bechnigoes dans la e modema dci sd hi Kwas shaped by the incemasing power of the dickattestips mm Esopo Pariculady ihe E sara conbentation of the parkon of Matonal Tear hom laar Tear Social Laneany aah the one of be Sieve Dalig 5 05 25 11 10 7 ia Limca both pi more gigantis nigin manumetafiy contradicted the goal of the Tine and Trada Fara gt axtibrite 10 promote pesca Co operation betveen ihe niani Plaza Pins w Ta Pontin Cay genje ol Pane Mare bald Tincad n on the banke ofthe Seine lw Calegey Topit a Preferences Tots Basic data Additional infoemagon Omocts lille pje Description object EP Rembrandt wan ign Paishng e T S i A Adel Maker Arlists parliopanls Jitie tisi Qeecr iption wlis F Rambrant van Ryn O O CN OA Short bite It is possible to connect entries of historical events with both object records from module Collection and artist records from module Artist Maker If a historical event is related to another historical event you can also create links between two records of the same module Basic Data 174 n he section with the basic data serves to document the details o the historical event The following fields are available for a structured description of the event Short Title This field contains the short form of the event title The entry of this field i
160. apter 10 Chapter 11 Image Archive Many institutions not only manage collections of artefacts but also have large amounts collection obejects color material MuseumbPlus provides th of historical photographs of the Slides digital images and other photo e following functions to manage images from the museum s archives and to process requests regarding publications oi f collection images Collection Image Archive Artist Image Archive nq he module Image Archi Invoice ve is used for the management of visual resources lt serves to document the museum s image collections including original photos as well as their copies Module Image Archive works with a conceptual unit referred to as Image meaning the depicted subject These images can be attached to records in module Collection if they are reproductions of collection objects They can also be attached to records in module Artist depicted on the image Image Loans Maker to document either the names of related artists and photographers or the person who is If the museum simply wants to catalogue the images of the collection without recording each individual copy then you can Archive Image Orders use the module Image Loans to process image requests This function is connected to the
161. arese ds 76 ENEE E A E E EE E E aaa 274 Object name Eeee less 6l ODIECU DAIS att 76 Object References a den 185 236 ODE EL DES R 64 OBECE O ENEN 150 SHa AA E E E E EE 270 Ocio 122 128 134 142 153 167 OCCUpat OMen asada 98 A ne Drceale anion eactncatiahe tears lac aceon taca eats 260 A e E 15 51 Order Date xc Sa ciasneieen estes herateeareteseiees 133 245 order Nocna ANAA AS 248 o a A E AE 251 OPU TY 0G SO AE 133 PO CREO A E E ORA 132 A E 209 OOOK oa n E N nsec 280 281 Output MS Word nen Ra 184 OULOUMOT CODICES sao E AON 242 AA A A 258 A AA rl cet nee 270 P Page Number spin 165 A a AR N 153 Pare A O 153 Participant Remakes ts 222 Parcial ndcee insects 221 222 Path ir le NAME ara lis 262 Path A onaieee esse wale cacelace tate 240 A O O 260 PeriOOies ao aE a E en eee Sen rrr ran arene ae 279 281 Person Ne NAO aa eses 219 Personalised Dispatch of E Mails with Microsoft Word EA O OS 195 205 o ccanetpcowea treme ouseswen snes 186 Photo Reminder puros dd 249 PROLO IP secs sin ancte a TS 235 239 A O 114 PICK UP Address ir OS 120 PIU Data loa aii 120 Picture RererencOn a Dias 246 A ane R 175 182 220 Place PUISET rerestore a 164 A a A 175 182 POSE BO A A A sea soasaacominnes 181 Postal Crd tas 182 POWeE DOME a 260 Preview of output form ass ss 45 Fal i Ci A OY 251 PEIE A A 164 Printer setting asebe tios 45 Printing Form Letters with Microsoft Word 194 290 Chapter 15 O oo as A E 43 PROCES
162. as oia 190 Tabo E a Anda das 190 E A O A a a a ines 191 A 191 MODULEADDRES ARO PA AAA AAA AAA A AA 192 IN gi love a A O A A E pene enn 192 EM O O A ST PN OC 192 DElELING On Address E rOU DS atracador 193 Copy INO OF Andress OU OS aos 193 Content 3 Attaching Addresses aa E ds A N 193 P intng Form Letters With WiCKOSOTE Mea 194 DISCO A a E ETT T renege ie ene tes 195 Personalised Dispatch of E Mails with Microsoft Word oococconocnonocccnonncnncccnncncnncncnnnncnnconnncncnnonos 195 Address Groups for Collective Ivo CiS isis tias 199 MODULE MATE TINO A ARES A sida 200 A SN 200 ASICs el lasers ii ai li cis 200 Attaching Address Er Sit ici cas idas oe 201 Additonal Criteria AN AA AS 202 Serial Form Output with Microsot Word seisena A iia 203 SAC E a 204 Personalised Dispatch of E Mails with Microsoft Word oococccnocncnococnnnncnnconnncncnncncnnnncnncocnncncnnnnos 205 PSE GO WIN TEIN CG ed 207 MODULE INV CE didnt 208 Md o unn O 208 Basle o die e do 208 ISO VEN a SS DS SA OS 209 Usage of module LAWON CC seines a notanaot a aa a ad a a 210 MODULE COLLECTIVE INVOICE iaa 211 DANI A A AAA E TEET 211 A O E ee 212 Tap Details VOCE Na 213 E nenetac a A 213 EVENT MANAGEMENT 22 oi erica 217 MODULE E VENT caerse eos 218 A O eeni en ae ott A SA A 218 DAN D e ts E A AAA A E AAA A E IIA AAEE E E 218 TABLE COPAC IDAS ad alt 222 TAPAGE ES iS 223 TADEU OMEN aenn E e E 224 A ESC EA IAN SE TR EOT A ON ST E E 225 Tar Additional LN O
163. ated to the processing of the photo orders or various conditions concerning the reproduction rights Exhibitions 133 Tab Photos Slides 134 nq This tab contains all objects which are included in the current photo order With the control button on the right it is possible to y attach new objects to the current order form In the search window that opens after clicking on the button it is possible to search and select objects from the module Collection using various search criteria T Aliocate objects Object name e Participant Name w Dating v Material Techreque Mriatue M 06 Levis Qournerie 1840 1670 Watercolour on wary Painting P29 Reentrand van Rin e 1657 3 w h 7 Mew Stan You can attach one of the objects from the search results by either double clicking on one of the entries or by marking the entry and clicking on the attach symbol Photos Slides Received Objekt Description y gt P 29 Rembrandt van Rijn Painting c 1657 digital 600 dpi v vw JA 342 da Preda Manuscript cutting probably 1477 iv iv With the control button on the right it is possible to output A reports or lists of the objects connected to the photo order of There are all output forms available which are also provided in module Collection for the output of objects Received n he
164. ation for an object it is also possible to use a Location m Thesaurus to allocate a room to an object Prior to entering the Current Location and the Depot position the corresponding rooms have to be entered in the module Thesaurus Further information regarding the structure of the Thesaurus can be found in the section Administration of the Administration manual The possibility to enter the location with the help of a thesaurus is set in the Definitions field in the Thesaurus tab In addition the entry Depot Position via module in the Settings gt Settings Module Module Settings Location Management must contain the value 1 This requires administrative permission rights m The Plus button as already mentioned opens the window for a Ta new thesaurus allocation By clicking on the icon shown on the right next to the field Thesaurus the window shown below S Thesaurus allocations i E Thesaurus Loc luna x Ye Seach erm se Display hierani Yes _ Harford Houte gt Lower Ground Floor gt Hasting Raamia Back Sala Meum Al y Abowe Hertord Houte Ground Flec Unenlal Anion ikra Gon Abow O Horton House round Flp gt Oriental Anno Do br Bren bin E Hertiord House gt round Fiki renal Armor Dundee Arrcury Show G Hetin Mowse gt Gound Floors Oriental Armar Earopasn Amaury ll T Armuurites Comdor Hertion House gt Gmund Floor F European Armary li
165. ation has already been specified in the basic data of module Mailing 1t is not necessary to define 1t again for the serial output function in Word and thus it does not appear again in this dialogue window Edit in Word standard Contacts Template Letter he Salution Sort Farting Place el g Selection Consider all addresses In field Sorting you can define how the addresses will be sorted for serial print operation postal codes places in alphabetical order etc In field Selection you can specify whether all addresses should be included or only those without e mail addresses to save postage fees In this case you can include all addresses of the group in a seperate e mail action see below You then start the output in Ms Word with a mouseclick on the op control button shown on the right of Addresses 203 Before you start the output you can specify in tab Contacts if the mailing will be documented in the list of contacts of the individual addresses concerned The programme will automatically copy the name of the mailing to the field Remark z3 Edit in Word Standard Contacts Add contacts Yes Ka Type Letter Staff eber Remarks If you choose the setting res in field Add Contact the output will be documented automatically with the current date in tab Contacts in module Address Numbers and g
166. ation or you can use the reference function and enter the data in module Location Management hese settings are available for both fields and can be adjusted individually FT The illustration below shows a combination where the field Current Location contains a reference to module Location Management see p 90 It is not possible to edit data directly in this field current Case 2 Hertford House gt Ground Floor gt Location European Armoury l Depot position Collection 81 You can open the module Location Management by double clicking on the grey field Here it is possible to amend and edit location information and movement control Tab Acquisitions Inventory 82 The for all genres and object types field structure of the tab Acquisition It serves to enter ini Inventory is identical An ormation on administration and inventory of the collection object concerned Basic Data Acquisition Inventory Catalogue Text Notes Presentation Mounting Multiple Groups Condition Iconography Acquis invent Property v Entry no Acquis type Donation Acquired by Acquis note Acquis insur Insurance Data load Rights Rights le Hi v Catalog level L lt Ix re lx Inventory note The box Rights can be utilised to d
167. ation rights After all costs have been listed it is possible to create an output of the total costs by printing an invoice for the particular image order Tab Invoice 202 Tab Invoice shows all the invoices that have been created for a particular image order up to that point It is possible to add new invoices or to edit existing ones Photo Costs Invoice Usage and Proofs Reference no Status Biling date Amount Date paid Due date Reminder 1 Reminder 2 Remarks gt General invoice 46250008681 25 01 2006 0 00 25 02 2006 Invoice fee 46260008681 26 01 2006 0 00 25 02 2006 Salary invoice m he invoices themselves are edited in module Invoice The entries in the list of tab Invoice are related to records in module Invoice The output of invoices also takes place in module Invoice not in module Image Order Creating a new Invoice If you want to create a new invoice simply click on the control button shown on the right ES Output invoice l xX Peec Cancel Create In a separate dialogue box you can then select a specific type of invoice type from the dropdown list 7 Invoice general m Reproduction fees 7 Handling fees 7 Membership fees Chapter 11 Create Invoice Substituting Invoices Each type of invoice can only be created once for
168. ationship betwe which photo was Title field can be used for text entries concerning the en copies and original photos indicating used to produce a copy Medium Here you can enter the individual title 0 the copy This 4 field can be used to document the medium and place File was File is stored where the image archived on a CD In case the image the Cl pi you can enter the number 01 Image 239 240 Path File name You can attach an image file to the current record of the copy by clicking on the control button shown on the right The entries of the fields Path and File Name are completed automatically when you attach an image file It is also possible to enter the place of the directory manually n he matching image will be displayed in the upper right section of the screen if the check box underneath the image has been enabled If you are working with large image files the upload function can have the effect of slowing down the performance of the programme In this case it is advisable to disable the image display in the check box Address Reference You can attach an address record to the photograph e g of the photographer if it has been entered in module Address before An existing address reference can be deleted by clicking on the control b
169. be displayed on demand Literature References and Historical Events 169 Publication Exchange Introduction n The exchange of publications is a common procedure among museums and other public corporations to save costs on the accessioning of literature to the museum libraries The module Publication Exchange provides facilities to support the management of this process and to document the details of the exchanged publications Eu Mecenas 4 6 G7 006 Publicar Publication Fur hanan Exchange Sed 3 Tis tar Ealecticn prem Dhar Praga Mechita iar radda Arira Aderirdeirazaso Cant bide aretha E i ae EDA e p MG sere 1055 G Admin 11 07 2097 Publication Exchange ATAR s Airain Wetle mstiu on Seachifiches luce Tr r Remak Dep rimora Tribe Hen Designitica Te Address w Lastname Weber Fired ieee Weirdo Preis Ciraktar a Barling Beichidickes Musee Tar Weta olaa iket Manifussimase 1 PO Dor Language D GEDE Combeisplao Di me 54250 Tar Faura se ananman Tes sal Publication References Number and groupe Data ind A Remarka Lara P 13 04 2006 Grey it Suckale 1005 Rogier van dee Weyer 2 acces taal 0 hdr vz Tarral anachi Module Publication Exchange is closely connected to modules Address Address Groups and Literature Module Address contains details of the exchange partners module Address Groups provides facilities to compile a list of select
170. bject In chapter Image Order you will find more information on which data is transferred from module Collection see p 247 Editing Image Links With a double click on one of the entries in the reference list you can open the connected record in module Image Archive Here you can edit details of the image and view the list of available originals and copies Location In addition to the entry of valid current and permanent object location each movement of the object can be recorded in a chronological list in module Location Management see p 90 You can view the list of object locations by clicking on the symbol shown on the right Location references ES Datefrom Date to New location Remarks 13 07 2005 Boudoir Corridor 06 07 2002 12 07 2005 South Wall n I he entries are sorted in chronological order by date with the most recent change of location at the top It is not possible to make any changes from the list view If you double click on one of the entries you can open the module Location Management Here you can edit and update the chronological location list see p 90 Archive Materials By clicking on the icon shown on the right any existing links of bff the current object with entries in the Module Archive can be recalled see p 151 Archive references
171. bjects from the module Collection After selecting the action Move locations and clicking on start a new window is opened The new location can be entered in this Data Analysis ar Ic hange objects locations Change objects locations Search replace main fields Search replace repeat fields Set thesaurus references or keywords Microsoft Office Access 67 The following fields will have to be filled in Date from New location Type 268 n Thesaurus controlled the allocation of the new location can be performed by clicking on the thesaurus icon to the right of the field New Location opening the corresponding window In addition the user has to enter a date in the start field Date from otherwise a warning message will appear Move locations Date frorn 03 04 2007 Date to Type Location New location Above G Status visum Remarks Costs of transpc Address referen Transport refere Employees Vis w Deadline 02 04 2007 Type Dates deadlines ty w Done Description Preparations Update current location M Cancel Generate date E In addition a remark the Employee initials or if required the costs of transport can be entered PP e fields Address reference and Transport reference establish a link to the module Address By click
172. ble to enter information in free text format The field will be automatically completed when you create a new record in the module Author If you double click on the entry in this reference field the connected record in module Exhibition will be displayed on the screen Title Topic This field can be used to document the topic or the title of the article The entry of this field is also displayed in the reference field of the author in module Exhibition therefore it is advisable to complete the field Topic Date fields All the fields below Hard copy Soft copy Biography Reminder Proofread Print version Photo Request Photo delivered Photo returned Photo paid are date fields which have to be completed in the format DD MM YYYY Exhibitions 137 Summary This field allows free text entries concerning the summary of the content of the article It is possible to enter large texts up to 4 000 characters If you double click on the field you can enlarge the size of the data field for more convenient text edition 138 Chapter gt Module Ship Introduction ping One of the central activities in the organisation of exhibitions is the administra ies tion of shi
173. chape 1 y Ea m Gehool z wl Gps total intact meam AG Bam le J Remarks matii faa f Categor Terre of pay w Erm ies et Lisiofpar lt iparis Actas Equipment Fers Agdtonal infomation Decision 6 E Hegisiralion Confirm sen Continmeton Paid Amami Cmn remark Info mmt T brete Bachilirhaa Museus Taar Worried Wei 3 AE 0 CO Tarrals anachik With this information it is possible to generate reports and lists e g to print attendance lists or duty schedules However all events will be displayed in both modules Event List and Event Calendar Basic Data 218 In the main section of the module you can enter all basic information about the event and create links with related addresses and exhibitions These are the available data fields Event Type This field is used to define a certain event category The field is connected to a dropdown list of standard terms which can be E selected It is not possible to enter information in free text le According to the term that was selected in this field the programme will provide specific fields in tab Additional Information If you double click on the entry you can define the labels and functions of the additional fields This function requires access to administration rights Chapter 10 Event Title H
174. cking on the selected 34 Chapter 3 entry will copy the search criteria to the field above If you enter the initial letters of the search term the cursor will go directly to the position with matching initial letters in the list of fields Start A search is started by either clicking on the Start button in the search window or by pressing Enter on the keyboard By Blew clicking on the button New all search criteria will be deleted and a new search can be started A list off all records found based on the entered search criteria will be displayed in the search window The number of E displayed records is shown in a field at the bottom left of the E Bi 1 search window T he number in brackets refers to the number of displayed search results listed in the search window The first number refers to the virtual number of records meeting the search criteria It is possible that duplicate entries are displayed for instance if more than one Artist or Producer was involved in the making of the object and this search field was included in the search criteria With one mouse click on the desired result the particular record will be displayed on the screen behind the search frame It is possible to edit the record without closing the search frame If you
175. clicking on the control button at the right bottom corner of the billing list If the output was successful the status of the invoices will be changed to sent automatically After this step all further processing of the invoices has to be carried out in module Invoice With a double click on one of the new invoice entries you can open the module Invoice and edit the corresponding records Chapter Y g Accounting AVO Chapter 10 Event Management In many museums public programmemes and marketing is playing an increasingly important role along with the scientific documentation of the collections To present the objects and cultural significance of the collection to the public museums organise workshops and guided tours special programmemes special groups such as sponsors and n for schools and educational institutions Moreover many museums are hosting festivals and providing services for friends of the museum The realisation of such events often requires extensive logistic and organisational planning Invitations and publications have to be sent mailing lists have to be maintained guides and facilities have to be volunteers have to be recruited and managed MuseumFflus supports all tasks connected to the organisation of events with the functions grouped around the module Event n
176. copyright holders from the dropdown list he dropdown list in from module Address Usage of the tab Catalogue Entries and Usage in module Address see p 189 and there are certain restric be used for Remark can imposed by the copyright holder Both Fields allow entries e g for standard texts needed in the output Chapter 4 tons free text of labels Inv Person The field Inv Person is completed automatically when a new record in module Collection is generated T he system will automatically insert the initials of the current user and date when the record was created It is possible to change the name and date in both fields during the audit of object information or in the context of other record updates Creation The field Creation is editied automatically when a new record in module Collection is generated he system will automatically insert the intitials of the current user and the creation date of the record It is not possible to change these entries afterwards Tab Catalogue Text Notes n The layout and fields in tab Catalogue Text Notes is identical for all genres and object types Basic Data Acquisition Inventory Catalogue Text Notes Presentation Mounting Multiple Groups Condition Iconography Catalogue text Rembrandt Titus
177. d Export format It will be automatically opened if the box next to Open automatic is ticked With a mouse click on the button Export the report is started and the file generated opens automatically Export format ee Open automatic fw The folowing export formats are available m RTF Export in Rich Text Format for further editing with a word processing programme m Text Export in Text format for import to other programmes and database systems Ei 7 Excel Export in Excel format for analyses in Excel 7 HTML Export in HTML format for publications in the Web With a mouseclick on the control button the data is exported and the file generated will open automatically Basic Functions Analysis of Data in Module Lightbox 48 n Ihe module Lightbox can be utilised to compile a selected group of objects from the module Collection or Image Archive With this function the stanard images of the objects concerned will be displayed in a lightbox view see p 271 The lightbox function is very usefull in the context of planning and preparing exhibitions to get a quick overview of the selected objects In the search window of the modules Collection and Image so Archive you will find a control button for a reference to the 0
178. d and start the search function by clicking on the control button on the right 1t is sufficient to enter only part of the desired term because the system is working with a full text search modus m specific search The system will display a list of thesaurus terms that match the E Thesauri allocations EW Thegauns Geographic ralenti xi de Feii Content Seach em e Geographe references i France Display hieear Yeu England ivted Kingdom y Fica Plate Coamreny habra Gormany Lined Mingo hatin Greeneith Laibad Kingdom England Bay hiato Gubbio Haly Sims France United Kingdom Irig Raby Mily If you mark one of the terms of the list you will see the individual term displayed in the hierarchic structure of the thesaurus in the upper right frame If Yes is selected in the field Display hierarchical the Search term will be displayed in one line according to its hierarchical order in the list of terms n To attach the term just click on the control button on the right or simply double click on the entry of the list in the left section When you close the frame the selected term will appear in the connected data field To indicate that the term has been attached to the field the ae term will be displayed in bold letters In order to view the systematic st
179. d to document the terms of reproduction which were agreed on for the reproduction of an object or the publication of the image The field allows both standard terms from the dropdown list as well as free text entries Remarks Image Order This field allows additional comments in free text concerning the usage of the images Creditline Column Creditline provides the possibility to document the official creditline which the copyright holder wants to have quoted when a particular image is published Number n his column shows the number of copies for which the archive collects usage fees The field only allows entries of numerals Costs n lhe column Price shows the fee that is charged for the publication of a single copy The field only allows entries of numerals Image 251 List of Costs Most institutions charge costs for reproducing images handling and mailing fees which can be included in the invoice These costs can be compiled in the second list at the bottom of the tab Images Costs using specific prices from the dropdown lists El General 002 y Forwarding expenses 5 50 z The prices shown in the dropdown lists which are charged for reproductions and processing the image order can be defined in module Definition This function requires access to administr
180. data Basic Data 106 Title Venue n lhese fields are intended to enter the title and venue of the exhibition In case of existing links the contents of these fields are reflected in all modules with references to module Exhibition e g in module Collection Chapter gt If you are documenting a travelling exhibition the content of these fields will be automatically copied to the record of each venue Year Date from Date to n hese fields can be used to document the duration of the exhibition The field Year allows entry of free text such as 1989 1990 The fields Date from Date to require the entry of numerals with the date format DD MM YYYY If you are dealing with a travelling exhibition the content of these fields will be automatically copied to the record of each venue In house Ext This field is used to note if the exhibition is taking place in your museum or at another place The entry has to be selected from the dropdown list free text entry is not possible The field has a special function within the module According to the entry you can control the display of additional data fields in tab Additional Information If you double click on the entry you can change the setting of the field labels in mod
181. ddress groups El Meceini los 50 07006 k re simip le Fils ide Colaci n bidek chibi like Archi Cibar add Ana dete Conte hip Darth E i ae EDan amp 8 3 mw Des 71 09 7007 Adidas qr tip CELTIS s Airain Wriie Adimas group Back h Mailing Tamman 1 Cb Member Werba ienid Fublical gach w ADO SSR Address Addasu Heus Addams mico fi Eliach tici s Museu Triet Vintiad Weber Tri w The Wallace Cofechon Landon BROAD Dera se ena CI Ce mn 6 fiddrece group The following fields and operations are available additionally to the standard fields m Member This field shows which invoice group the current address group belongs to Additionally the address list contains the last invoice for each entry with the invoice date payment date and the total amount 7 Status In field Status you can state if an address is not Supposed to receive an invoice 7 Billing Address If the address record of a member has another billing address for example if somebody is sending a gift the billing address can be recorded in the last column of the list Billing addresses can be attached and deleted with the i control buttons shown on the right Ihe procedure is y identical to the operation described for other modules of MuseumPlus Addresses 199 Module Mailing I
182. de o A A II A O asia Mateo 56 AM A RI O A CE 57 Basie Dateer a a a Aaa A aa 59 Made Are aN E a E N 66 REererence Data E E TE E T A S 9 E E E AOE A T S E EE 67 PAE a I Bro hrc EE EE 79 Tab ACQUIsStuions MVEN enerne n AATE E A OA A RIAA 82 Content 1 TabCataloque Tex NOES nia asa aer 83 Tabs with Type Specific O DECANOAS as 83 Bc ora Ole IO Nora rt ao asS 85 Tab Material Tecnntque SONO A Sasaeebetenceus 85 Tab cono AV SES ESAS A 86 Tab Mit e GrOUDS areren oenn En A AAA Ai 88 MODUEE LOCATION MANAGEMENT ta 90 INTO UC Mrs A AAA as 90 RN 90 TabbBasio Data aaa 91 Location Entry with the Help of a The SAUrUS cccccecsccscsscecsscecsccecsceessccssscesescecescessscesssceseeceseees 93 MODULAPRTI P NAKER a eta A PIO EON ON UEFA DTN RS TON earn 95 e PS abu A N EN 95 SA eo S oases aes A nao gs Vera as E E aan A S E E O E A tenes 96 RETTEN E Da o Da aio 98 Tab Dieta A EA NA NOS 103 We OVO AA a a a a a a a a a 104 Tab REMAK Ir O 104 Tab Adoro LAO RRA MA AAA AA A A AA AA 104 Tab MITO ers a dt E 104 EXHIBITION SS O T 105 MATA O A A A A en Tver aT nN ent 106 Mig ao A O A ON 106 o O N 106 EXILIO DAA a aaa 108 o o e AA A O cect Da NI A 110 Tao EXMOLONOD EC ona a a a a aa a hina decane ts LLI Tab PHOTOS areena NE E a A O a noknaaawos 114 Tab Additional MOnato sesini aa di lali a 115 Tab Catalogue Create Bibliographical Enty onneen E E E A O A LS TANAME ax ata Gate teint hats NR ncaa te iis atu uA unseen e RA 115 MODULE LOAN AGREEMEN
183. der 2 hese fields are numeral date fields which can be used to document the billing date the due date as well as the dates of the first and second reminder Transfer date his field is related to the module ESR um VAT This field s Import which is used to process electronic receipt messages hows the amount of the VAT which is included in the total sum of the bill The value is calculated automatically it is not editable Ref No m entry in modu the number al Status his field shows the reference number of the bill I he number is used in other modules as a reference to the le Invoice It is not possible to change the fterwards n he status of the invoice can be changed manually Nevertheless when you activate the output button the setting of the invoice status is automatically changed to sen ale t Invoices that show the status sent cannot be edited anymore Total he field 1 the invoice Amount paid otal contains the sum of all positions in his field can be used to record the amount that has already been balanced by the recipient List of Items In the bottom part ol the current invoice f the screen you can see the list of items in Accounting 209
184. double click on one of the search results you will select the record and automatically close the search frame Sorting of Search Results n The sorting of the records found by the system is based on the entries of the first search field If you want to sort the search results by names you will have to shift the search field Artist Name to the left side of the search frame By double clicking in the search criteria field the user can sort Object name Ral the search result either descending or ascending A small arrow di mpy Bl l l l i i ommoce tip pointing upwards or downwards indicates the sorting Ode direction Dish List view with or without thumbnail a Next to the display of the number of records are two small icons 1903 to change how the results in the search window are displayed By clicking on the icon on the left a list view is displayed By clicking on the icon on the right a thumbnail of the object if available is displayed in the first column of the list of search results Ml 0 Enlarging the Search Window or a Search Field In the menu bar at the bottom of the search window are two further icons which can be used to enlarge the entire search window or a search field These enable the user to view a large number of search results as well as conveniently viewing
185. ds of defining extra fields for specific object types Those additional data fields can also be used with dropdown lists to ensure standardised input Chapter 4 Collection Filter As described above the individual object records are organised in collection units which are defined by the users These units normally reflect the organisational structure of the institution or the historical sections of a collection iaren ius 5007 O04 Collection EJ pla de Sollee Ad n chitin raja anche Oiar radde Arab innan Corral do Dartha F heer prat O E i ae EDan e PEJA wo eu E PR 2501 3007 Collectlom Dema ebjects Ff Dems objects s Admin Wine Cojactramo Mine x da E Dbi min Lady Cockbum and her bree eldest sona afer Reynolds w Pa imp nt Henry Pierce Bore ls Masoum mea TTi ta Yen from 164 to Ret na RANT being 1642 y Regime tat Genemi sa g Dijacl ipa Miniatures se rara AMA EU j Basic Dota Acquisition iiwan Galaloguo Ted les Presentatica Mounting Mybiple Grups Condon besnagrapty Corman cans Bd ES du em Enana az Shot Lady Cockbors 1749 1437 and hor hee sa dereeptona djesi sons Atm ihe paning 1473 by Sir General remir an Mati Pardod enamed on copper ae Crestine Technique Curen Bast z FT p EA ee HP Bone 21547 better ngi a pas Spin Heese gt Ground Floor gt Front inscriptons x T z a A nz Seema Inscr
186. e Anie Aden Contin hip Dartha Feage hier inget A x AEE a a OS 458 9 Event Calendar Admin E Pl Panes Weeks schedule w Osaiom 26 09 2007 01 042007 4 Today Saah sas se Ibid Mera tb ch Donnerstag Tried amd thing EJ aD Do Ha E 10 0 CoH Ub hour 16 06 ule hour n I he color code of the days that are highlighted is identical to the colors used in the monthly schedule Event Management 227 Filter The fields above the calendar view serve as filters to select relevant information from module Event which is needed to produce event lists either in chronological order or according to other search criteria m Date from to These fields will show either a specific time period of week of a month depending on the selection in field Period It is not possible to enter individual dates in thes fields The arrows on both sides of the fields can be used to quickly browse through the monthly or weekly views 7 searchfield This field allows a particular search in one of the fields of module Event such as Person in charge Place Title etc Once you have selected the search criteria the field next to it will be enabled You can now enter a specific search string e g name of the person in charge Viewing and Editing Dates If you double click on one of the entries in the list you can open the related r
187. e Area m This section is designated to display the image of the collection object The image can be created or changed by using the control button from the top tool bar shown on the right see p Aon n he small triangle located centrally underneath the image opens or closes further multimedia files in the form of thumbnails related to the record which have been entered either via the Multimedia function or the Image Archive By clicking on the thumbnail the image will be opened in the large window above yo ES x mA gt e EE y The display can be magnified by double clicking on the S image 66 Chapter 4 Reference Data n he control buttons below the image area can be used to display links between the current object record and information stored in other modules some of the linked records can also be edited directly from the reference view If there are any links available between the current record and other modules the resp reference button will be displayed with an orange frame Literature links If you click on the control button shown on the right you can view a list of records from module Literature which are linked to the current object see p 161 3 Literature links collection Literature Mention p Fig p Cat no Literature remar Responsible Suckale 1995 Rogier van der Weyden 2 133 113
188. e Wallace Collectior w ml You can attach new documents or components of files to the current loan record by clicking on the control button on the y right This will open a separate search window that enables the user to search for entries in module Archive Material The search view shows all entries from tab Object references in module Archive Material Archive Management T97 LOS m To delete an entry from the list of attachments mark the record counter of the particular loan item and press the key Delete Received In column Received you can record whether the borrower has received the loan item The field is connected with a dropdown list showing standard terminology that is defined in module Administration No of Parts This field shows the number of parts that belong to the particular file included in the current loan process Articles m This column allows the selection of articles from a pre defined dropdown list The list can be edited in tab Articles of module Definitions In this module it is possible record the price sales tax cost location etc which can be utilised in the output of INVOICES If you double click on the field Article you can open module Definition with the list of entries in tab Articles From this position it is possible to add new ent
189. e de Dires Palisy Bernard Rarer Marcirtonin x 17 o E h Gy A New Start m The dialogue box Allocate Artist Maker enables the user to search particular artists or other persons using special search criteria You can select the desired person from the list of search results by marking the name With a double click or another click on the contro button on the right the selected name will be attached to the object record Participants Michael Butterfield F Attaching of additional Artist Maker If several persons were involved in the production of an artefact you can open another dialogue box Artists Related Persons Collection for multiple entries by clicking on the control button on the right W Ant Maker collection Sorting Artist Maker a Michael Butlarield j Manulatiure de S vres s Detignor se armmdaclores se ala A If you want to replace an existing attachment you can click on the symbol with the single arrow at the right end of the field and select another name from the dropdown list If you want to perform a search using special criteria use the procedure described above You can add another artist or related person to the existing entries by clicking on the control button on the right Participants Manufacture de Sevres Manufacturer You can delete the attachment of an artist or other person
190. e module Collection With a double click on one of the entries in the list you can skip to the object record in module Collection to view further details Accessories n This column contains reference data from module Accessories which provides the possibility to record accessories details for shipping needs and the display of collection objects such as mounts special cases etc The dropdown list in this field shows all entries of the module Accessories It is not possible to enter details in free text format With a double click on one of the entries you can open the connected record in module Accessories to view more details Spec Conditions n This column is used for the recording of special shipping conditions and handling descriptions applying to the particular object It allows free text entries 142 Chapter gt Module Accessories Introduction In the context of the object cataloguing as well as the organisation of exhibitions and processing of loan contracts MuseumPlus also has provisions for recording accessories needed for the installation of exhibitions and shipping of objects It is possible to connect those accessories not only with object records but with entries in module Shipping as well In module Accessories you can document and administer crates for shipping and storage mounts plinths and show cases for
191. e no access to records that have been shifted to the unit Deleted records The final deletion of records from module Address requires a second person with specific administration rights The same applies to the recovery of deleted records Basic Data n The section of basic data in module Address serves to record the particulars of persons and institutions n l he most important data fields and special functions of the section basic data will be described below Institution This field can be used to enter the name of a museum or any other institution If you enter the address of an individual person this field will remain blank Department This field can be used to enter the name of a specific department of section within the institution such as conservation center library etc Salutation and Title Both of these fields allow the entry of the salutation and title that is used in the mailing address Title can also be substituted by the label Designation hese entries will be utilised when you generate address labels Both fields provide dropdown lists with standard terms which can be specified in module Definition under Administration Street and Post Box Entries of these fields are utilised in the output of address lab
192. e programme will only display the external dates of this employee It is not mandatory to enter anything in the fields Employee Module and Type If you do enter a value then it has to be selected from the dropdown lists of those fields Time period options can be either selected from the list Day Week Month Year or you can enter your own date in the date fields The field Description provides an intergrated full text search mode so you can filter your date display using terms from the description of the task or deadline Data Analysis and Control 279 Creating an Outlook Task When you are saving a new entry the programme xl Create a new Outlook task automatically asks if you also want to create a task in Microsoft Outlook using the details of the new entry This function has to be enabled in MuseumPlus by adding a software component It only works in combination with Microsoft Outlook and the Microsoft Exchange Server MuseumFlus does not support any other programmes or calendar tools 280 Chapter 13 Module Set Dates Deadlines In order to assign a new deadline for a specific entry of the database it is necessary to first open the record concerned For example if one of the staff members is supposed to check the entry of a specific artist in module Artist Make
193. e text If you double click on the entry you can open the connected record in module Exhibtion to view and update other details Request Date Delivery Loan Period Reminder Return Date The fields above can be used to document the dates and periods of the loan process All date fields require entries using numerals in the following format DD MM YYYY Shipping Expenses Processing Fee These fields serve to document the costs of shipping expenses and processing fee of the loan process Both fields require the entry of numerals which are displayed in the format of a currency entry Description Proofs Remarks The fields above are available to describe the loan process in detail and to track the number of samples of work in case of projected publications Proof Date Proof Reminder Proof delivered The above fields can be used to document the receipt of proofs or samples of work All three fields require entries in the date format DD MM YYYY Tab Loan Items This tab shows the list of items from the documentary archives which are included in the current loan process Loan Items Received Number Article Archive Reference Cost Copyright Repro conditions f Plves w 1 00 Ekta without lending few Henry Pierce Bone Miniature M 24 o Y Th
194. earch window Generally all selected terms automatically will be added to the drop down list in the search field of the Hierarchical search field selection The removal of search terms as well as the availability of search terms can only be done by the administrator or users with administrative rights Administration gt Settings Register Search fields Repeat fields Collection Repeat groups Collection Repeat fields and Repeat groups in the Collection module are clearly laid out and listed and the desired search field is conveniently accessible enabling detailed enquiries T he last sub entry of a link can be copied into the search window by either clicking on the allocation arrow shown on the right or by double clicking on the entry itself Collection Fields Repeat field Collection Geogr reference Object name Title french Content Edit date Title german Title other languages Felder Dating Marks Inscriptions Currentname Remark New name References m lhe selection of references refers to all multiple entries within a No module to all links with other modules and to all other fields in m all modules in MuseumPlus Each term of reference in turn is Basic Current name Content Newname Dating Content Te Functions 37 38 struc
195. ecord in module Events to check further details You can enter a new event by double clicking on one of the empty boxes beneath the date After confirming the function in the dialogue box shown on the right the programme will create a new record in module Events which can be edited as described above Microsoft Office Access Do you want to insert a new record You can print lists and other reports using the events of the calendar view if you click on the output symbol in the toolbar With the control button shown on the right you can switch to the list of events 228 Chapter 10 Module Facility Management Introduction Module Facility Management provides the possibility to manage the facilities and technical equipment which is available in the museum With tis function you can document when rooms are blocked and avoid interferences in the registration schedule is Mucewndios 5 007 006 T a iny management LJ 3 Ple Dd Colaci n Ad n chibi like Archi GIBa adde Ana Adrien Contr hip Darii F t m E i ae EDan e t PE o 1 Admin 11 07 2007 Facility management CELTI Admin rile hone Hall aii w Type Leeann Deicrpli n Rooms for large events for up do 250 persons ote Per pula mates Cimankians EMO 25m Biz E ots Aeserewion Tathniaue Panos Dale mm io maua Fram fiimejio fimo een type Edited iy Edit late A Fl 2705
196. ecords in module Collection or with several records of a persons in module Artist aker lany museums and cultural institutions practice a free exchange of publications such as collection and exhibition catalogues Module Publication Exchange provides facilities to support the coordination and documentation of these processes Literature References and Historical Events 161 Module Literature Introduction 4 tj H s 7 l E 162 Module Literature serves to document publications which are related to collection objects or artists and other persons who are playing a significant role in the context of the collection It is possible to enter various types of literature references from exhibition catalogues monographs periodicals or articles in dictionaries in a structured form and create links to object records in module Collection or records in module Artist Maker i Museumitias 4 0 07 G6 Uttesatare 3 Pla Dd Colaci n Adi khh Irsa Ire GIBA madde Ani ee Nim bh pak ae wy e PEH uo z Kimin 1207 2007 Literate AH erat Liema 21 Admin Vote El eso fou Literature sl luther ul Shivtite Euskale 10 Liteeniura tiia Pita cer wan der Weydin Sor alphas Suckalo Robar Son chronal 1555 Snquance Priv Suckale Hotar Cimulalon AO 5 Co sath Maiuma nmg Editor Ldiion 1 Ho ofwohemeas Piacwpibisher Frankit a W
197. ection Address Exhibition Image Archive Other modules Analysis Administration Control Help From the menu bar you can start all modules of MuseumPlus Additionally the system provides an tool bar showing only the most important functions You can only start modules that are included in the particular programme version and to which the current user has access rights Those modules are listed in black letters other than the inactive modules which are greyed out Editing m Creating a new record The new record is inserted after confirming the action m Deleting a record The record on display is deleted after confirming the action m Copying a record The record on display is copied after confirming the action n These three functions can also be initiated by using the matching control buttons of the tool bar see p 17 Basile Insert record Delete record Copy record Ta Functions 11 12 Collection 7 Collection Module used for the documention of collection objects see p 56 7 Artists and Producers Module used for the recording of information on artists and other persons related to the objects see p 9b 7 Conservation Module used for the documention of the conservation and treatment of objects see p 126 7 Location Management Module used for the recording of locations and moving of objects
198. ects included in the list There are all output forms available which are provided in module Collection for the output of object information The folowing columns are available in tab Object References to describe the relationship between the publication and the object Objects n This column shows reference information of the connected object record in module Collection Double clicking on one of the entries will open the connected record in module Collection so you can check more details Mentioned P Fig P Cat No Remark Lit m hese columns can be used to record on which page of the publication the object is mentioned in the text and where you can find an illustration For the literature type Exhibition Catalogue you can record the catalogue number of the object in column Cat No Column Remarks Lit can be used to enter further information on the content of the literature refrence Responsible With the entry in field Responsible each of the object links can be assigned to a task in module Administration This ensures that the literature records can be utilized for various purposes and that the entries will only be accessable for authorized users 3 Literature References and Historical Events 167 n I he task has to be selected from the entries in the dropdown list It i
199. ed as templates for new records in the modules Collection and Image Archive n Employee Entry of user accounts setting of access rights and assignment of tasks within the system m Task Module used to define tasks and collection units 7 Deleted Records Display of deleted records Control 7 Duplicates Test Checking the record on display for duplicates This function is only available in the modules Address Artist Maker Collection and Keywords See p 277 View log list Duplicates test Date management 7 Viewing Log List Display of all mutations of pre defined fields see p 278 Set dates deadlines Date Management Screen for display and Edition of all Define sample record dates and deadlines entered in MuseumFlus see p 279 Chapter 3 7 set Dates Deadlines Setting of dates and deadlines in the modules concerned see p 281 m Define Sample Record Specifying the current record as a sample record which can be used as a template for new similar entries in the future see p 282 Work lists List of records edited within a certain period List of records in one object group Individually created object lists compiled for easy access for further editing see 208 Help m MuseumPlus Help Online Help function in Museum Plus You can also activate the Online Help by p
200. ed members of the exchange process and in module Literature you can document the publications which are subject of an exchange process It is not possible to create new address references from module Publication Exchange The programme will automatically show all partners of the exchange process which are included in an address group that has been released for this purpose see p 192 Basic Data 170 In the basic data of the module you can see a display of address details of the publication exchange partner These fields are all related to module Address and cannot be edited from this position For more information about the displayed address fields see p 180 If you double click on any of the reference fields you can open the connected record in module Address to view and edit all address information Chapter Tab Publication References n This tab shows a list of all publications that have been exchanged with the exchange partner in the address above he documentation includes incoming as well as outgoing publications The following columns are available for the documentation of the exchange process Date This column is used to document the date of publication exchange The field requires entries in the data format ID MM LYYYY
201. ed to locate books in libraries This field allows free text entries Lit Reference In field Literature Reference you can generate an entry in the same format as it will be used in a bibliographical list Thus it is possible to issue the bibliography of a catalogue directly from MuseumPlus m l he syntax of the literature entry is controlled by the setting in field Sub Category With the control button shown on the right you can create a literature entry from the fields which have 4 been defined in module Definition Literature Composition It aL is possible to edit the entry manually For more information on the definition of literature entries see the user manual MuseumPlus Administration Analysis and Adjustments Linking Keywords wane You can attach specific keywords to the literature entry by nm clicking on the contro button shown on the right The procedure is identical to the one in module Collection Linking Thesaurus Terms It is also possible to attach selected terms from a thesaurus to the current literature entry The procedure is identical to the da handling of thesaurus references in module Collection see p 76 Tab Object References 166 Tab Object References contains a list of objects from module Collection which are related to
202. edited in module Loan Agreement If there is already a loan contract available for the object you can view the details of the loan object which have been entered in module Loan Agreement P Conditions Shipping Further Details Cat Ho Room Insur value Coverage Loan fee Conditions Courier Packing Accessories Room This field can be used to indicate in which section or room the object will be displayed in the exhibition Conditions and Transport Apart from information on the catalogue number the exhibition room the insurance values transport and conservation conditions are entered in the extended tab of the Exhibition objects under Conditions Shipping whereas internal decisions can be entered in the Further Details tab The designation of fields is a slightly extended repeat of those in the module Loan Agreement Tab Photos 114 n lab Photos contains a list of all photo orders connected to the current exhibition Exhibition objects Photos Additional Information Catalogue Authors Received Delivered Objekt la ves p P 29 Rembrandt van Rijn Painting c 1657 digital 600 dpi New photo orders have to be entered in module Photo Order where they are connected with the exhibition You can open this functon by clicking on the menu item Photo Order in menu Exhib
203. ee p 146 7 Customs This module is no longer available in the newer versions of MuseumPlus m Historical Events Module used for the scientific documentation of historical events related to the artefacts see p 174 7 Facilities Module used for the description and leasing of facilities see p 229 m Multimedia Module used to search for and edit images and multi media links see p 259 Analysis 7 Report Generator Module used for the output of lists and Report Generator reports This function is only available to users with administration rights Query Object groups 7 Query Module used for the performance of complex retrieval Lightbox m Object Groups Module used for the compilation of specific lists and storage of search results see p 266 Lightbox Module used for viewing sorting and comparing of images and object data see p 271 Basic Functions 13 Administration The following list of functions is only available to users with administration rights You will find more detailled information in the user manual MuseumPlus Administration Analysis and Replication Edit codes Edit copy codes Edit additional codes Duplicates control 7 Edit Codes Editing of restricted dropdown lists Import Images a Edit Copy Codes Editing of unres
204. eeeeeeeeees 28 ACTOS OO UN Ss 30 PROCESS A IT 18 a E A acne onsuc mannan enue 69 124 142 ACCUEIL as 211 Additional Criteria sta li 202 Additionakdala AA aE 56 Additional Information ocococococococonononononononononos 154 Additional Taba ladd 130 o AT E I EA E A Gienice 98 173 249 262 Address Fiter einen aaa 180 Address GroOUDS sesioni o ae lieteeawes 188 212 Address Groups for Collective Invoices oo mo 199 Address Lapel a tio 185 Address Reference oocooonccoccocnonnccncconos 186 236 240 AMOUNT iaa 209 212 222 ANONYMOUS reir bis 183 Arbeitsliste HIStO Va 284 Arbeitsliste Objektgruppen oooocococnonncncnncocnncosn 284 Archive Reference ococococococonononononononononininanannnnnos 158 AFC O A 158 Artist links A secmnenadsucecmanmenenaas 100 o A II a 100 ARUSO Ma ras 59 169 adding NEW recordS ocococccncncncncncncncncnonononononcnnos 59 attaching ECOS its 60 specifying type of relationship o ooconoonoroomm o 61 ALTE MAR as 95 A sussiinacossauies ssicawan E S 127 Associated Plana 65 Attaching Address GFOUPS ocoococcococnccncoccncoconcosos 201 Attaching Addresses cocococococononononononononononononononos 193 Attaching Literature Entries o ococococononononononononos 171 Attaching A thin taapietedesesuins 270 Attaching Objects in Module Lightbox 274 Attaching Participo 223 AU lees 137 164 200 AUOT e TS 115 PAN AW A O AES 241 B Bild Thesau
205. eld Dating starts with the keywords about prior or after the values of the fields Year From and Year To will be completed automatically By default the programmeme will enclose a time span of plus or minus 10 years starting from the year entered in the field Dating The setting of the enclosed time span can be adjusted in module Definition register Defining Modules The adjustment requires access to administration rights Genre or Object Type In most customer specific versions of MuseumPlus this field is normally labelled Object Type The input field serves to assign the object record to a predefined type or art form n The field requires an entry from the restricted dropdown list of terms When you create a new record the default value of the field will be General The field has a special function within the module Collection The content of the field controls the definition of additional fields in register Additional Details Chapter 4 You can open the clicking on the fie module Type Definition by double ld Object Type There you can define which additional data fields you want to add to the register Additional Details of the module Collection This function is only available to users who have access to the system administration Classification and Associated Place
206. els It field Post Box is empty the system will insert the content of the field Street in the output of an address label If there is an entry in field Post box it will be used with priority m The output of field Post Box will be identical with the syntax of the field entry If you wish to add the term PO Box on the address label it will have to be entered in field Post Box along with the number Addresses 181 182 Country This field is connected to a standard term list It is not possible to enter free text you will have to select a term from the dropdown list Make sure to enter the country code for each address because the output of the address label will be based on the setting of the code in field Country following specific address standards of the country concerned Postal Code and Place n lhese fields are used to enter the postal code and the name of the place City Community If you are working with addresses in Switzerland or Germany the system will automatically insert the name of the matching place after entering the postal code or vice versa will show a list of available postal codes after entering the name of a place Remark Field Remark can be used for notes
207. enerally it will be ID MM LYYYY ake It is not possible to enter any information into fields with a gray background directly from the keyboard Basic A fh gt mo Functions 21 22 In some of those fields the content has to be allocated from another module e g the name of an artist from the module Artist Producers or the name of a lender from the module Address Current Case 4 Hertford House gt Ground Floor gt e Location European Armoury It In other fields such as Inventory Number or Dimensions the data entry is carried out in a separate frame which can be oF opened by clicking on the control button on the right In MuseumPlus the entire content of an input field can be viewed by pressing the key F3 Lookup Function An already existing entry can be copied into the respective field with a double click Fields with dropdown lists n The small arrow at the right end indicates that the field provides a list function Creditline e You can open the dropdown list with a click on the arrow By El marking and clicking on one of the entries you can copy the desired terms into the field If you are dealing with an extended list it is advisable to enter the initial letters of the term you are looking for in order to get to the desired position on the list Mr and Mrs
208. ent exchange Process When the address list is complete you can generate a corresponding exchange entry in each of the attached address records by clicking on the control button shown below Create entries for bulk mailing Tab Numbers and Groups The fields in this tab show all numbers such as phone fax and salutations which have been recorded for the partner of the publication exchange process It is not possible to edit any of the details from this position For more information about the fields in tab Numbers and Groups in module Address please see 5 100 Literature References and Historical Events 173 Module Historical Events Introduction During the documentation of the object history it is helpfull to be able to refer to specific historical events which are related to the origin of a collection object For example the origin of a medal can be related to an important state visit etc Module Historical Events provides facilities to document these kind of events ij Hrn 5 007006 Historical Deent EE Tis de Colaci n bidek ikha leaa Areh Dibar madds Ankras Adri Cod hia Dari E i ae EDan A e t PE tent Eo irin 11 07 2007 Histedical Events Dema objacha Amin Wre Short hte Works sehibdion Para 1937 Descrpbion Afar mear of leader preperation the Pane world exhibdion opened 25 of May 1997 Tits T
209. entries of images in module Image If the museum does not only want to document all available images but also each copy of an image then you should use the module Image Orders This function refers to the entries of original photos and their copies rather than the entries of images in the sense of depicted subjects in module Image Archive Image 2931 LL Chapter 11 Module Image Archive Introduction Module Image Archive provides the possibility to archive various types of photographs in form of motifs These motifs can be connected to object records in module Collection in case they are depictions of collection objects Moreover it is possible to catalogue each physical copy of an image regardless whether they are digital or analogue photographs ienn 90 07 G04 image Archdve 3 fle de Tolain Aiek Elis kgs Arches iBar addas An Aiaia Cot hiig arate E i ae Ekaa e PHE mha F PR 28 00 7007 Ineage Archive Al images Fs mage ehan s Armin Weile Registration Ho Nita Se as Ho Image pe Object repencuction w image Ho Shan hae Sec reference WF fe Gawreaus Commode Wa e 2 Descriphien Year tom fear ip PTG Daling me Ci se tas n Keyword Assoc Piece we Show pictur Dj LV ER Orginal Photos 20d bones image Lowers image Coders Remarks Depiction Adgilional Intnmaben OF Bask ala ot
210. era Otero APE STE ro 194 A ies leh aah kd eel ae 135 261 FUN MOSS Orea 96 A a Mey lea adenine 169 G GSE EC a ats odets OS 64 E a 80 GiROUOS total ia 221 H a O 245 Historical EAS tees 72 102 CHEATING TKS orea a eeundtiees 72 102 deleting So aeerca eres 72 102 I SONAS et ates o E cadnsatnatibeatenccnsausasmesanensdets 87 A vunauuaototetseaeaupaes 86 Identification number ssssessseesssssssssseeccccessssesssseee 17 image arca 70 99 creating UK ds 71 A attest elnaata tata AN 71 Image Archive COS is 251 a AAA E A 66 A 237 Mage DISP V erernu doeieade on eaaaeerseons 150 Made Fe asra AS 234 image prOCESS Titi de 260 Implementing the E Mail Dispatch o o 197 A OR E AT 183 A ha Wl anor pa eet ih eee 21 MOUE IOSrU CON Sian 51 E A a O 181 220 FSU INVOICE aa a O 120 ISUr REOSE ao a e NA A e Ii 120 MEA A 123 LA UANC in aE OTE A 120 Integrating the Template in MuseumPlus 196 Interaction with Module Object GroupS o oomoom 275 AS asadas 83 LAMENTO MI caba 62 MIN A RR O O 143 A O 190 NOICE IDEA A 209 A eaecctee atti tate e a 166 o de EE 140 K CONWOFO ENTRES aa dc 151 COS ea awuaeaeoiesoncuws 77 102 166 L E E 182 221 245 E A ake rane 99 OO 81 119 Lender COC bas 119 Bo A IO 48 Lightbox Display in Module Collection 276 AAA venues tease othe ete NT 25 ChE AGING PERAE ATENTE A idea E E 26 A A ee hearin Oa nce 26 EKS WI
211. ere you can enter the name or title of the event This field is used as reference data in both modules Event Calendar and Event List and should always be completed Date Date to n These fields can be used to enter the date of the event If an event lasts several days you can enter the length of the event All dates have to be entered in the standard format JD MM YYYY If you enter a valid date the correct weekday will be added automatically by the programme sa Piensiag 27 Marz 2007 Time Time to These fields are used to enter the exact period of time First complete the field Time the entry has to be completed in the standard format HH MM e p roel e Access After the field Time has been completed a seperate dialogue 4 p p g duration in rr ra bes or box opens up where you can enter the duration of the event in Satan minutes The programme will automatically calculate the entry in field Time to from this value which can be edited if desired Person in Charge This field contains a list of all persons who are involved in the organisation and realisation of the event Person in Weber Winfried vw D English vw 60 00 vila charge gt m y y The following information can be entered in the columns
212. etails of the exhibition and loans concerned m lhe exhibitions and loans of the reference window are listed in chronological order with the latest date at the top It is not possible to create or delete one of the entries in this window you can only view relations to exhibitions or skip directly to the records in module Exhibition n The column on the far right of the window shows a reference to the module Loans if a loan contract has been processed for the current object in this particular exhibition If you double click on the entry in this column you will skip to the module Loan Agreements here you can view and edit the details of the loan contract Loan Agreement n The Link to loan agreement window displays an overview over all existing loan agreements for the object It is not possible to create a loan agreement in this window the module Loan Agreement has to be used to do this see p 117 Link to loan agreement Contract date Insurance value Loan agreement EUR 20000 00 12 The Wallace Collection GB London Accessories It is possible to attach to a collection object any number of accessories needed for shipping and storage crates or for the display in exhibitions e g show cases frames video recorder for the playback of video installations et ic
213. ete an address group mark the corresponding entry with the record marker at the left side of the list Addr groups Address group Documents Description Artclub Friends ofthe museum Invitation and catalogue IInvitation v Journalists Invitation and press information Afterwards you can delete the marked address group by pressing the delete key The operation has to be confirmed in the separate dialogue box Documents For each mailing you can define various sets of documents which should be considered for each address group By using various document sets it is possible to assign individual documents to each of the address groups A document set consists of a certain assortment of documents such as invitation with personal letter or invitation plus press material which is going to be sent and is represented by a specific number If there are any addresses which are included in several address groups with different document sets the document set with the lowest number will be valid for the individual address Thus Addresses 201 the document set with the lowest number should always contain the largest assortment of documents For example the mailing Invitation to the exhibition Magic Portraits consists of several components The address group Catalogue 2004 will receive a free ticket along with the
214. every MuseumbPlus user has the option to define his or her own sample record It is also possible to define sample records which are not connected to any specific user and will be available to all staff members Define Sample Records This function can be used to create a temporary sample of a data record which can be used to make the entry of similar objects more efficient First open the record that is going to serve as a Sample El Sees 400 Collection AS AE TEE A r pi Colec on Ajen Exhibtion rege dede Oi ermodis A Admiro Control isip Cente j j 5 H E a UF ee Ye Wee EXFR E ARES Demo 17013006 Demo Wito Colbecilom All colectiena a Hate i b AE Rogier van der Wieyden 135844 1464 Soot Dei Coses AS Ara Tile Parral of a Lady E Object name aj w Irc rg TEN dd w 2 Yeartom 1464 lo 4nd Ref no Daig 1463 Object Type Faring l fe Chaselfication J w l Aranc Place Jin ur aaa Ee Basie Data Acquistion firwersory Catalogue Test Motos Presentation Mounting Examinations Support Mati Techn Condition Coneiton irenograpry Mutiso 4 ej Dimansans 13 aA u A om Gamas dimensions Object grup fil 21255 cm Pinied surte J Reprod eghis Material F Malaiat Dakenod Euepari Credi lint El Technique m Dupa Lil on oad m Signo i ear Eshilifoin sel H Exteapa 24013 811 inscrnpton Leeatinn Museum Mabional Gallery of An
215. exhibition 12 03 2007 Reserve 1 v Reserve 2 v By clicking on the plus icon in between the two columns of the window an entry will be added to the record At the same time all fields on the right hand side of the window will appear and its contents will automatically be saved on the left hand side of the window n here are two fields available to enter values one fo Currency and one for National Currency KN Foreign You can create a reference to the module Address for each type of value listed in the table Valuation Control see p 180 First select the entry which is going to be edited by placing the cursor on the record marker You can then search and attach the address by clicking on the opposite control button Insurance values which are determined in the context of an exhibition can also be entered in module Loan Agreements refer to chapter Loan agreements p 117 They will be copied to the collection object concerned In this case the title of the exhibition will be displayed in the field Reference With a double click on the field Reference you can open the corresponding record in module Exhibition It is not possible to enter two different values for the same type of transaction Purchase Insurance etc The only exeption are values generated in the process of exhibitio
216. f documenting concerned f addtional In the standard hus the tab This field allows you to specify the multimedia object in more detail e g if you are dealing with a scanned slide or a print You can either work with standard list or you can enter free text aS we Copy No the number in this field Chapter 12 11 terms from the dropdown If the copy concerned has its own number it is possible to enter Scan Picture Sean Format This data field can be used to enter the format or size of the multimedia file You can either work with standard terms from the dropdown list or you can enter details in free text Status the cataloguing is completed or still in progress This field is used to indicate the editing state of the record if Media Management 261 Reference Note Title Medium All three fields allow entries in free text If you prefer to work with controlled vocabulary you can use the terms from the dropdown lists n I he entry in field Title is used as reference data in the list of multimedia links at the left upper corner Therefore be sure to always complete this field You can use the field Medium to document the medium where the file is stored This can be an important if the file concerned is not located on a common drive of your directory but has been archived on CD or DVD
217. f existing links or create new ones F ari I Maker relations Creating Links Between Artists or Between Artists and Groups If the person or legal body already has a record in module Artist Maker you can create a link using the control button on y the right Additionally you can specify the type of relationship by selecting the matching term from the dropdown list in column Type such as teacher disciple brother sister partner eLo If the record o an artist or legal body is linked to other records g from the same module the symbol shown on the right will be displayed next to the field Type If you click on this symbol you will get a systematic view of all existing links of the current record Deleting Links with Other Artists In order to delete a link with another artist record open the list view of Artist Group Links mark the record counter of the entry concerned and press the key Delete Thesaurus You can also attach terms from a thesaurus to the current artist 2 record If you click on the symbol shown on the right you will open the window designated for thesaurus links Thesaurus alloca ions m E Theseus Geugr plue rleances se ihe Seach term i Display hiera England Matan France Maton France Mabon Gnimeany Piri Germany Nation Litad incor haer Gubitio Tem eeh Torn F aiy Ha
218. first with a local master Jacob van Swanenburch and then in Amsterdam with Pieter Lastman known for his historical paintings After six months Short biography Rembrandt Harmenszoon van Rijn known commonly only as Rembrandt is considered a master of Western Art With more than 600 paintings and about 2 000 drawings and etchings and even more that have been lost as time passed he is one of the most prolific artists of all time The variety of the subjects used in his work is amazing when compared to others who specialized in only certain types of painting Tab Remarks The tab Remarks provides a large text Sources Hist address It is possible to store free text up to 4 000 characters which can be retrieved with the search tools of Museum Plus field for additional information on the artist or institution concerned The field holds up to 4 000 characters e g for publication purposes Tab Additional Information It can be used e g to store texts As described above the field definitions depends on the setting of the entry in field m ype It can be costumised to the needs of the particular collection EA You can carry out the field adjustments by double clicking P on the entry in field Type This function requires administration rights Tab Multiple Groups n JE n
219. for the condition check and technical assessment of the collection object Basic Data Acquisition Inventory Catalogue Text Notes Presentation Mounting Multiple Groups Condition Iconography Condition short i Suitability for loans v Remarks The field Condition Short contains an unrestricted dropdown list It is possible to record a single term or code describing the condition of the object e g poor fair good or A B C Both fields Suitability for loans and Remarks can be used for a more detailed description of the condition or display recommendations m The tab Condition can be displayed in module Conservation and be edited there as well Tab Material Technique Condition nq This tab is designed to capture detailled information on material technique and condition of a collection object in a list format It is especially useful for the scientific documentation of details and for conservational purposes ji Basic Data Acquisition Inventory Catalogue Text Notes Presentation Mounting Mat techn condition Multiple Groups Condition Iconography OoOo Details Mats Material Content Notes Edit date Edited by as 12 07 2007 Admin Technique gt Material Oil on canvas Condition Suitability Cond remark Edit date Edited by In the list view Details Ma
220. from the dropdown list which have been designated as Favourites in module Address see p 183 You can delete an existing link with records from module Address by clicking on the control button underneath the search symbol This function has to be confirmed once again If you double click on one of the entries you can skip to the connected record in module Address to check further details 244 Chapter 11 Reprad rights Crofiilina 5 y a Request Date Delivery Deadline nq These fields can be used to enter various dates concerning the loan process All fields require entries in the standard format ID MM YYYY Language The field Language serves to document which language has to be used for correspondence with the lender This field requires an entry from the standard term list It is not possible to enter free text Description Proofs Remarks All three fields allow free text entries They can be used to document details about the purpose of the loan the delivery of proofs after a publication and other comments Purpose This field can be used to enter the category of the reasons why the pictures have been requested This field allows free text entries You can also choose a term from the dropdown list if you pefer to work with controlled terminology
221. full access to all the tasks in this module because the access right to the module is defined on a higher level allowed registered access to the corresponding task Those access rights can be restricted on the next level hus the actual access right is a f the setting on the module level and the Basic Functions 29 Tasks n l asks represent a logical unit to manage data in MuseumPlus With the help of tasks you can define groups of records representing the administrative st tructure of the museum or the historiacal context of a collection Within this data structure each record can only belong to one unit In most modules the affiliation of a record is controlled by the entry in the field Responsible see p 19 n Ihe Modules Collection Image Archive and Address provide an additional filter function which permits narrowing down the selection to one or a certain group of tasks When you use the filter settings there will only be records available for retrieval and edition that belong to one of the selected tasks nq I he access rights assigned on a task level apply to all records of a task and can be assigned individually for each user Access groups 30 With the help of access groups you can define access to individual data fields and output functions independent from the rights that ha
222. g in the field Area Area In the drop down list of the field Area all modules containing the Multimedia window which is necessary to create any multimedia link are listed Basic Data 256 n The basic data to the right of the image of the multimedia record corresponds to the basic data and details in the window Multimedia and the module Image Archive tab Original Photos and Copies n The reference object of the module in which the record has been created is displayed in the field Reference Depending all upon the module it contains basic information for example the object number object ID artist title and date from the module Collection nq The basic data fields are available for further editing Any new entries or changes performed in this field will be copied into the multimedia links of the original module Chapter 12 Area Addresses Archive materials Artist and participants Authors Case Collection Events Events Multimedia Window Introduction External electronic files in the form of documents images videos or links to websites can be connected to records in almost all modules for example Collection Addresses Artist Producer Conservation Events Literature Exhibition Loan Agreements Transport List of Events and Author All image files and copies tha
223. g wal i 5 PE A CE E Farras anachi If you are dealing with archive files that consist of several components this can be documented individually and loaned out seperately using the module Archive Loans Moreover it is possible to index the content of archive material with the help of the thesaurus or keyword function in order to obtain additional tools for a more effective query Archive Management 149 Basic Data 150 Title Description n These fields are available to enter the title and content of the archive material The entry in field Title is also used as reference data of the related object in module Collection Date from Date to Dating n These fields can be used to record the dates of archive material Both fields Date from Object Type The field Object material using various categories The field is connected with a Type can be used to cla dropdown list that can be used to select standard terms to the field At the same time the entry in field Object additional data you double click on the field you can def Type requires access to administration righ display of module Shelf No Similar to the objects in module Collection it is possible to assign a shelf the control b origin of the
224. g additional input fields in the middle section of the screen All Venues and Other Venues This combination allows the documentation of other venues in a simple summarised form if there is no need to enter the travelling exhibition with seperate records for each venue Tile of Magic poriraits inhoueefed Eriom et etal z sy True Ferhan w Pace Never York Vent Sea Date fram 12 01 1969 Cals lo 3 091955 Galeger Thematicably hal Al Sires Neer York Berlin 5 Critter eerie p a ok il E m lhis type is uses as the standard setting if you create a new record in module Exhibition Type Single Exhibition If the exhibition you are documenting only has one venue then the selection in field Type should be Single Exhibition With this setting there will be no additional fields for exhibition details in the middle section of the screen The of From Dita bo Hembrand Fazura and Landotaps ihe hued i det Ezio sshibiinn Type Single sahibin Place Landon Tae 20071 Date tom 15 04 2001 Pate do 2506 2001 Campor Type Travelling Exhibition A travelling exhibition consists of at least two records the main record representing the entire exhibition including all exhibition objects which will be displayed at all venues and the sub records of the individual venues According to the data structure there will be additiona
225. gramme will open a dialogue box where you can select the type of bill you want to edit Create invoice Output invoice Type of invoice eneral invoice After this preselection the programme will create a new record in module Invoice The address shown in field Institution in module Event is automatically used as the billing address Le Tab Additional Information Tab Additional Information provides a number of additional data fields which can be used for the documentation of events The field labels in this tab can be adjusted depending on the setting in field Object Type in the upper part of the module Event You can define the field labels by double clicking on one o the entries in field Object Type This function requires access to administration rights Event Management PPAT Module List of Events Introduction 226 n l he module List of Events provides a list view of all events which have been entered in module Event so far EH Miamin 4 0 07 006 Liki of event JE TSS Fis RAE Gb aha Dhn Depis Gthermoduler Asih Ackecistration onea Help arate 7 X e e Ra a E 459 4 Weto Admin 43 07 2007 List of event Admin x k Penod Years schedule w Dale from lo 01 01 2004 31 Tt 407 Seerth ed Dale rom Lo Time Time to Cveni type Oitet heida 2 E pr PULI 1
226. hat were results can be transfered to a temporary processing by clicking on the control but right This feature can be usefull ii are going to be checked e bottom of the search window the user can export or copy the search result into the light box found or marked in the list of search Filter for further ton Shown on the fa larger number of records for Similar criteria Output of Search Results to a Printer Word template Search Functions f the search result printed either directly with a preview on n By clicking on the icon shown on the right which is located at the bottom of the search window the user can print highlighted records ol The result can be screen or by using a As mentioned above the normal search mode is a full text search Nevertheless there are other search functions available that can narrow down and re fine the search results These functions are explained in the table below Depending on the server system and implemented full text indices those search functions can deviate from the examples decribed below Chapter 3 SE 35 Search Function between X and Y lt gt empty not empty Example mill between 1 and 5 lt 5 lt 5 gt 5 gt 5 lt gt 5 mill miller empty not empty Description All data records are f
227. he collection objects Creating Links to Module Historical Events If the historical event you want to connect already has been entered in module Historical Event you can link the record concerned by clicking on the control button on the right If there is no record available for the historical event you can create a new entry in module Historical Events with the opposite control button It will open the module Historical Events showing an empty record which is automatically linked to the current object record Deleting Links with Historical Events You can delete links between the current object and entries from module Historical Events by tagging the particular entry in the reference window Historical Events and pressing the key Delete Provenance It is possible to document a list of provenances for each collection object lo view and edit this list click on the symbol shown on the right Chapter 4 y 4 FS Provenance Entry provenance P From to 1872 5 Prince Bandini Giustiniani Status 110 M le baron de Parpart Switzerland 15 A Beurdeley Hist address Sir Richard W 20 1872 Sir RiEhard Wallace Address referen Reference allace Validating Price y lv By clicking on the plus icon in between the two colum
228. he designation Copy will be substituted by the mutation date Deleting Multiple Group Entries If you wish to delete one of the multiple group entries click on the record counter of the particular entry grey square on the left side of the line and press Delete Collection 89 Module Location Management Introduction n he module Location Management serves to record the current location or the storage location of all collection objects The programme compiles a chronological list from all entries that were documented for the particular object Merced 00700 Location Management HJ Ple de Colaci n Aiek chibstion Vda Anche iBar addas Anpas Adan Corto hiii Eia Feny hiar emgebes E N E i ae EDan 4 58 4 wn eu Q Admin MH 2007 Location Manages Dema bin cha Admin eile Participants Henry Pierce Bone Dejar nama Wong usar ma i Yearimmn 1542 la Ret no mali Daing 51 Dimensions 332 4em image size Garent Es Hertford Hoyas gt Ground Fiom Frani State Res Location Depot postion w Hisp boo Localia The Wallace Collection London General Locatono Dstefrom elo lype Kew locaton Salus visum Remarks E Laren 4 Bae Hartford Hours 3 Gmund Fisser x Emm x Basic Data 90 The fields in the upper section of the screen only serve to indicate the object concerned They are not editible
229. he entry in field Responsible indicates which task the record belongs to If you wish to assign a particular record to another task you simply select the desired position from the dropdown list in field Responsible With this action the record is shifted from one task to another one Deleted Records For the modules Collection Image Archive and Address you can activate a wastebasket function from the system settings of the programme administration With this function records will not be deleted from the database right away they are only shifted to the unit Deleted Records U Deleted records remain in this unit until they are finally deleted from here or until someone assignes them to another task Practically records can be recovered by assigning them to another task ee PS For several reasons only administrators should have P access to the unit Deleted Records The most important reason for regular users is that deleted records will otherwise still be displayed among the results of their queries or within the reference lists of other modules Basic Functions 33 Search Introduction n The search function is a very important navigation tool for a database of sometimes several thousand records nq I he design of the retrieval system in MuseumbPlus enables the user to perform searches in a most efficient way
230. he fields Source and Context in tab Texts can be used to quote paragraphs from original text material concerning the event described in the record or give information about the source of the text material Tab Basic Data n This tab provides a number of additional data fields which can be used to describe an event in more detail In the standard setting this tab is not displayed in module Historical Events It can be activated under menu Administration settings Fields Search General This function requires access to administration rights Tab Additional Information n The layout and definition of the fields in the tab Additional m Information are depending on the setting in field Event Type References Texts Basic data Additional Information Surface 105 hectares ofit 9 5 hectares of building surface divided between Landmark France and the host countries Organisation Participating 46 Exhibitors 11 000 countries Visitors 31 040 955 Entryfee Six Francs Takings 1 661 024 345 Francs Expenses 1 443 288 391 Francs Event Among other things 602 congresses in the context of the exhibition You can choose individual field labels for each one of the event types e g the description of the type World Trade Fair requires different data elements than the description of the event type War This tab provides three fields
231. he recipient will be addressed personally similar to the dispatch of serial forms with individual salutations This feature Addresses 195 196 is also available with MuseumPlus in connection with a function provided by Microsoft Word as of version 2000 In order to use this function a few adjustments are necessary in MuseumFlus which require access to administration rights Creating an E Mail Template At first you need a Word template which is connected to the data source of the serial form and will be generated by MuseumPlus during the processing of a serial form output The easiest way to create such a template is to duplicate the template Brief dot which already exists in the template file of MuseumPlus and change the name of the template into Mail dot Now you only have to adjust a few settings in the Word template To carry out the adjustments open the template with a right mouse click and select the menu item Open to edit In the next step select the symbol for Setup Main Document from the tool bar of the serial form window in Microsoft Word i Mail dot Microsoft Word 101 x Datei Bearbeiten Ansicht Einf gen Format Extras Tabele Fenster Frage hier eingeben x DSRHeSa enay teegn noae mO EA a us 0 AD r a aby gt 4 Standard Latein Arial 10 BEKU E E i EE 2 A Ba El E Beding
232. hind the actual values in the list view of the dimensions his way you can describe the size of various object parts or give gross dimensions which can be usefull for shipping purposes Material Technique Marks inscriptions and Geog ref In the fields Material Technique Marks inscriptions and Geog ref there are several forms available to enter and display data In the standard version all three fields are displayed as textfields with dropdown lists Material Steel agate hardstone iron leather silver and gold chiselled etched Technique and hatched Marks Maker s mark fon both sides of ricasso we netune MN Maker s mark Min a ship on both sides of ricasso of Geog ref Flace of origin Italy Entries may be copied from the free code list and edited in the fields lt is also possible to work with a thesaurus which can be attached to any of the fields Furthermore there is a multiple field function to enter additional details in each field Another option is to work with two multiple fields in list format One of the fields is designated to entries concerning Material and Technique the other one for Marks inscriptions and Geog ret Marks l b Maker s mark on both sides of ricasso lal Inscriptions Maker s mark M in a ship on both sides of ricasso
233. htbox Function in Module Exhibition In module Exhibition the Lightbox function is integrated in the input screen to provide easy access to the image viewer If you click on the symbol next to the reference buttons in the BB middle of the screen you can display all objects included in the exhibition list in a Lightbox view Other than the Lightbox views that were generated from a search result the programme will not automatically create a new entry in module Lightbox when you use this function in module Exhibition The Lightbox entry is attached to the exhibition record If you change the selection of exhibition objects the lightbox display will automatically be updated when you click on this symbol again m The sequence of the objects displayed in the object list and image view of the lightbox is controlled by the catalogue numbers which are assigned to the related objects in module Exhibition Data Analysis and Control ZI 276 Lightbox Display in Module Collection If a search is performed in the module Collection the search l result can be displayed in the lightbox by clicking on the Lightbox icon at the bottom left 3 Saareh collection LJ ul Object name w Munem no sParnicipani Name Commodo if Gaudtaus Aricent Foti dad anamal ari poppar Mistalure z Li IHG 1070 Wiidansclaur an
234. ibition Exhibition Ragistar Admin Varig Tig of Freon alio lo Pernbrandi Figura and Larcdacape ihotia Exlem arh isitism Tepe Salen Pitt Tear 001 Gute hom Dale to Calegory Travlang td From Gholi lo Reenbrandl Figura and Lacdicape M n TO AN 11308 2440 Finch Kunst 10103001 01 122001 London National Galery O a bx 3 E You will see all entries those of the type travelling exhibition and of all single venues displayed in the records representing venues If you double click in one of the entries you can view the record concerned A record of the exhibition type Venue can only be created in the manner described above It is not possible to create a new venue of a travelling exhibition by selecting the term Venue in field Type manually Deleting of Travelling Exhibitions f you want to delete a record of a travelling exhibition you will have to delete all the links with the exhibition objects first After the deletion the programme will show a request if you also wish to delete the attached venues If your answer is No then all connected venues will be stored as individual records of the type Exihibiton n IO Microsoft Office Access Delete venues aswell Exhibitions 109 Reference Data 110 n basic exhibition data serve to display and create rel
235. ible to connect external files with the current artist record This may be Office documents websites movie clips or images of the person Multimedia References Picture 9a g File Type Picture lv Copy No Format Color x Status Depiction Medium Path C WVorkDirMuseumPlus english Multimedia File name Rembrandt_selfportrait jpg x g Photograph mM Picture edit 161 n hese documents are not stored in the database they are only linked to the current record Thus the files concerned should be stored in a public section of a common drive within the network system You can find more details about the usage of multimedia functions in chapter Multimedia Administrat tion see p 255 Links with Persons Legal Bodies With the control button on the right you can create links with pa other records in the module Artist Maker his way it is de possible e g to document the members of an artist group Collection 99 100 In older versions of MuseumPlus the linkage of members of an artist s group was created in a seperate tab This particular combination is now carried out with the function described above If you wish to Create a new link with another person click on the control button shown above This will open up a special dialogue box where you can view a list o
236. ic Data The area of basic data incompasses all object data information which is entered for each object of an institution independent from their species or object type Fields like Object Title Inventory No Artists and other related persons belong to this type of Dimensions or Multimedia Data In many cases there is object information stored in external files which is not a part of the entries in the data base The information concerned could be located on an image or text f ile a video clip or a link to a web site In MuseumFlus you can store links to the information sources which helps E to retrieve the data easily In case of image files you can create a standard image which is stored in the data base itself and will be displayed along with the basic data of the module Collection 7 Reference Data In MuseumPlus all data is stored according to its contents Thus information on literature exhibitions conservation or location control is stored in seperate modules In module Collection it is possible to connect objects to information from other modules These relations are referred to as reference data 7 Additional Data T o be able to give a detailed description of collection objects of various types MuseumPlus provides several metho
237. ice Introduction In module Invoice you can create and manage individual invoices collective invoices and delivery notes Bills that were generated in other modules e g in module Photo Order are displayed in module Invoice as well and can be printed from here add E EE HI Me Edi iain Addis hiiia lide anche DiBa podde Anies Minnan Coi hip Darta Frage hier einget A Xx T E aoii a a e DG moe as E Admins 13 07 2007 inaina AA TARRE ss Acirmin Write insti on Bach lichas Muceus Taar Ptemarks oF Depariment Salotabun Hen Desigralico se mces Cost accounting e Last nama Wher Firstname Ainii Digi Address 0586 Sipe Banfiasrasse 1 PO Eau emtia p 51200 Ines Pata Te dd Air da o 13 07 2007 Rominder 1 WAT O00 Fet no 45000000056 Dios ite Reminder 2 Around paid Simus in progres se Data paid Tranetar dma Coal contes Total OOO CHF iw Amount paid Prien hercu WET amp Amount Prolif accour Paid accound Coal comba Cop Tolet liwoice Bien E 5 Bock andar iw General OO i 1 000 16 00 a bassa 10 A y i n i Dilig date Basic Data 208 In the section basic data the following particulars of the billing address are displayed 7 Institution 7 Department m Salutation Designation 7 Family Name 7 First Name m Street m Post BOX 7 Country Postal Code City All these fields are related to module Address
238. iches Museum Tr r Yoni Weber Trar ns Ted hand in TO Pts Crei Diit hi4 Extibi on Magic portage Mew York 12 01 1999 31 03 1999 se Bingragity 10 08 1588 Titia Tapit The sp raay and patie Hanon 1000 Yond erin Corel hy amor od Dilo reer raed 10 09 155 Edic Pring da a 10 10 1566 Phin mgquest Fholo delwar Free cope ni o notarad Phalo pala porra ly 20 GAP E _ EE cm Addon form Summary baena M0 4 A ye j vod Samay In MuseumPlus these tasks are supported in module Author Entries of new articles can be attached to an exhibition record which has been entered in module Exhibition The entry of the article concerned will be displayed in the record of the connected exhibition in tab Author Basic Data 136 When you create a new record in module Author using the control button on the right the dialogue box illustrated below will open up showing all exhibitions which have been entered in module Exhibition You will be required to seelct an exhbition from the list which the new entry in module Author is related to a Allocate exhibition New York 12 01 1999 31 03 1999 From Giotto to Rembrandt Figure anc London 15 03 2001 25 06 2001 From Giotto to Rembrandt Figure anc London National Gallery 10 10 2001 01 12 2001 From Giotto to Rembrandt Figure anc Z rich Kunsthaus 10 07 2001 13 09 2001 From Giotto to Rembrandt Figure anc Y
239. ief comment In the stored list of Participants from the module Address all entries containing the entry Conservator in the tab Catalogue entries address usage and Usage will be displayed see p 189 Exhibition This field is related to module Exhibition see p 106 The current conservation report can be linked with one of the exhibitions from the dropdown list or by using the control button next to the field if you want to search for a particular exhibition If you want to delete an existing link with an exibition click on the opposite control button Objects Objects f This field is linked with the object records in module Collection It shows which objects are included in the current conservation activity If you double click on one of the entries you can open the connected record in module Collection You can add more objects to the record of the current conservation activity by clicking on the opposite control button This will open a search window that allows to search and select other objects which can be attached to the conservation entry m The window Conservation link is opened by clicking on the icon shown on the right The list of all conservation projects reports expertises and protocols for an object is displayed E Restauratiomsbezug COR A Datum Datum bis Typ Restaurierung
240. il numbers or e mail addresses for each address record You have to specify for each entry which type of number or It is possible to enter any desired number of phone and fax formation contact information you want to enter in the corresponding column Number Type fons fax e mail Number type Number Telephone v 0041 31 320 10 00 Fax 0041 31 320 10 09 E mail v jinfo zetcorn com y You can only use standard terms from the dropdown list number type can only be used one time otherwise it will not be possible to save the record If for example you want to enter a second number for function requires access to administration rights Address References member Chapter 8 Every a office phone you will have to create a new entry e g 2 office phone number You can open the screen to edit the content of the dropdown list by double clicking in the field Number Type This Existing address records can be linked to each other e g an office address can be attached to the home address of a staff You can carry out the attachment by clicking on the control button on the right y Address Relation Address Remark references e zetcom Informatik AG Zug Payment address Billing address Holiday address Private address In col
241. in standard date format Delivery Date Loan Period Photo Reminder Field Delivery Date is used to document when the photos were sent to the customer T he date has to be entered in the standard format DD MM YYYY was entered in field Delivery Period and Reminder will be completed automatically Depending on the date that Date the values in both fields Loan You can configure specific periods for loans and reminders in module Administration Settings Fields Search General This function requires access to administration rights When no deadlines are defined the entries in the fields Loan Period and Photo Reminder will not automatically completed by the programme Return Date This field can be used to document the date when the photos were returned to the archive The field also requires entries in the standard format DD MM YYYY Remark Delivery n his field allows free text entries concerning the loan process e g rejecting new orders if photos from previous orders were not returned Image 249 Reminder Fee 1 Reminder Fee 2 nq hese fields can be used to enter the reminder fees that were charged to the customer They allow only entries in numerals Order Type Processor Mailing Type n These three fields can be used to document how the photos were orde
242. ing on the allocation arrow shown on the right the window to allocate the address opens The link can be deleted by clicking on the Minus button In case the box Generate date is ticked the fields Employees Type und Deadline which manage the corresponding entry in the field Date Deadlines in the module Location Management have to be filled in The field Type specifies if the location move is an external or internal one The field Deadline contains the date of completion In addition the field Description contains the identification of the task F Termine Friston setzen x ns re ro n The action is either performed by clicking on the button OK or can be cancelled by clicking on the button Cancel Searching and Replacing in Main Fields Occasionally it may be necessary to replace a term in a large number of identical entries in a particular field by another term or content Depending upon whether the entry is located in a main or repeat field the action Search Replace can be used After the field that contains the content that needs to be changed has been selected the user has to determine in the field Compare if the term that has been entered in the field Old Value refers to the entire field the beginning or just a part The new replacement term or content is entered in the field New value Chapter
243. inkin Contre hip Darii BRayweBP aa a O e ug v 13 E Armin 11 07 2097 Collective linvobes Dema objacha s Airain WIE Hara Mambers pence Account Patiod Calendar year lieding Cabniton Calado ivencaes Address Status L Ailing dabe 11307 2007 aur F451 1000104 Bsch fichas Museum Tear Wininied Weber Trin pmgmees M4 07 100 13 07 2007 2007 451 2000s The Wallace Collection London In progresa wi 13 07 30077 00 00 AICA rebrera Bs Bam In piograra 1 13 07 Sn HO e la Sour a Ta l gt Basic Data Name This field is used to designate the title of the collective invoice It is required to select an entry from the standard term list It is not possible to enter the title in free text Account Period In field Account Period you can determine which period of time should be used for the rendering of accounts You can choose either Calendar Year or Period from to It is not possible to enter free text in this field Accounting 211 Tab Defintion 212 In order to attach address groups to a collective invoice go to tab Definition El timemus 4 0 07 006 Collective Invoice 3 Pla ide Colaci n Adria Dabdti n brags Anche Ciber raid Aba karin Control pg Eeri E i aED y e EuEJj n 13 S mano 11 07 2007 Collective hn bcs Dema objects s Arain WE Han
244. ion of standard images is optimised to the screen display and production of small the time needed for the uploading oi file sizes in order to minimize f images when you open The function Picture Edition allows you to start a programme for image processing if you want to do some adjusting before the image is stored as the standard illustration of the record configured for the specific data type of the original image file on your PC MuseumbPlus does not include a separate programme for image processing n If you click on the control button Create the programme will generate the standard image l he window is closed by clicking on the button Close You can delete an existing standard image if you click on the symbol shown on the right Other Functions m h N Normal image view These functions are also available in module Multimedia El ultima pronation xj Media Management 259 Zoom image Filling screen 5 10 e Rotate image This function only rotates the current display of the image It does not manipulate the image file itself the image file and store it again m he scan button allows you to scan MusuemPlus either using the TWA that of other hardware components Basic Data 260 Type following If you click on the contro
245. ion to view more details and make amendments Borrower Borrower Contact Lender Lender Contact m These four fields are connected to entries in module Address In both fields Borrower and Lender you can attach the address of the borrower or lender who is going to be shown in the output o the loan contract The fields underneath the main address entries can be used to document the names of contact persons related to a loan contract Exhibitions 119 Addresses from the module Address can be searched and E attached by clicking on the control button next to the reference fields After you open the separate search view you can perform a search using various criteria A E You can only attach those addresses which have already P been entered in module Address It is not possible to create new address records from this position With the opposite control button you can select addresses from the dropdown list which are designated as Favourites in ha module Address see p 183 You can delete an existing link with the module Address by clicking on the control button next to the search symbol This function has to be confirmed once again If you double click on one of the entries you can skip to the connected record in module Address Pick up Address Pick up Date Return Address Return Date
246. ion where the collection object is located or who is the Owner of a particular artefact Both fields are containing references to module Address see p 180 lt is not possible to enter any text data into these fields Museum The Wallace Collection London wji y m Lender v With the control button on the right you can search for the E desired name of the institution or person in module Address and attach them to either field Location Museum or Lender If the address has no catalogue entry the following warning will appear Microsoft Office Access This address has no catalogue entry Do you want to generate the entry With a click on the opposite control button you can delete the jini link to module Address The display of the address in both fields Location Museum and Lender is copied from the field Catalogue Entry in tab Catalogue Entries Address Usage from module Address see p 188 If this field should be empty you will not be able to see any data in either field Location Museum or Lender although the record has an active link with the module Address Current Location Depot position It is possible to record a current location and a storage location for each collection object According to the setting in the system administration you can either enter the location information directly in the fields Current Location and storage Loc
247. iption Augusta Anne Lady Cockbum E hor Sons M Genwallw cnica z eg ref Actas box Masai The Milla Colleci n Losdon Lender le fo No of ers Langage we PAE 0 Hi Tarrals anachi n The collection filter provides the opportunity to select objects from one specific unit only so you can narrow down the number of records you want to work with during searches the A output of reports and lists or the editing of records Setting AII Collections In most cases the default setting of the collection filter is All collections This setting is used if you want to perform searches and output reports including objects of all collection units available in the database It is not possible to enter new records with this filter setting To enter new records you will have to select one of the collection units defined in module Task because each record belongs to one specific unit Setting Deleted Records When you delete a record it will be moved to the unit Deleted records The particular record will be available until a second user with administrator rights deletes the record from the waste basket Regular employees normally have no access to records that have been shifted to the unit Deleted records The permanent deletion of records from module Collection requires a second person with specific rights The same ap
248. is not intended to be used as an output media thus it is not possibile to print the content or change the layout of the view In order to define a printed version you can use the corresponding functions in menu Analysis see p 43 Chapter 4 Tab Basic Data The field structure of the tab Basic Data is identical for all genres and object types It serves to enter additional basic data for each collection object Basic Data Acquisition Inventory Catalogue Text Notes Presentation Mounting Multiple Groups Condition iconography Dimensions gt 58 8 x 195 5 x 80 6 cm Object size Short Chest of drawers with a double bowed and vl descriptions bomb front with an undulating lower edge and General remark y Material Oak veneered with kingwood mahogany gilt bronze marble and brass x Creditline x Technique Marks b Makers mark FAIT PAR CAFFIERI on mount framing lower edge paral en eee Ana aee EEG le Inscriptions IO ete Roa _ Depot position x Geog ref _ gt Place of origin France i Storage box y Museum The Wallace Collection London y E Lender lv Y Noofitems Language x It is possible to enter several dimensions for each object in module Collection The individual dimensions are displayed in a list including the type of dimension for each entry Dimensi
249. isting link with records from module Address by clicking on the control button underneath tne search symbol This function has to be confirmed once again 248 Chapter 11 Addresses If you want to enter additional addresses to the original customer address in case the image order and the invoice have to be sent to different destinations you can attach more addresses in the list below Addresses PlcCollaborator Kunstsammlung Nordrhein Westfalen Muster Karo Invoice z Kunstsammlung Nordrhein Westfalen Maler Brigit Mew Collection Mancel Cage John nq right The setting in field Type is automatically placed on New every time you add another address You may then select the correct purpose To attach additional addresses use the control button on the for the new entry list such as Delivery or Invoice You can delete entries from the listi from the dropdown you highlight the record gt he E marker at the left side and press the delete button Remarks customer s preferences The field Remarks can be used for fre text en Request Date Delivery Required n ID MM YYYY tries e g about the hese two fields should be used to document the date when the customer requested the photos and when the delivery is required Both fields require entries
250. it is not necessary to complete all data fields in module Literature in order to create a correct bibiographical entry Literature Type Literature entries are devided primarely into types Based on the setting in field Literature Type you can influence the selection of entries using the filter function of module Literature It is also possible to adjust the configuration of data fields in tab Additional Information and a few other fields among the basic data fields of the module by choosing a certain setting in field Literature Type Literature References and Historical Events 163 164 The definition of the data fields in tab Additional Information and of the variable fields in the top section are not restricted lf you double click in the field Literature Type you can open the connected record in module section where the field labels can be adjusted This function requires access to administration rights Sub category Next to the field Literature Type you will find the field Sub category This field controls the syntax of literature entries used in bibliographic notes The field contains a standard term list Each of the entries is connected to a specific definition in module Administration which determines how the contents
251. iten Ansicht Einf gen Format Extras Aktionen Frage hier eingeben Normal y Arial 10 J A AIF K u Z Zi tE m X Elsenden HS 4 eR L amp lsjoptionen 4 e amp Diese Nachricht wurde noch nicht gesendet Betreff Any further editing of the e mail will be done in your e mail programme Personalised Dispatch of E Mails with Microsoft Word In module Mailing it is also possible to send personalised e mails using the Microsoft Word serial function For more information please refer to p 195 Addresses 205 Chapter 9 Accounting In the context of managing collections accounting and the documentation of business processes is becoming more and more important for many museums next to other tasks such as inventory control organising exhibitions and managing contact addresses with other institutions MuseumFflus provides facilities with both modules Invoice and Collective Invoice to process those tasks Both modules are integrated in the functions of other modules such as Image Archive Event Management and Address in order to assist users in processing bills and control accounting processes from various departments of the museum Modules Invoice and Collective Invoice are primarely used to process billings to users of the image archive and to members of the Museum Accounting 207 Module Invo
252. ith the control button on the right you can attach the address of the museum or agency where the photos have been ordered A mouseclick on the button will open a separate window which allows you to search and select an address using various search criteria The addresses concerned have to be recorded first in module Address It is not possible to enter a new address from this postion With control button on the right it is possible to attach addresses which are designated as Favourites in module Address see p 183 If you wish to delete a link with an address you can use the opposite control button This function has to be confirmed in the message box If you double click on the entry of the reference field you can open the connected record in module Address Chapter gt Reference Invoice The field can be used to enter the number and title of the invoice to be processed by the finance department It is possible to enter free text Order Date Delivery Date Delivery Period Reminder Return Date The fields above can be used to document the dates of the photo order and delivery All date fields require the format DENIM Y YYY Proof Deadline Proof Reminder Proof delivered n The above fields can be used to document the provision of samples to the holders of the photo copyright
253. ition Chapter gt In column Received you can document if the museum has received the photos By double clicking on one of the fields Delivery Date Type or Format you can skip to the connected record in module Photo Order For further details on working with module Photo Order see p Toa Tab Additional Information Tab Additional Information provides a number of addtional data fields which can be utilised for the documentation of exhibitions Exhibition objects Photos Additional Information Catalogue Authors Working title Other titles Foreign title Exhib series Remarks The field labels are displayed according to the setting in field Int Ext It is possible to use different data fields for additional information of in house or external exhibitions If you double click on the entry in field Int Ext you can open the module Type Definition to define the field labels in tab Additional Information This function requires administration rights Tab Catalogue Create Bibliographical Entry In the tab Catalogue a new bibliographical exhibition entry is created by clicking on the magic wand located on the right side of the window All objects marked Positive are copied into the table of the Catalogue tab They are automatically li
254. ition description and Comment are large text fields that allow detailled descriptions of the condition suitability for display and loans or recommendations for the surrounding environment Additional Tabs 130 Furthermore it is possible to display all five tabs from module Collection which can be defined according to the setting in field Object Type along with the tab for the use of Multiple Groups In all these tabs the user can view further details of the connected object record which can also be amended from this position Chapter gt Multimedia It is possible to attach external documents and images to the record of the module Conservation if you click on the opposite control button in the menu bar at the top of the screen This can be Office files websites video clips or digital images A This function can be very usefu damages or other particularities of the collection object All documents which are attached using the multimedia function only are not stored in the database the system only creates a link with the particular record Therefore it is advisable to store these documents on a common drive of your computer network Please note that multimedia entries from module Conservation will not be displayed in the multimedia section of module Collection For further information concerning
255. ks Treatment n columns Damage Anlaysis 7 Location u Material Analysis Damages 7 Treatment Priority Treatment 7 Treatment Area 7 Treatment n Treatment Material 7 Remarks Treatment There are two tables available in this tab with the following Except for the two remark fields all columns can be used with dropdown lists thus providing standard terminology for more ef fective retrieval Tab Conservation Treatment The field labels in this tab can dif field J Analysis Techn Assessment Conservation Treatment Object Data Presentation Mounting Condition Examinations Support General lype so it is possible that the version may deviate Condition a w Proposed treatment Actual treatment fer according to the setting in field labels of a customised from the examples below Damage x analysis All of the fields available in this tab allow text entries up to the following fields Condition Damage analysis 4 000 characters The standard version of MuseumPlus provides Exhibitions 129 7 Proposed Treatment m Actual Treatment Tab Object Data In tab Object Data the user can see the most important data fields from the connected object in module Collection It is not
256. l button shown on the right you can start the programme for image processing Here you can edit new images directly to IN port ol f your scanner or available in the standard version of the programme Picture When you select this images in either JPG GIF BMP or TIF The field Type controls what sort of multimedia link is going to be created with the new entry The functions are function you can attach format With these records it is possible to create and delete standard images 7 Office Office encompasses all documents that can be edited with Windows applicat provide a preview function for m Video This function is utilised to attach video 1 n ions They can be f iles irom Microsoft Word Excel or Powerpoint but also PD files from other applications MuseumPlus does n these files les oF Ol Files 7 Website If you want to attach links to certain websites in the internet select this function the path and file name enter the UR m version there are no additional data will be blanc as you open it Sub Category Instead ol I he selection in field Type also controls the display ol data fields in tab Additional Information fields defined
257. l creditline Chapter 11 Module Image Orders Introduction Module Image Orders provides the possibility to fully document all steps of processing photo orders with costs regarding the catalogued copies in module Image Archive Fj husrum Pha 4 507 004 Imma rder pe H Pane Boris ca Ccoletion Address Detuhion imap archies tharais Anaye Adrian Control ei aretes Fra p x O a JUF yam A EFE E MM wo Domo 46012006 Dema wio Image Onder Fiesponsible Collection wan der Wioyden El Cerler no 17 eden Saue Finita a Requer date 04 17 3000 Loan pened 050 A Tile Photo toe calondars and catalog gt Faquised by Frater Date Desceplion E Dalvarg dais 12 123000 Pamark dular Proto reminder Framindsr tea Customer Kuntisirmentuna Nordin Westfalen i Dirtald ei Bi ml f Wario 2 Reminder le 7 Addara ElCobabormor Kunsteammiung Meedehein Wagtalan Muster Kam Order Typa ana he E Mor n Wenfaon Maler Bingille Preca btr i 24 Meares al Anmarks Should be color photos Exhibition Yon Giacometti bis Pollock Kunsimusoum Ben 28 12 2001 00 02 2002 Proteiceate invoice Usage and Proofs EN Asis image neherence Hepidd lerms Hines hs Creda fine FlErquired Partrat fa Lady T 80 1 Pitture Ekt 1 Mo 1500 50 50 Egni do Feces de Vania AS Picture a a zl 200 San Ma 2 0 Ella wih lending fee Gencalit2 Foreanding expenses 540 C
258. l entries in module Literature or you can use the y control button on the right to start a search in module Literature using specific search criteria Chapter Er z The publications in question have to been previously P entered in module Literature It is not possible to enter new literature records from this position An existing link to a publication can be deleted by clicking on the opposite control button The delete order is executed after it has been confirmed in a separate message box Remark n This column can be used for free text entries concerning addtional information about the exchange process gt Address In the lower section of the window you will find a list of all exchange partners whose addresses were attached to the current publication exchange process You can create new links to records in module Address by yf clicking on the opposite control button This function opens a separate window which allows you to search objects in module Address using various search criteria Allocate addresses td wv Last treme w First name w Institution w Street w Place Vieber Winthed Hischotiches Museum Trier Banthusstasse Trier Le E 7 New Start By double clicking on one of the entries of the search result or by marking the entry and clicking on the control button again the selected addresses will be attached to the curr
259. l fields and control buttons available Tha pi From Giotto to Rembrandt Figure and Landscape enone lext Earn ae Tes Travalling eahibition me Place London Yaar 20011 Date tom 15 00 20071 Dale ta 25 06 2001 Ciria sa Venues IDO ADI 1308 001 fanch Kureshaue ful e 100 10 01012 000 London Natural Gabory O sx L With the first step create the record of the main exhibition It is important to allocate the complete list of exhibition objects that will be displayed at all individual venues to the main record Later on it is not possible to attach any objects to the records of the individual venues if they are not included in the main record of the travelling exhibition Chapter gt At this stage the list view of the box Venues has no entries yet Venues ae If you click on the control button on the right you can create separate records for each of the venues During this process the programme will open a new record in module Exhibition of the type Venue which automatically contains the basic data of the main record Now you can edit these separate records by entering additional details such as different dates of duration or places If you attach the exhibition objects which are selected for a particular venue you can only choose from the objects which were already included in the main record of the travelling exh
260. l open a new record in module Artists Maker which automatically contains a link to the current record in module Literature Ya dd Cis The new link will be indicated with the red frame around the literature reference button displayed in the middle section of module Artists Maker The following columns are available for the documentation of further details in tab Artists References Chapter cos Microsoft Office Access Ly Do you want to create a new literature entry Function m This column can be used to specify whether the person in the entry is also the author of the current publication or if the person is only mentioned on a particular page Artist Maker n This column shows details of the related person or legal body in module Artist Maker in short form You can open the connected record in module Artist Maker if you double click on the entry so you can view and edit further details Fig P Text P Remark m l he columns above can be used to record on which pages of the publication the artist or legal body is mentioned or illustrated n The column Remark can be used for the documentation of further details regarding the content of the text reference Further tabs containing additional information about the content and condition of the publication can
261. l show a help text referring to Title of the work in original language the data field which the cursor is temporarly positioned in n I he help texts can be edited by users with administration rights The same applies to the field labels Besides that the status line provides information on the CAPS SCRL NUM OVA currently active settings of the keyboard m CAPS Capital letters is active 7 NUM Numeric keyboard is active 7 SCRL Scrolling is active 7 OVR Overwriting is active Access authorisation concept Introduction MuseumFlus provides several access permission levels general access to a module access to particular units within a module task and access to certain data fields and output modes such as lists and reports n Thus MuseumPlus provides the possibility that users can only access those parts of the programme which they need to accomplish their jobs nq The actual access rights of a particular user are adjusted by modifying access to modules tasks and different levels of access groups Moreover it is possible to block certain fields for data entry for individual users The following chapter provides a brief overview of the access authorisation concept of MuseumbPlus For more information please see Manual MuseumPlus Administration Utilisation and Replication
262. le Event You also have the possibility to filter the entries of the list by using the fields Period Date from to and Status To delete the filter setting simply click on the control button ey Delete Filter next to the entry fields Period v Date from to Status x From time to time Event type Edited by Edit Date 27 03 2007 10 00 10 15 Guided tour Definitive Public tour Admin 13 07 2007 27 03 2007 10 15 11 00 Guided tour Definitive Public tour Admin 13 07 2007 You can switch to the calendar view of the events if you click on the control button on the right ab Technique serves to document the technical equipment which is available in the room concerned It is possible to enter details in columns Type technique Name and Status either by using free text or by selecting standard terms from the dropdown lists Reservation Technique Type technique Remarks technique Edited by Edit Date Stereo Sytem m Microfone available iv Demo 14 11 2005 gt Projectors v Projector v available iv Admin 13 07 2007 Stereo Sytem y Loudspeaker v available Admin 13 07 2007 f you wish to create a new entry in this tab click on the control button at the bottom right corner ol F the window Ch
263. lil E A AR E E ENE O A A 186 A NS 250 279 281 Entering Multimedia Records ocococccccococonncncnc 258 A A 221 Erstellen einer Verkn pfung zum Modul Archivalien 72 Event Ti isa 219 Event IDE esa 218 Event Event Relati0NS ooocococccncncncncncncncncnonananono 175 EVE oral 191 A nena meme re wre re ese enyary etre ney are ameter he eer 46 260 Exhibition 68 119 128 133 137 139 157 220 245 250 adding and deleting objects ooccccccccncncncncnn o 111 catalogue A ete easel heee ie 114 conservation references cococococonononononononanananans 110 creating loan CONtractS o ococococononononononononononeso 110 creating output of exhibition objects 112 A A nae cones 112 deleting of travelling exhibitions o oococo 109 FAME oO TA ed 113 COM RSS a a EE tana vee E E 114 searching objects within an exhibition 112 Single exhibitiON oooccccccccncncncncncncncoconcncnononono 108 Travelling exhibition ocococococococononononoconinnnnnos 108 EXMIOoOn deiae Da ao 108 EXPErtensU CM a AN ea EEE EN 38 EXO MACON Dalai 266 EXPO sien ssi hinds insu A iat Ciena touant 46 F Te O Y al y LOS AO RO E a eee hates 183 A IA 186 File NM ide 154 A i EEO 239 A A A O 260 A A ee eet ea lad 228 270 Filter Setting All Addresses oococococococonononononos 180 Filter Setting Deleted Records ccccceceeeeeeees 180 Filtering RECO an 53 AA A 96 A A merge ee a
264. ll objects in connection with Generate a new transport record the loan agreement is created automatically By clicking on the Plus button several entries can be created in the module Transport Transport change of location BAX Date time Transport type Transport gt 14 04 2007 Exhibition The Wallace Collection London Transport Linking with Conservation By clicking on the icon shown on the right a window 184 containing information about existing entries in the module Conservation opens Reference to conservation JE Date Date to Type Conservation Condition report Cleaning Miniatures London 2007 It is not possible to create a conservation link from this window to the module Conservation Exhibitions 125 Module Conservation Introduction n The documentation and management of information about preventive and interventive conservation activities is carried out in module Conservation n his module provides various possibilities to document a condition report history for an object recommendations for the Surrounding environment as well as storing conservation treatment reports in connection with loans n The information entered can be printed in form of Condition and Treatment Reports is Himen iis 50407 006 Conse watho mi HJ Fis de Colaci n
265. long field entries as a whole du E The function of enlarging search fields in not available in the List View with a thumbnail Ta Basic Functions 35 36 3 Search collection a 2 ty Object name Y y Museum no e Participan Name Dating se Material Technique x rot empty Geyrresus Aniome Robert 1139 Oak veneered win dngwood mahogany gil bronze marble and brass a Camiri Jacques 1739 Oak veneered wih lingedod mahogany gii bronze marble and brass Arroa Gorgo 6 April 1525 Tin glazes varthorre re painted Raimond Marcantonio 6 Apni 1525 Tin glazes earthenware paintd Moll da Rovigno Francesco Kanto 1533 Tin glazed earthonwore painted Palissy Bernard late 16th cerbyry Eartherwarn lnad glaned and painted mid 16th contury Steel apain hardstone won leather ster and gold chiselind otched and hatched Royal Workshop Greenwich c 1587 Steel leather gold and copper alloy Haidar Jacob e 1587 Steel laather gold aad copper alloy Marefacture de Sevres ds Preda Chetstophoro probably 1477 Gowache on vellum AA Moves mao Durbad ararmal nn cremas xl jis Lal A 19 22 ers bo hy a 13 i New Stan Search collection a tenn n E heel name mes r e Partexpant Name x Duting w Matana Techroque not empty E Demimgde FBE Carra Aninies Rnterl 1738 Cakwensa
266. lps to clarify the data structure it also serves to define and monitor access rights f various user groups O Each address entry can be linked with several other modules in MuseumPlus depending on whether the address is related to an object a conservation report or an entry of a loan request Addresses 179 Module Address Introduction All addresses which are used within MuseumPlus are entered in module Address Outside of the particulars you can also document contact information such as phone fax numbers and salutations or details needed when you are generating a catalogue entry i Himen 4 007 th Address 3 ee ee ee ee fe ee eo ee Aihan Corim hep Daris E i a hk pb os yy Eg sere 1055 Amin 19 07 2007 Addiess A addretias AAIARRE s Admin Write Fl mnsttrion Bachtdicheas Musee Tear Remark Deparment Satetainn Hen ia Desigratica w Type Address aa Lisinama Wieser First mama Weird Poni Chonek tar ben Hanihyscinase 1 Pollo foring eschtdiches Museum Tear Weber Wotlgang Language D wi niai Cieri D 54 54700 Tear Pius sa Anora Yep a woi E Mumbar and pispa ily eriek di agh Adutional information Cunfach remie Acidr eaabnke Dveri font fag eem ail Humbert Humber A Fi Telefon se DO 651 111 111 blistanded Doar Mr Weber se Epil e hninad ebenin nes de Dirak ion w Daar Weird ww or T Adimas Relaci n Address Remark r Al a
267. me or various forms of artist names in list format It is also possible to search for these entries If there are addtional entries in the list of multiple names the control button will be displayed with an orange frame nq I he entry from the field Name is automatically copied to the first line of the list view It is not possible to edit the entry from this position By selecting a description from the restricted dropdown list in field Name Type you can indicate what kind of name you wish to enter The name itself will be entered in field Content F Artists nan Multiple felda Artt f Maker Edi dabe Ebed by w Rericendi Harmernsco n van Aan 1210 07 Admin Ej Ful nar ype al narm Both columns Edit Date and Edited at the end of the line are automatically filled with the registration date and initials of the current user when you save the record Chapter 4 Dating This field is used to enter the life span and other biographical dates in a structured form including the place of birth place of death or places of certain activities lia You can create new entries by clicking on the control button alla next to the field Enter the following details in the dialogue box Le Date from Date to It is possible to enter the exact date of birth and death if known Bu
268. n MuseumPlus The standard version of MuseumPlus does not provide this vocabulary The ICONCLASS Thesaurus offers standardised multilingual vocabulary for the description of iconographic meanings basically applicable to images and sculptures Each description can be documented and listed with a special qualifier from the ICONCLASS system indicating whether it involves the main image or a depiction in the background Iconclass Sorti Type Icon Notation Supplem A 5 Primary Iconography Mother with child x f B Secondary Iconograph v Landscape M wj t You can use the search function of the thesaurus window to select and attach iconographic terms from the systematic order o the classification nq l he thesaurus function basically works the same way as the usage of thesauri with other fields in MuseumPlus see p 76 Collection 87 Tab Multiple Groups n or object types n The layout of the tab Multiple Groups is identical for all genres This tab contains a list of entry fields which allow an extended documentation of object relevant information outside of the fields and tabs described above Basic Data Acquisition Inventory Catalogue Text Notes Presentation Mounting Mat techn condition Multiple Groups Condition Iconography Sorti
269. n loans in and loans out processes Module Exhibition also provides facilities for other functions set Dates Deadlines Conservation Authors Image orders hipping and Literature Thus MuseumPlus can be utilised uring all stages of the exhibition process from the planning nd installation to the final documentation and publication of an exhibition UN OF a m The module Loan agreement enables the organisation of the loan process for loans in and out both in connection with an exhibition and independently of an exhibition Exhibitions 105 Module Exhibition Introduction Module Exhibition provides facilities to document the entire exhibition process starting with the entry of basic information on exhibition proposals to a complete list of object references from module Collection which can be selected from across museum boundries ij MaceumPtus 4 0 07 006 Exhibiioa 3 Ple Cde Clai Bali Ibis irga Archi GBA adda As Airian Coiro hele Estats Frage heer emget a ot E a ae EDA e PEJA mon Amin 11 07 3007 Exhihii m Reniera Admin riie Tite of Mare portate im house T et Fatert w alivian Type Single eahitetion Place Biew Tork Year 12E Dale f rm 1201 TA Dase 10 31 004 TEA Cabogte Tees rit reall y O el e E Esiblico ube Photos
270. n the search window linking the result to the module Object group is possible by clicking on the icon shown on the right Pry Search collection r m Object name Museum no y Participant Name y Dating w Material Technique xj A Commode F 86 Caffi ri Jacques 1739 Oak veneered with kingwoo Commode 86 G Ro 39 a ood Falchion Full Armour Paintina P29 Rembrandt van Riin Cc A1 657 Dilon canvas v 2 3 3 dy eo A o a A 7g New Start With a mouse click a new window opens where the highlighted records of the search result will be copied into a new or already existing object group in which existing entries will be overwritten with the new selection Miniatures Personal List A Sword Cancel By clicking on the button New a new object group will be generated based on the selection of the search result After the responsibility has been determined for the record the module Object Group opens and can be edited correspondingly However if an object group is highlighted from the list it is either possible to add the highlighted records from the search Add Overwrite window to the object group or to replace the existing records of that object group You can also create a new object group directly from the module Object Groups menu item Analysis Object Groups For more detailed information see p 2
271. n underneath the search button Multimedia Type n This column serves to select the type of multimedia file which is going to be attached to the entry of an archival component This field requires a selection from the dropdown list which contains standard terms that were specified in module Type Definition In this field 1t is not possible to enter free text Archive Management 153 154 File Name m This column contains the path name of a link to an external fi This can be an image file with an illustration of an archival document or it can be a regular word file You can create a new link if you click on the control button on the right This will sz open a separate dialogue box showing the explorer of your local computer From this position you can search and attach the desired file E If you double click on the link in this column the attached file will be opened automatically with the matching application n The link can be deleted by clicking on the opposite control button Responsible It is possible to allocate the entry of an archival component to a certain task to control the access rights Only users with access to the particular task or collection unit will be able to view and update the entry concerned List To view archive material
272. ncesco Xanto 1533 Breton Jean Francois 1749 1750 1613 1614 my B om Participant Name Dating avelli lt 1750 Caffi ri Jacques 1739 Gaudreaus Antoine Robert 1739 Breton Jean Francois 1749 1750 1613 1614 my H c Basic Functions 39 40 object group Output of Search Results By applying this method search results can be precisely controlled i e without having to 1 fall back on the creation of an It is possible to either print out all records of the search result if you have not marked any records or to print the records that were marked in form ol f lists and reports see p 43 All generated reports and lists can be either displayed on the CTE Or EXPOIL LL ed into any other Microsoft Office application by clicking on the icon shown on the right Output in an Object Group object group HO highlighted or all records ol further int KN 2 0 Output in the Lightbox highlighted or all records ol For further information about the light box see p 275 By clicking on the icon shown on the right which is located at the bottom of the search window the user can export or copy the search result into another formation about object groups see p By using the icon shown on the right which is located at the Filtering of Search Results All records t
273. nder erenn a a R 133 157 245 Reminder Fe a a a aa et thks 250 Repro COMA ION SAS 158 Reproduction Righi aa DS 246 Reproduction Terms ccccsccscsccssccsescestscesescevess 251 RequestD atera ei 119 157 249 RESPONDA arias 19 Responsible aas ia 154 RESTOS Dear id 167 o A O 127 Restricted COUES ia aio 50 REWA ONOG HOSS Ao 120 Return Dat iuriacenneewed Adevaldenawere 120 133 157 245 249 RION errena E a 82 103 A A ee ae a eas 146 RISIEDESCrPTO Ness cra 146 RISK TYDE reri A 147 ROON T o AEE EAO TN 229 RoOtate Mad aos 260 S gauta IAS 181 201 Salutation Type Sii 187 A A 187 Sample Recordando 282 A IA 260 A ER 221 NP od Ceohicencatcsetnoheacen E 11 A O aera E TA 34 A e AN 40 Search result Outautior All recorOS ias 44 output of selected recordS ococcococnonncncnncccnncnnon 44 Search results enlarging the search WINdOW cccceseseceseeeeeees 35 E GRIESE Aa 40 O 40 A Maaco var TSE 35 Searching Multimedia RecordS ooococcccccncncnc o 258 a AA RN 17 ECREL ACTOS aioa a aa nanan 30 Select Module o ooccccccccccccccncncccnnocononononononononononono 266 SEU ACA R aicow Merce eases 165 Serial Form Output with Microsoft Word 203 A nee E OT RAE en MIRA E A Oe TE 166 Seting All MIMAGES a ado E 234 Setting Deleted Records ooooccccccccncncnccnnncncncncnnnos 234 A al anutibreslatee atom 166 Pek Orc eet atc use A O te ciotaniccase 150 SHIDO anutecercs is 120 Shipping Location
274. ndow will be displayed in the expert search mode Whereas a standard search by default only allows linking several search terms using AND to narrow down the result the expert search allows linking terms by using OR This allows a combined search using operators which when normally entered in a single field i e full dish would lead to an error message Chest name ve Muis n Partiespant Narnia ve Dabo oo Ma eniai f Techigus le Mukesh El p e Fil Armour 461 Microselt Office Access Y Steel bathen gold ane copper Fill Anou ABJ 5 Sipe leather gold eee copper Diaen search operators cannot be used n the same search faki 10 US Peas Ho ae Y g Hire Sar Chapter 3 o Sort Linking Search feid z F Search colection J A Operaior sw Object name 1 w Or Object name Like width se 3 w Paricipant Name w m w Dating w 5 w Material f Technique x wv pa x y y y pd s v ee 74 stan In the search window of the expert search the user can choose Like between the command AND and OR in the field entitled Linking before further determining the search criteria By using the drop down list in the field Operator the user determines the search command that will be valid for the field Condition Only the terms as shown on the right hand side are available in this drop down list
275. ne particular module The function is supported in modules Address Historical Events Artist maker Literature or Collection These modules can be selected from the dropdown list of the field Module Name Description In field Name you can enter the title of the object group In field Description you can document the specific purpose of the selection Expiration date n l o efficiently manage object groups and in particular to avoid accumulating an unmanageable number of records it is possible to set an expiry date for the records In the field Expiration Date the user can chosse between the value Hort e term Medium term Long term and Unlimited 266 Chapter 13 To be deleted Depending upon the selected expiry date a date is automatically inserted in the field To be deleted he user can choose a period ranging from 10 to 120 days Users with administrative rights can change this period in Administration gt Settings gt Settings Module Module Object groups Action m l he compilation of single records into an object group allows a controlled implement tation of edits and changes in single fields n m l hesaurus terms or Key words to the records in the object group to replace entries in the Location management
276. ng Date Type General text Sub category 5 12 05 2006 Title german x Titus der Sohn des K nstlers y Each list entry represents a fixed set of basic fields and additional set of 11 entry fields which can be defined according to the needs of the institution A summary of the basic fields is displayed in the list view These entries are referred to as multiple group entry Creating New Multiple Group Entries At the bottom of the list you will see an empty line which is marked with a star on the left side of the line If you wish to create a new entry using a multiple group place your cursor on the field Type Tight the empty line and select the title of the multiple group from If you wish to enter detail information open the complete view san of the multiple group by clicking on the control button on the Editing Multiple Group Entries If you double click on one of the existing entries in the list you can open the complete view to edit detail information Multiple Groups Sorting 5 Admin 12 07 2007 Type Description german Generaltext Titus der Sohn des K nstlers Date 12 05 2006 Sub category a y Translator Translating company controlled by control date OK Cancel A In the bot ali
277. nked to the bibliographical entry By double clicking in the field Mention p or one of the adjacent fields the module Literature with the linked entry opens For further information about working with the module Literature see p 161 Exhibition objects Photos Additional Information Catalogue Authors Objects Mention p Literature remarks ls M 96 Louis Cournerie Miniature 1840 1870 gt P 29 Rembrandt van Rijn Painting c 1657 As long as new objects are entered in the list of exhibition objects and are marked Positive they will be added to the tab Catalogue by clicking on the magic wand again Tab Authors In module Authors you can administer the production of articles and other texts which are needed for an exhibition catalogue or PR material The list in tab Authors shows all entries from module Authors which are connected with the current exhibition EN Microsoft Office Access Create literature entry including links Microsoft Office Access Update references Exhibitions 115 116 Exhibition objects Photos Additional Information Catalogue Authors Title Topic Text hand in gt Weber Winfried Trier If you double click on one of the entries you can skip to the connected record in module Authors New text assignments have to be entered in module
278. nnected record which can be edited or viewed in detail e Double click on a type field e g Object Type in module Collection or Literature Type in module Literature Display type can be labeled and defined of the screen where other additional fields of the particular e Double click on a regular field No action e Double click on a Memo field Opening large entry field In memo fields with a connected dropdown list you can either open the screen for the code definition or the enlarged entry field depending on the setting in module Administration Online Help and Input Instructions With the menu item Help Help you can open the Online Help function You will be able to look up all information online which can be found in the printed manual Because of costumer specific adjustments and the individual scaling of the programme especially in the module Collection Basic Functions 51 A sity f E gt gt 52 it is possible that field labels control buttons as well as labels and positions of the registers differ from the description of the online help and the manual Moreover it is possible that some fields need special input instructions referring to the field contents and standard headings These instructions can be noted in an additional help text and attached t
279. nput screen of Museum Flus is divided into a menu bar and an tool bar at the top which are used to navigate in the programme see p 11 the data entry section in the middle of the screen see p 19 along with a record counter see p 26 and the status line of the current record at the bottom of the screen see p 28 Wasceunbine 5 007 006 Collection JE 3 Ple de Gain Adi Cee ee GIBA radda Anibal Aden Coed hig Daria Fo ya heer preget E Nis gt rEavxasas t PEJA oo won PR 19 083007 Collection ALL COLLECTIONS FO Dame obpacts Admin Write Cojociramo Miruscopl cui x da fi Object trio Partipants Cirlophes da Preda ue Masoum pa AHJ vas Year from 1477 to Rel na e being probably 1477 Regia Tat General w g SSject ipa Maryscript cuttings ix Scar Ee i Basic Doia Acquisition iiwanan Gataleque Ted Motes Freseniation Mourning Muliple Groups Gordion eonograpty Germann di TTA em maga 3178 Shon Messenpl cutting gapiring tha intel Aah sa Seecepiens Galeazzo Mana Storea in prayer The iniiai A General permi Materia Goyat on welum x Creatine x Technique z Eurer 50 gt Ise pe _b Sigrature pus Xpebofon de Prada Vl da Apnba MAY balira lhe tices Sei ce Rn c a Degal pation eg ref Fespa hor w Masalir The Wallace Collecho n Lordon Lender No others Language ve Forrest Menu bar File Edit Coll
280. ns The insurance values can vary and will be redetermined for each collection object every time a new contract is generated in module Loan Agreements Object Links It can be usefull to create object links between several object records entered in module Collection in order to document the context of a group of artefacts It can be utilised if an object consists of several parts or if you want to connect objects that belong to the same group Chapter 4 You can link objects to other objects by using the control button on the right Object tinks collecting Helalion pL Artist Maker Kema ke In window Object Links Collection you can create references Je Contains wit 251 Manulacture de Snes awe 1759 1759 frase an Canlaina 252 Manulechee de Sevres Vase 1759 1755 ase aal to other objects from the same collection which have been entered in module Collection But you can also document object references with objects which do not have any MuseumPlus n object record in ferences to I he latter case enables the user to document re objects which are part of other collections You can define the type of relation between the and the object currently displayed such as copy draft original part of or belongs to etc in the column Relation linked object The dropd
281. ns of the window an entry will be added to the record At the same time will appear and ki all fields on the right hand side of the window the window its contents will automatically be saved on the le ft hand side of Provenance entries include address data which can either be recorded with a reference to the Address module or as a historical address with a regular text entry It is also possible to enter dates details from old inventories the status of the information proved presumed reference data about the provenance information and prices values n The information on the right hand side of the window is always related to the selected entry in the first row in the left hand side of the window y If you choose the address from the module Address you can use the search function of the window Provenance to find the correct name First select the entry from the list o provenances which is going to be edited by clicking on the record marker on the left You can then search and attach the address by clicking on the control button on the opposite see p 34 nq from the field I he entry in field Address Reference is copied Catalogue entry in module Address If you double click in the grey entry you can open the address record in module Address
282. nto 1533 Tin glated earthenware pointe 3 4 5 f h y 7 New Start By double clicking on one of the entries of the search result or by marking the entry and clicking on the control button again the selected objects will be attached to the list Appendant Objects Further Details gt P 29 Rembrandt van Rijn Painting c 1657 S With the control button on the right it is possible to create an a output in form of reports or lists of the objects included in the g Let J There are all output forms available which are provided in module Collection for the output of object information Double clicking on one of the entries will open the connected object record in module Collection if you wish to check more details Further Details n l he display of entry fields of the tab Further Deatails depends on the setting in field Type which is located in the middle of the screen Users with access to administration rights are able to adjust the field labels of this tab Exhibitions 145 Module Risk Management Introduction Module Risk Management can be utilised to document information relating to potential threats during storage shipping or presentation of collection objects or objects for which the museum is temporarly responsible lt includes the provision of information enabling preventative dimensions to
283. ntroduction With the module Mailing it is possible to implement mailings which include any desired number of address groups El erenn ius 9 6 07 006 uaiting 8 pia cde Coleen ki e ikha like Archi Cibar adde An dente Conte hip Darth E i ae EDan e MSG uo E Amin 1 07 2007 Mailing Dema objects Admin Wre Waning Praia contenta Exhibition Partii Salataton Siandatd ad Mahi Lihn Wiet Remarks Dibe f place 12 00 2007 Addr groups Address group Docena Descripiton F Artelub kailali n Prendes of fhe museum lewttation and catalogue Jaimakila Feilin and prose efomalicn Aad tieni PAE A CE E Forradarnactk You also have the option to specify in module Mailing various document types that will be included with the mailing Moreover you can choose between the output of serial form documents or transferring data to an e mail programme Mailings are always realised in connection with address groups It is possible to include one or several address groups in one mailing If an address is included in more than one of the address groups the programme will filter the lists and output the each address only once You can open the module Mailing in the menu Address Mailing Basic Data 200 The following data fields are available for the description of mailings Mailing This field is used to identify the mailing by assigning
284. nymous entries Private collection In all other cases the entries will be composed f the contents of the fields Institution Name and Place Usage With the entry in 1 If you choose the term O f the dialogue box field Usage you can determine in which modules of MuseumPlus the address will be available as reference data Rights Owner from the list in field rights holders Usage the address will be available in the list O Rights in tab Acquisition Inventory in module Collection see p 82 Other possibilities for address usages are described below N fields Cat Name Cat Place and f you click on the control button at the right side of he entries which are generated automatically depend on the sis TOM Insurance Addresses with the indication Insurance will be available in the dropdown list of field Insurance in module Loan Agreement Shipping Addresses of shipping companies are also shown in module Loan Agreement in the list of field shipping if they are designated as such in tab Address Usage Conservator With this selection you can determine whether the address will conservators in module C be shown in the list of onservation Guide This selection indicates persons who are working as guides or who are in charge ol
285. o Fischer wt Aries w Supiewr Total Pagut ss Wear 1095 Page number iN Lit Aoterence Seckale Robert Rogervan der Weyden Frankfort a M Firtha 15 Shea mark w Eh Objeclrefermncee arranca nel cond n Addons morron Liorataro remar EN Fla 342 da Pda Manuscript culling probably 1477 13 PA Rembrand van Ryn Faning c Vb 13 ca 14 Diera 14 fa T P CI Literature typa Module Literature provides a special function to create bibliographical references using certain standard settings for the syntax Thus it is possible to compile selected literature references on collection objects and related persons and use them for the output It is possible to document the entire exhibition history of objects in module Literature by entering the catalogues of all exhibitions where the particular object has been included even if the exhibition itself was not planned and documented in module Exhibition Module Literature has been designed mainly to manage the documentation of literature references Yet it can also be used to record the books available in the library of a museum If you do so please keep in mind that MusuemPlus does not provide any facilities to process library loans or support the data exchange of information with other libraries OPAC Chapter Literature Filter In the context of literature references publications can be divided into exhibiti
286. o each input field of MusuemPlus With the control key F1 you can open the dialogue box below to view or edit the help text for the input filed concerned You can select the input field by the position of the cursor O 3 Help Text settings Register Type Responsible iv Y Y Entry of art form or genre according to the structure of the collection a Example Painting Document Drawing Textile etc Field entry also controls display of additional fields in tab Presentation Mounting or Examination x Field related help texts are generally attached to a task so you can define several help texts for various tasks or collection units The field Responsible is used for the setting of the task associated with the help text p If there is no help text available in the input field of a specific Microsoft Office Access gt task the programme will show the dialogue box on the right No Help text defined For this Field allowing the user to make a new entry E For the creation and edition of field related help texts administration rights are required All exisiting help texts can be viewed and edited at a central place in module Settings register Help Files n he online Help can be openend by clicking on the control button shown on the right With the control button beneath the help texts
287. o module Image Orders see p 244 7 Image Orders Module used for complex processes of loans and the reproduction of visual resources see p 247 Chapter 3 Collection Artist Producers Conservation Location Management Address Address group Mailing Invoice Collective Invoice BESR Import Exhibition Loan agreement Photo Order Author Shipping Accessories Image Archive Image Loans Image Orders Other Modules 7 Archive material Module used for the management of Archive Material paper based files see p 149 das 7 Archive Loans Module used for the processing of loans of Literature paper based see p 156 Publication Exchange 7 Literature Module used for the documentation of List of events literature references see p 162 Events calendar 7 Publication Exchange Module used for the management Events f publication exchanges see p 170 Risk Management O 7 List of Events Module presenting events of the museum in form of a list see p 226 Historical Events m Events Calendar Presentation of events in form ofa Facility Management calendar see p 227 7 Event Module used for the entry and management of events and contact persons see p 218 7 Risk management Module used for the management of risk factors dimensions and contact persons s
288. o the record in module Collection Editing of Conservation Reports With a mouseclick on one of the entries in the reference list the user is able to skip to the records in module Conservation connected to the current object Here the reports can be updated Image Archive In MuseumPlus the module Image Archive was designed to administer reproductions of collection objects which are sorted by subjects see p 233 Several images of an object in module Image Archive can be linked with the depicted object in module Collection With a mouseclick on the control button shown on the right you can view a list of all images in module Image Archive which are connected with the current collection object Image Archive references Picture references From this view you can edit existing references to module Image Archive or you can create new links as well Chapter 4 Creating Links to Image Archive Based on the information of the object in module Collection you Can create a new record for a images in module Image Archive In order to create a new record in module Image Archive click llo on the control button shown on the right The programmeme will open the module Image Archive displaying an empty record which is automatically linked to the current object in the module Collection Here you can enter all information concerning the image of an o
289. ocument in the right to reproduce objects or produce pert Object status Inv status Inv person vb story note Creation date yb v Internet v x Inv date 27 01 2001 9 Creat date 27 01 2006 a4 formation about tormances of original works Just because an object is in a museum collection does not necessarely mean the museum holds the copyright The dialogue box below serves to document the ownership and extent of copyright for the current object You can create a new entry by clicking on the opposite control button Rights Collection Type Copyright Copyright Performance right Reproduction right Owner Date frorn Year frorn Extent Remark The first entry field is used to speci Copyright Trademark Patent Per field is connected to a dropdown list ry the type 01 formance right etc This In the second field you can enter the name ol You can either select one of the names or you can enter the name in free which show the setting Right in field Rightsholder contains all names text field The the of the right Both fields Extent further information in case t fields Year from Year can be used ee to record the duration of none f the current rightsholder Some objects may have several
290. of mailings and other correspondence they are also utilised as reference data throughout the system n he records entered in module Address can be used in module Collection to indicate the museum which is responsible for the artefact or the lender who owns it Moreover address references are used in many other modules such as Conservation Event Management Loans etc In tab Catalogue Entries Address Usage there are fields available which are utilised for references in other modules Numbers and groups Catalog entries address usage Additional Information Contacts Invoice Addresslinks Event Cat entry Private property Usage gt Lender Guide Cat name Private property Staff lt lt NSN Cat place Provenance Bisch fliches Museum Trier Trier Document no 2 Cat Entry Cat Name Cat Place Provenance The content of the field Catalogue Entry is used as reference data in both fields Museum and Lender in module Collection Chapter 8 You can automatically generate standard entries in field Catalogue Provenance i the screen n oes Antry and the other It is also possible to edit those fields manually setting in field Anonymous If the setting in field Anonymou Yes the system will generate ano
291. ol button on the right you can search for the address you wish to connect from module Address You can delete an existing link to an address record by clicking on the control button underneath If you double click on the entry you can open the address record in module Address in order to edit the details Reference Data 98 With the control buttons on the right it is possible to create links between records in module Artist Maker and information stored in other modules If there is any reference information available for a person or legal body the particular control button will be displayed with an orange frame Chapter 4 om Bh iz Literature n he opposite symbol is used to display literature links with the er current artist record n The procedure is identical with the function in module Collection see p 67 Image Archive With a mouseclick on the control button shown on the right a you can view a list of all images in module Image Archive which are connected with the current artist record Sima image Archive Liht i Maker se Porta Titus Me Artists Bon Obeti production It is not possible to edit one of the entries directly from the list of image referemces New entries have to be edited in module Image Archive see p 233 Multimedia With the Multimedia control button in the tool bar at the top of the screen it is poss
292. om where they were started The catalogue of objects is necessarly generated from the module Collection address lists are generated from module Address Address Group or Mailing Printout of the current record With the control button from the tool bar at the top of the screen illustration on the right you can output lists and reports which refer to the record currently displayed With this function you can print out e g a loan contract an artefact information sheet or the details of an exhibition including all the planned exhibits Printout or several records If you wish to include several records in an output this will be carried out in the search window of MuseumPlus Basic Functions 43 Output of all records of a search result If you use the control button on the right from the tool bar of gt the search window all records displayed will be included in the oy analysis B Search collection eB x Object name v Museum no w Participant Name w Dating w Material Technique w Full Amour AG Royal Yiorkihop Greernench t 1507 Sie l leather gold and cope Garnture of three vases C 251 253 Marvofacture de Siea Matotcnpt uttag A342 6s Preda Crmstophorn probably 1477 Gouache on vellum Marvotcript cutting A 999 g Preda Chetstophor probably 1477 Mniaten M24 Henry Pieeco Bone 184 Painted enamel on copper Mniatyo M Louis
293. on catalogues auction catalogues and other publications According to this classification it is possible to assign entries in module Literature to one of the three standard types by selecting one of the matching entries from field Literature Type 7 Exhibitions Exhibition catalogues and publications related to exhibitions 7 Auctions Auction catalogues and publications related to auctions n Literature monographs publication series articles in other editions You can use the filter function to select literature entries of one particular literature type if they belong to the sections which are accessible for the current user Literature All literature Literature type Literature bil Literature title Auction Exhibitions Literature If you adjust the filter setting to a certain type there will be only entries available which belong to this particular literature type to perform updates and retrieval As In contrast to the filter function of other modules the D content of the literature filter is not based on the tasks in module Administration but on the types which have been determined in field Literature Type Basic Data Module Literature provides a number of basic data fields for a structured entry of all publication details The available fields will be described below Please keep in mind that
294. onography gt Depicted Person Titus the son of Rembrandt description Iconclass Sorti Type Icon Description 5 Primary Iconography iv x f With the list format it is possible to sort the iconographic terms by type such as main depiction or frame decor You can add new entries by using the control button on the right Edit existing entries by clicking on the grey section of the particular entry In both cases the dialogue box which is used to edit the individual fields illustrated below will open up Edit Icon details Details Icon bearbeiten Type Depicted Person Sorting Location Keyword je Po Save Cancel If you attach a thesaurus to the field Icon in module Definition a corresponding control button will be displayed in the dialogue box next to the field Icon which allows the usage of an authority file created by the museum 86 Chapter 4 Utilisation of ICONCLASS With the field on the bottom left it is possible to use ICONCLASS codes which provide internationally standardised terminology from a predefined art historical classification system ICONCLASS was developed by the Royal Netherlands Academy of Arts and Sciences KNAW to classify the image content of artefacts In order to use this function the ICONCLASS Thesaurus has to be integrated i
295. ons l61 cm Length al 4 2 cm at hilt Width f 5 5 cm at broadest part Width z la COL PPAAOA E x ai You can enter new dimensions by clicking on the control button next to the filed Dimensions Existing dimensions can be edited if you double click on one of the entries in the list New entries or the edition of existing dimensions are carried out in a seperate dialogue box 3 Edit Measures Type weight Weight Unit Size Pre text Post text Remark Size andtext 1 68 k With the selection of the term in field Type you can control which fields are going to be available for the particular type of dimension image size frame size diameter etc You can define the pattern of new types by double clicking in the field Type This function requires administration rights With the number in field Sorting you can control the sequence of the entries in the list of dimensions Entries with lower numbers are displayed at the top Depending on the type of dimension the programme supplies up to three fields to enter values and one field to select the matching unit Collection 79 80 Existing dimensions can be converted automatically from the metric system to inches and vice versa All fields Pre Text Post Text and Remark can be used for text information which is to be displayed in front or be
296. ontract hd ETT Leal ona skh tes pelerence Description E se Ciatostdeadlines lype se Sund Loan agreement Aron ma oh You can insert a new deadline by clicking on the control button ala next to the list of dates on the upper right of the separate window According to the configuration of MuseumPlus the system can also create a new task in Microsoft Outlook or another Microsoft exchange server For more information on managing time tables in MuseumPlus refer to p 279 Request Date Contract Date m hese fields are used to document the date of request and date when the loan contract was signed If the date of request is identical with the contract date you can waive the entry of a request date Exhibition This field is linked to the module Exhibition It contains reference data of the exhibition which the current loan contract is connected to When you create a new loan contract in module Exhibition this link is generated automatically If the loan agreement is created for a Loan Agreement Collection and not an exhibition loan 1t is possible to enter free text in this field If you double click on the entry in field Exhibition as long as an exhibition link has been created when the loan agreement was generated you can open the connected record in module Exhibit
297. onvenience when you edit the text Chapter gt Risk Type The field Risk type can be used to classify the risk assessment It is connected with a dropdown list which can be used as a ranking list of potential threats In this field it is not possible to enter details in free text format Contacts It is possible to list any number of contacts for each entry in module Risk Management 7 sorting With the number in field Sorting you can control the sequence of the entries in the list of dimensions Entries with lower numbers will be displayed at the top m Function T he function of the contact concerned can either be selected from the dropdown list or it can be entered in free text Contact The entry in column Contact is related to module y Address If you double click on the control button on the right you can attach an address record to the list in module Risk Management It is possible to delete an existing address link if you click on the opposite control button m Contact Notes This column can be used for free text entries Measures Furthermore it is possible to list a number of preventive measures that have to be taken along with guidelines for the disaster planning 7 sorting With the number in field Sorting you can control the sequence
298. opdown list or you can enter the name in free text format I he dropdown list in field Rights Holder shows all names from module Address which have the setting Right in field Usage of the tab Catalogue Entries and Usage see p 189 Year from Year to These fields can be used to document the duration of the rights ownership Extent Remarks Both fields allow free text entries for information about the extent of the rights e g if there are any restrictions for the use or reproduction of certain works Collection 103 Tab Biography Biography The tab Biography provides information on the biography ol four large text fields for detailed f the person or the institution which is documented in the current record Furthermore you can enter a historical address and the source of information ENFRENTA Objects Biography Remarks Additional information Activities Biography Rembrandt was born in Leiden on July 15 1606 his full name Rembrandt Harmenszoon van Rijn He was the son of a miller Despite the fact that he came from a family of relatively modest means his parents took great care with his education Rembrandt began his studies at the Latin School and at the age of 14 he was enrolled at the University of Leiden The program did not interest him and he soon left to study art
299. open The holy George wih the Dragon MATO 11 El 13 Rogier var dar Wepdan Man eth child half figure 151452 26d T Rogie wan de Werder Mana with cheld in a cache MA repr 25 Fagit wan der Wern Polyptichon Lasi Judgement 665 I Rogier van dar Wepden Board 4 Folypechon Last Judgement 107151 EE 35 Rogier aa der Werden Parrat of bar der kihne 1051 52 545 40 Rogie van dar Wegdan Board Polypechon Last Judgement 14451 ULF l 45 Regit van der Wontan Eoad 9 Eolypschon Last Judyemani 1443 51 1125 50 Rogier wan der Weydan Holy Lucas le drawing Madina MIOS ran 55 Regii van dur Woydan Portree of a lady del Wing Hiwi 1143205 545 D Eb Rogier wan dar Weydan Farru ofa Lady Mina 19g aa Casberecatr aja 1 OO eon a Fimis Additionally you will find basic object information which helps to identify the objects and control the display of the Lightbox Module In field Module you can define whether you want to use objects from module Collection or from module Image Archive simply select one of the options from the dropdown list in the field Name n This field can be used to assign a name to the current Lightbox display so the purpose of the selection can be identified Data Analysis and Control 273 Description The field Description allows the entry of a longer text It can be used to specify the reason for a certain sequence or selection of objects Object List
300. open the related record in module Image Orders where the complete loaning process can be viewed and edited Tab Remarks Depiction This tab provides two large text fields allowing detailled descriptions of the depiction or other comments on the subject of the image Tab Additional Information Tab Additional Information provides a number of additional data fields to document the depiction such as historical background or provenance Depending on the setting in field Category there will be another set of fields displayed If you double click on the entry in field Category you can switch to the module Administration where the field labels can be defined This function requires access to adminstration rights Image 243 Module Image Loans Introduction Module Image Loans provides the possibility to document and process loans which are connected to the pictures that have been entered in module I FD Museu bes 4 5 07 009 Levee Loa EB Fla Bat coker Adibah Editen inge Aches Other rodeos Anh Ademaro Cobol Hel parcie Baur amO E e HA wean a Demo 3300 7004 Tama Wate Image Loans Responsible Cellechon wen der Weyden is Recpiere Los Angeles Cousty Masain ol Ar Graham W Beal Los Angeles Efe Purp g Exhibii n amp C t alog 1 Exhibtian Anquest Gabe 01 00 1930 Delrorad 19 00 13
301. order rt Other than the loan function in module Image Loans the loaning and ordering process in module Image Orders is based on the individual physical copies of a particular image documented in module Image Archive Furthermore module Image Orders is closely connected to module Address and module Invoice In this way it is possible to process the mailing and accounting of photo orders directly from this module It is necessary to configure specific functions in modules Image Archive Image Orders and Invoice according to the user s needs as well as defining specific output media such as invoice forms and delivery notes using the corporate layout of the institution concerned Otherwise the correct output of invoices cannot be guaranteed Image 247 Basic Data The following basic input fields can be utilised to document the process of the image order Order No Field Order No can be used to assign a number to each new image order It is possible to enter the number manually in this field Status The field Status shows the state of processing whether the order is still in progress or if it is already finished You can use the standard terms from the dropdown list Ea The entry in field Status does not control any other P functions of order processing MuseumPlus does not block the editing of order records which show the setting
302. ords is identical to the same function in module Collection see p 77 References to Thesaurus Terms If you click on the symbol shown on the right you can attach controlled terms from the thesaurus to the image n The procedure is identical to the same function in module Collection see p 76 Tab Original Photos and Copies 238 Copies of an original photograph can be managed by listing each copy in tab Originals and Copies According to this data structure every image in module Image Archive must have at least one entry in this tab Original Photos and Copies image Loans Image Orders Remarks Depiction Additional Information A betas Z Filetype picture y Photo type Ekta Copies Size 11 Status Invenatisiert Size or format Title f z BI Medium gt E Path C Programme MuseumPlus Multimedia gt Al File name Portr t einer Dame hoch jpg aI X Photographer 1 In the right section of the tab you will find two more sub tabs Basic Data and Details to enter detailed information about each of the entries in the list Chapter 11 2h Sub Tab Basic Data File Type The entry in the field Type defines what type of file you are dealing with You Ly DES e LUTE tfice ideo Website n l he types used copies in module
303. ortrait of a Lady van der Weyden Rogier 1463 Oil on oakwood Portrait of a Lady van der Weyden Rogier 1463 Oil on oakwood Portrait of a Lady van der Weyden Rogier 1463 Oil on oakwood Portrait of a Lady 1937 44 van der Weyden Rogier 1463 Oil on oakwood Portrait of a lady witht VWing Hood 545 D van der Weyden Rogier 1432 35 Oil on oakwood Portrait of Max Jacob 1036 Modigliani Amedeo 1916 Oil on canvas B The holy George with the Dragon 1966 1 van der Weyden Rogier 1425 30 Oil on oakwood Zocker Colani Top System Burkhard Libke 1971 72 PL Rotation sinter proc You can add certain objects from the list of search result to the current object group by highlighting the desired entries and either double clicking on the entries or clicking on the control button again You can use another method of attaching objects to an object group by starting with the search function of the module concerned This method transfers the selected records to a new object group which automatically is assigned to the current user in field Name For further information about this procedure see p 49 Output of Objects If you click on the output symbol shown on the right you can A create lists and reports from all records of the group This function provides all output media that are available in the module which was used for the selection of records Filter If you click on the filter but
304. otes Woe Location mirercos Yas Prerentabion f Maurina You Kay weed esbras collection Yan krrerdory Toy aa Exarinalions Vos Djur inks colacion Yes Fal Mu Suppan Tan Trneactione Yan Ref no KEJ Techn Conditi n af Collection leon Class Yas Object Type Painting pennies Yau 4 oe ple Ente a ie E pS jana grape Yes hesaunus rleserncas colecdion s Chissificaton la i y Ei Ea i i u ipl E AU B ha ERE A Sen a w Aging Place l halo fhestorical rotarences Yas af Hulplo folds collection Yos ci T me ns Bash Dita Acquistion fh Daley Ealen Yau iconography Muticla 4 f Histoncal Events Collection Vos PRA Dimensans Ix rcEnba c njion utani arar a Haf EA SD KC E E E Signature Lacio Ei mg 13 841 iscrpan Location O tall Storage Museum National Gallary of Ari Washington DC al M Emag box Mha A Wi Malkin Educational and Chartuble Trial P taburgh a ii erae ta JT CA E E Torla When you access the function Define Sample Record again the existing sample will be substituted with the new one you created Each user of MuseumbPlus can only create one individual sample record Sample records can also be stored permanently independent from the samples created by specific users This function requires access to administration rights You will find more detailed information about the use of sample records in the man
305. ou can select the exhibition concerned by double clicking on one of the entries in the list Chapter gt Author The field Author is related to module Address It is possible to E attach an address to the entry of an article using the control button on the right A mouseclick on the button will open a separate window which allows to search and select an address using various search criteria The addresses concerned have to be recorded first in module Address It is not possible to enter a new address from this postion With control button on the right it is possible to attach addresses which are designated as Favourites in module Address see p 183 If you wish to delete a link with an address you can use the mn control button on the right This function has to be confirmed in the message box If you double click on the entry of the reference field you can open the connected record in module Address Credits This field can be used to capture the name of the author the way it is supposed to be published This can be useful if the author s name in the publication differs from the entry in module Address Exhibition The field Exhibition is related to the connected record in module Exhibition You can select another entry from the dropdown list if the reference is not correct Yet it is not possi
306. ound in which the character string mill occurs mill million etc Normal search is performed in full text mode Equivalent Only records with the entry 5 are displayed Records between 1 and 5 are displayed This search function is only permitted in date and numeric fields Less than All records with entries smaller than 5 are displayed This search function is only permitted for date and numeric fields Less than or equal to All records with entries smaller than or equal to 5 are displayed This search function is only permitted for date and numeric fields Greater than All records with entries larger than 5 are displayed This search function is only permitted for date and numeric fields Greater than or equal to All records with entries larger than or equal 5 are displayed This search function is only permitted for date and numeric fields Not equal All records with entries other than 5 are displayed Wildcard after a character string All records beginning with mill mill miller This search function is only permitted for character fields Wildcard in front of a character string All records ending with miller Buckmiller This search function is only permitted for character fields All records with no entry in the search field All records with an unknown entry in the search field Basic Functions 41 42 Search Function amp Chapter 3 Example A amp B
307. own list in field Relation can be edited in Administration Definitions Relation Objects If you double click on the entry in field Object y record of the connected object ou can open the Ty m EL Collection 75 76 Creating new Object Links With a mouseclick on the opposite control button the programme will open a search window which enables you to search other objects in module Collection that can be linked to the object currently displayed Allocate objects a Object name Mus um no m Participant Name Dating w Maternal Techmque w ah v v oppos wsh owe Pabsty Bernard late 10m Century Eartherwere lead glated and ah 066 Andreoli Gorgo 6 Apni 1425 Tir glated earthernware painia ah 4h C 66 Ramond Marcentomo 6 Apni 1424 Tin gladed Garthonware painte ces Avail da Rovigno Francesco Manto 1533 Tin glaced carthonware pointe DO 3 4 5 om 7 E s h Gy q 7 Now Start Select the objects from the list of search results by either double clicking on the entry or by using the control button on the right You can define the type of relationship between the objects in the field Relation The attached dropdown list provides pairs of matching relational terms When you choose a term from the list the programme will automatically attach the opposite term of the pair to the corresponding object e g Copy Original Part of Contains
308. particular lender Creating Catalogue Entries r de The address references in module Collection are not connected to the fields Institution or Name in module Address but to the fields in tab Catalogue Entries Address Usage Thus it is possible that the display of an address in module Collection and also in the output of object labels differs from the address data which was entered for the purpose of mailings Addresses 185 MuseumPlus completes the fields in the left section o f tab Catalogue Entries Address Usage automatically when you click on the control button shown at the right side of screen Numbers and groups Catalog entries address usage Additional Information Contacts Invoice Addresslinks Event the via Cat entry The Wallace Collection London Usage io gt Cat name The Wallace Collection Cat place London Provenance The Wallace Collection London Document no m desired Tab Numbers and Groups 186 In tab Numbers and Groups you can record contact ini hese standard catalogue entries can be edited manually if such as phone and fax numbers e mail addresses and salutations used in letters Moreover you can document link several addresses which are related to each other and assign addresses to certain address groups Phone Fax E Ma
309. performance e g in exhibitions 7 Storage Location Location where the scanned analogue document or photo is located m Condition Information about the condition of the analogue document This can be important in case of loans 7 Suitability Information if the document or image is suitable for a loan m Product Place Product Date Showing the place and date where the reproduction of the object or document was produced Media Management 263 Chaptert 3 Data Analysis and Control MuseumFflus provides various possibilities to compile and analyse specific information in the data base For this purpose you can use the modules Object Groups and Lightbox which you will find under menu Analysis In module Object Groups you can combine the results of several queries From here you can create an output of the entire group to generate special lists and reports he lightbox function allows you to display standard images of a selected group of objects This function is very useful for planning exhibitions Thal Furthermore this chapter introduces you to some other useful functions of the programme which can be found under menu item Control such as editing sample records controlling data input log file or testing the database for record duplicates In module Date Management you will find functions that can be used to organise dates and de
310. pies using the default setting picture in field Type Normally the the original photograph n first entry is identical with This entry can be utilised to attach an image file to the record of the depiction which will be used as an illustration Original Photos and Copies image Loans Image Orders Remarks Depiction Additional Information A Picture 88 1 Picture 88 1 Picture 38 1 Ekta 1 Picture 88 1 Ekta 1 le be Le bx l m lo Basic data Details File Type Picture z Photo type Ekta Copies Size 1 x Status Title zI Medium Path C Programme MuseumPlus Multimedia gt File name Portr t einer Dame hoch jpg aI Photographer z JM Creating and Deleting of Copies the list If you wish to catalogue a copy of the same depiction you can create a new list entry by clicking on the control button next to If there are several copies available with the same details you can copy the entry that is highlighted in the list by clicking on the control button for the copy function If you use the control button with the the list you can import all image files which belong to this particular depiction at once The programme automatically file symbol shown next to generates a new entry in the list of copies for each imported im
311. played in a drop down SL list in the field Selection The individual objects are displayed in CEE Andrei Dah Apu 1525 the window underneath and can be opened and edited Pact arre lin T immediately by a double click on the record in the object list 2 52 Royal Walk Gremnih Ful Amaun 1887 S10 Petehics mid Ens coniury 284 Chapter 13 Working List With the aid of the Workinglist it is possible to add and later delete all active records of a particular module to a work list They are added to a list or deleted from it by clicking on the Plus or Minus button at the bottom of the window Aided by a le selection in the field Group Module it is possible to filter the display of objects for a clearer overview n he work list is saved individually according to the user log on and therefore enables the creation of a personal collection of objects artists events and addresses Work lists a Oo Workinglist Group Module Collection C 251 Manufacture de S vres Vase 1756 1759 All LC 195 Steeple cup and cover 1613 1614 G 9 Breton Snuff box 1749 1750 G 4 Unknown Snuff box A 62 Royal Workshop Greenwich Full Armour c C 89 Avelli da Rovigno Dish 1533 C 66 Andreoli Dish 6 April 1525 A 710 Falchion mid 16th century E mi History Object groups Working list Data Analysis and Control 285 A Access authorisation CONCEPt cccceceececeec
312. plement certaln has its own data pool functions within the programme OVET Hach of For instance the module Collec which serves to compile and maintain object informa seperate data pool that contains all arte t the modules clon tion has a facts recorded in the You can define on the level of the module if a user is allowed to work with the data and what kind oi assigned to him n These are the options you can choose from f access rights will be m No access The module concerned cannot be opened by Microsoft Access x the user to open the module message illustrated on the right Yet the user may have access to the data stored in the module concerned by using one of the rel ference In the menu bar the item is greyed out If you try from the tool bar you will see the Mo right For this Function fields relating information from other modules with the data pool of the module in question m Re no m Fu which is the task level combination ol user only has read access to the data ad only The module is available to the user but the difference whether the same user has ll access T he user has all access rights He is to read edit delete and create new records in the module In this case 1t makes
313. plies to the recovery of deleted records Collection 57 58 Creating Filter for Groups of Collection Units n lhe control button on the right enables the user to select and combine several collection units for a filter setting This setting can be usefull if you want to work with more than one collection unit but do not want to search in the entire inventory of a collection 3l Collection filter Demo objects E In mar g la ans Deleted Records n The collection units are selected by clicking on the name of the desired collections It works the same way if you want to reverse a selection n Then click on the control button on the right to include the selected collection units to the collection filter Collection Demo objects Inward loans i Y Administration of Collections Collections units can be modified e g assigning access rights or defining new collections in module Task from menu Administration gt Task This requires access to administrator rights You can define in Module Employee which filter setting will be active for each user when he or she starts MuseumPlus For more detailed information refer to manual MuseumbPlus Administration Chapter 4 Basic Data n The area of basic data incompasses all object information which applies to all objects in the mod
314. pping and the preperation of travel arrangements The documentation ol for the exhibition objects f shipping logistics and object handling can also be usefull when parts of the permanent storage are shipping B Heunis 5 04 Oe Shipp 3 Pla Edie Soles Add Chitin lringa Archi Die vedas Ania Linna Comi hip Darha In MuseumPlus the administration and documentation of projected transport activities is supported in the module relocated or if a museum moves to another building d Admin 3404 3007 Reaver bl ka e FAJA tw Shipping Registrar 2 Admin Write Pl Oaoismu 14 04 2007 Trees por pe Extubican u ietvbBinn Ministur s Leedan 2007 Daian Trasaporied by Mo ol foma Dairin Tes Wallsco Callaction Lordin Osment Rebum address w Herri w Cias Inset inaperted Endaraa Qolecis in Shipment Special conditons Va PUM 24 Henry Piera Bene Nin imbues TES MGA Louis Coumono Mirvalure 1840 1870 Deesa Ma AA voz Cation Basic Data the section ba Date Time the shipment ID MM YYYY Exhibition This field is re the entries from the dropdown nformation details on projected shippings can be entered in sic data The following data fields are available Both fields can be used to document the exact date and time of The field Date requires an entry in forma
315. r the name of the borrower or the billing address It is possible to attach an address to the record of an archive loan using the control button on the right A mouseclick on the button will open a separate window which allows to search addresses using various search criteria The addresses concerned have to be available in module Address It is not possible to enter a new address from this position With the control button on the right it is possible to attach addresses which are in the list of Favourites in module Address see p 183 If you wish to delete a link with an address you can use the opposite control button This function has to be confirmed in a separate message box If you double click on the entry of the reference field you can open the connected record in module Address Chapter 6 Purpose This field can be used to specify the category of the project which the loaned items are needed for The field is connected to a dropdown list that contains pre defined standard terms from module Administration It is also possible to enter details in free TEXT Exhibition This field is related to module Exhibition You can select one of the entries from the connected dropdown list which shows all available entries from module Exhibition It is also possible to enter details in fre
316. r within a certain period of time you will first have to open the record concerned in module Artists Producer Then you open the module Set Dates Deadlines with via menu item Control E Herr UF 003 lectia F eet 3 SE al x E re nde Cieto adder Exhibition lragedchie Ciber rindas Analyse Adminkiration Contd peip Benches Frings heer ery Fx E a UF a ES EX EA i wa Demo 47 01 3006 Demo Write Colbecilom AM collections al al Responsible Colection wan der Woyden a r pale Rogier van dee Waydan 13581400 1464 y Fe Tile Potiad of Lady iw Object nama J l Irwerteey ne EH Ad w a Yeertom 1463 joie Ref ng Dating 1463 i Object Typa Famina zl sE Ciaseficab n J 4 H Atras Place IIMs me Se OR ene EY Basle Data acquisgon inventory Catalogue Test Motes Fresentation Mourang examinaron Suppor Mati Techn Condos Conerton icenograpm munete 4 4 ql Employees Depdine escipliva E 160 01 Eriam Rahmen eenigen Demo fid 30 048 2001 21 12 2001 Verbere una Ejes wom R ahmertau er abhoten Demo 1505 001 Extem a Did sof ausgeliehen werden worher abh ngan Demo j 2710005 J Datema aj 1 fea rm 0 Emek If you click on the symbol on the right side of the dialogue sia window you can create a new entry in the list of dates It is not necessary to specify the module related to the new date
317. ra Oen rate end 225 MODULE IES TOR EVENT Sada AAA 226 roduc ON enian a a a a E a a a See aims dees 226 MODULE EVENT CALENDAR AiE AE TE EEO E A EEO ARSA 227 ANE ELE E E E A E E err EA EIA E E E I OE EE EEE S S E AEA EN E T 227 MODULE FACILITY VANAGE MENTA SAS AAA N 229 A o E 229 Tab Reservat ON A AA ads 230 TADE GODITEN aer REE ER E AA NTRA A A AA A 230 IMAGE ARCHIVE 0 a A AOS 231 MOD UIE IMAGE ARCHIE td A A A E dd 233 A A A Xe REET MerD RT er 233 Mage FUG ida asian ia sha Sabato AA ease Sede S ad dis 234 A A Bad wea E a amen tentat we O aves ed 235 image Arearanad Reterence Data di is 237 Tab Ur mal Photos a a Coples caia AA cuthedanesacnes 238 Wet Os image load lid dirt 242 Tablimage DIES A E iaa 243 Tao Remarks DEIA AAA AAA A AA A 243 Tab Aqdational AAN ON diia 243 MODULE IMAGE LDAN SA AAA Ali 244 MAACO CUCL acatar aa 244 a NN A O E A ED 244 Tab PHO TOS SIC GS stud tana cadalso decrlos ones 245 AKONDI UTEE EROE E ae EE E E EE as 247 do A AAA PP T T E A 247 Basie O er arene 248 Fabulas OS AS A AAA aaa a a Cr eee ae 250 TADO CO aa TE NE iaa 252 Tab Usada er ea 253 MEDIA MANAGEMEN Tc SS os 255 MODE MUDA cata 255 e a A a N AN N A NEOA 255 Basic IFC Sn A A e ae 255 Basie Dala sata NS E SS aa 256 MULTIMEDIA WINDOW a A SR USA 257 INTO UCI A a eaa a 257 Basi FUnCHON S oie dais 258 Basi Data a a MSR a Ra PE a one mE 260 Tap Additonal AO ill a nan Gos aidan na a a e a a a a a a a a 263 TADA Sas AS A DA ET EA O ata eee 263 DATA
318. rad eth Mngenod r Coenmoda FEE Camiri Ue 1738 Cakvenearad 4h Magenod rm Desh CER Anairecli Garin A Apni 1575 Tin glazes aarthanwara pinte Dish C ER Ramond Maranionis 6 April 1575 Tin glares sanharmear paints Deak cun Arall da Remgno Frantesca Hania 1533 Tin glanes aarihareata palma Deh Im Palasy Marar laia TEI century Tatheraa lead glar d and y Falcbion ATIC mid ih century Gissi agate haerdilons inn led Fil Amour AGE Reval Wokibog Greemeich e 1507 Steel leather gold aed copper Full Amour AG Mader Jacob e 1507 Steel lealhes gold ad copper Centura of three rabos O 251 0 Miratur de S nea Mirate calling AMI di Preda Ebrbophora probably 1477 Oouache on vellum Menighere HA Maney Pierce Done 1042 Painted enamel tn cheer Minislre Hi B Louis Coumene 1040 1470 Wialereitour un ivary Paing Pag Peenirand van Fan itat Oil On camat Pistol feteeb iotk Als C1720 aren Steel walnul slaps Ronn and a Pocket compas and sundal ms12 Butertieid Michel Barly 18th century Engien aiher eireta aa fe gener Jean berri 1750 Oak sytamone putplewood lu Shut bow Oa Lente Shut box og Ani n dearf rangai 1789 T40 Gold ard enamel engrorud Sibbe cup and cove MU LC 188 1613 1814 Esror and quid embed che Vie C282 Manufacture do Simos 1758 1149 rico possibly TE Ebrevs sof paste porcolain pa Mito C281 Mirsfacture de Sines 1158 1144 face and com n p Ebros 20 paste porcelaln pa Eiai 3 pga if de e oe i i y Mew Sat
319. rds instead of the current record on display For more information on working with sample records please refer to page 256 As long as there has been no amendments in the record that has been copied the status information line will show the term Copy in red letters instead of the date of the last mutation Addr IC 1059 3 Copie TE Addresses eee Admin Write TE 32 Chapter 3 Locking Records In some modules you can existing records from being amended with unwanted information with a spezial lock function The special lock function is activated by clicking on the lock symbol to the right of the Object ld Identification Number Disabled records are identified by a closed lock Obj Id 60331 A Obj Id 60331 ES Records can be enabled again by clicking on the closed lock Enabled records are identified by an open lock Records can be locked and unlocked by any user who has write access to the record Moving Records In MuseumPlus each record has to be assigned to a task These tasks can be regarded as logical units which normally reflect the organisational structure of an institution On one hand tasks serve to monitor the access rights of the users on the other hand they help to structure the records of the modules Collection Image Archive and Address according to the organisational units of the museum T
320. red by phone fax or email as well as who processed the order and the form of delivery desired by the customer All three fields require selections of standard terms from the dropdown lists It is not possible to enter free text Exhibition The field Exhibition is related to entries in module Exhibition The dropdown list shows all exhibition titles that were entered in module Exhibition up to that point It is not possible to enter exhibitions in free text If you double click on the entry you can open the connected record in module Exhibition for editing and checking further details Tab Images Costs 200 n The tab Photos Costs provides the possibility to document which photos are included in a particular order You can also enter copyrights quoting of creditlines number of duplicates loan fees for each individual loan item as well as costs that are added to the order for handling and mailing Photo Costs invoice Usage and Proofs Status Image reference Copies Reprod Terms Remarks Credit line gt Enquired y Portrait of a Lady II 88 1 Picture Ekta 1 Enquired Fermmes de Yenise AS 1 Picture gt Ph 2 01 Ekta with lending fee General 002 Forwarding expenses pe A List of Copies n The list at the top of the tab shows the images that are attached to the current order
321. relevant data of the loan processing Basic Data Type Depending on the setting in field Int Ext in module Exhibition this field will be automatically completed For external exhibitions the entry in field Type will be Loan Agreement Collection Exhibitions 117 118 According to the setting in fields in the entry in Definition to defin Information data ab Additional In For in house exhibitions the entry in field agreement exhibtion field Type you formation ype will be Loan can use different f you double click on field Type you can open the module Type field labels in tab Additional ie the i his 1 Chapter 5 function requires administration rights Loan No This field can be used to assign a unique number to the loan TT contract It is possible to enter free text If you click on the control button next to the field Loan No the system will automatically create a new number for the loan contract It the field Loan No is completed the entry will be displayed as reference data in the column Loan Contract of the module Exhibition With the symbol on the right it is possible to view all dates and an deadlines which are connected to the current loan c
322. reports which are available in module Address Ej Tab Activities m lhis tab can be used to plan the sequence of the activities within an event It shows all actitivities in a chronological list List of participants Acivities Equipment Fees Additional information From time to time Activity Activities responsible al fy 27 03 2007 10 00 10 15 Salutation Hall 001 p xl gt 27 03 2007 10 15 111 00 Guidance through the collection w Hall 001 x il ix se A Most columns allow free text entries some columns also provide dropdown lists if you would like to use controlled vocabulary The following columns are available for planning an event n Time Here you can enter the time of the activity concerned Free text entries are possible in order to allow definitions such as morning m Activity You can enter all activities which belong to one event in this column 7 Place Sequence You can enter the place of the activity concerned If module Facility Management is enabled in the administration module of your application see p 229 you can view the complete list of reservations for a particular room by double clicking on the entry in field Place m In Charge Sequence In this column you can specify who is in charge the particular activity Event Management 2AL3
323. ressing the key F1 from any position of the programme Info Es MuseumPlus Help m Info Information about the programme version and registration number of the system Basic Functions 15 Tool bar 16 n The tool bar contains two different types of control buttons You can choose between modules brown buttons and functions blue buttons HaxyehANaehQ et Selecting Modules n Lal de e ey K E m gt B 3 E gt lhe brown icons are used for the following modules Entry edition and display of collection objects see p 56 Entry edition and display of artists or other persons connected to the artefacts see p 95 Entry and edition of literature references see p 161 Entry and edition of exhibition references see p 105 Entry and administration of loan contracts see p 117 Entry and control of locations see p 90 Entry and edition of conservation treatment reports see p 126 Administration of visual resources see p 231 Events see p 217 Display of list of events Individual events are entered and edited in module Events see p 226 Entry and edition of addresses see p 179 Chapter 3 Functions n The blue icons are used for controlling and navigating in MuseumFlus They are available in
324. ries for articles or edit the existing ones This function requires access to administration rights Archive Reference m This column shows information from attached records in module Archive Material If you double click on one of the entries in the list you can open the connected Archive record in module Archive Materials in order to check more details Costs Copyright Repro conditions Creditline m he columns above can be used to document obligations and restrictions imposed by the lender Chapter Archive Management 159 Chapter 7 Literature References and Historica Events m Ihe comprehensive documentation of collection objects includes references to secondary information in literature exhibition and auction catalogues or other publications in periodicals and encyclopaedias In module Literature it is also possible to carry out a retrospective documentation of exhibitions by entering all exhibition catalogues where objects of the museum s collections have been presented in the past and linking the catalogue numbers to the object records in module Collection Furthermore the historical context of collection objects can be supplemented with key information by documenting events in module Historical Events It is possible in module Historical Events to link an event with several object r
325. rmation of existing links Creating Output of Multimedia Records m The output symbol shown on the right provides various possibilities to create an output of the links listed in this module in the form of lists and reports Searching Multimedia Records In case the list of multimedia links of a particular object or record is very long you can utilise the search function of the Multimedia module n This search function is focused only on the multimedia links of one particular record eg one collection object not on the links of all external files attached to the module concerned Output of Images TL you want to create an output of all images that have been attached to one particular object record you can click on the control button shown on the right It is located in the middle of the screen Ej SP A LTr j rrpp Dome amp OOO E F one Deal Ha nide Progr ie rindo ee er dms po Chapter 12 E S E E Ba sl Assigning Image Files which is located in the basic tne 100 11 18 possible 16 Open a1 If more that one image has to be connected to the multimedia link this is simplified by clicking the icon shown on the right functions menu bar By clicking on images can be selected and assi window In contrast to clicking the similar button to the right of from which multiple igned a link in the multimedia
326. roups Catalog entries address usage Additional Information Contacts Invoice Addresslinks Event Contact dat Contact Staff Contact type Contact report gt 13 07 2007 ww y Letter p _ m Press conference Exhibition Portrait p 13 07 2007 ww Letter Publication exchange 13 07 2007 ww Letter Loan agreement 12 09 2005 y Letter Invitation I Dispatch via E Mail With a mouseclick on the control button on the right you can send serial letters via e mail With this function all addresses that have an e mail entry in module Address will be included In there are any duplicate addresses that belong to more than one address group they will be filtered and only printed once In field Copy to you can specify where the e mail address will be inserted in your e mail programme If you select Copy e mail to BCC then the recipient of the mail will only see his or her own name but not the names of the other recipients of the e mail 3 Edit in Word g Standard Contacts Email addresses into To Field Email addresses into CC Field Email addresses into BCC Field 204 Chapter 8 nq he e mail programme which is installed as standard setting on your PC will be used for the dispatch of e mails In most cases this will be Microsoft Outlook Microsoft Outlook Express or Netscape Mall llas Datei Bearbe
327. rt Deleting Addresses If you wish to delete an address from the address group you first mark the entry with a click on the address marker on the lett side Addresses Address __ Bisch fiches Museum Trier Winfried Weber Trier p The Wallace Collection London Then you delete the entry by pressing the delete key The operation has to be confirmed in a separate dialogue box Addresses Printing Form Letters with Microsoft Word 194 If you click on the control button shown on the right you can utilize a serial print function of Microsoft Word This function includes all addresses of the current address group In the first step select the desired template from the dropdown list in field Template e g Letter Fax etc and the type of salutation standard informal etc in the field below Edit in Word standard Contacts Template Letter Salutioni Sort Standard w Sorting Place v amp Selection Consider all addresses In field Sorting you can define how the addresses will be sorted L for serial print operation postal codes places in alphabetical order etc In field Selection you can specify whether all addresses should be included or only those without e mail addresses to save postage fees In this case you can include all addresses of the group in a seperate e mail action see below
328. rtist record and entries in the module Historical Events 2 Historical Events Artt Tithe artist Desorption artist World Trade Fairs World oxhittion Paris 1927 2505 261 x nq Ihe module Historical Events is designed to document various types of events such as anniversaries awards or historical exhibitions which can be connected with other records of the database see p 174 gt Creating Links with Historical Events If the event has already been entered in module Historical E Events you can create a new link with the current artitst record by using the control button on the right If there is no record available for the historical event you can create a new entry in module Historical Events using the ss control button on the right If you click on the control button vou can open an empty record in module Historical Events which is automatically connected to the current artist record gt Deleting Links with Historical Events If you wish to delete a link between an entry in module Artist Maker and a record in module Historical Events open the reference list Links Historical Events Artists mark the record counter of the entry concerned and press Delete Keywords If you use the contol button on the right you can define and F assign keywords to the artist or legal
329. ructure of the thesaurus you can use the control button on the right By marking the desired term the user will switch to the module Thesaurus The term concerned will be highlighted in this screen Basic 4 Agrigento province Conigli Isola dei Lampedusa Isola di Lampione Isolotto di ET Functions 23 24 Mircea 5 0 07004 Tan iE Pile de Aa v thok as Thana Cregraphie refaranees e France hatin Lera Mae E Linbad Kegon j haion E Baty Mention Tarral anachi perform expert qu Collection Aiie hitin Draga Anche z HES e pB Sh mais PR 26 09 2007 eries Diba madda Ane irka Cara hia Darii Fa ya heer eageber H x megirta Airin Arile Terms Main priry E Freee Fl Additonal infomation Bouwt info Swa MHiairrernbry Nation France E ES Misirin From the screen of the module Thesaurus it is possible to Standard Image List of Thesauri By clicking on the icon shown on the right the standard image view of the record is replaced by a list of the terms allocated to the record in the 7 hesaurus By clicking on the icon again the view reverts back to the standard image Chapter 3 Multiple fields some of the data fields in MuseumPlus provide an option for multiple entries Additional entries concerning contextual information can be made in those multiple fields and will be displayed in list form
330. rusliste cccccecececececececeeeceeseeeeeseseees 24 BUIN ANCOOSS scccassatmesnncd ccnenmasniaenaneesannes 156 199 Biography sa acts cctivese hei tiaveratia cuevtiess 104 BO FFOWO seats cite na EEA eakt sos iawn eee oan AT 119 Borrower COM dd oe he de ais 119 Bulk Mailing of Publications 172 Index C Catalogte EN geen en eee eer ee a ne eC 188 Catalogue NO eners ET A aN 167 CAN lanas 107 175 220 Changing Sequence by Moving Images 08 272 Changing Sequence of the display in Tab Objects 272 Changing Sequence with Cut and Paste 272 Changing the Sequence of Objects o oocococom 272 A TO 165 Glassitica Oe dudado 65 236 Closing MuscumP US a 10 Hi A O 164 CO a o R 50 Code Lists SOI CONTE 51 Colectoare eed he a a a 56 administration of collecti0ns oocococcocnononono 58 Collection TUE n 57 WAIISCOLIGCTIONS ane nas 57 Deleted records A a 57 creating user defined filter oooooococncncnrnrnrn o 58 Collective INVOICES a taa 199 Comparing Mage 273 CONTO asar eo oczosaS 85 Cond ONS e e E E A 124 a ae Vici a Mi ea ad 129 COMCITION cea ott A oe aes 240 Contidential acres da tas 30 Olin ide LOs Ao 222 CONS ISP sche Sadeuincoan Ole wenasereuncse anaucene 141 Con servat Ona aE AR 70 Conservation reports A A E A AS 70 Edi LO a asen iar saxon A 70 Conservation Section eessssssssssseseesessessessessesseees 127 Conservation Lats aia ai 127 SOMA
331. s from standard term lists In this case the field contains a dropdown list It is also possible to connect the field Classification with a thesaurus function If you decide to use this option the control button shown on the right will appear next to the input field Chapter 11 Li Image Area and Reference Data n he grey area next to the basic data is used to display a picture o the image This picture is automatically generated as a standard view from one of the digital images of the original photo or from one of the copies If you highlight one of the entries in tab Originals and Copies vou can change the standard view to one of the individual photos listed in the tab To enable this function you have to Show picture gt activate the checkbox shown on the right You will find more information about working with originals and copies on page 221 e E mig a i ig e F 1 L Ahi E Show picture 4 aF aa E Similar to the functions in module Collection it is possible in module Image Archive to document more details about the image by using reference data from other modules You will find the symbols for displaying and editing reference data underneath the picture These are the avallable references pra References to artis
332. s in the address group With this function you can recover the consistency of the data in the address group in case you have deleted an account series together with the corresponding Dills Chapter Y Tab Details Invoice Tab Details Invoice shows a list of all individual addresses included in the attached address groups If you double click on one of the entries in the list you can skip to the connected record in module Address Muceumiias 5 0 07 006 Collective Ineoice jae HJ ie ii ee Add ee Ira GIBA Padda Anbe Aihan Coed hip Dari Fe ya heer prepet Ni 2 QA 70 Ge 8 Amin 1367 2007 Collective hrobe Dema obje cta Amin Wre Narre Members pansy secoura Fe od Calendar yonr a imvecicing Gafiniion C lida imticos Address group Address SRT ling date Artic hu Gachitiches Museum frie Wired Weber TTnet 257 2000110654 in progresa x 13 04 A 100 60 AT The Wallace Colaci n Londis London 25120001067 n progress 130 2007 100 00 i Aichi Taim AG Ber Bern 45130001068 ih pragrese 130 AT 10000 baena M0 4 A ye AL rr vod fiddrece group In the other columns of the list you can find further details of past invoices Tab Invoicing The actual billing is processed and documented in tab Invoicing If you click on the control button at the left bottom corner of the list of billings you can process a new invoicing The action has to be confirmed in
333. s not possible to edit object relations in this dialogue box This can be carried out with the control button Link Object to Object Creating Ob see p 74 ject Parts If you want to create records for object parts of an object that al already has a record in the database you can use the control field Object Type shown on the right Microsoft Office Access button next to the i Anew window as positive confirmation after which you can open the dialogue Create a new part object shown on the right opens requesting a Collection 65 box below Here you enter the number of object parts you wish to generate on the basis of the current record MuseumP lus ES How many part objects do you like to create Abbrechen After confirming the desired number of parts the programmeme will copy an equivalent number of records from the current object record All copied records will be be linked automatically to the original object record using the hierarchical type of object relation Part of Contains At the same time the original record and all copies will be compiled in the record filter This enables the user to skip through the copies to facilitate quick editing of the contents using the record counter The filter setting remains in the same position until you perform a search in module Collection Record 4 4 5 er fo of Y Imag
334. s not possible to enter free text in this column Tab Artist References 168 Tab Artist Reference shows a list of all entries in module Artists Maker that are connected to the current literature record Object references Artist reference Content condition Additional information Function Artist Maker Remarks w da Preda Christophoro v Rembrandt van Rijn If you click on the control button on the right you can create new links with existing entries in module Artists Maker This function opens a separate window which allows you to search entries in module Artist Maker using various search criteria such as name place of activity etc F Allocate artist a f Artists name v First name x Life dates x x w a Proda Ga Preda Christophera po wo eon h y t P New Stan By double clicking on one of the entries of the search result or by marking the entry and clicking on the control button again the selected entries will be attached to the current publication It is also possible to create new entries in module Artists Maker if you click on the opposite control button located at the right side of the literature reference window Literature tinka Artist 7 Maker Function Literature z pe Putka 1996 Rogier wan dor Woyden 2 If you confirm the action in the dialogue box the programme wil
335. s used as reference information when there are links between records of other modules and the current record of module Historical Events Thus make sure that this field is completed Title This field allows a longer text entry and can be used for the original title of the event It is possible to enter up to 4 000 characters in free text format Chapter Year from Year to Dating nq hese fields are used for the documentation of the dating of an event Both fields Year from and Year to require the entry of an exact year They can be utilised for the retrieval of historical events whithin certain time periods The field Dating allows entries in free text format The entry of this field is used as reference information when there are links between records of other modules and the current record in module Historical Events So make sure that this field is completed Type This field can be used to specify the type of event such as m World Trade Fair m Exhibition m War n Biographical Event l he content of the field also contols the display of additional data fields in tab Additional Information If you double click on the field entry you can determine the labels of the additional data fields in module Type Definition his function requires access to administration rights
336. s you want to connect is not in this list you will have to search select and attach it from the frame which is used for attaching information from other modules Click on the control button shown on the right next to the field Lender to open the special frame 9 Search location f ownership ky w w Institution w Street w Place not amply The Wallace Cofecton London Deltom AG Sencranst 3 Bischotiches Museum Ther Barthussbusse 1 Trier at Gy 7 New Start The frame used for attaching information from other modules has the same design as the frame used for performing searches see p 34 The steps whithin both functions are also alike n I he only difference to the search procedure is that the records which appear in the list of results are not displayed in the back of the screen The records are only displayed in the list In order to attach an address either double click on the marked record or click on the control button shown on the right Deleting the Link With a mouseclick on the control button on the right you can delete an existing link With this action you are not deleting the record that has been linked to the corresponding field only the connection between the two records is detached Thus no information is lost in the process Record Counter
337. search and select an address or artist name using various search criteria The addresses or artists concerned have to be existing in module Address It is not possible to enter a new address or artist record from this position Using the control button on the right the programme provides the list of Favourites from module Address or a list of all artists that were entered in module Arists Producers If you wish to delete any of the links you can use the opposite control button This function has to be confirmed in a seperate message box If you double click on one of the entries in these reference fields you can open the connected records in module Address or in module Artist Maker Archive Management 151 152 The fields NV Person and NV Jate are automatically completed with the date of the entry and initials of the current USET Chapter Tab Object References The fields in this tab can be used to document individual parts of an archival file In module Archive Loans it is possible to record the loaning of separate parts as well as the entire archive file Object References Basic data Remarks Condition Additional Information Loan gt x M 24 Henry Pierce Bone Miniature 1842 Picture p s gt You can enter a new part
338. selected by clicking on the name of the desired collections It works the same way if you want to reverse a selection m Basic Data The focused on the registration o individual photograph on the pho the origina forms of a tograph In most cases the image is Then click on the control button on the right to include the selected collection units to the new collection Filter fields of the basic data in module Image Archive are f the image in general not of the In this context an image is the depiction identical with photo which again can be available in various document information about a image Registration No You can either manually enter a new registration number for the moti fine the number using a particular or you can del copies The following data fields are available to number system In the latter case click on the control button ES Inv Nr individuell Bildarchiv ES shown on the righ Al Letzte Inventarnummern control button next to the entry field Photo Type m he field Photo Type allows the definition of types of photographs or image categories t This function will open a separate dialogue box showing the numbers that were assigned previously Here the new number will be entered in field New Reg
339. ses for a mailing by defining specific criteria which the addresses of the selected groups should comply with J Define additional criteria X Country w Language v wv vib s h GY r Now Start You can define additional criteria and insert them in the field Add Criteria with the control button on the right With this function it is possible to process a mailing with english addresses for example by selecting the additional criteria Language E Needless to say this will only work if the field Language has always been completed in module Address Chapter 8 With a mouseclick on the control button shown on the right vou can delete pre defined criteria from this field aa Serial Form Output with Microsoft Word f you click on the control button shown on the right you can utilize a serial print function of Microsoft Word In doing so all VI addresses belonging to the attached address groups as well as the additional criteria will be regarded in the print out If there are addresses that belong to more than one address group they will be filtered and only printed once In the first step you select the desired template for a letter or fax letter from the dropdown list in field Template of the dialogue window Output in Word Since the salut
340. sihja ki Friends of the museum w Museums Publication exchaege w tes Dieman 14 1 CRA vna Treiman Address Filter 180 n l he address pool in module Address is divided into different organisational units Each address is clearly assigned to one specific administrative unit n The address filter provides the opportunity to select addresses from one particular unit so you can narrow down the number of records you want to work with during searches output of reports and lists or editing of records Filter Setting All Addresses In most cases the default setting of the address filter is All Addresses This setting can be used if you want to perform searches and output reports including addresses of all organisational units which the current user has at least read access It is not possible to enter new address records with this filter setting To enter new address records you will have to select one of the units that has been defined under Administration in module Task Filter Setting Deleted Records If you delete an address record it will not be deleted from the database right away It will be moved to the unit Deleted records where it is going to be available until a second user Chapter 8 with administrator rights deletes the record from the waste Dasket Regular employees normally hav
341. st frequently used search fields of a module such as Artist name Title Inventory No etc of the module Collection This setting can be adjusted according to the individual needs of a museum for the administration of the gysten If you don t use a specific search operator see table of search functions below the search will be processed in full text mode For example if you enter the letters ai in the search field Object Name the system will list all records containing the characters aiin arbitrary form chair painting archaic etc Tr f the fields suggest in the standard setting is not sufficient for your query or if you wish to use another search creteria it is possible to select other field combinations from the dropdown lists Generally all fields of a module are displayed For the first E Fa time the user can now add further search fields from other ai modules using the Hierarchical search field selection Type Repeat fields collection Content Repeat fields collection Dating Dating Content Repeat fields collection Object Title Remark Repeat fields collection Object Title Repeat fields collection Object Title Repeat group Collection nq he dropdown list appears when you click on the arrow at the right end of the search field Double cli
342. sting record It helps to make data entry more efficient if there are only slight variations in the descriptions of objects Records can either be copied by using the menu item Edit gt Copy from the os menu bar or by pressing on the control button shown on the right from the tool bar In both modules Collection and Address the user can also specify which parts of the record are supposed to be copied Copy basic data Register References Basic Data Literature links collection Acquisition Inventory Provenance Catalogue Text Notes Phone numbers Location references Key word entries collection Object links collections salutation Presentation Mounting Condition Relations RIR IRR IR IRIRE IRRE RERE Transactions Collection Icon Class Multiple groups collection Iconography Multiple Groups Ela O O Use E Address group Contin e Cancel Thesaurus references collection Rights Collection Multiple fields collection Dating Collection Historical Events Collection Condition check SWD Template Copy sample data Copy current data record Aside from this option in module Collection you have the possibility to use a sample record as a template for copying other reco
343. t lated to module Exhibition You can select one of list which shows all exhbitions m that were ent ered in module Exhibtion enter any details in free text If you double connected exhibition in module The field Time allows free text entries It is not possible to click on the field you can open the record of the Exhibition to view more details 139 Exhibitions 140 Transported by This field is related to the address record of the company which executes the shipping You can select an entry from the dropdown list showing all addresses from module Address which are assigned to Transport in field Use in tab Catalogue Entries Address Usage It is not possible to enter free text information in this field If you double click on the field the connected record in module Address will open if you wish to view more details Deliver To This field is related to the record of the destination address in module Address It is possible to attach an address to the record of a shipping entry using the control button on the right A mouseclick on the button will open a separate window which allows to search and select an address using various search criteria The addresses concerned have to be recorded first in module Address It is not possible
344. t and create a standard view If you click on the control button on the right the programme will generate a standard image from the highlighted entry You can delete the standard image by clicking on the control button shown on the right Tab Image Loans 242 The list in tab Image Loans shows all loan processes that have been registered in module Image Loans for the image in this record Original Photos and Copies Image Loans Image Orders Remarks Depiction Additional Information Received No Delivery Recipient 1 19 08 1990 Los Angeles County Museum of Art Graham W J Beal Los Angeles It is not possible to edit any of the data in these entries If you double click on one of the entries you can open the related Chapter 11 record in module Image Loans where the loaning process can be edited Tab Image Orders Tab Image Orders shows all requests which have been processed for the images of this record in module Image Orders Original Photos and Copies Image Loans Image Orders Remarks Depiction Additional Information Status No Delivery date Copies Customer Image Order gt Enquired 2 12 12 2002 Picture Kunstsammlung Nordrhein Westfalen D sseldorf A EA It is not possible to edit any of the data in the list If you double click on one of the entries you can
345. t changes have been made and confirmed by clicking on OK a window will appear requesting the confirmation of the location update The new location will be displayed at the top of the locations table Microsoft Office Access sy CEE General Locations Date from Date to Type New location 4 2404 2007 30 07 2007 Location w Above E v 12 02 2004 Location v East x 20 07 1998 Location Back State Room x Collection 93 94 Once again the entry of the Depot position is carried out by clicking on the thesaurus icon on the right hand side next to the Depot position field in the basic data area After the location has been determined and copied by using the allocation arrow the location will appear in the field Depot position in the basic data area Current Back State Room 3 Location Depot position Billiard Room MES Storage box Location The Wallace Collection London General Locations Date from Date to Type New location 24 04 2007 30 07 2007 Location w Above E Location w East v Location v Back State Room In case of a change of the Depot position the new location has to be re allocated using the thesaurus icon After the location has been determined and copied by using the allocation arrow the following warning will appear Microsoft Office Access
346. t have been entered in module Image Archive depicting collection objects are also displayed in the multimedia function of module Collection You can open the multimedia function by clicking on the multimedia symbol in the toolbar of the module concerned here shown on the right This function will open the multimedia screen where all existing connections to multimedia files are displayed in a list view Multimedia References Picture Picture L JAg gt X Basic data Detail data File Type Picture w Copy No m Format Color Status Depiction Medium Path C WVorkDir Projekte MUSEUMPLUS Version File name M24 cropped lb ela Photograph lvl Picture edit Scan Zoom 47 Depending on the type and source of the multimedia connection the screen will provide different data fields and INOULTUNCTIONS Media Management 2507 Basic Functions 258 n The following description explains the basic functions which can be utilised while working with multimedia connections Entering Deleting and Copying Multimedia Records Within the Multimedia module each connection to an external text file image file or website is treated as an individual record With the control buttons shown on the right you can either create a new connection delete existing links or copy the info
347. t in Word E standard Contacts Email addresses into To Field Email addresses into CC Field Email addresses into BCC Field n he e mail programme that is installed as standard setting on your PC will be used for the dispatch of e mails In most cases this will be Microsoft Outlook Microsoft Outlook Express Or Netscape Mail Unbenannt Nachricht HTML E loj x Datei Bearbeiten Ansicht Einf gen Format Extras Aktionen 2 Frage hier eingeben Normal Arial lt 10 A F K U i tS E Elsenden HG 4 BSB EO BW amp yv lsjoptionen amp 2 Diese Nachricht wurde noch nicht gesendet Betreff I Any further editing of the e mail will be done in your e mail pProgram mme In order to avoid malfunctions while you are processing mails with Microsoft Outlook the programme compiles a set number of mails and sends them in blocks The size of the blocks can be adjusted in menu Administration gt Settings Module Adjustments If a block contains more than b0 mails it is possible that MuseumPlus and or Microsoft Outlook crashes If you do not wish to send your e mails in blocks you can also use the function of sending personalised mails which is available in Microsoft Word Personalised Dispatch of E Mails with Microsoft Word In some case it is useful to dispatch a large number of e mails where t
348. t the field can also be used to record the date or time span of a person s activity at a particular place such as teaching periods journeys etc Day month and year are entered in numerals using separate fields n Dating This field is used for dating in text form he values from the the fields Date from Date to are automatically copied when you place the cursor in the field You can edit the field if needed Country This field can be used to enter the country connected to the date Place This field can be used to enter the place of birth death of certain activities It is possible to connect the field with a thesaurus function so you can work with a controlled vocabulary Remarks This field can be used for addititional text information with a length up to 4 000 characters Dating Artist Type Life span ME Sortir 11 Dating from mi Dating to Dating 15 7 1606 4 10 1669 Country Places Remarks Existing entries in the list view can be edited by double clicking on the entry concerned Type With the entry in field Type you can determine which type of record you wish to enter Record types you would normally choose in module Artist Maker are person corporate body and partnership In museums with art
349. ted to the current exhibition record objects to Creating Output of Exhibition Objects With the control button on the right you can create an output pr of lists and reports concerning all exhibition objects In module oy Report Generator you can specify the format and desired the output contents o Decision n he column Decision on the left side serves to document wether the object has only been considered or if it was selected for the exhibition In the latter case you can indicate if the object needs a loan contract It is not possible to enter any free text You have to select one of the terms from the in details in dropdown list the decision the field next to it you can enter the date of Date of decisi Objects Positive Positive Loan agree Preselection Requested Mil Candidate 3 Negative z A999 da Preda Manuscript cutting probably 1477 M 24 Henry Pierce Bone Miniature 1842 M 96 Louis Cournerie Miniature 1840 1870 P 29 Rembrandt van Rijn Painting c 1657 If you double click on the entry in field Decision the programme will create a loan contract for the object which is automatically linked to the entry of the exhibition object Chapter gt Loan Contract The field Loan Contract indicates if the object
350. terial Technique you can record very detailed information about the materials and technique that was used during the production of the object including the location of the analysis Data entry editing and deleting is carried out in the same way as in field Material Technique in Tab Basic Data see p 80 Any entry that was made in those fields will also be displayed in Tab Material Technique Condition and vice versa Collection 85 The dialogue box for the list view of the field Condition can be opened by clicking on the control button on the right You can edit an existing entry of the list by double clicking on the grey section of the entry concerned E Condition check Type Output w Sorting Suitability Good condition Save Cancel Similar to the field Material Technique you have to select a term from the restricted dropdown list in field Type You can m add new terms to the list by double clicking on the field Type Tab Iconography nq This tab was designed to record information on the iconography of a picture or an artefact You can either use text fields for free text information and keywords or you can use fields in list format in connection with a thesaurus function Basic Data Acquisition Inventory Catalogue Text Notes Presentation Mounting Mat techn condition Multiple Groups Condition Iconography Ic
351. th the control button located underneath used for the dispatch of single e mails Clicking on the control button you will open Microsoft Word showing a new serial form document that was generated on the basis of the e mail template created previously Now you can edit and adjust the layout of the e mail text Additionally all serial data fields that were transferred to the document from MuseumbPlus are inserted with corresponding details such as the recipient s address salutation etc H Mail dot Microsoft Word lol xj Datei Bearbeiten Ansicht Einf gen Format Extras Tabele Fenster 2 Frage hier eingeben x OSH AR ii BArS oro AMORE Ba A 5 Gl ot e oy gt 44 Standard Latein Arial 10 X FKU HSE fE HE V AY D El Bedingungsfeld einf gen 2 E Y JM 4 1 gt rt Ga EY al Ss e AF A ES sAnredeBrief il i 1111 X X hiermit m chten wir Sie herzlich zur Auftaktveranstaltung des 4 Museumsfr hling einladen WWir hoffen Sie und Ihre Begleitung am 23 04 2005 ab 17 00 Uhr in unserem Museumsgarten begr en zu d rfen Mit freundlichen Gr en Mma aL dye tE Member_Name After the e mail is completed the actual dispatch is started with the symbol from the tool bar in the serial form window of Microsoft Word shown on the right In the dialogue box below you can specify the recipien
352. the Artist s Son a Notes v Both text fields are designed to capture long free text information about the collection object Both datafields can hold up to 4 000 characters of free text Tabs with Type Specific Object Information Layout and definition of the fields in the tabs Presentation Mounting Examination and Support are depending on the selection in field Object Type Basic Data Acquisition Inventory Catalogue Text Notes Presentation Mounting Multiple Groups Condition Iconography Mounting v Presentation v setup Humidity rel v Glasing Temperature C v Frame fittings v Lux max v Remark You can choose different field labels for each object type Each tab provides three fields with a maximum of 4 000 characters and 8 fields with a maximum of 120 characters field size All of the fields can be used with a dropdown list All of those tabs can be viewed and edited in module Conservation as well Collection 83 84 The field definition and labeling takes place in module Type Definition You can open the module by double clicking on the field Object Type This function requires access to administration rights Chapter 4 Tab Condition n The layout and field labels of tab Condition are identical for all object types nq Tab Condition provides fields
353. the current address and records in module Events If F300 Riesener Serretaire 1780 Events the system will show a list of all existing links you double click in one of the grey fields you can skip to the connected record in module Event umbers and groups Catalog entries address usage itional Information Contacts Invoice resslinks Numb d Catalog entries add Additional Information Contacts Addresslinks Event Date Title Event type Decision Amount Course remark 27 03 2007 Public tour Guided tour Positive iv All fields with OT in module i dates and values can be edited directly in this tab Events Collection Lender Museum la 11 Addresses lv a F91 Modul Address Group Introduction Addresses can be pooled to temporary or permanent address groups In MuseumbPlus address groups are used for sending invoices handling shipments and printing of address lists Address groups are managed in module Address Group In this module you can create new address groups and edit or delete an entire group You can also add new addresses to an existing group or delete individual addresses El Hennin 5 0 0 E 006 Address croup RE fle de Collection Ad n chitin Praga Ar GIBA adde Anra detain Conte hip Darii E i a e E pak ae hy t E 5 am E Damo 3 08 3004 Addiers piei AGUAS R
354. the current publication Chapter Object references Artist reference Content condition Additional information Objects Mention p Literature remarks PY la 342 da Preda Manuscript cutting probably 1477 12 P 29 Rembrandt van Rijn Painting c 1657 133 133 134 y ai l 2 19 You can create new links to object records in module Collection by clicking on the opposite control button This function opens a separate window which allows you to search objects in module Collection using various search criteria T Allocate works m ag a Object name Museum no w Participan Name w Dating w Material Techmque w v al Y Falcrion AO mid 16th century Sel agile hiedslone ron lei Full Amour A52 Matder Jacob t 1587 Steet leather gold and cooper Full Armour A 2 Royal Wrorkihop Groernetch c 158 Steel leather gold and copper Manotcnpt cutting A342 ds Preda Crstophorn probably 1477 Gouache on vellum Marroscripl cutting A 997 g Preda ChAstophoro probably 1477 Pistol athentiocky Ais c 1720 anch Steel wainut stag hom and e 56 5 ad e h New Start By double clicking on one of the entries of the search result or by marking the entry and clicking on the control button again the selected objects will be attached to the current publication With the control button on the right it is possible to create an output in form of reports or lists of all obj
355. the dialogue box shown on the right Afterwards the basic data of the invoicing will be displayed in a seperate window New invoice job Membertype Members period Billing date 13 07 2007 Calendar year 2007 01 04 1905 31 12 1905 The field Billing Date shows the date of the current invoicing The system will automatically insert the current registration date of the user The field Date from contains the date of the beginning of the accounting period in field Number of Days you can enter the time period in days that is covered by the invoice All those fields have to be completed in order to generate an Invoicing Accounting 214 With a mouseclick on the control button Execute you can start the billing process During this action the system will generate an entry in module Invoice for each o the addresses included in the attached address groups Invoicing Definition Details invoices Address issued on Period Status L Billing date Total Ame 13 07 2007 2007 Bisch fliches Museum Trier Winfried Weber Triin progress 13 07 2007 100 00 13 07 2007 2007 The Wallace Collection London In progress i 13 07 2007 100 00 45130001058 zetcom AG Bern In progress 13 07 2007 100 00 At first the status of those invoices will be set on in progress he invoices can be printed by
356. the display of objects along with technical facilities such as projectors and electronic devices for the presentation of media art E meuni 9 0 0 20H Accessories 8 Pla ide Colaci n Address Dhbt Verdi Archi Citar kadd Aniye Admin Cod hia Parts E a e bake ae yy t P EHM waco Dimas i708 tage Acceviaaies yrim administration s Admin Write i Desipratios Case HI Waria Wasi l errs Curent Ke fag Kenshmseum ae Refarence Ho 0001 Cepal pasion BOO e Type Wowtan bow Mo cd parts Dimenciana b A 100 4 100 w 50 em Object size 5 kg Wehi wl Further patada Appencant Obierts FF PCA Rembrand wen hn Porting c RST a Dutensatos Mi 2 AA von Foral It is possible to connect objects from module Collection with particular accessories as well as entries in module shipping to support the moving of these objects Basic Data Designation Remarks Inventory No nq These fields can be used to describe and take stock of the accessories in free text Type Field Type allows sorting the accessories by category You can select and copy one of the entries from the dropdown list which can be specified in module Administration It is not possible to enter details in free text format With the entry of the field Type you can also control the display of additional data fields in tab Further Details If
357. the right the user can open work lists A choice of three lists is available These display either records that have been edited within a certain period History Object groups or free lists For further information please refer to the chapter Work lists and Control see p 288 Chapter 3 Data Entry Responsible The field Responsible shows which task or collection unit the record on display is assigned to Damo objects mon In MuseumFlus the access rights of the users for records stored in various modules of the programme are controlled by the setting in module tasks The tield Responsible contains a dropdown list with all tasks which the current user has access to It is not possible to enter free text in this field 3 Selection responsibility Responsiblility Demo objects Some of the modules provide a filter function that allows the user to select records which belong to one particular task only n These are the modules Collection Image Archive and Address Before you can insert a new record in those modules you have to select the task which the new record is going to be assigned ala LO In all other modules a popup with a request to choose a certain task will show up when you start to insert a new record Cancel Basic Functions 20 If you change the entry in the field Responsibilit
358. tin Siimes Town United Kingdom atins iring Tir Haly Matan Creating New Thesaurus Links Before you can attach a thesaurus term you must select the thesaurus you want to use from the dropdown list in field nq Thesaurus Chapter 4 You can create an entirely new thesaurus in module Thesaurus In this module you can also add new terms to an existing thesaurus or edit other available terms This function requires access to administration rights In field Search Term you can search for a matching thesaurus term When you press the key Enter or click on the control button next to the field the programme will display the list of search results in alphabetic order in the box below If you mark one of the terms from the search results the programme will display its position in the systematic order of the thesaurus in the window to the right You can create a link between the artist record and the thesaurus term by clicking on the opposite control button Deleting Links with Thesaurus Terms n The existing links with thesaurus terms are displayed in the box on the top right If you wish to delete an entry from the thesaurus select the link concerned and click on the control button shown on the right Collection 101 Historical Events With the control button on the right you can display a list of a links between the current a
359. tle This field is used to enter the primary title of the publication if you are documenting an essay from a catalogue or an article in a periodical Chapter Year The field Year can be used to enter the year of publication The field allows the entry of free text T hese are the most common rules which have been agreed on for the compilation of a bibliography m 1936 for publications where the year is known m ca 1936 for publications where the year is not known precisely m No year for publications where the year of publication is not known Page Number You can enter the number of pages in this field if you are documenting articles in editions and periodicals Short Form The short form of an entry in a bibliographic list normally consists of the name of the author and the year of the DUDUCAatIon Thus the content of this field is automatically generated from the entries of those two fields It is possible to amend the entry manually Sorting Alphab Sorting Chron n These fields can be used to determine the type of sorting in the output of literature entries in lists and reports The content of the fields is automatically generated from the entries of both fields Author Place and Year It is possible to make later amendments of the text
360. ton on the right the selected report or list is generated and displayed on the screen for A preview sia g e T In this window you can choose from additional functions from the menu bar at the top i Printer settings 9 lala Gl E close Printer Settings The control button on the right opens a dialogue box where you can select the printer or fax you want to use and define the Printer settings number of copies Basic Functions 45 46 Direct print If there is no printer setting required you can start to print the output displayed by pressing the button on the right Zoom in out With the control buttons on the right you can zoom into the page and view more than one page ol time Output in Word or Excel With the control button you can start you click on the small arrow next to the Word symbol you have f the document at the the output in MS Word If the option to transfer the data to an Excel file In MS Word or Ms Excel you can edit the documents in the familiar way and save them in your own directory afterwards button Close Sending Output to Prin required To close the display of the output simply press on the control ter If you click on the control button on the right you can print the list or report directly if there is no checking of the preview Output with Word Template on the right
361. ton shown on the right you can open the module with the selected objects This function will T only provide objects for further editing that belong to the current object group The display of object records will be similar to the one described above in the context of general search tools see p 40 270 Chapter 13 Module Lightbox Introduction Module Lightbox provides the possibility to get an overview of a group of selected objects This function displays the standard image of the object along with captures which are compiled from the entries in the database You can find the module Lightbox in the menu bar under the menu item Analysis nq The display in module Lightbox allows you to get a visual impression of the selected collection objects which can be used for the planning of an exhibition or may be needed as illustrations for a research project Module Lightbox provides two different types of display 7 an image viewer in tab Images including captions Hi aD a listview in tab Objects showing only text information Tab Images Tab Images shows the standard images that were assigned to the selected objects The captions consist of data references from the following fields in module Collection m Artist Maker m Title m Inventory No E a UF ete ama OL E A
362. tricted dropdown lists Thesaurus Key word 7 Edit Additional Codes Editing of unrestricted droodown lists in additional fields Settings Fields search general 7 Duplicates control Control of duplicates among all data records within a module allowing individual search criteria This function is only available for the modules Address Artist Maker Collection and Keywords Definitions Edit reports templates text blocks Type definition Edit sample record m Image Import Module used for mass import of digital Employee images Task Deleted records m Thesaurus Screen used for the administration and edition of thesauri terms utilised in the particular application 7 Keywords Module used for the entry of keyword files m Adjustments Data fields Retrieval General Screen used for the setting of standard retrieval frames and other programme settings 7 Definitions Screen used for the adjustment of patterns for dimensionment types inventory numbers and literature references m Edit Reports Templates and Text Blocks Administration of templates textblocks and settings for reports 7 Type Definitions Definition of dynamic fields for the specification of certain objects such as addresses loan contracts etc m Edit Sample Records Entry and edition of sample records which can be utilis
363. tries from the list of search results to create new links with the current record After attaching the event record you can specify in column nq Type of Relation the kind of relationship between two events Tab References 176 It is also possible to create links with event records for Tab References contains both a list of related objects from Module Collection and a list of related entries from module Artist Maker References Texts Basic data Additional Information Objects Title object Description object y P 29 Rembrandt van Rijn Painting c 165 x x gt Artist Maker Artists participants Title artist Description artist Rembrandt van Rijn e With the control button on the right you can create a new link to an object in module Collection or a person module Artist y Maker n The columns Type in both lists Objects and Artists can be used to specify the kind of relationship between the current event record and the entries from the other modules Both column Description Object and Description Artist can be used to document further details of the context objects and artists by starting the function in module Collection see p 72 or module Artist Maker see p 102 In both modules you can use the reference button shown on the right Chapter Tab Texts T
364. ts the header and the format of the e mail message wW a Addresses 197 198 MN achrichtenoptioner AA gt An sEmai gt Betretfzeile Einladung zum 4 Museumsfrihling Machrichtenformat ruur Text O Datensatzauswahl alle Aktueller Datensatz i von Bis Abbrechen In field To select the data field sEmail from the dropdown list which is used for a serial form output Concerning the field Message Type you should keep in mind that some recipients may be able to read e mails only in text format his means that e mails which contain graphics could be displayed with errors Thus it is advisable to avoid using graphic elements in e mails Chapter 8 Address Groups for Collective Invoices With the module Collective Invoices MuseumbPlus supports the processing of invoices to members of museum associations and other groups In these cases museums regularly send invoices to the same groups of addresses m hese groups are compiled in module Address Group The appendent invoices are processed in module Collective Invoice and specified under menu Administration Definitions gt Invoices The complete procedure is described in detail in the chapter on Invoice Management see p 211 m The structure of address groups used in module Collective Invoice is slightly different from that of other a
365. ts and other persons qu References to other images Serial wm References to keywords dis References to thesaurus terms References to Artitsts Producers If you click on the symbol shown on the right you can attach the record of a person who may be depicted in the image Type of reference Artist participant Function tan Related artist Rogier van der Weyden n The procedure of attaching persons is identical to the same function in module Collection see p 60 To specify the type of relation you can select one of the terms sli from the dropdown list in column Type of Relation Image 23 7 References to other Images If you click on the symbol on the right you can create links between several image records in module Image Archive E3 Photo Photo links n om gt _x Femmes de Venise AS 1992 303 History 1988 FT FT The columns Type of Relation Remark and source provide the possibility to add more information about the type of relation between the images concerned References to Keywords It is possible to describe the subject of an image by attaching specific keywords You can view and edit the keywords that are attached to one image if you click on the symbol shown on the Tight n The procedure of assigning and attaching keyw
366. tured in a way that enables the selection of fields that form the basis of the data pool as well as further references to corresponding modules E Choice of search field Collection References Literature links collection Fields Repeat group Collection References Collection Icon class Dating collection Events collection Exhibition details Key word entries collection Lender Literature remarks Mention p References Location references Multimedia center Current name New name Thesaurus Field When selecting Thesaurus field all embedded thesauri of the module will be displayed The desired thesaurus can be added to the first field of the search window with a double click It will be available in the dropdown list once it has been selected for the first time The embedded list in the field contains all entries of the thesaurus including its hierarchical structure All of these terms can be selected as search criteria E Search collection a y Thesaurus Geographic reference w Museum no ve Participant Name m Dating w Material iTechruque w Franco w v Palissy Bernard late 10m Century Eartherware leod glad and Germany Greenwich Urrted Krogom Urbina i 3 wx e H amp a Pr TG Hw Stan Expert Search By clicking on the icon shown on the right all search criteria entered in the fields in the search wi
367. u choose the programme supplies up to three fields to enter values and one field to select the matching unit Existing dimensions can be converted automatically from the metric system to inches and vice versa All fields Pre text Post text and Remark can be used for the text information that is going to be displayed in front or behind the actual values in the list view of the dimensions This way you can describe the size of various object parts or give gross dimensions which can be usefull for shipping purposes i Chapter gt Microsoft Office Access X Convert Tab Appendant Objects n The tab Objects provides a list view of all objects from module y Collection for which the current accessory is suited With the control button on the right you can attach more objects to the current accessory record In the search window that opens after clicking on the button it is possible to search and select objects from the module Collection using various search criteria Allocate object v Museum no w Participant Name Dating v Material Techreque w v w Object name ais Gh JOa Pakssy Bernard lide 161 Cembury Eartherware lead glared and Onh C 66 Andreoll Gorgo 6 Apni 1515 Tity glated eariherenare paints Dish ces Remond Marcantonio 6 April 1424 Tin glazed Gartherwure Sainte Dish ees Avell da Rovigno Francesco Ma
368. ual MuseumPlus Administration Analysis and Replication Data Analysis and Control 283 Work lists Introduction PP o facilitate working with the records in individual modules three work lists offering a quick overview over selected objects are available in MuseumPlus n These lists are accessible from the menu bar Control They can also be displayed in the respective modules by clicking on the icon shown on the right This icon is located next to the status Till information containing the name and rights of the current user The three works lists History Object groups and Working List History Object groups Working list are avallable at the bottom of the window Work list History The work list History displays edited records on the basis of the mnn E gt selected module and employee The output result can be History limited to a certain Period of time days weeks months which Some mm e Parod of ime wE is automatically entered in the fields Date from and Datum to A TEA Bach record can be opened and directly edited by a double click MoT Col li dd on the record in the object list Work List Object groups The work list Object groups offers an overview over all objects co A S Werk met CE allocated to an object group After selecting the module all already existing object groups will be dis
369. ule Collection apart from the description of species or object type The field labels can be adjusted to the special needs of an institution Thus they may differ from the field labels described below The following section will give a description of the most important input fields and special functions in the area basic data some of the input fields allow multiple entries or can be supplemented with a connection to the Thesaurus module With the control buttons on the right provide access to the additional functions They will be explained along with the d input fields concerned Ili In module Administration Definitions you can define which of the input fields will have special functions This requires access ale to administrator rights Artist Maker m The input field Artist Maker uses reference data which was entered in the module Artist Maker In this input field you can connect all artists and other persons or institutions that are related to the object Moreover you can specify the type of relationship for each entry When you generate a new record in module Collection the programmeme will automatically create a connection to the standard entry in module Artist Maker In the example below the standard entry has the name no entry Depending on the configuration of the system the standard entry may have a
370. ule Type Definitions This function requires administration rights Type In module Exhibition you can choose between three types of exhibition regular exhibitions travelling exhibitions and individual stations of a travelling exhibition The types available can be selected from a dropdown list According to the selection in field Type you can change the layout of the input screen If you create a new record in module Exhibition the system will automatically adjust the screen layout to the type Exhibition for the entry of regular exhibitions Category While the field T ype refers to the organisational form of the exhibition the field Category allows you to classify the exhibition using various catagories such as art exhibitions historical exhibitions retrospectives etc It is possible to either use free text or to refer to the vocabulary of the dropdown list which can be specified according to the needs of the particular institution AAAMOOO as 107 Exhibition Details 108 According to the selection in field Type the programme will provide a different set of entry fields for the documentation of exhibition details Type Exhibition f you are using the setting Exhibition the programme will provide the followin
371. umn Relation you can specify the type of relation that exists between the two addresses and add a comment in field Remark in free text format n The content of the drop down list in column Relation can be specified and amended in module Definition This function requires access to administration rights Salutations Salutation refers to the form how somebody is addressed in a letter e g Dear Mr Foster You can define several salutations for each address record Thus vou can specify a formal and an informal salutation for each address which can be used during various mailing activities Salut type Salutation text Standard s Dear Mr Weber Direktion e Dear Winfried Salutation Type In this column you can specify which department or employee is going to use which salutation Standard Board of Directors etc for specific mailings ee Salutation In this field you can enter the desired salutation for the person in the address record n l he terms of the dropdown list Dear Mr 7 or Dear Ms will be completed automatically with the last name of the person in the address record If you choose the term Dear from the dropdown list the entry will be completed with the first name of the person nq hus on question mark stands for the first name in the salutation and two question marks stand
372. ungsfeld einf gen 4 E WA M 41 gt vt fa EY m3 sAnredeBrief Mit freundlichen Gr en Member_Name Zeichnen y ly AutoFormeny N Md DOE 4 Aa as REBRB A Seite Ab Bei Ze Sp MAK AND ERW UB Deutsch De GJ ZA Select the documtent type amp Mail Message from the list in the dialogue box Afterwards you should delete all layout elements serial fields from the template that are not supposed to appear in the e mail In the example above only the serial fields ssalutationLetter and Member Name remain in the template which contains the salutation that was selected for the mailing and the full name of the current user in MuseumFlus Now the preparation of the template is finished The template can be saved in the usual way and Microsoft Word can be closed Integrating the Template in MuseumPlus In the last step the new template has to be integrated in the MuseumbPlus programme so the mailing can be started directly from one of the Address Addressgroup or Mailing Go to tab Templates under menu item Administration Edit Reports Templates Textblocks It contains a list of all templates which are available in the modules Address Address Group and Mailing Create an new entry in the list to add the e mail template Chapter 8 Hauptdokumenttyp GIFS Dokumenttyp C Briefe E Mail Nachrichten
373. uring searches the output of reports and lists or the editing of records Setting All Images The filter setting All Images belongs to the standard settings o the filter function in module Image Archive This setting allows access to images in all available units of the database to perform searches or create output of lists and reports j It is not possible to enter new records with this filter setting To enter new records you will have to select one of the units defined in module Task because each record must be assigned to one specific unit Setting Deleted Records When you delete an image record it will be moved to the unit Deleted records he particular record will be available until a second user with administrator rights deletes the record from the waste basket Creating Filter for Groups of Collection Units m The control button on the right enables the user to select and combine several units for an individual filter setting This setting can be usefull if you want to work with more than one unit but do not want to search in the entire inventory of the image archive Chapter 11 amp Collection filter x n HERE IRI RTT TEIN nT TT ET TTT ETE AAA RARA ESTEE TET AAA AAA AAA TT ETE AAA RARA AAA Deleted Records Image archive The units can be
374. utton shown on the right Sub Tab Details In the sub tab Details you can enter additional information about the photographs The following data fields are available here Basic data Details Po Copyrights Creditline El Location Condition Availability Prod Date Prod Place Copyright Creditline n These fields serve to enter information about the copyright or the name of the copyright holder and the quote of the creditline Location This field can be used to document the storage location of the photograph if you are dealing with analogue prints or slides Condition This field serves to enter the condition of the photograph This can be an important information when you are processing requests for photo loans Chapter 11 Availability avallable at present Product nq This field indicates whether or not there are any copies Place Product Date hese two fields can be used to enter the place where the original photo or copy was produced e g studio on sight The ID MM YYYY field Product Date requires entries in the standard format Working with Original Photos and Copies When you create a new record of a depiction in module Image Archive the programme will automatically generate an entry in the list of the tab Originals and Co
375. ve been assigned on the task level This way it is possible to restrict access to sensitive information such as book and insurance values or information which is subject to data privacy from unauthorised persons If you want to utilise access groups you have to assign the access level in the employee record on one hand and in the setting of the field and output functions on the other The employee will only have access to those fields and output functions reports and lists with corresponding rights MuseumFlus offers three access groups which are intertwining in a hierarchical order 7 Public Access to all fields and output function which are not flagged as confidential or secret m Confidential Access to all fields and output functions except for the fields flagged designated as secret 7 secret Access to all fields and output functions By default the setting of all employee records definition of fields anc cutoutiunctions is publie Chapter 3 Working with records Creating new records n There are two ways of creating a new record in MuseumPlus You can either use the item Edit Insert from the menu bar or you can press the the button shown on the right In addition in some modules such as Collection there is the possibility to insert a new
376. ve to be available in module P Address It is not possible to enter a new address from this position With the control button on the right it is possible to attach addresses which are in the list of Favourites in module Address see p 183 If you wish to delete a link with an address you can use the opposite control button This function has to be confirmed in a separate message box If you double click on the entry of the reference field you can open the connected record in module Address Category This field can be used for free text entries concerning basic categories of the event such as private or public lt is also possible to select a standard term from the dropdown list Place Here you can entert he exact place of the event for example the name of a room or section of the museum You can either select a term from the dropdown list or enter the place in free TEXT Exhibition The field Exhibition is related to entries in the module Exhibition You are restricted to the selection in the dropdown list It is not possible to enter an exhibition title in free text In the table only exhibitions that have been marked internal are listed if the field nt Ext in the module Collection has been set to Internal The table is limited to current and most
377. wich c 1587 Steel leather gold and copk Garniture of three vases C 251 253 Manufacture de S vres Manuscript cutting da Preda Christophoro probably 1477 Gouache on vellum da Preda Christophoro probably 1477 1842 Painted enamel on copper 1840 1870 Watercolour on ivory Rembrandt van Rijn c 1657 Dil on canvas c 1720 barrel Steel walnut stag s horn an nd sundial J512 Butterfield Michael early 18th century ve Riesener Jean Henri 1780 Unknown Snuff box 3S Breton lean Franenis 1749 1750 Gold and enamel engraver 20 23 Bu gt 3 da a A 7g New Start m Define output medium When you press on the control button of the output function another dialogue box will open showing the list of templates you can choose from when you are generating an output Chapter 3 The output media displayed in the list is based on the reports and lists that have been defined for the module Reports and lists can be created in the module Define List Afterwards they will also be displayed in this list search results standard Image sheet Word template Labels Word template Basic Data A4 report vertically with pict Information sheet Ad report vertically with pict After you have selected a template for the output you can use the control buttons which are valid for the selected output form They are explained in more detail below Preview of Output Form When you press the control but
378. with a maximum of 4 000 characters and 8 fields with a maximum of 120 characters field length All fields can be used with a dropdown list Literature References and Historical Events 177 178 Chapter 7 Chapter 8 Addresses As part of a comprehensive Information and Collection Management System IC M5 addresses play an important part especially in two areas of Museum Plus In many of the modules such as Collection or Loan Agreement address data are utilised to document the ownership of objects record the particulars of lenders and borrowers or gather information about other contacts including shipping companies insurance agencies etc On the other hand it is possible to manage many tasks in the area of public programmemes and marketing with MuseumPlus With the modules Address Groups and Mailing MuseumPlus provides powerful tools to process even large mailings similar to the data structure in module Collection the address records are organised into administrative units Within this data structure each address can only belong to one unit This data structure can be adjusted to the administrative structure of an institution thus reflecting the organisation of function groups within a museum n The division of organisational units not only he
379. with details from other modules tay r The row of symbols in the centre of the screen beneath the The button Dates Deadlines enables the defin certain tasks connected to the exhibition By clicking on the Once the date has been set and saved the system asks if a new entry for this task should be created in Microsoft for museums that use Outlook This is especially useful ferences Mono Plus button a new date to describe the task type and a address link is inserted in the table the Microsoft Office programme Outlook as a standard shipping Location Change By clicking on the icon shown on the left a win dow opens that displays the entries linked to the record in the module Transport with the module Shipping see p 1 r Conservation References nq AQ a In this window the user can t enter the transport details directly Edits to the entry have to be perl module Shipping For further information about working Formed in the This control button can be used to display existing references between the current exhibition and the module Conservation It is not possible to create new conservation documents such as condition reports from this position For further details on working with module Conservation see p 126 a Event opened
380. y in one of the three modules Collection Image Archive or Address the result will be that the record concerned is going to be shifted to another task meaning to another logical unit of the database The consequence of this action is that the record which has been shifted to another task cannot be found in the group of records of the original task anymore Hence you should only change the entry in the field Resonsibility if you really intend to shift a record from one task to another For more information about the concept of access rights in MuseumPlus please see p 28 Chapter 3 Record Marker nq I he record marker at the left margin of the screen serves to save the new record entries n I he marker either refers to single lines as illustrated in the example on the right or it refers to the entire record as shown in the left example of the two illustrations All new entries and changes are saved automatically when you leave the module If you double click on the record marker the record will be saved immediately If you make any changes in the record the pencil on the record counter will indicate that the amendment has not been saved Vet n Ihe record marker can also be used for the deletion of entries If you want to delete a line in a list view simply mark the box in front of the line and press the delete key
381. y in tab Catalouge Entries and Usage the system will generate a neutral entry such as Private Collection in field Catalogue Entry instead of showing the name of the owner After changing the entry in field Anonymous it is necessary to N create new catalogue entries This can be done by clicking on the control button shown on the right also see p 185 Addresses 183 Control Buttons 184 Output in MS Word If you click on the contol button in the middle of the screen you Ww can start a serial print in Microsoft Word using the current address record First you have to select the desired template and type of salutation for a letter or fax letter from the dropdown lists of the first two fields in dialogue window Output in Word gt Edit in Word otandard Contacts Template Letter e ae EEE J m I he sorting criteria is not important if you are only working with one address record It is only needed when you start the output from both module Address Group or Mailing vo in the above Case it will be blanx nq The actual output in MS Word will be started with a click on G the control button in the dialogue box shown on the right In tab Contacts you can specify how you would like to document the output of a letter in the list of contacts in the address record concerned Edit in Word Standard Contacts Add contacts Yes v Type
382. y numbers using particular formats of number patterns if you click on the control button on the right It is possible to define different formats of number patterns for each collection unit n The dialogue box which opens after you click on the control button will show the numbers that were assigned last Now enter the new number in the text field below If you click on the control button for allocations the number entered will be matched with the predefined formats and will be copied to record of the collection object if the format of the number pattern is correct If the formats are mismatching a message will be displayed showing an example of the correct format of the number Dalen You will find more information about the definition of formats for number patterns in the Manual Museum Plus Administration Chapter 4 E 5 Individual inv no archive xj Last inventory no New inv no Microsoft Access X Error at sign 1 Form rule 777 Definition in Module Administration gt Definition If you choose the option Definition in the system settings it will not be possible to enter free text directly in the field Inventory No The field is displayed with a grey background In this case all inventory numbers are entered in a seperate Daa dialogue box

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