Home

MIMSY XG - Selago Design, Inc. Client Support Site

1. Character ANSII ASCII Character ANSII ASCII Y ALT 0159 x ALT 0164 y ALT 0255 ALT 152 i ALT 0161 ALT 173 ALT 0198 ALT 146 ALT 0191 ALT 168 ALT 0230 ALT 145 A ALT 0130 ALT 0140 ALT 0145 ALT 0156 i ALT 0146 ALT 0199 ALT 128 B ALT 0132 ALT 0231 ALT 135 M ALT 0147 N ALT 0209 ALT 165 s ALT 0148 f ALT 0241 ALT 164 t ALT 0134 ALT 0172 ALT 0135 B ALT 0223 ALT 225 ALT 0177 ALT 241 f ALT 0131 ALT 159 ALT 0149 ALT 249 ALT 0138 ALT 0183 ALT 250 ALT 0154 ALT 0167 Z ALT 0154 a ALT 0170 ALT 166 Z ALT 0154 o ALT 0186 ALT 167 b ALT 0254 u ALT 0181 ALT 230 b ALT 0222 q ALT 0182 ALT 227 D ALT 0208 2 ALT 0136 ALT 0240 i ALT 0152 ALT 0153 ALT 0175 ALT 0174 o ALT 0176 ALT 248 ALT 0169 ALT 0180 Va ALT 0188 ALT 172 ALT 0168 Vo ALT 0189 ALT 171 ALT 0184 34 ALT 0190 lt ALT 0139 x ALT 0215 gt ALT 0155 ALT 0247 ALT 246 ALT 0171 ALT 174 1 ALT 0185 ALT 0187 ALT 175 2 ALT 0178 ALT 25
2. V in NUMBER ID Number E v CATEGORY 1 Category Term V ITEM NAME Object Name a v TITLE Title book L v MAKER Maker cabinet v PLACE MADE Place Made carpet Ca chair A l v DATE MADE Date Made chitarrone V COLLECTOR Collector clock V PLACE COLLECTED Place Collected coin v DATE COLLECTED Date Collected cormice F ob sii ac cup v SITE Site Idesk v CULTURE Culture diary l e Z MATERIALS Materiais oome dol v MEASUREMENTS Measurements dress V OTHER MEASUREMENTS Other Measurements folio V DESCRIPTION Description panne ai goblet V INSCRIPTIONS Inscriptions guitar E v MULTIFIELDS MuttiFields nat V cREDIT LINE Credit Line jar LAS linen press V LEGAL STATUS Legal Status painting V PROVENANCE Provenance pen V PORTION Portion pitcher m plaque L v SEX sex lalata J V AGE Age Note V STAGE Stage Z USE Use Add dit Change Not Jelet Close Save New Copy properties Select all De select all To add aterm gt gt gt gt gt Click on the Field Name for the list Click the ADD button Enter the new term Click OK Add a note if needed To add a note type in the NOTE field When you are done click CHANGE NOTE To copy terms from one list to another gt gt Click on the Field Name for the list Click the COPY TO but
3. gt Click in any field in the Child section gt Select Tools Grid View from the menu or press CTRL G LOAN ITEMS di 4 19 29 b Catalogued Object Description Status Status Date de DEC2023 Vase approved 2001 06 16 me DEC2020 Saucedish J approved 2001 06 16 dei DEC2030 Cameo Glass Plaque lunder consideration 2001 06 16 i DEC2030 Cameo Glass Plaque 2Junder consideration 2001 06 16 m DEC2014 Earthenware Sugar Bowl E japproved limited venues 2002 09 01 DEC2019 Cameo Glass Vase Japproved limited venues 2002 10 11 wT Cameo Glass Vase 4 DEC2021 Amberina Vase approved 2001 08 16 4 DEC2024 Goblet approved 2001 06 16 m DEC2005 1 Paneled Wardrobe J approved 2001 06 16 DEC2015 Transfer Decorated White J approved 2001 06 16 vj DEC2016 Transfer Decorated Pitcher and approved 2004 06 16 i DEC2017 Porcelain Salad Bowl E lapproved 2001 06 18 ie DEC2021 Amberina Vase approved 2001 06 16 m DEC2022 Oval Serving Plate approved 2001 06 16 Child Section in Grid View To return to Form View gt Click the Button to the left of the corresponding object The screen returns to Form View and displays the specific Activity record for the object Displaying Section To temporarily change the height of a section place your cursor on the line dividing the Parent and Child portions of the record The cursor turns into a sizing arrow and you are able to pul
4. Add another Clear row Clear all Save criteria Run Cancel Advanced Search Form 13 2 CHAPTER 13 ADVANCED SEARCHES Saved and Recent Searches The top left quarter of the form contains a list of searches The Public Searches and My Saved Searches folders contain searches built and saved during a previous Mimsy XG session The Recent Searches folder contains searches run during the current session If you save a search and flag it as Public it will appear in your My Saved Searches folder for everyone else it will appear in the Public Searches folder Search Details The top right quarter of the form contains information about a search To access the information select a search from the left The Search Criteria reveals the full text of the search while the SQL Where Clause tells you the SQL code used by the search Some users find this helpful when recreating search criteria in reports in Crystal Search Builder The Search Builder helps you select module and field s to search define what type of search to run and enter a value for which to search Field Operator Criteria C equals ii b am v Search Builder Field The Field column tells Mimsy XG which Activity and Activity field or Authority and Authority field to search To open the Field List gt Click in the Field Column gt PressF9 gt The Field List displays The field list is organized by module 1
5. eese 15 11 Print Images rien ern ien eee 15 11 Chapter 16 Actions Instructions and Notes 16 1 Difference Between Actions Instructions and DD l 16 2 Actions Instructions amp Notes in the Activities 16 2 ACCORS 5 02 reeeit SE A eerie AEE eden rend T 16 2 Instructions eeeeee esee eene eene eene 16 6 DD ns 16 8 Chapter 17 Object Specific Activities 17 1 Create vs Update secccccssssssccscessssssceeeeees 17 2 Object Specific Activity Record Format 17 2 Printing Records eeeeeeeeeee eerte 17 5 Add Activity Records eeeeeeeeeeeee 17 5 Adding Object Specific Activity Records 17 5 Navigating Object Specific Activities 17 7 Location Activity ssssssscscccccccsseeeseeeeeeeees 17 8 Loss Activity eirata anaana nanas 17 13 Condition Activity cccccsssssscescesssssseeee 17 14 Conservation Activity eee 17 15 Damage Activity eeeeeeeeeeeeeeeeees 17 17 Valuation Activity eeeeeeee esee eene 17 17 Chapter 18 Action Request Activity 18 1 Overall Process eene nenne 18 2 Special Features Action Request 18 2 Just the Facts ccccssecssseecssssecessseeeseseeess
6. Validation Example After you click OK to acknowledge the message Mimsy XG displays a Pop Up List of values where the first 3 characters are the same as the entry you have entered If there are no near matches a message reading The List contains no entries displays Text to find Subject Category Holy Alliance World Politics Horticulture Life Sciences Homestead Act American History before 1865 Hogan Anthropology Psychology and Sociology Holy Roman Empire World History to 1550 I il Ll Validation Matches This list is displayed in order for the user to verify that the value has not been mistyped or exists in a slightly different format i e abbreviated If the value is truly not in the list click CANCEL to indicate that the term is not one of the ones listed If the validation process has not yielded a match at this point and you are not linking to a hierarchical Authority Mimsy XG prompts you to create a new Authority record 9 Home does not exist in the authority file 7 Doyou wish to add it Yes Create New Authority Prompt If you click NO Mimsy XG returns you to the field where you must delete what you had entered and add a different value or leave the field blank For validation fields you cannot enter a value in a field without a corresponding record in the Authority CHAPTER 2 GETTING STARTED Objects Places Thesaurus Taxon
7. Example of Checkbox Radio Values You can make a true text field a checkbox if you wish For example if you decide to define the Option 1 text field in the Object Authority as Cataloguing Approved change the Field Type from Text to Checkbox The Checkbox Radio Values entry would be set to YES NO and the Default Value would be set to NO 30 13 CHAPTER 30 SYSTEM ADMINISTRATION Radio Radio fields appear to be multiple fields but they are actually a single database field that accepts a selection of values An example of a Radio field is the Record Type field in the Media Authority Media ID Img0035a jpg Locator CAMedialmagesiQuarten Record Type Audio Document Image Video Replica Radio Button To the end user it appears that there are 5 Record Type fields Audio Document Image Video Replica In reality there is a single field called Record Type and it holds one of five text values AUDIO or DOCUMENT or IMAGE or VIDEO or REPLICA You can see this illustrated when you see the field in Grid View Media ID Locator Record Type Img0035a jpg CAMediaulmagesiQuarten Image Radio Button Text Equivalent When a Field Type is Radio you must also fill in the Checkbox Radio Button field and the Default Value field For example the Record Type field in Media has a Checkbox Radio Button value set to Audio AUDIO Document DOCUMENT Image IMAGE Video VIDE
8. eere 10 30 Chapter 11 Search Concepts 11 1 How Does A Search Work 11 2 Search Terminology e eeeeeeeeeee 11 2 Cancel Search eene eene 11 4 Sorting qe 11 4 Record Count eere terrere nens 11 6 Count Only eere eerte eei aiaia 11 6 Comparison Relational Operators 11 6 Boolean Operators eeeeeeeeeeeeeeeee 11 8 Chapter 12 Basic Searching 12 1 When to Run a Basic Search 12 2 Run a Basic Search eene 12 2 Run Last Basic Search eene 12 3 Query Examples eeeeeeeeeee eee 12 3 Chapter 13 Advanced Searches 13 1 Open Advanced Search 13 2 Advanced Search Form Advanced Search Examples Chapter 14 Manage Copyright Copyright 14 2 Copyright Manager Design 14 2 Add Copyright 14 2 Copyright Holder Chapter 15 Media Viewer Media Viewer D Groups in the Media Viewer 15 6 TABLE OF CONTENTS Search For Images sssscccsssssscceecesssssseeeeeees 15 9 View Media Details eere 15 9 Change Image Order
9. Actions Instructions and Notes in the Activities In the Transaction Activities Actions Instructions and Notes may be assigned to the Parent record overall Activity or to individual objects When you add an Action Instruction or Note please click in the appropriate section of the record before proceeding with data entry If you add an Action Instruction or Note in the object section of the Activity the entry only displays in that specific Activity It will not appear in the Object Authority Actions As you manage your collection you may find that there are certain tasks you would like to associate with an Authority or Activity Perhaps a Conservator must review an object before it may be loaned or new photography must be scheduled for a group of objects Maybe a loan officer needs to follow up on an insurance policy or the Rights amp Reproduction Manager is expecting a signed contract back from someone Use the Mimsy XG Action Manager or Actions Activity to assign general tasks to yourself or to any other Mimsy XG User For more information on the Actions Activity please refer to the Actions Activity section of the manual Action Manager Actions may be added in the Actions Activity or the Action Manager The major difference between the 2 entry points is the ability to email Actions from the Actions Manager For more information on the Actions Activity please refer to the Actions Activity section of this manual The A
10. Media ID 13013 BMP Locator SydneyiData1 MediailmagesiQuartert Auto Inserted Media Data gt NOTE if you are describing text audio or video materials be sure to complete the Format field Creating a record in the Media Authority does not create any links to other areas of the system Links to Activities must be made from the corresponding Activity however links to other Authorities may be made from any Authority Upload New Records Using the Media Import Utility If you are processing significant numbers of media files it may be most efficient to use the Media Import Utility The Media Import Utility uploads data from Excel directly into Mimsy XG Links between the Media files and Mimsy XG records are created as part of the import process Information about using the Media Import Utility is available from the Selago Design Help Desk CHAPTER 5 DIGITAL FILES Linking Thumbnails to Larger Images For museums that capture multiple sizes of the same image links between the thumbnail and larger images must be made in the Media Authority Create a record for the largest image first either by dragging and dropping the larger file or by explicitly creating the record and then continue creating records for each of the smaller images To link a smaller image to the next largest version gt Confirm that a Media Authority record for the Larger File exists If it does not go to the Media Authority Select Record Create Reco
11. Taxonomy Browser Open the Taxonomy Browser To open the Taxonomy Browser gt Select Tools Hierarchy Browsers Taxonomy Browser from the menu Accessing the Taxonomy Browser does NOT automatically link terms to a record In Anchor fields the Taxonomy Browser simply copies a classification into the current field If you wish to create hierarchical links between the Taxonomy Authority and other Mimsy XG records enter the terms in the Linked Taxonomy Flexi Fields in any Authority If you have already used the Taxonomy Browser in your current log in session the browser will open to the last classification chosen This will disappear when you log out Taxonomy Browser Components The Taxonomy Browser has five main components the Search In Search For fields Taxonomic Tree Taxonomy List Taxonomy Definition and Taxonomy Variations There are also two Buttons COPY and COPY HIERARCHY used to copy and link terms to the Thesaurus 10 21 CHAPTER 10 DATA ENTRY TOOLS Search in Search for The Search in and Search for fields are used to indicate where you are in the tree and to search for values When you click on Taxonomic terms in the tree the Search in field displays a text version of the Taxonomic hierarchy The Search for field may be used to search for a given classification term within the Taxonomy Authority Searching the Taxonomy Authority is helpful when you do not know where a term falls within a hierarchy or a
12. Create Child include prior check validate name gt Create Child checked gt Validate Value checked gt Special Validator PEOPLE lt MAKER gt 30 60 CHAPTER 30 SYSTEM ADMINISTRATION Configuring Sequential Number Formats System Administrators may assign numbers in a sequential order as records are created or enable users to request the next number Most sequentially assigned numbers are created using the following model FUNCTION NEXT NUMBER lt PREFIX 2008 2 3 4 gt FUNCTION NEXT NUMBER is the call to the program that specifies that the next increment in the sequence will be needed The actual number configuration is enclosed in brackets lt gt The example above creates a number with a prefix with a dot with the current year with a dot with a sequential number The 2 is the portion of the algorithm that adds the first increment in the sequence The 3 and 4 portions of the algorithm are typically only used for Item Entry when the system assigns numbers that all share a root and must be incremented after the common portion of the sequence For example if an Entry Record has a receipt of 2006 11 then the numbers are sequentially assigned in the format of 2006 11 1 2006 11 2 and so on Examples Create a sequential number that begins with L and has an incremental number after it L1 L2 L3 etc FUNCTION NEXT NUMBER lt L 1 gt Create a sequential number that begins with a 4 digit year a hyp
13. and v Current Location Activity Search 13 20 CHAPTER 13 ADVANCED SEARCHES For example the search above will find all items currently located in the Baker Gallery If you remove the current record restriction you would retrieve all items that have ever been in the Baker Gallery over the course of the item s lifecycle Hierarchical Searching If you have read the section about Linked Terms records connected to the Thesaurus Authority you may remember that records may be classified using a specific Thesaurus Authority term This in turn enables you to search on a broader term that implies a specific term and retrieve the objects For example classifying a pair of pants as trousers implies that the item is also clothing To search for all of the clothing in your collection you would tell Mimsy XG to find you all of the objects where the broadest classification is clothing parent term or any term falling under clothing in the classification hierarchy child term NN S 9 ITEMS TERMS 3 Attributor 3 Attribution Comment Attribution Date Attribution Source Attribution Type 3 Begin Date 3 Certainty 3 End Date 3 Broader Thesaurus Term 3 Note 3 Option 3 Ontion2 3 Option3 3 Options 3 Portion 3 Position ee OK Cancel Advanced Query Field for Broader Term within Catalogue Item Terms folder NOTE early Mimsy XG install
14. All records must have Record Type value It is a required field The button selected determines which of the Media Type icons is activated in the Media Panel when the Media Authority record is linked to other areas of Mimsy XG Record Type Audio Document Image Video Replica Other Media Record Type Audio activates the Audio icon Document activates the Document icon Image Activates the Image icon and Video activates the Video icon Replica and Other do not activate any icons in the Media Panel Identifying Thumbnails The Thumbnail flag controls whether an image is displayed in the Media Panel when it is associated with a record If this flag is not checked the image will not display in the system Checking the flag does not indicate the image is thumbnail sized only that it is used for thumbnail display purposes If the image is a thumbnail click the Thumbnail flag field Larger File The Larger File field is used to connect multiple scans of the same image and to present a visual display of the file hierarchy Connecting images in a hierarchy enables users to click on an image and access a larger version of the file CHAPTER 5 DIGITAL FILES Larger File RADI11SL JPG RADI11SL JPG Larger File Field For instructions on creating this link please see the Linking Thumbnails to Larger Files section of this chapter Identifying a Primary Image When you drag and drop image files on the Media Pa
15. CHAPTER 30 SYSTEM ADMINISTRATION The final portion of the code defines the sort order of the ledger entries This portion of the code may be changed order by c record_type p sort_name To change a display setting in the Link Ledger gt gt Use the top dropdown list in the left panel to select the correct view Use the bottom dropdown list in the left panel to select the module which contains the Link Ledger to be modified The Context field in the right panel defaults to Module selected although it may be changed In list of fields in the left panel click on the Ledger Entry to be modified Once the Ledger Entry in the left panel is selected the Ledger Entry field in the right panel is automatically updated The Ledger Section field in the right panel defaults to Activities Authorities or Other the three main folders in the ledger You must select one of these defaults The Entry Sort field may be used to re order the Link Ledger folders in any order you choose For example if you want PLACES to display above PEOPLE then Entry Sort for Places could be 1 and Entry Sort for People could be 2 The Entry Sort values must be entered manually adjusting one number does not reorder the remaining folders To add a new Ledger Entry Use the top dropdown list in the left panel to select the correct view Use the bottom dropdown list in the left panel to select the module which contains the Link Ledger to be a
16. CHAPTER 8 GROUPS gt The Percentage of Records message displays Click YES to select a percentage of current set database i e 1096 of 500 records The system will prompt you to enter a percent OR gt Click NO to select a specific number of records 10 records out of 500 The system will prompt you to enter the number of records to be added to the group Mimsy XG automatically selects the random set of records based on a pre determined algorithm NOTE once you exit Group Manager select File Save from the menu or press F10 or click the SAVE button to save your overall group Create Group in an Activity While you cannot create groups of Activity records you can create a group of objects attached to the current Activity record To create a group of objects based on the records attached to a Transaction Activity gt Click in the parent or child section of the Transaction Activity gt Press the Group Toolbar icon OR Select Group Group Manager from the menu gt Add the records as needed gt Click OK gt Click SAVE Rename a Group in Group Manager You may rename a group after it has been created Rename a Group To rename an existing Group Open Group Manager and navigate to your group Double click on the group name The Create Group window will open Rename your group Click OK Click OK again to exit Group Manager v v v v v wv cw When you go back in the new group name shoul
17. Media Identifying Info The three fields displayed under the Information Flexi Field may be configured on site At the time of installation the fields are set to Media ID Locator and Format To adjust these values ask your System Administrator to modify the System Settings for the Places table and check uncheck the Info Field flags for the corresponding fields People Authority The People Authority holds information about any person or organization related to the collection Data about makers collectors staff members and other entities should be entered in this authority Duplicate Names The People Authority accepts duplicate names If a duplicate name is entered Mimsy display a message alerting the user to the fact 4 13 CHAPTER 4 USING AUTHORITIES Paul Klee is in use Is this a different record Name Paul Klee Individual Y Sort KLEE PAUL First Name s Paul Surname Klee Gender M Deceased Inactive Y Brief Bio b 1879 near Bern d 1940 Nationality Swiss Birth Place near Bern Birth Date 1879 se Duplicate Name Alert To stop data entry and delete the newest record gt Click YES To continue data entry on the new record with the same name gt Click NO Birth Date Death Date The Birth Date and Death Date fields accept text strings so that you may enter terms such as circa 1800 When you enter a value in the Birth Date or Death Dat
18. Once the record is refreshed the hierarchy will reflect the changed link Place Identifying Info The three fields displayed under the Information Flexi Field may be configured on site At the time of installation the fields are set to Place Name Type and Broader Place To adjust these values ask your System Administrator to modify the System Settings for the Places table and check uncheck the Info Field flags for the corresponding fields Facilities Authority The Facilities Authority manages information on physical structures such as storage rooms galleries and other venues The data entered in the Facilities Authority is accessible in the Location Activity and is used to create the Facilities Hierarchy Browser Duplicate Facilities The Facilities Authority accepts duplicate facility names If a duplicate facility name is entered Mimsy XG displays a message alerting the user to the fact 4 22 CHAPTER 4 USING AUTHORITIES Main Storage Facility is in use Is this a different record Facility Main Storage Facility Facility Type physical facility Address Line1 266 Linden Street City Winnetka State Province IL Country USA Postal Code 60093 Telephone 847 332 1200 Fax 847 332 1272 Facility Manager Mary Ann Kuchta Description Surround yourself with the mood flavour charm and activities of a small Prince Edward Island agricultural crossroads in the 1890 s Engage in the daily programming
19. PLACEKEY TABLE NAME PLACES FACILITIES PLACEKEY TABLE NAME PLACES ITEMS TABLE NAME PLACES MADE ITEMS PLACEKEY TABLE NAME PLACES MADE VESSELS TABLE NAME PARENT OR CHILD TABLE CHILD Link Using PLACES EVENTS PLACEKEY to PLACES PLACEKEY PLACES EVENTS PLACEVARKEY to PLACE VARIATIONS PLACES EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using PLACES FACILITIES LOCKEY to FACILITIES LOCKEY PLACES FACILITIES PLACEKEY to PLACES PLACEKEY PLACES FACILITIES PLACEVARKEY to PLACE VARIATIONS PARENT OR CHILD TABLE CHILD Link Using PLACES ITEMS MKEY to CATALOGUE MKEY PLACES ITEMS PLACEKEY to PLACES PLACEKEY PLACES ITEMS PLACEVARKEY to PLACE VARIATIONS PLACEKEY PARENT OR CHILD TABLE CHILD Link Using PLACES MADE ITEMS MKEY to CATALOGUE MKEY PLACES MADE ITEMS PLACEKEY to PLACES PLACEKEY PLACES MADE ITEMS PLACEVARKEY to PLACE VARIATIONS PARENT OR CHILD TABLE CHILD Link Using PLACES MADE VESSELS PLACEKEY to PLACES PLACEKEY PLACES MADE VESSELS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE Link Appendix 35 LINK APPENDIX PLACES MEDIA TABLE NAME PLACES PEOPLE PLACEKEY TABLE NAME PLACES PUBLICATIONS TABLE NAME PLACES SITES TABLE NAME PLACES SUBJECTS PLACEKEY TABLE NAME CHILD Link Using PLACES MEDIA MEDIAKEY to MEDIA MEDIAKEY PLACES MEDIA PLACEKEY to PLACES PLACEKEY PLACES MEDIA PLACEVARKEY to PLACE VARIATIONS PLACEKEY PARENT OR CHILD TABLE
20. The name of the Group and the number of objects in the group are displayed at the top of the Group Members window Select Group Members Records in the Current Set or Group may be selected in several different ways To select a single record 8 6 CHAPTER 8 GROUPS gt Click on the record you want to select gt The record will be highlighted gt You may drag the record onto a group or into Create Group To select multiple records gt Click on one of the records you want to select The record will be highlighted gt Hold down the Control Key CTRL on your keyboard and click on the next record you want to select gt Continue until you have selected all the records you need gt You may now drag the records into a group or onto Create Group To select all of the records gt Click on the SELECT ALL button All of the records will be highlighted gt Youmay now drag the records into a group or onto Create Group Sort Group Members Group Members may be quick sorted according to your preferences by clicking on the column heading To sort on any of the fields displayed gt Clicking once sorts the records A Z clicking twice sorts the records Z A The records will automatically be ordered according to the values in the selected field Change Column Width To change the width of any of the columns displayed gt Place cursor on right side of column gt Cursor will turn into a s
21. You will be using an unlinked object The information will be available in the Activity but not in other areas of the system 26 7 CHAPTER 26 LOANS AND EXHIBITIONS Continue adding loan details for the Object IF YOU CLICK NO Answering NO means that you have mistyped the Entry ID and want to link the object to an existing Objects Authority record Mimsy XG displays a Pop Up List of existing ID Numbers You must select one to continue If the list has no entries then Mimsy XG cannot find any similar ID Numbers to the one you have entered After you select an object from the list or retype the Entry ID Mimsy XG uses the data from the linked Objects Authority record to update the rest of the object fields Add Exhibition Object Details To enter venues for a specific object ww v v cw cw Click in the Venues field in the child section Open the Venues Flexi fields Click or TAB into the Venue field Select Record Create Record from the menu or press F6 Enter a name OR Select Field Pop Up List from the menu or press F9 for a list of venues entered in the Parent section of the record NOTE if a venue has not been entered for the overall loan it cannot be attached to the object Repeat as necessary To enter a venue for a single object then copy that venue to every object attached to the exhibition or loan ww v v v Click in the Venues field in the child section Op
22. gt Click in the row where you want to remove the criterion gt Press the CLEAR ROW button To remove all search criteria from the Search Builder gt Press the CLEAR ALL button Recent Search List To re run a recent search gt Ifnotalready on screen open the Advanced Search Form gt Under Recent Searches click on the search you want to run 9 Recent searches 3 1 CATALOGUE CATEGOR like cost and 3 2 CATALOGUE CATEGOR 1 like cost and 3 3 CATALOGUE CATEGORY1 soundex cost and 3 4 EXHIBITIONS DATE1 exists and Recent Search gt Mimsy XG automatically enters your search criteria in the Search Builder gt Runthe query Save A Search To save a recent search gt Ifthe search is not already displayed in the Search Builder click on the grey button to the left of the search you wish to save gt Mimsy XG automatically enters your search criteria in the Search Builder gt Click the SAVE CRITERIA button 13 8 CHAPTER 13 ADVANCED SEARCHES Field Operator Criteria CATALOGUE CATEGORY1 contains Y cost and v CATALOGUE CONDITION equals g00d and v K CATALOGUE CULTURE equals American and v X CATALOGUE HOME LOCATION contains sgatlerysc land v Add another Clear row Clear all Save criteria Run Cancel Save Recent Search gt The Name
23. ww v v v Drag the Activity object to the Create New option within the correct Object Specific Activity gt Release the mouse button 21 7 CHAPTER 21 ACTIVITY MANAGER The Object Specific Activity Record window displays Your System Administrator configures the fields that display in this window Complete the data fields to create a new Object Specific Activity record Click OK Confirmation message with number of records processed appears Create Multiple Object Specific Activity Records To create a several Condition Conservation Damage Location Loss or Valuation Activity records at one time global add ww v cw v v v v vw wv Click on an Activity record in the Activity List section the pane on left side Click on an Activity object record in the Object Set section the grid Hold the SHIFT key down Use the DOWN ARROW key or PAGE DOWN key to select the appropriate Activity object records Release the SHIFT key Place the cursor on any highlighted area of the grid Hold the left mouse button down Drag the objects to the Create New option within Object Specific Activity Release the mouse button The Quick Add Object Specific Activity Record window displays Your System Administrator configures the fields that display in this window Complete the data fields to create a new Object Specific Activity record Click OK Confirmation message with number of records processed appears
24. 10 1 CHAPTER 10 DATA ENTRY TOOLS Pop Up Lists To help you control your terminology and facilitate searching each data field in Mimsy XG may have an associated Pop Up List You may select a term from a Pop Up List and it will automatically pop into the field without having to type it Pop Up Lists make data entry faster and more accurate You may restrict users to these terms or override them if you have appropriate privileges The Legal Status field in the Objects Authority is one of many fields that contain pre built Pop Up Lists The contents of these pre built Pop Up Lists are based on an extensive analysis of the terms most frequently used to document collections and reflect the de facto standards currently used in the field To display a field s Pop Up List gt Move your cursor to the field gt Select Field Pop Up List from the menu or press F9 or click the Pop Up List button on the toolbar If the field s Pop Up List has been configured a list of available terms for that data field will display If there are no terms associated with the Pop Up List it s empty a message displays There is no list assigned to this field To add terms to an empty list see your System Administrator Filter A Pop Up List You are able to narrow down a Pop Up List to a subset of terms To open a List displaying a subset terms While in the forms enter a partial term with or without wildcards Highlight the field
25. MEDIA FIELD NAME gt EXAMPLE MEDIA LOCATOR In the People Authority when data is entered into the Death Date field a record is death date activity TEXT APPENDIX 3 TEXT APPENDIX Text Text Value ae automatically entered in the PEOPLE_DATES table with the Activity equal to this value entry incoming number note entry incoming number type entry temporary number note entry temporary number type Original source number recorded upon entry In the Entry Activity incoming objects may already have an associated number When this number is entered into the Incoming ID field and the record is linked to the Object Authority a new record is added to the Other Numbers table with a NOTE equal to this value Works in conjunction with entry incoming number type source number In the Entry Activity incoming objects may already have an associated number When this number is entered into the Incoming ID field and the record is linked to the Object Authority a new record is added to the Other Numbers table with a TYPE equal to this value Works in conjunction with entry incoming number note Temporary number assigned upon entry In the Entry Activity incoming objects are given a temporary number When this number is entered into the Temp ID field and the record is linked to the Object Authority a new record is added to the Other Numbers table with a NOTE equal to this value Works i
26. Select Tools Action Manager or press the Action Button or SHIFT F2 Click on the Action to delete you can only delete your own actions Press SHIFT F6 ww v v v Answer the delete prompt 16 5 CHAPTER 16 ACTIONS INSTRUCTIONS NOTES Modify an Action To make changes to an existing Action gt Display the Action gt Click in the field to be changed gt Click SAVE Button or press F10 Instructions Instructions maintain on going information about how an object or activity is to be handled or maintained Use instructions to store information such as packing details for shipping an object or the fact that something may be hazardous due to lead or radiation Instructions may be private seen only be the user who creates them or public available to any user Instruction Manager The Instruction Manager is divided into two sections summary and details The summary section on the left displays an overview existing instructions The detail section on the right contains the more specific information View Instructions Instructions may be viewed by record or by record set records retrieved in current search or displayed in current open group When there is information for multiple records the Regarding field contains identifying information indicating to which record the instruction applies To view Instructions gt Select Tools Instructions from the menu or press the Instruction Button or press CTRL ALT
27. TABLE NAME TAXONOMY_PEOPLE NVARKEY TABLE NAME TAXONOMY_PLACES TAXVARKEY PARENT OR CHILD TABLE CHILD Link Using TAXONOMY_ITEMS MKEY to CATALOGUE MKEY TAXONOMY_ITEMS SPECKEY to TAXONOMY SPECKEY TAXONOMY_ITEMS TAXVARKEY to TAXONOMY_VARIATIONS PARENT OR CHILD TABLE CHILD Link Using TAXONOMY_MEASUREMENTS SPECKEY to TAXONOMY PARENT OR CHILD TABLE CHILD Link Using TAXONOMY_MEDIA MEDIAKEY to MEDIA MEDIAKEY TAXONOMY_MEDIA SPECKEY to TAXONOMY SPECKEY TAXONOMY_MEDIA TAXVARKEY to TAXONOMY_VARIATIONS PARENT OR CHILD TABLE CHILD Link Using TAXONOMY_PEOPLE LINK_ID to PEOPLE LINK_ID TAXONOMY_PEOPLE NVARKEY to PEOPLE_VARIATIONS TAXONOMY_PEOPLE SPECKEY to TAXONOMY SPECKEY TAXONOMY_PEOPLE TAXVARKEY to TAXONOMY_VARIATIONS TAXVARKEY PARENT OR CHILD TABLE CHILD Link Using TAXONOMY_PLACES PLACEKEY to PLACES PLACEKEY TAXONOMY_PLACES PLACEVARKEY to PLACE_VARIATIONS Link Appendix 47 LINK APPENDIX PLACEKEY TABLE NAME TAXONOMY_PUBLICATIONS TAXONOMY_VARIATIONS TABLE NAME TAXONOMY_SITES TAXVARKEY TABLE NAME TAXONOMY_SUBJECTS TAXONOMY_VARIATIONS TABLE NAME TAXONOMY_TERMS TAXVARKEY TAXONOMY_PLACES SPECKEY to TAXONOMY SPECKEY TAXONOMY_PLACES TAXVARKEY to TAXONOMY_VARIATIONS TAXVARKEY PARENT OR CHILD TABLE CHILD Link Using TAXONOMY_PUBLICATIONS PKEY to PUBLICATIONS PKEY TAXONOMY_PUBLICATIONS SPECKEY to TAXONOMY SPECKEY TAXONOMY_PUBLICATIONS TAXVARKEY to TAXVARKEY PARENT
28. Taxonomy Thesaurus and Vessels the Link Places Flexi Fields may be linked to the Places Authority If you are in any of the above fields use the Places Browser to create an explicit link to a Places Authority record Creating a link to the Places Authority enables users to search on broader place terms and retrieve any records linked to narrower areas For example searching for the broader term United Kingdom returns records To link a record to the Places Authority Open the Linked Places Flexi Field Select Record Create Flexi Record or press F6 or F12 Enter the place name or select it from the Places Browser Select COPY TERM or COPY HIERARCHY Note both buttons have the same function for entry into child fields OR gt Press Link to Set to link the Place Authority record to all records in the record set Thesaurus Browser The Thesaurus Browser is a visual representation of records in the Thesaurus Authority In the Link Terms Flexi Fields use the Thesaurus Browser to create a link between the Thesaurus Authority and the current record In all other fields Materials Description Note etc the Thesaurus Browser can be used as a reference tool to look up spelling and verify term use 10 12 CHAPTER 10 DATA ENTRY TOOLS Search in Art amp Architecture Thesaurus Materials materials Search for cor Ten Run Functions Cor Ten steel TM gt gt Art amp Architecture Thesaurus Materials
29. gt Ifa user should be allowed to edit the records check the flag field beside their logon If the flag field is not checked the user will be able to see the records but have no ability to update the records gt Click OK gt Click on a record in the Group Members section the grid NOTE you may select multiple records at a time by holding the SHIFT key as you select the records Hold the left mouse button down Drag the record to the correct group folder Release the mouse button ww v v v Click OK To delete a Security Group gt Select Tools Security Groups gt Click on the Group Name gt Press SHIFT F6 To modify the users allowed to edit the records in the Security Group 30 56 CHAPTER 30 SYSTEM ADMINISTRATION Select Tools Record Level Security The Security Group Manager Opens Click the lever to the left of the Security Group folder A list of Security Groups displays Double click on the Group for which you will modify user access Click the Edit Member List button v v cw v v vw cw Check or Uncheck the flag fields beside the user logons to grant or revoke access To revoke the ability to for Manager level users to create Security Groups Manager level users are the only users who may create Security Groups Since we do not recommend modifying the 4 roles that are installed with the default system MANAGER STAFF STAFF_PLUS and VIEWALL we suggest that you create a new Manag
30. lt unit3 gt field in the Objects Authority acquisition other number note Changed from to on by In the Acquisition Activity users may backspace over the ID Number and enter a new value When this happens a new record is added to the Other Numbers table with a Note equal to this value The user editing the value is appended to the end of the string acquisition other number type birth date activity previous number In the Acquisition Activity users may backspace over the ID Number and enter a new value When this happens a new record is added to the Other Numbers table with a Type equal to this value date of birth In the People Authority when data is entered into the Birth Date field a record is automatically entered in the TEXT APPENDIX 1 TEXT APPENDIX Text Text Value S PEOPLE_DATES table with the Activity equal to this value Browser id field catalogue In the Media Viewer a single field displays under each image At the time of installation this field defaults to the main identifier for the Parent record e g in Objects the ID Number displays This setting allows the System Administrator to substitute a single field from the Media table or the from the linked Media table as a substitute for the thumbnail caption When this alternate field is null or missing the normal ID Number is listed instead The setting takes on of the two the following formats MEDIA lt
31. v Item Dates vj Item Descriptions v Item Names vj Item Usage v Items Events v Items Facilities v Items Media v Items Owners vi All OK cancer Duplicate Child Fields gt Check any entries that should be copied to the new record If you are duplicating multiple records MXG automatically defaults to the last set of checked child tables To select all tables at one time check the ALL flag You may uncheck any tables you do NOT want copied gt A message displays asking for the new ID Number Name etc for the copied record This field is called the identifier gt Enter the new identifier for the record gt Click OK or press ENTER All of the data in the Anchor fields and the selected child tables will be copied to the new record e At the time of installation all Parent fields are included in the record l duplication You may configure the duplication to ignore certain Parent fields e g Description To make these changes contact your System Administrator Change the Identifier When you copy a record the cursor will remain in the identifying field for the record Depending where you are in the system the identifying field varies For example in the Objects Authority the identifying field is the ID Number in the People Authority the identifying field is the Preferred Name 10 26 CHAPTER 10 DATA ENTRY TOOLS For duplicated records Mimsy XG will append dupe at
32. As part of this validation process one of three actions will occur Exact Match If there is only 1 matching record gt Mimsy XG links the two records to each other automatically No messages display and the user may continue to enter data in the rest of the record Multiple Matches If there are multiple matching records gt Mimsy XG displays a list of the matching values You will select a match from the list No Match If there is no matching record Mimsy XG uses the first 3 characters entered to look for close matches After you click OK to acknowledge the message Mimsy XG displays a Pop Up List of values or a Browser with hierarchical data listing any records where the first 3 characters are the same as the entry you have entered If there are no near matches a message reading The List contains no entries displays Name Brief Bio Einstadt Harry 7 Einstein Ann 6 2 CHAPTER 6 LINKING AUTHORITY RECORDS Validation Matches This list of close matches is displayed in order for the user to verify that the value has not been mistyped or exists in a slightly different format i e last name with initials If the value is truly not in the list click CANCEL to indicate that the term is not one of the ones listed If the validation process has not yielded a match at this point and you are not linking to a hierarchical Authority Mimsy XG prompts you to create a new Authority record mm Einstein
33. Button to add the field s to the Sort column gt Theright column displays the Sort fields 11 4 CHAPTER 11 SEARCH CONCEPTS amp Avanced sort The sort defaults to A Z To change the sort direction to Z A click the sort field ng ID Number Change Sort Direction Click OK or press ENTER Run a query to return the records in sorted order To change the order of sort fields use the and V buttons Once you add an Advanced Sort the sort will stay active for the duration of your Mimsy XG session or until it is removed whichever happens first Remove Advanced Sort To remove a Sort Select Search Apply Remove Sort from the menu or press CTRL ALT F8 Click on the field in the right column to remove You may select more than one field at a time by holding the CTRL key as you click on your selections Click the Button to remove the field s from the Sort column Click OK or press ENTER 11 5 CHAPTER 11 SEARCH CONCEPTS Record Count The number of Parent records retrieved by a query is automatically displayed in the Count field in the Toolbar Child Count The number of child records retrieved by a query may be displayed to the right of an Anchor Field Tag between the Field Tag and the Field itself This count may be turned on or off The count option selected activates when a query is run To turn Child Count on or off gt Select Search Child Counts On
34. Cancel Search from the menu note this only works when in Form View OR gt Press SHIFT F7 note this only works when in Form View OR gt Ifyou are in Advanced Search click the CANCEL button Mimsy XG displays the following message gt Your Search has been canceled gt Click the OK Button The query will be canceled and you will be returned to the form There is no way to cancel a query once the query has begun you have pressed F8 clicked the SEARCH button or selected Search Run Search from the menu Advanced Search Examples Although this chapter may use a particular Activity or Authority to illustrate an Advanced Search the same search features and functionality exist for Advanced Searches regardless of what module the queries are run in Equal To Equal To finds data where values match exactly EXAMPLE find all objects with an inscription that is a signature 13 10 CHAPTER 13 ADVANCED SEARCHES CURRENT LOCATION C CURRENT VALUATION C DATE COLLECTED 7 DATE MADE 9 CI INSCRIPTIONS 3 Description 3 Inscriber 3 Inscription 3 Inscription Number D Language b OK Cancel D Location 2 3 Method 3 Note G Script 3 Sort 3 Translation D Transliteration 3 Type Advanced Query Field for Inscription Type within the Catalogue folder Field Operator Criteria INSCRIPTIONS INSCRIPTION TYPE equals v signature and v Equal To Advanced Sea
35. Check the Allow Insert flag if the user can update an empty field Ignore When Duping Check the Ignore When Duplicating flag to suppress the copying of a parent field to the new record when the Record Duplicate functionality is accessed Validate Value Check the Validate Value Flag to restrict users to entering values in a field that exist in the field s Pop Up List Single Value Check the Single Value Flag to indicate that semicolons should not be used to parse strings into multiple values List Name The List Name identifies which Pop Up List is used for the field The List Name will either contain the default list reference another field s list or hold the name of a special system list Special System lists are managed in Special Lists section of the System Module If a 30 16 CHAPTER 30 SYSTEM ADMINISTRATION field does not have any Pop Up List entries this field will be blank but will automatically be updated when the first term in the Pop Up List is added Default Lists If a field is configured to use the default list the List Name will reflect the Table Name and Database Field Name for the field An example of a field using a default list is the Object Type field in the Catalogue table Manage Sav on a Properties List Values Help Table CATALOGUE X X 10_NUMEER ID Number i Position 3 xla
36. Date Made and the ESCRIPTION Description if Title is empty Object Name is used If Maker is empty Collector is used DISPLAY_MATERIALS_STRIP_ none DISPLAY_MATERIALS_STRIP list controls a list of DESCRIPTOR values LIST that should be ignored when building the Materials anchor display string from the Physical Descriptors child table If no values are entered and the TABLE_PROPERTIES Validator for PHYSICAL_DESCRIPTORS display materials flat ALL BY DESCRIPTOR or display materials flat ALL BY STEP Use only if the Table Properties Validator for Physical_Descriptors is not set to create the Materials Anchor field to a closed list of value DISPLAY MEASUREMENTS S none DISPLAY MEASUREMENTS STRIP list controls a list of TRIP LIST PART MEASURED values that should be ignored when building the Measurements anchor display string from the Measurements child table If no values are entered and the TABLE PROPERTIES Validator for MEASUREMENTS display measurements ALL BY PART MEASURED or display measurements ALL BY STEP Use only if the Table Properties Validator for Measurements is not set to create the Measurements Anchor field to a closed list of value DISPLAY SITE MEASUREME none DISPLAY SITE MEASUREMENTS STRIP list controls a list of NTS STRIP LIST PART MEASURED values that should be ignored when building the Measurements anchor display string from the Measurements child table If no values are entered and the TABLE PROPE
37. Drag and Drop disable media linking 30 4 INDEX Duplicate Event Names 4 11 Duplicate Field 10 27 Duplicate Record 10 25 Edit Record 3 2 Edit Records 2 7 Element 30 22 Entry Activity 22 2 add group 20 8 add group using Activity Manager 20 8 add one record 20 7 Data entry procedure 22 9 definition 1 4 Future Deposits 22 2 generate receipt number 22 3 group using Activity Manager 21 9 link to activities 22 4 unique receipt number 22 3 Equal To See Searching Event Components 4 11 Event Variations 4 10 Events Authority 4 10 definition 1 2 Exhibition Activity add group 20 8 add one record 20 7 definition 1 5 link to loans 26 2 26 4 venues 26 3 Exhibitions link to Authorities 26 4 Exhibitions Activity 26 2 Data entry procedure 26 6 reserve objects 26 5 Exists See Searching Expand Field 10 28 Export Data See Grid View export from Facilities Authority 4 23 4 26 definition 1 2 Facility Sub Levels 4 24 Facilities Browser 10 17 10 20 Fees configure reproduction fees 29 3 30 59 Field Alignment 10 29 Field Height 30 21 Field Help 2 19 Field Order 2 9 Field Validation See Validation Find text in record 10 28 Find and Replace 10 30 Flexi Fields close 2 9 open 2 9 Flexi Fields Fields 2 9 Free Text See Searching Future Location Change 17 12 Global Update 10 6 restrict use 30 4 Greater Than lt gt See Searching Greater Than or Equal To See Searching Grid Height
38. FILTERED then the usernames to see the Groups that contain the term Current Set When you open the Group Manager the entry for Current Set holds the record set from the last query run prior to opening the Group Manager 8 5 CHAPTER 8 GROUPS Current Set roup 9 Objects WILLO Current Set If you move between folders clicking the Current Set link will refresh the Group Members section with the records in the current query and refresh the record count Create a Group Folder Inside the Group Folder The Create a Group folder may be clicked to begin building a new group For more information on creating groups refer to the Create A Group in Group Manager section later in this chapter Current Set Group 9 Objects o WILLO E Create a Group n Remove Item Group Members Current Set The records in the Current Set or open Group are listed in the upper right corner of the window The data in this display is read only and cannot be edited Decorative Arts 35 Selectal Delete all ID Number Category APPLIED AND DECORATIVE Victorian Chest of Drawers APPLIED AND DECORATIVE Revival Style Music Stand APPLIED AND DECORATIVE Painted Trunk APPLIED AND DECORATIVE Empire Lift Top Commode APPLIED AND DECORATIVE Late Victorian Bowfront Dre APPLIED AND DECORATIVE Paneled Wardrobe APPLIED AND DECORATIVE Colonial Revival Sideboard Current Group Members Current Set
39. Navigate to the related Group P Drag to corresponding objects onto the Loan Add One Object Objects may also be added to the Activity record one by one gt Click in the Child section of the record or press F5 gt Select Record Create Record from the menu or press F6 to add an object to the loan gt Once you move by clicking or tabbing past the ID Number field Mimsy XG checks to see if the ID Number has already been assigned to an Objects Authority record gt Ifnoalert message appears it means Mimsy XG has linked the object to the existing Objects Authority record Mimsy XG uses the data from the linked Objects Authority record to enter an object summary in the Description field the Description field updates when the record is saved and refreshed gt Inall other cases the following message displays Entry ID does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to select an existing ID Number gt IFYOUCLICK YES 26 16 CHAPTER 26 LOANS AND EXHIBITIONS You will be using an unlinked object The information will be available in the Activity but not in other areas of the system Continue adding loan details for the Object IF YOU CLICK NO Answering NO means that you have mistyped the Entry ID and
40. TAXVARKEY PARENT OR CHILD TABLE CHILD Link Using SITES MEDIA MEDIAKEY to MEDIA MEDIAKEY SITES MEDIA SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITES PEOPLE LINK ID to PEOPLE LINK ID SITES PEOPLE NVARKEY to PEOPLE VARIATIONS NVARKEY SITES PEOPLE SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITES PLACES PLACEKEY to PLACES PLACEKEY SITES PLACES PLACEVARKEY to PLACE VARIATIONS PLACEKEY SITES PLACES SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITES PUBLICATIONS PKEY to PUBLICATIONS PKEY SITES PUBLICATIONS SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITES SUBJECTS SKEY to SITES SKEY SITES SUBJECTS SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE CHILD Link Using SITES TAXONOMY SKEY to SITES SKEY SITES TAXONOMY SPECKEY to TAXONOMY SPECKEY SITES TAXONOMY TAXVARKEY to TAXONOMY VARIATIONS Link Appendix 43 LINK APPENDIX TABLE NAME SITES_TERMS THESVARKEY SUBJECTS AUTHORITY TABLE NAME SUBJECTS TABLE NAME RELATED_SUBJECTS TABLE NAME SUBJECTS_EVENTS TABLE NAME SUBJECTS_FACILITIES TABLE NAME SUBJECTS_ITEMS TABLE NAME PARENT OR CHILD TABLE CHILD Link Using SITES TERMS CLASS ID to THESAURUS CLASS ID SITES TERMS SKEY to SITES SKEY SITES TERMS THESVARKEY to THESAURUS VARIATIONS PARENT OR CHILD TABLE PARENT Link Using PARENT OR CHILD TABLE CHILD Link Using RELATED SUBJECTS RELATED SUBKEY to SUBJ
41. The female nudes reveal the continuing inspiration of Michelangelo s sculpture such as the Dawn and Night from the Medici tombs in Florence But what is ES M Record Summary Double clicking on the ID Number in the Record Summary closes Group Manager and opens the corresponding Object Authority record Create a Group in Group Manager To create a group of Authority records in Group Manager gt Click the Create a Group folder You may also drag a selection of records onto the Create a Group folder and drop them onto the folder gt The Group Preferences window displays gt Click the Module radio button identifying the Group Type which Authority records it will contain gt Name the Group gt Click the PRIVATE flag if this Group should only be available to the person who created it gt Click OK or press ENTER The new Group displays in the Group List If you dragged and dropped records onto the Create a Group folder they will have been added to the group automatically CHAPTER 8 GROUPS Add Records to a Group in Group Manager Records may be added to a Group one at a time or in clusters A record is added to a Group by dragging it from the Current Set folder and dropping it into another folder in Group Manager Add One Record to a Group in Group Manager To add a record to a Group in the Group Manager Click on a record in the Group Members section the grid Hold the left mouse button dow
42. Use the Insurance Flag to specify whether the record describes an Insurance Policy or an Indemnity Policy If the flag is checked the record represents insurance data If it is unchecked it represents indemnity data Insured By The Insured By Pop Up List is automatically generated from the People Authority where the Insurer Flag is checked Insurer Y Insured By Contact The Pop Up List for Contacts depends on the name entered into the Insured By field The list is automatically generated from the contacts entered for the person or organization in People Authority in the Addresses Flexi Fields Within the Contacts Flexi fields entries with the Active flag checked will appear in the pop up list Those entries that do not have this flag checked will not appear HINT if there are no contact names in the Pop Up List refresh the Activity record and use the Link Ledger to move to the People Authority record Enter the new contact data so that it will be added to the Contacts Pop Up List Address Auto fill When you select a Contact from the Pop Up List the associated address if one exists will automatically be entered in the Address field You may manually update this field if you choose Any edits made to the Address field in Insurance Indemnity will not be reflected in the associated Contact record in the People Authority Value The Pop Up List for the Value field is generated from the Valuation Activity records entered for the obj
43. amp Related Objects Records may be related to each other in many ways some may be similar objects others members of the same collection or set Use Mimsy XG to establish relationships between records In this chapter you will learn how to Enter Unnumbered Components Add Object Accessories Create Record Hierarchies Relate Objects How components accessories and related objects are catalogued depends on institutional practice What is considered an accessory at one museum may be catalogued as an object at another There is no one right way to enter data Input the information in a manner that supports the way you need to manage the collection 7 1 CHAPTER 7 COMPONENTS ACCESSORIES amp RELATED OBJECTS Components Components are any loose pieces of an object that do not receive their own ID Numbers What is considered a component at one museum may be an accessioned object at another The definition is flexible and should reflect the practices in use at your institution Examples of components may be multiple pieces of a single sculpture miniatures in a dollhouse or beads on a necklace Condition Location amp Value of Components The location condition and conservation treatments associated with components may be recorded in the Activities Accessories Accessories are items that are used for the display and transport of objects An accessory may be affiliated with a specific object or ma
44. coratifs Translation Window gt Click OK gt Repeat as needed Reports Mimsy XG is designed to automatically load the Crystal Viewer and run reports selected from the Reports Menu To activate this functionality you must link reports into the system and configure the pfile to specify where the Crystal Reports Viewer is installed To link a report gt Select Manage Reports from the menu to open the Report window 30 41 CHAPTER 30 SYSTEM ADMINISTRATION Manage View Archives wj Report Name Acquisitions By Date Range Table ACQUISITIONS Sub menu Acquisitions By Date Range Report Type CR Acquisitions By Reference Number File CAMedialReports AccessionedltemsbyDateRange All rpt Acquisitions By Status Parameters Gift Agreement Label Folder By Acquisition Number Noto Label Slide Label for Approved Acquisitions ID Categ Label Slide Label for Approved Acquisitions ID Materi Close Save Add Report Delete Report Copy to Report Window gt Click ADD REPORT button to create the new report entry gt Using the dropdown menus choose a View and a Module where the report will be accessible gt Inthe Report Name field enter the report name that should appear in XG s Reports menu This entry may have spaces gt Reports may be organized into folders accessed from the Reports menu EXAMPLE exhibition labels
45. details in the detail section Actions By Current Record Select the Actions By Record option to view any open or completed actions attached to a single record Open actions are any actions without a Date Complete value Completed actions are any actions with a Date Complete value Actions By Current Set When you have a group open or have queried for a set of records select the Actions By Set option to view any open or completed Actions for all of the records Open Actions are any Actions without a Date Complete value Completed Actions are any actions with a Date Complete value My Actions Selecting My Actions displays any open Action assigned to you even if you do not have the corresponding record s on screen or in the current set Open Actions are any Actions 16 3 CHAPTER 16 ACTIONS INSTRUCTIONS NOTES without a Date Complete value Actions will NOT display if they have been completed Complete Date field filled in All Open Selecting All Actions displays any open Actions even if you do not have the corresponding record on screen s or in the current set Open Actions are any Actions without a Date Complete value Actions will NOT display if they have been completed Complete Date field filled in Due By Use the Due By filter in combination with any other Action filter to retrieve a list of open Actions that must be completed by a given date Open Actions are any Actions without a Date Complete value Enter a New
46. gt Drag the Horizontal Scroll Bar to the right until the desired field is displayed Backward Field by Field To move backward through fields in the Grid gt Press SHIFT TAB OR gt Drag the Horizontal Scroll Bar to the left until the desired field is displayed Moving Through Records Forward Record by Record To move forward one record CHAPTER 9 USING GRID VIEW gt Use the Forward Button to move forward OR gt Usethe down arrow key OR gt Select Record Next Record from the menu Backward Record by Record To move backward one record gt Use the Backward Button OR Use the up arrow key OR gt Select Record Previous Record from the menu Moving Through Screens Forward Screen by Screen To move forward screen by screen gt Press PAGE DOWN key OR gt Dragthe Vertical Scroll Bar down Backward Screen by Screen To move backward screen by screen gt Press PAGE UP key OR gt Pull Vertical Scroll bar up Moving to First Record Last Record You can easily move to the first or last record in the Grid Moving through the records in this manner helps you quickly see the scope of the information displayed Forward to Last Record To move forward to the last record in the set gt Select Record Last Record from the menu OR gt Use the Last Record button to move forward OR gt Press CTRL END 9 5 CHAPTER 9 USING GRID VIEW Backward to First Record To move to the first record
47. gt gt Chordata Vertebrata Aves Passeriformes Muscica EI Vertebrata Terpsiphone viridis gt gt Chordata Vertebrata Aves Passeriformes Muscica Agnatha Terrapene gt gt Chordata Vertebrata Reptilia Anapsida Chelonia Cryptodira Amphibia Terrapene carolina gt gt Chordata Vertebrata Reptilia Anapsida Chelonia Ci Aves Tersiphone gt gt Chordata Vertebrata Aves Passeriformes Muscicapidae Branchiostoma Tersiphone viridis gt gt Chordata Vertebrata Aves Passeriformes Muscicap v Gnathostomata I il gt Term List Right Pane Clicking on a term in the Taxonomy List automatically opens the tree to the corresponding term and displays the definition of the term in the Term Definition pane Taxonomy Definition When you click on a term in the Tree a summary of the record information displays in the Taxonomy Definition pane 10 22 CHAPTER 10 DATA ENTRY TOOLS Scientific Name Terrapene carolina Common Name Eastern box turtle Parent Chordata Vertebrata Reptilia Anapsida Chelonia Cryptodira Testudinoidea Emydidae Terrapene Level Name Species Source Linnaeus 1758 Source Date 1758 Reference Number 500 67 Description Subspecies of a group of hinge shelled turtles native to the Eastern seaboard of the United States The t carolina has a high domed shell with a dark brown or black background and variagated yellow or orange spots Males have red eyes while femailes ha
48. key order by id prefix CONSERVATION id sortl id sort2 id sort4 id sort id sort amp DAMAGE DISPATCH DISPOSALS ENTRY EXHIBITIONS INSTRUCTIONS INSURANCE LOANS LOCATION MEDIA NOTES PEOPLE REPRODUCTION RIGHTS ALUATION Entry Sort cose Save AddLedgerEnty Delete Ledger Entry Ledger Setup All ledger code is written using the same model select Authorities rootnode people gtype p link id tblkey PUBLIC owner c record_type c name title O kv from people p items people all c where p link id c link id and c MKEY key order by c record type p sort name The first portion of the statement identifies the module name and linking keys This part of the code should never be changed select Authorities rootnode people gtype p link id tblkey PPUBLIC owner The second part of the statement identifies the field string to display in the ledger c relationship c name title The above statement may be adjusted to include any fields you wish Please keep in mind that the ledger is limited in width and long strings will require the user to scroll to see the full value The remaining portion of the statement identifies the parent table and the linked child table where values are drawn from and how those tables are linked This portion of the code should never be changed 0 kv from people p items people all c where p link id c link id and c MKEY key 30 31
49. no Authority specific features in the Subject Authority that require additional documentation Duplicate Subjects The Facilities Authority accepts duplicate subjects If a duplicate subject is entered Mimsy XG displays a message alerting the user to the fact 4 25 CHAPTER 4 USING AUTHORITIES Utilitarianism is in use Is this a different record Candidate Y Subject Utilitarianism Category World Literature Philosophy and Religion Sub Category Ethics Description In ethics the theory that the rightness or wrongness of an action is determined by its usefulness in bringing about the most happiness of all those affected by it Utilitarianism is a form of consequentialism which advocates that those actions are right which bring about the most good overall Jeremy Bentham identified good consequences with pleasure which is measured in terms of intensity duration certainty propinquity fecundity purity and extent John Stuart Mill argued that pleasures differ in quality as well as quantity and that the highest good involves the highest quality as well as quantity of pleasure Herbert Spencer developed an evolutionary utilitarian ethics in which the principles of ethical living are based on the evolutionary changes of organic development G E Moore in his Principia Ethica 1903 presented a version of utilitarianism in which he rejected the traditional equating of good with pleasure Later in the 20th cent ver
50. ranging from candle and ice cream making to visiting the general store and the PEI Agricultural Heritage Museum Witness the blacksmith at work or stroll through the gardens and have a picnic outside the old schoolhouse or by a scenic look off to the beautiful Orwell Bay Summer Hours Open daily until October 12 10 00 a m 5 30 p m Admission Adult 7 50 Student 5 Family 20 Contact Info Phone 802 651 8510 Fax 902 368 6608 Email tom isn net Duplicate Facility Name Alert To stop data entry and delete the newest record gt Click YES To continue data entry on the new record with the same facility name gt Click NO Facility Levels and Buildings The Mimsy XG Facility Authority provides two methods to describe relationships among and within buildings For example a Long Term Storage Unit may be comprised of five smaller buildings These smaller buildings in turn may have three floors each The connections between these locations may be entered as a hierarchy or as component location levels When to Use Levels The Facility Levels Flexi Fields under the Facility Name field define all of the sub levels within a facility Managing facility definitions in this flexi field may be most efficient if you simply want to record a list of buildings rooms and shelves without any additional data When to Use a Hierarchy The Facility Authority contains a Broader Levels field This field is used to
51. specimen labels folder labels etc If you want to organize reports in this manner enter the folder submenu where the report will be accessed in the Submenu field Leave the field empty if all reports should be accessed from the root Report menu gt Inthe Report Type field enter the code that matches your pfile txt entry for Crystal Reports This is usually CR or RPT NOTE The Report Type value must correspond to an entry in the PFILE EXAMPLE in the PFILE most sites have an entry for CR CR C Program Files Willoughby CRViewer CRModule exe lt filename gt xg REPORT REPORT This means the report will open in MXG using the Crystal Runtime Viewer If the Report Type has no matching entry then the machine uses the executable associated with the file extension gt Inthe File field press F9 to open a File browser window Navigate to the report gt Ifyou wish you may add a sub menu If you do the report and all others with this sub menu will appear beneath the submenu term gt Press the save button and exit the Admin Module To delete a report 30 42 CHAPTER 30 SYSTEM ADMINISTRATION v v v v v v w cw Using the dropdown menus choose the View and a Module where the report is currently active In the left column click the Report Name to be deleted Click the DELETE REPORT button To copy a report Highlight the report to copy Click COPY TO Select the view s to which you wish to copy the doc
52. v NOTE Note Element Tag ITEM NAME v OWNER Owner Child Grid CATALOGUE ITEM NAMES v CONDITION Condition El Create Child 7 Close Save New Copy properties Select all De select all Object Name in Entry Activity References a Default List Once fields are configured to reference another list adding a new Pop Up List term to any of the lists automatically updates the lists for the other fields System Lists Certain fields use a system generated Pop Up List System Lists are typically used when it is more appropriate to generate a Pop Up List based on data already held in the system For example for the Maker field in the Object Authority the Pop Up List is automatically built using the Names flagged as Makers in the People Authority Pop Up Lists All fields in Mimsy XG have a Pop Up List Terms may be added or removed from the list at any time To modify a Pop Up List gt If the window is not already open select Manage View Properties to open the View Properties form gt Click the List Values Radio button at the top of the View Properties screen Manage Save View default Properties List Values Help Table CATALOGUE e List Values Radio Button 30 19 CHAPTER 30 SYSTEM ADMINISTRATION Manage Save View deraut zl D Properties List Values Help Table CATALOGUE x
53. ww v v cw cw Click OK Events Authority The Events Authority manages data about any happening that is related to your institution or collections Events may range from lectures sponsored by your institution to a political election to the eruption of a volcano Events may also be linked to each other to create a virtual timeline Events that occur at the museum such as tours or lectures may be linked to the People records of the individual docents or staff members in charge of the event Event Variations Event variations are pseudonyms aliases or alternate names for an event Event Name Black Thursday Variation Note Variation type Black Thursday preferred term Stock Market Crash of 1929 web term le il zal Name Variations Since all event validation is performed against the Events Variations listed for a record we recommend entering the preferred Event as a variation as well as in the Event field Event variations may also hold historical terms alternate spellings or alternate languages any variation that a researcher might use when looking for the event Event Components There are some events that may be broken into smaller units Some museums may wish to create an Event Authority record for each stage or phase of the event others prefer to create a single Event Authority record For example The Olympic Games is an ongoing event held at set intervals Some consider each Olympic Games as a distinct indi
54. you that no records have been found 12 1 CHAPTER 12 BASIC SEARCHING When to Run a Basic Search Use a Basic Search to search one or more Anchor fields when there is only one criterion applied to each field gt Find all Objects Authority records where the Materials field contains porcelain AND the Category Decorative Arts gt Findall Loan Activity records where the Institution Graham Gallery AND the End Date is after January 1 2020 gt Find all of the People Authority records where the Source flag is set to Y You will use Advanced Searches to search Flexi Fields Link Ledgers and Grids Run a Basic Search Basic Searches are performed using three steps put the screens in Search Mode enter search criteria and run the search NOTE some Basic searches require the use of the hash mark The hash mark is used with any string search which includes a symbol lt gt lt gt or with searches using explicit text operators IN NOT To query the database using a Basic Search gt Select Search Basic Search or press F7 or click the Search Button gt Enter the Search Criteria Use wildcards 96 as needed gt Runthe query by selecting Search Run Search or press F8 or click the Run Button gt A message displays reading Fetching X records with a progress bar If you wish to cancel the search at this point click CANCEL otherwise wait for the records to be returned gt The ret
55. 30 23 Grid View change column width 9 6 change row height 9 6 create new record in 9 7 export 9 3 open 9 2 rearrange columns 9 6 return to record from 9 2 Group Manager 8 3 8 13 add random records to group 8 9 add records to group 8 9 close Group Manager 8 12 create group 8 8 delete records from group 8 11 display group 8 12 remove records from group 8 10 8 11 search for group 8 12 Group Menu work with group menu 8 15 Groups 8 3 See Group Menu See Group Manager add to an activity 8 10 8 15 add to an authority 8 16 create in Media Browser 15 7 delete record from 8 2 open a group 8 13 private or public 8 2 Hazard Activity add new record 19 2 Hazards Activity add group using Activity Manager 20 8 add using Activity Manager 21 8 21 9 Help 2 18 Help Desk Number 2 19 Help Desk Web Form 2 19 online help website 2 19 procedural help 2 19 Help Files add your own 30 24 Hierarchy See Record Hierarchy See Record Hierarchy Hierarchy Browser See Also Places Authority Places Browser ID Number 4 2 auto generated 4 4 last number assigned 4 3 ID Numbers Assign Accession Numbers 23 4 ID Sort Fields 4 8 Image Browser view larger file 15 10 Images display order 5 6 image formats 5 2 linking images 5 7 linking images to records 5 11 linking to larger files 5 10 Number needed 5 2 thumbnails selecting primary image 5 5 5 6 upload from Excel 5 9 where they are stored 5 3 Info Fie
56. Advanced Searches example of is one of 13 15 Advanced Searches example of not equal to 13 12 Advanced Searches explanation of form 13 2 Advanced Searches how to build 13 6 Advanced Searches open 13 2 Advanced Searches run a saved search 13 9 alternate fields 11 3 AND searches 11 9 Basic Searches how to run 12 2 Basic Searches when to run 12 2 between 11 7 between Basic Search example 12 5 cancel a search 13 10 cancel search 11 4 contains 11 7 contains Basic Search example 12 3 count only 11 6 does not equal 11 7 Index 4 INDEX does not exist 11 8 equal to 11 6 equal to Basic Search example 12 3 exists 11 8 free text 11 8 greater than 11 7 greater than or equal to 11 7 greater than or equal to Basic Search example 12 4 greater than Basic Search example 12 4 is empty 11 8 is not empty 11 8 is not null Basic Search example 12 6 is not one of 11 8 is null Basic Search example 12 6 is one of 11 8 less than 11 7 less than or equal to 11 7 less than or equal to Basic Search example 12 5 less than Basic Search example 12 5 logical operators 11 8 11 10 no records found 12 2 not equal to 11 7 not equal to Basic search example 12 4 NOT searches 11 9 11 10 OR searches 11 9 11 10 relational operators 11 6 11 8 re run last search 12 3 saved searches 13 3 13 8 Security See Privileges See Privileges Sequences 30 30 Site Authority latitude longitude 4 19 measu
57. Albert does not exist in the authority file Do you wish to add it Create New Authority Prompt If you click NO Mimsy XG returns you to the field where you must delete what you had entered and add a different value or leave the field blank For validation fields you cannot enter a value in a field without a corresponding record in the Authority If you are linking to a hierarchical Authority Thesaurus Taxonomy or Place the only way to create a link is to exit the current record add the Authority term then return to your record and create the link For links to the People Authority there are 2 additional prompts is this record for an individual and would you like to add an address Link to Objects Authority All Authorities have Linked Objects Fields This is the only section of a record where links to the Objects Authority are created To link a record to the Objects Authority gt Click the Linked Objects field tag gt Type an ID Number OR gt If known enter a partial ID Number with wildcards Highlight the string Select Field Pop Up List from the menu or press F9 Select an ID Number from the list Link to Events All Authorities have Linked Events Fields This is the only section of a record where links to the Event Authority are created CHAPTER 6 LINKING AUTHORITY RECORDS To link a record to the Event Authority gt Click the Linked Events field tag gt Select Fiel
58. By list in the Audit child record to records that appear in the Audit By fields in the parent record To configure List Name AUDIT BY SPLIT List Fields NULL AUDITS AUDIT BY List SQL select null kv term1 null t2 from table xgviews splitv select audit by from audits where audkey extras order by upper term1 Then assign the following to the List Name for AUDIT ITEMS AUDIT BY List Name Appendix 2 LIST NAME APPENDIX AUDIT BY SPLIT lt AUDKEY gt List Name Appendix 3 TEXT APPENDIX Text Appendix decimal character Text Text Value ine Controls the decimal character used to display values May also be set to a comma acquisition legal status acquisition rejected legal status PERMANENT COLLECTION Used with System Settings REJECTED ACQUISITION Used with System Settings measurement display format vessel measurement display format LOA x BEAM x DRAFT loan legal status LOAN lUsed with System Settings loan rejected legal status LOAN REJECTED Used with System Settings disposal legal status IDEACCESSION ED Used with System Settings Controls the format of the LWL DISPLACEMENT measurements string used to update the Measurements field in the Vessels Authority part measured Controls the format of the lt dimension1 gt unit1 x measurements string used to lt dimension2 gt lt unit2 gt x update the Measurements lt dimension3 gt
59. CHILD Link Using MAKERS VESSELS LINK ID to PEOPLE LINK ID MAKERS VESSELS NVARKEY to PEOPLE VARIATIONS NVARKEY MAKERS VESSELS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using OWNERS VESSELS LINK ID to PEOPLE LINK ID OWNERS VESSELS NVARKEY to PEOPLE VARIATIONS NVARKEY OWNERS VESSELS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using PEOPLE VESSELS LINK ID to PEOPLE LINK ID PEOPLE VESSELS NVARKEY to PEOPLE VARIATIONS NVARKEY PEOPLE VESSELS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using PLACES VESSELS PLACEKEY to PLACES PLACEKEY PLACES VESSELS VBKEY to VESSELS VBKEY Link Appendix 52 LINK APPENDIX TABLE NAME PUBLICATIONS VESSELS TABLE NAME SITES_VESSELS TABLE NAME SUBJECTS_VESSELS TABLE NAME TAXONOMY_VESSELS TABLE NAME TERMS_VESSELS TABLE NAME COLLECTORS_VESSELS NVARKEY PARENT OR CHILD TABLE CHILD Link Using PUBLICATIONS VESSELS PKEY to PUBLICATIONS PKEY PUBLICATIONS VESSELS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using SITES VESSELS SKEY to SITES SKEY SITES VESSELS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using SUBJECTS VESSELS SUBKEY to SUBJECTS SUBKEY SUBJECTS VESSELS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS VBKEY to TAXONOMY VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using TERMS VESSELS CLASS ID to THESAURUS CLASS ID TERMS VESSELS VBKEY
60. F2 OR gt Inthe Link Ledger navigate to Instructions folder inside the Other Folder Double click on the Instruction NOTE if there are no Instructions for record the Other Folder will not appear on the Link Ledger Clicking on an Instruction in the summary section automatically displays the corresponding details in the detail section Instructions By Record Select the Record option to view any Instructions attached to a single record Instructions By Set When you have a group open or have queried for a set of records select the Instructions By Set option to view Instructions for all of the records Enter a New Instruction To create a new Instruction gt Select Tools Instruction or press the Instruction Button or press CTRL ALT F2 16 6 CHAPTER 16 ACTIONS INSTRUCTIONS NOTES Click the NEW INSTRUCTION Button or press F6 NOTE If the form is blank you must explicitly create a new Instruction The record will NOT be saved if you immediately begin typing in the blank form Enter the appropriate data Click the PRIVATE flag if this Instruction should only be available to the person who created it Click SAVE INSTRUCTION Button or press F10 To add an Instruction to multiple records The Activity Manager may be used to assign an Instruction to several objects at one time For more information on the Activity Manager refer to the Activity Manager chapter of this manual gt Select Tools Act
61. FIELD FROM THE MEDIA TABLE gt or i lt FIELD FROM THE MEDIA LINK CHILD gt For example to display the PORTION field from the ITEMS_MEDIA record you would set the system setting to i PORTION To display the Media ID you would set it to MEDIA MEDIA ID You may use combinations of the above ie MEDIA MEDIA ID i PORTION as long as each field is preceded by the appropriate alias MEDIA or i and the columns exist TEXT APPENDIX 2 TEXT APPENDIX Text Text Value keeping in mind of course that the display area is not large so short field values are better viewing wise This can be important when you have multiple images linked to the same object record representing different aspects of the whole For example it allows you to display the portion text rather than the ID number for print portfolios that have 1 catalogue record but multiple images representing each sheet within the series Otherwise every image would list the object id and you wouldn t be able to tell which sheet each image represents In the Media Viewer in the details section two fields display The first field defaults to Media Media Id At time of installation the second field defaults to Media Caption Browser media field catalogue This setting allows the System Administrator to substitute Media Caption with an alternate field from the Media table To display an alternate field you would set it to
62. Field Validation and Field Height for each view It also controls the tags for XML exports 30 11 CHAPTER 30 SYSTEM ADMINISTRATION Manage Save View Archives X Properties List Values Help Table ACCESSORIES vj V ACCESSORY Alt Forms Position g P A Ret v QUANTITY Quantity Field Tag Note B v LOCATION Location Field Type Text x 7 LOCATION DATE Location Date Required v CONDITION Condition Checkbox Radio Values v CONDITION DATE Condition Date Default Value v STEP Sort Virtual Field CAN Hota Actual Field x Allow Edit Allow Insert v Ignore when Duping Validate Value Single Value List Name Special Validator Valid Range Info Field Field Height 3 Text Case Mixed Case X Search Module Objects v IIL Also Search Publish Element Tag No Child Grid Create Child Display Child as Grid Child Grid Height zd Child Form Hainht z iZ TE o IRI EI l r Close Save New Copyproperties Selectall De selectall View Properties Each view is accessed using the dropdown list in the upper left corner Once a view is selected you will identify which table contains the fields that will be configured This is done using the table dropdown
63. Field to type the Broader Classification Term Click OK OR gt Select Tools Hierarchy Browsers Thesaurus Browser from the menu or press F9 to open the Thesaurus Browser gt Navigate through the terms in the Thesaurus Browser gt Click on the appropriate term gt Click COPY TERM or COPY HIERARCHY Both the COPY TERM and COPY HIERARCHY buttons link the term and its related terms to the current record The System Administrator controls the display format for the Term field term only or term plus hierarchy and regardless of which button pressed the terms appear in the default format the next time the fields are accessed To break a link to a Broader Term Click or TAB into the Broader Term Field Hit the DELETE key on your keyboard Select File Save or press F10 ww v v v Refresh the record Record Refresh Record or press F5 Once the record is refreshed the hierarchy will reflect the changed link 4 33 CHAPTER 4 USING AUTHORITIES Terms Changing Over Time Occasionally terms in the Thesaurus are modified or a new preferred term is chosen If you manually change a term from a published Thesaurus like the AAT be sure to click the Modified flag field Modifications to the record may be recorded in the History field Records whose Modified flag fields are checked will not be overwritten when newer versions of the AAT are loaded into Mimsy XG Should you wish to replace a preferred term in the
64. James Allan James Thomson v iv OUT 2001 7 National Gallery of Art Lindsley Hand 2601 National i v Ej v OUT 2004 2 Museum of London Ryan Reynolds v v OUT1999 17 National Gallery of Art Amber Combs Transaction Activity Grid View To return to Form View gt Click the Grey Button to the left of the corresponding object The screen returns to Form View and displays the object and any related Activity records Child Section The child section of the record is at the bottom It contains the individual objects associated with the Activity The Child section defaults to Form view but may be changed to Grid View LOAN ITEMS 4l 4 5 9 Object vi81243 Description D jeuner sur l Herbe Claude Monet 1885 1886 Linked vj Status pending Status Date 2001 10 18 Venues Loan Date 2001 12 09 Due Date 2001 12 12 Date Returned Transaction Activity Child Section in Form View Objects do NOT have to exist in the Objects Authority to be attached to a record If you click in the Child section of the record the Link Ledger displays any links to the specific activity record media documents other activities etc When the Link Ledger is active for the Parent section the Information Field displays the identifying data for the object Information Child Section Active To change the Child section to Grid View 20 4 CHAPTER 20 TRANSACTION ACTIVITIES
65. Man Jersey Luxembourg Macedonia Malta Place London Monaco Alternate 1 Greater London Northern Europe ESI j Portugal i Level Number 12 Romania ma Broader Place Europe United Kingdom England Russian Federation Political Name Y San Marino Geographic Name Y Serbia and Montenegro Guide Term N Slovakia Slovak Republic Modified N Spain 3 Description London is the capital of the United Kingdom Svalbard amp Jan Mayen Islands and of England and with over seven million inhabitants is Ef United Kingdom the second most populous conurbation in Europe From England being Londinium the capital of Roman Britannia it rose to Bath become the centre of the British Empire and to contribute Ipswitch today 17 of the GDP of the world s fourth largest Staffordshire economy London has been one of the world s most m Stourbridge Ld important centres of commerce and politics for almost two 7 Sudbury City of London Suffolk London Surrey ey London X Copy Term Copy Hierarchy C Use variation Link Reset Close Places Hierarchy Browser Search in Search for The Search in and Search for fields are used to indicate where you are in the tree and to search for values If you are clicking on Place terms in the tree the Search in field displays a text version of the Places hierarchy Search in Europe United Kingdom England London Searc
66. NAME VESSELS PLACES COLLECTED TABLE NAME VESSELS PLACES MADE TABLE NAME VESSELS PUBLICATIONS TABLE NAME VESSELS SITES TABLE NAME VESSELS SUBJECTS Link Using VESSELS PEOPLE LINK ID to PEOPLE LINK ID VESSELS PEOPLE NVARKEY to PEOPLE VARIATIONS NVARKEY VESSELS PEOPLE VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS PLACES PLACEKEY to PLACES PLACEKEY VESSELS PLACES VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS PLACES COLLECTED PLACEKEY to PLACES PLACEKEY VESSELS PLACES COLLECTED VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS PLACES MADE PLACEKEY to PLACES PLACEKEY VESSELS PLACES MADE VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS PUBLICATIONS PKEY to PUBLICATIONS PKEY VESSELS PUBLICATIONS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS SITES SKEY to SITES SKEY VESSELS SITES VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS SUBJECTS SUBKEY to SUBJECTS SUBKEY VESSELS SUBJECTS VBKEY to VESSELS VBKEY Link Appendix 58 LINK APPENDIX TABLE NAME VESSELS_TAXONOMY TABLE NAME VESSELS_TERMS PARENT OR CHILD TABLE CHILD Link Using VESSELS TAXONOMY SPECKEY to TAXONOMY SPECKEY VESSELS TAXONOMY VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS TERMS CLASS ID to THESAURUS CLASS ID VESSELS TERMS VBKEY to VESSELS VB
67. Name is used If Maker is empty Collector is used EXHIBIT ITEM CONFLICT ST CONFLICT Works in conjunction with EXHIBIT ITEM RESERVED and ATUS LOAN ITEM RESERVED When a single object is attached to two different exhibitions with conflicting dates and the status of the object is set to the value in EXHIBIT ITEM RESERVED STATUS the Status field in the child section is updated to this setting NOTE this is designed to alert the user to the fact that the object is already reserved EXHIBIT ITEM IGNORE STA canceled Works in conjunction with EXHIBIT ITEM RESERVED and TUS LOAN ITEM RESERVED When a single object is attached to two different exhibitions and the system checks for conflicts objects with this child status are ignored This is designed to ignore canceled or rejected exhibition items during the conflict check EXHIBIT ITEM RESERVED S under consideration When the Status field in the child section of an Exhibition Activity TATUS contains this value users who attach the object to a different exhibition with conflicting dates and assign the same status to the item receive a warning message FACILITIES FORMATTED ST M1 2 V3 pes the admin to format the facilities hierarchy string as desired RING FLEXI CREATE DELETE CREATE DELETE same as parent setting same as parent F6 and the Record New options are used to insert child records If setting F12 and Record Create Flexi Record are
68. Number field gt Select Field Pop Up List from the menu or press F9 e To configure an auto generated Receipt Number for use in the Entry Activity modify the List Name for the Receipt Number in the View 1 Properties for in the Entry table This value may be reset each year so that the ID Numbers assigned always contain the 4 digit year and the sequential number EXAMPLE 2003 1 Depositor Contact The Pop Up List for Contacts depends on the name entered into the Depositor field The list is automatically generated from the contacts entered for the person or organization in People Authority in the Contacts Addresses Flexi Fields Within the Contacts Flexi fields entries with the Active flag checked will appear in the pop up list Those entries that do not have this flag checked will not appear 22 3 CHAPTER 22 ENTRY HINT if there are no contact names in the Pop Up List refresh the Activity record and use the Link Ledger to move to the People Authority record Enter the new contact data so that it will be added to the Contacts Pop Up List Address Auto fill The Pop Up List for the Address field is generated from the Contacts listed for the Depositor in the People Authority Link to Transaction Activity Mimsy XG distinguishes between the physical deposit of objects and the Transaction Activity associated with their arrival Since Entry is often used for the initial processing of objects you have the option to link the E
69. Number values Auto Generated Vessel ID Number Mimsy XG may be configured to assign a sequential Vessel ID Number in a user defined format You are not required to use an auto generated Vessel ID Number and may enter an alternate Vessel ID Number value if you prefer e To assign a sequential number to the objects in your collection modify the List Name for the Vessel ID Number in the Objects table in the View l Properties This data default may be reset each year so that the Vessel ID Numbers assigned always contain the 4 digit year and the sequential number EXAMPLE BIO 2003 1 Date Made Mimsy XG uses a custom algorithm to parse certain Date Made values into the Earliest and Latest Year values Date Made Flexi Fields Identifying earliest year and latest year values increases the accuracy of searches since you may define a date range when the object may 4 27 CHAPTER 4 USING AUTHORITIES have been manufactured Values of Date Made such as c 1900 499 Century and pre 1800 may be more accurately described as earliest year and latest year ranges Maker Collector The Maker and Collector fields validate against the People Authority The Maker field Pop Up List is automatically generated from all records in the People Authority where the Maker flag is checked The Collector field Pop Up List is automatically generated from all records in the People Authority where the Collector flag is checked Entering Name Qualif
70. OR CHILD TABLE CHILD TAXONOMY SITES SKEY to SITES SKEY TAXONOMY SITES SPECKEY to TAXONOMY SPECKEY TAXONOMY_SITES TAXVARKEY to TAXONOMY_VARIATIONS PARENT OR CHILD TABLE CHILD Link Using TAXONOMY_SUBJECTS SPECKEY to TAXONOMY SPECKEY TAXONOMY_SUBJECTS SUBKEY to SUBJECTS SUBKEY TAXONOMY_SUBJECTS TAXVARKEY to TAXVARKEY PARENT OR CHILD TABLE CHILD Link Using TAXONOMY_TERMS CLASS ID to THESAURUS CLASS ID TAXONOMY TERMS SPECKEY to TAXONOMY SPECKEY TAXONOMY TERMS TAXVARKEY to TAXONOMY VARIATIONS TAXONOMY TERMS THESVARKEY to THESAURUS VARIATIONS THESVARKEY Link Appendix 48 LINK APPENDIX TABLE NAME TAXONOMY_VARIATIONS THESAURUS AUTHORITY TABLE NAME THESAURUS TABLE NAME RELATED_TERMS TABLE NAME TERMS_EVENTS TABLE NAME TERMS_FACILITIES TABLE NAME TERMS_ITEMS THESVARKEY PARENT OR CHILD TABLE CHILD Link Using TAXONOMY_VARIATIONS SPECKEY to TAXONOMY SPECKEY PARENT OR CHILD TABLE PARENT Link Using PARENT OR CHILD TABLE CHILD Link Using RELATED TERMS CLASS ID to THESAURUS CLASS ID RELATED TERMS RELRECKEY to THESAURUS CLASS ID PARENT OR CHILD TABLE CHILD Link Using TERMS EVENTS CLASS ID to THESAURUS CLASS ID TERMS EVENTS THESVARKEY to THESAURUS VARIATIONS TERMS EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using TERMS FACILITIES CLASS ID to THESAURUS CLASS ID TERMS FACILITIES LOCKEY to FACILITIES LOCKEY TERMS FACILITIES THESVARKEY to THESAURUS VARIAT
71. Objects Authority record to update the rest of the object fields Add Final Acquisition Details Once objects have arrived on site complete final data entry gt Move to the Acquisition Activity Assign a permanent ID Number to the object by backspacing over the Temp ID value This updates the number in the Objects Authority as well Enter the Accession Date NOTE if for some reason an unlinked object has not been transferred into the Objects Authority at this point entering the Accession Date creates an Objects Authority record for the object Change the Status field in the Parent section of the record to closed to make the entire record read only Begin with Object Authority The following instructions assume that the user begins the acquisition process from the Object Authority Create the Object Authority Record s gt gt gt Select Authorities Objects Select Record Create Record from the menu Record or press F6 Enter an ID Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number Set the Legal Status ACQUISITION CANDIDATE or similar term Select File Save or press F10 or click the SAVE icon Repeat as needed Create Acquisition Activity gt v v v v Select Tools Activity Manager or press the Activity Manager icon Open the Acquisitions folder Drag the object s onto the Create New option Enter the appropriate fields on
72. Once you move by clicking or tabbing past the ID Number field Mimsy XG checks to see if the ID Number has already been assigned to an Objects Authority record If no alert message appears it means Mimsy XG has linked the object to the existing Objects Authority record Mimsy XG uses the data from the linked Objects 29 4 CHAPTER 29 REPRODUCTION REQUEST ACTIVITY Authority record to enter an object summary in the Description field the Description field updates when the record is saved and refreshed gt Inallother cases the following message displays Entry ID does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to select an existing ID Number gt IFYOUCLICK YES You will be using an unlinked object The information will be available in the Activity but not in other areas of the system Continue adding order details for the reproduction gt IF YOU CLICK NO Answering NO means that you have mistyped the Entry ID and want to link the object to an existing Objects Authority record Mimsy XG displays a Pop Up List of existing ID Numbers You must select one to continue If the list has no entries then Mimsy XG cannot find any similar ID Numbers to the one you have entered After you select an object from the list
73. PARENT OR CHILD TABLE CHILD Link Using SUBJECTS TAXONOMY SPECKEY to TAXONOMY SPECKEY SUBJECTS TAXONOMY SUBKEY to SUBJECTS SUBKEY SUBJECTS TAXONOMY TAXVARKEY to TAXVARKEY Link Appendix 45 LINK APPENDIX TABLE NAME SUBJECTS_TERMS TAXONOMY AUTHORITY TABLE NAME TAXONOMY TABLE NAME RELATED_TAXONOMY TABLE NAME TAXONOMY_DESCRIPTORS TABLE NAME TAXONOMY_EVENTS TABLE NAME TAXONOMY_FACILITIES PARENT OR CHILD TABLE CHILD Link Using SUBJECTS TERMS CLASS ID to THESAURUS CLASS ID SUBJECTS TERMS SUBKEY to SUBJECTS SUBKEY SUBJECTS TERMS THESVARKEY to THESAURUS VARIATIONS THESVARKEY PARENT OR CHILD TABLE PARENT Link Using PARENT OR CHILD TABLE CHILD Link Using RELATED TAXONOMY RELRECKEY to TAXONOMY SPECKEY RELATED TAXONOMY SPECKEY to TAXONOMY SPECKEY PARENT OR CHILD TABLE CHILD Link Using TAXONOMY DESCRIPTORS SPECKEY to TAXONOMY SPECKEY PARENT OR CHILD TABLE CHILD Link Using TAXONOMY EVENTS SPECKEY to TAXONOMY SPECKEY TAXONOMY EVENTS TAXVARKEY to TAXONOMY VARIATIONS TAXVARKEY TAXONOMY EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using TAXONOMY FACILITIES LOCKEY to FACILITIES LOCKEY TAXONOMY FACILITIES SPECKEY to TAXONOMY SPECKEY TAXONOMY FACILITIES TAXVARKEY to Link Appendix 46 LINK APPENDIX TAXONOMY_VARIATIONS TABLE NAME TAXONOMY_ITEMS TAXVARKEY TABLE NAME TAXONOMY_MEASUREMENTS SPECKEY TABLE NAME TAXONOMY_MEDIA TAXVARKEY
74. Prompt Box asking if you want to save your changes before exiting If you want to save your changes before exiting click YES to this prompt If you want to exit without saving your changes click NO NOTE Until you explicitly save your record the information you have entered onto the screens is NOT saved WE STRONGLY RECOMMEND THAT YOU SAVE YOUR CHANGES AFTER EACH RECORD Global Adding Mass Updating There are two ways to create Object Specific Activity records for several records at one time Copy to Set and the Activity Manager Use Global Adding Mass Updating when you want to apply the same Activity record to multiple Objects Authority records Before you can create records through Global Adding you must query for the objects in the Parent section of the record Copy to Set In order for Copy to Set to work you must either query for a set of records OR display a group of records gt Click in the Child section of any record gt Select Record Create Record from the menu or press F6 to create a new Activity record gt Enter the Activity details 17 6 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES gt Select File Save from the menu or press F10 or the SAVE button gt Select Record Copy to Set from the menu or press CTRL F4 or the COPY SET button gt AMessage displays reading Do you wish to use the current records as the model for the group records gt Click YES gt Mimsy XG displays the foll
75. REPRODUCTION_FEES RREQKEY to REPRODUCTIONS RREQKEY PARENT OR CHILD TABLE CHILD Link Using REPRODUCTION_ITEM_FEES RREQITMKEY to REPRODUCTIONS RREQITMKEY REPRODUCTION_ITEM_FEES RREQKEY to REPRODUCTIONS PARENT OR CHILD TABLE CHILD Link Using REPRODUCTION_ITEMS RREQKEY to REPRODUCTIONS REPRODUCTION_ ITEMS REFKEY to MEDIA MEDIAKEY where RECORD TYPE media REPRODUCTION ITEMS REFKEY to CATALOGUE M ID where RECORD TYPE object SITES AUTHORITY TABLE NAME SITES TABLE NAME RELATED SITES TABLE NAME SITE COLLECTIONS PARENT OR CHILD TABLE PARENT Link Using PARENT OR CHILD TABLE CHILD Link Using RELATED SITES RELATEDSKEY to SITES SKEY RELATED SITES RELRECKEY to SITES SKEY RELATED SITES SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITE COLLECTIONS SKEY to SITES SKEY Link Appendix 40 LINK APPENDIX TABLE NAME SITE_COMPONENTS TABLE NAME SITE_COORDINATES TABLE NAME SITE_CULTURES TABLE NAME SITE_DATES TABLE NAME SITE_EXCAVATIONS TABLE NAME SITE_FEATURES TABLE NAME SITE_MAPS TABLE NAME SITE MEASUREMENTS PARENT OR CHILD TABLE CHILD Link Using SITE COMPONENTS SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITE COORDINATES SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITE CULTURES SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITE DATES SKEY to SITES SKEY SITE DATES TIMEKEY to TIME
76. Records Each of the Object Specific Activities has a folder in the Activities Manager Within each of these folders is a Create New folder When objects are dragged onto the Create New folder Mimsy XG displays a Quick Add form for the Object Specific Activity Users may complete the form and Mimsy XG uses the information to create a new Activity for one or more objects e The fields displayed during the Object Specific record creation are configured in the System Module To change the field set for a given l Activity modify the QUICK ADD ACTIONS QUICK ADD CONDITION QUICK ADD CONSERVATION QUICK ADD DAMAGE QUICK ADD HAZARD QUICK ADD LOCATION QUICK ADD LOSS or QUICK ADD VALUE System Settings in the System Module Object Specific Activities Actions Instructions Notes Object Specific Activity Records may be created for one object at a time or for several objects at once An Object Specific Activity is created for records by dragging it from one Transaction Activity folder and dropping it onto an Object Specific Activity folder Actions Instructions Notes and Rights are created the same way Create One Object Specific Activity Record To create a single Condition Conservation Damage Location Loss or Valuation Activity record Click on an Activity record in the Activity List section the pane on left side Click on an Activity object record in the Object Set section the grid Hold the left mouse button down
77. START Date entered into the License End Date field must be the same as or after the corresponding License Start date gt LICENSE START VALUATION DATE Date entered into the Next Valuation field must be the same as or after the corresponding Valuation Date date gt DEINSTALL START Date entered into the Deinstall End Date field must be the same as or after the corresponding Deinstall Start date Valid Range Appendix 1 LINK APPENDIX Link Appendix ACTION REQUEST ACTIVITY TABLE NAME ACTION_REQUEST TABLE NAME ACTION_REQUEST_ITEMS ACTREQKEY where TABLE_NAME ACQUSITION ACTIVITY TABLE NAME ACQUISITIONS TABLE NAME ACQUISITION_ITEMS TABLE NAME ACQUISITION_SOURCES NVARKEY TABLE NAME PARENT OR CHILD TABLE PARENT PARENT OR CHILD TABLE CHILD Link Using ACTION_REQUEST ACTREQKEY to ACTION_REQUEST_ITEMS ACTION_REQUEST_ITEMS TABLE_KEY to MEDIA MEDIAKEY where TABLE_NAME MEDIA ACTION_REQUEST_ITEMS TABLE_KEY to CATALOGUE M_ID CATALOGUE PARENT OR CHILD TABLE PARENT PARENT OR CHILD TABLE CHILD Link Using ACQUISITION ITEMS AKEY to ACQUISITIONS AKEY ACQUISITION ITEMS M ID to CATALOGUE M ID PARENT OR CHILD TABLE CHILD Link Using ACQUISITION SOURCES AKEY to ACQUISITIONS AKEY ACQUISITION SOURCES LINK ID to PEOPLE LINK ID ACQUISITION SOURCES NVARKEY to PEOPLE VARIATIONS PARENT OR CHILD TABLE Link Appendix 1 LINK APPENDIX ACQU
78. Search window displays Enter a name for the saved search Po C9 cama Name Search Enter a name for the search Click OK The Public Search message displays v v v v Click YES to share the search with other users OR click NO to keep the search private NOTE the search displays in the Saved Searches List the next time you begin a MXG session log out and back in Run A Saved Search To re run a saved search gt If not already on screen open the Advance Search form gt Under Saved Searches click on the search you wish to run Saved Searches Cave Paintings Imaging Research p Decorative Arts Date Search Load a Recent Search gt Mimsy XG automatically enters your search criteria in the Search Builder 13 9 CHAPTER 13 ADVANCED SEARCHES gt Runthe search HINT if you would like to share your search with other users contact your System Administrator The Search can be added to the Public Searches configuration in the System Module Delete a Saved Search To delete a saved search Under the Saved Searches Heading click on a search Press SHIFT F6 OR right click on the search and choose DELETE from the menu list ww v cw v Mimsy XG displays the following message Are you sure you want to delete this record gt Click the YES button Stopping a Query If you want to stop the query before records are returned gt Select Search
79. Select Field Pop Up List from the menu or press F9 ww v v v The list opens with a subset of matching list terms To search for a term within an open Pop Up List gt Open the list gt TAB or click in the blank term field gt Begin typing the term Entering the first few letters of a term will filter the list for matching strings As you type more letters the number of selections in the list narrows NOTE wildcard searching is not active once a Pop Up List is open 10 2 CHAPTER 10 DATA ENTRY TOOLS Calendar To access a calendar in any field gt Select Tools Calendar or press CTRL D The calendar display is controlled by the LOCALE setting in the PFILE For multilingual installations you should add LOCALE parameters to the PFILE TXT to equate a language abbreviation with the appropriate locale setting so that the months etc display properly For example to add locales for Canadian English and Canadian French you would enter into the PFILE LOCALE ENGzen CA and on a separate line LOCALE FRA fr CA The first must be the lowercase abbreviation of the language name ISO 639 and the second part must be an uppercase abbreviation of the country ISO 3166 Entering Accented Characters Accented characters from the ANSI and ASCII extended character sets may be entered into Mimsy XG using the corresponding code for the characters To enter using the ANSII and ASCII keystroke equivalents gt Click in
80. Status default value If the Type is loan Mimsy XG enters a default Legal Status of LOAN If the Type is acquisition Mimsy XG enters a default Legal Status of ACQUISITION CANDIDATE To change the values entered in the Legal Status field when the Type is set to Acquisition or Loan modify the ENTRY LEGAL STATUS ACQUISITION and l ENTRY LEGAL STATUS LOAN System Settings in the System Module Creation of Object Activity Records The child section in the Entry Activity is linked to the Location Condition and Value Activities Adding data in these fields automatically creates corresponding Activity records for the object NOTE Activity records will be created when the Linked Flag is checked Reconciling Objects The Entry Activity often contains information about objects that may be attached as unlinked objects in existing Transaction Activity records When these objects do arrive you will reconcile them with existing Activity records Reconciliation links an entry object to the Activity record describing why it is here To use the Object Reconciler gt Inthe Entry ID Field select Field Pop Up List from the menu or press F9 gt The Object Reconciler displays gt Navigate to the Activity Folder with the object you have just received gt Click the Reconcile button to link the entry object to the corresponding object attached to the Activity NOTE the reason that reconciliation is not automatic is to
81. TABLE NAME FACILITIES TERMS TABLE NAME FACILITIES VESSELS TABLE NAME FACILITY LEVELS TABLE NAME RELATED FACILITIES GROUPS TABLE NAME GROUPS PARENT OR CHILD TABLE CHILD Link Using FACILITIES TAXONOMY LOCKEY to FACILITIES LOCKEY FACILITIES TAXONOMY SPECKEY to TAXONOMY SPECKEY FACILITIES TAXONOMY TAXVARKEY to TAXVARKEY PARENT OR CHILD TABLE CHILD Link Using FACILITIES TERMS CLASS ID to THESAURUS CLASS ID FACILITIES TERMS THESVARKEY to THESAURUS VARIATIONS THESVARKEY FACILITIES TERMSLOCKEY to FACILITIES LOCKEY PARENT OR CHILD TABLE CHILD Link Using FACILITIES VESSELS LOCKEY to FACILITIES LOCKEY FACILITIES VESSELS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using FACILITY LEVELS LOCKEY to FACILITIES LOCKEY PARENT OR CHILD TABLE CHILD Link Using RELATED FACILITIES LOCKEY to FACILITIES LOCKEY RELATED FACILITIES RELRECKEY to FACILITIES LOCKEY PARENT OR CHILD TABLE PARENT Link Appendix 18 LINK APPENDIX TABLE NAME GROUP_MEMBERS group the M_ID HAZARD ACTIVITY TABLE NAME HAZARD TABLE NAME HAZARD_ACTIONS TABLE NAME HAZARD_RATINGS INSURANCE ACTIVITY TABLE NAME INSURANCE TABLE NAME INSURANCE_ITEMS PARENT OR CHILD TABLE CHILD Link Using GROUP_MEMBERS TABLE_KEY to PRIMARY KEY for table where was created EXAMPLE Object Authority groups are linked on People groups are linked on the LINK_ID PARENT OR CHILD TABLE PARENT
82. TABLE NAME LOANS_INSURANCE TABLE NAME LOANS_LINKS TABLE NAME LOANS_LOCATION LOAN_ITEM_VENUES LKEY to LOANS LKEY PARENT OR CHILD TABLE CHILD Link Using LOAN_ITEMS LKEY to LOANS LKEY LOAN_ITEMS M_ID to CATALOGUE M_ID PARENT OR CHILD TABLE CHILD Link Using LOAN_VENUES LINK_ID to PEOPLE LINK_ID LOAN_VENUES LKEY to LOANS LKEY PARENT OR CHILD TABLE CHILD Link Using LOANS CONSERVATION CONSKEY to CONSERVATION CONSKEY LOANS CONSERVATION LITMKEY to LOAN ITEM LITMKEY LOANS CONSERVATION LKEY to LOANS LKEY PARENT OR CHILD TABLE CHILD Link Using LOANS INSURANCE INSKEY to INSURANCE INSKEY LOANS INSURANCE LITMKEY to LOAN ITEM LITMKEY LOANS INSURANCE LKEY to LOANS LKEY PARENT OR CHILD TABLE CHILD Link Using LOANS LINKS LKEY to LOANS LKEY PARENT OR CHILD TABLE CHILD Link Using LOANS LOCATION LITMKEY to LOAN ITEM LITMKEY LOANS LOCATION LKEY to LOANS LKEY LOANS LOCATION LOC ID to LOCATION LOC ID Link Appendix 21 LINK APPENDIX TABLE NAME LOANS_MEDIA TABLE NAME LOANS_REPRODUCTION RREQKEY LOCATION ACTIVITY TABLE NAME LOCATION TABLE NAME LOCATION_MEDIA LOSS ACTIVITY TABLE NAME LOSS PARENT OR CHILD TABLE CHILD Link Using LOANS MEDIA LITMKEY to LOAN ITEM LITMKEY LOANS MEDIA LKEY to LOANS LKEY LOANS MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE CHILD Link Using LOANS REPRODUCTION LITMKEY to LOAN ITEM LITMKEY LOANS REPRODUCTION LKEY to LOANS
83. TERMS_TAXONOMY TAXVARKEY TABLE NAME THESAURUS_DESCRIPTORS TABLE NAME THESAURUS_VARIATIONS VALUE ACTIVITY TABLE NAME VALUATION TABLE NAME TERMS_SITES THESVARKEY to THESAURUS_VARIATIONS PARENT OR CHILD TABLE CHILD Link Using TERMS SUBJECTS CLASS ID to THESAURUS CLASS ID TERMS SUBJECTS SUBKEY to SUBJECTS SUBKEY TERMS SUBJECTS THESVARKEY to THESAURUS VARIATIONS THESVARKEY PARENT OR CHILD TABLE CHILD Link Using TERMS TAXONOMY CLASS ID to THESAURUS CLASS ID TERMS TAXONOMY SPECKEY to TAXONOMY SPECKEY TERMS TAXONOMY TAXVARKEY to TAXONOMY VARIATIONS TERMS TAXONOMY THESVARKEY to THESAURUS VARIATIONS THESVARKEY PARENT OR CHILD TABLE CHILD Link Using THESAURUS DESCRIPTORS CLASS ID to THESAURUS CLASS ID PARENT OR CHILD TABLE CHILD Link Using THESAURUS VARIATIONS CLASS ID to THESAURUS CLASS ID PARENT OR CHILD TABLE PARENT Link Using VALUATION M ID to CATALOGUE M ID PARENT OR CHILD TABLE Link Appendix 51 LINK APPENDIX VALUATION_MEDIA VESSELS AUTHORITY TABLE NAME VESSELS TABLE NAME MAKERS_VESSELS TABLE NAME OWNERS_VESSELS TABLE NAME PEOPLE_VESSELS TABLE NAME PLACES VESSELS CHILD Link Using VALUATION MEDIA M ID to CATALOGUE M ID VALUATION MEDIA MEDIAKEY to MEDIA MEDIAKEY VALUATION MEDIA TRANS ID to VALUATION TRANS ID PARENT OR CHILD TABLE PARENT Link Using VESSELS M ID to CATALOGUE M ID VESSELS PARENT KEY to VESSELS VBKEY PARENT OR CHILD TABLE
84. The email functionality uses the following rule the value s from ACTION BY are compared to the PEOPLE VARIATIONS VARIATION field for a match If a match is found The PEOPLE record is checked for a PEOPLE CONTACTS record where EMAIL is not null and ACTIVE Y If that is found then that e mail address is substituted for the original ACTION BY name If a match is not found at any point the original ACTION BY value is used ACTIVITY CLOSED LIST closed Not in use Formerly called ACTIVITY CLOSED ALLOW VARIATION SELECTI NO TABLE Entries identify whether variations are acceptable entry values System Setting Appendix 1 SYSTEM SETTING APPENDIX Setting Value at Time setting of Installation ON_LIST when linking to a hierarchical structure Acceptable entries are THESAURUS PLACES and TAXONOMY AUDIT_CLOSED_LIST closed When the Status field in the Parent section of an Audit Activity contains one of these values the record becomes read only and does not appear in Activity Manager In 1 4 and below this held a single term and was called AUDIT CLOSED AUDIT ITEM FOUND located When the Found flag is checked for an audit item and the Verified flag is checked a new Location Activity record is created The Inventory Status field on the Location Activity record is updated with this value AUDIT ITEM NOT FOUND _jnot located When the Found flag is left unchecked empty for an audit item and the Verified flag is checked a
85. Transaction Activities Records may be added to a Transaction one at a time or in clusters A record is added to an Activity by dragging it from one Transaction Activity folder and dropping it into another folder in the Activity Manager Create New Transaction Activity in Activity Manager v v v v vw wv To create a new Transaction Activity in the Activity Manager Click on an Activity record in the Activity List section the pane on left side Click on an object record in the Object Set section the grid Hold the left mouse button down Drag the Activity object s to Create New Activity folder Release the mouse button 21 8 CHAPTER 21 ACTIVITY MANAGER The Quick Add fields for that Activity display Complete the data fields and click OK Hold the left mouse button down Drag the Activity object to the correct Activity The object record will automatically be added to the Activity Add One Record to a Transaction Activity in Activity Manager v v v v vw wv To add a record to the Activity in the Activity Manager Click on an Activity record in the Activity List section the pane on left side Click on an object record in the Object Set section the grid Hold the left mouse button down Drag the Activity object to the correct Activity Release the mouse button The object record will automatically be added to the Activity Add Multiple Records to a Transaction Activity in Activity Manager ww v
86. Up Lists for the fields in the Child section are configured to display the same lists as those fields in the Objects Authority The Location field Pop Up List accesses the Facility Browser The Condition Pop Up List displays the same list as the Condition field in the Condition Activity Read Only Record Once the Entry process is complete the record may be protected by changing the access status to read only This write protection is activated by entering closed into the STATUS field in the Parent section of the Entry record e The term closed is set as the default at the time of installation To change the term that triggers the process of making a record read only l modify the ENTRY CLOSED System Setting area in the System Module Unique Receipt Number Each Entry Activity is assigned a unique Receipt Number When you create an Entry record Mimsy XG automatically compares the new Receipt Number to the existing records in the database If there is a conflict Receipt Number already assigned Mimsy XG displays a message alerting the user to the problem The user must resolve the conflict before saving the record Auto Generated Receipt Number Mimsy XG may be configured to assign a sequential Receipt Number in a user defined format You are not required to use an auto generated Receipt Number and may enter an alternate Receipt Number value if you prefer To assign the next auto generated Receipt Number gt Click in the Receipt
87. V CATEGORY Category Field Tag Object Name v ITEM NAME Object Name Field Type Text v TITLE Title Required v MAKER Maker CheckboxRadio Values V PLACE MADE Place Made Default Value V DATE MADE Date Made Virtual Field v COLLECTOR Collector v PLACE COLLECTED Place Collected r1 qr fi r COLLECTED Dati Collecte pale v sire site m V CULTURE Culture gera Men DUNT 3 v MATERIALS Materials Lee tear BL V MEASUREMENTS Measurements GL V OTHER MEASUREMENTS Other Measurements List Name CATALOGUE ITEM NAME V DESCRIPTION Description SETI V INSCRIPTIONS Inscriptions Valid Range Iv MULTIFIELDS Multi Fields Info Field Z CREDIT LINE Credit Line Field Height 1 v LEGAL STATUS Legal Status Text Case Mixed Case V PROVENANCE Provenance Search Module Objects x K PORTION Portion Also Search v SEX Sex Publish 7 wj AGE Age Element Tag TEM NAME v STAGE Stage Child Grid TEM NAMES Z use use Create Child 7 x Close Save New J Copy properties Select all De select all Object Name Pop Up List Reference Another Field s List Sometimes the terms in one Pop Up List are applicable to another field For example the Object Name field appears in the Object Authority on the main screen in the Object Authority in the repeatable Object Names Flexi Fields and in the Entry Activity Since all three fields are likely to have the exac
88. WORKS The Anatomy Lesson of EI Acquisition 151005 VISUAL WORKS The Syndics of the Clot I i ied Request hove VISUAL WORKS Young Woman with a udi E Condition MIS1007 VISUAL WORKS Head of a Negro fk Create new NIS1008 VISUAL WORKS Tiberius and Agrippina EI Conservation VIS 1009 VISUAL WORKS The Prophetess Anna E Damage VIS1010 VISUAL WORKS The Polish Rider L Tee i VIS1011 VISUAL WORKS Erasmus EA Exhibition NIS1012 VISUAL WORKS Anne of Cleves X Create new IS1013 VISUAL WORKS Self Portrait Aged Sixty Beauty in Nature MIS1014 VISUAL WORKS Portrait of Frederick Rih a oe soe MIS1015 VISUAL WORKS The Artist s Studio Leonardo da Vinci The Complete Paintir VIS1016 VISUAL WORKS The Merry Drinker i Re Making Nature The Art of Wiliam Mq ID Number VIS1004 4 Risk Management Category VISUAL WORKS EJ Insurance Indemnity Object Name painting EJ Entry Title The Anatomy Lesson of Dr Nicolaes Tulp gt Loan Maker Rembrandt van Rijn Place Made Netherlands Amsterdam Ei Location Date Made 1632 Ei Loss Culture Dutch EI Reproduction Request Materials oil on canvas Es er iba ado m Man n mnes iem eL EE TANA v OE MEN in ien Bv EE om LT Activity Manager Current Set When you open Activity Manager the records from your current query are loaded into the Current Set folder and displayed in the Record Set Object List panel If you navigate to a Transaction Activity and click an entry to s
89. XG to evaluate those criteria first After that Mimsy XG moves on to the next criteria Using the Search Builder There are four steps to using the Search Builder 1 Select a module and field to search 2 Define the search type 3 Enter the search value 4 Connect search criteria The Search Form is made up of multiple rows Each row contains one search criterion 13 6 CHAPTER 13 ADVANCED SEARCHES Step 1 Select a Field to Search In Advanced Searches you will select a field in an Activity or Authority to search There are two ways to select the field from a list or by typing the field name Select Field From List To select an Advanced Search field from the List Click in the Field Column Press F9 The Field List displays Click on the appropriate folder to navigate to the field you wish to search ww v v c v Double click the field to add it to the Query Form Select Field by Typing To select an Advanced Search field by typing the field name gt Click in the Field Column gt Type the table to be searched with a dot with the field to be searched EXAMPLE CATALOGUE MATERIALS Step 2 Define the Operator Search Type The Operator column contains a dropdown list of all of the searches that may be run gt Select an operator from the list Step 3 Enter the Criteria Search Value The Criteria column contains the data you are searching for gt Click or TAB into the Search Value column to
90. a venue has not been entered for the overall loan it cannot be attached to the object Repeat as necessary To enter a venue for a single object then copy that venue to every object attached to the loan v v v v Click in the Venues field in the child section Open the Venues Flexi fields Click or TAB into the Venue field Select Record Create Record or press F6 26 21 CHAPTER 26 LOANS AND EXHIBITIONS ww v v v Enter a name OR Select Field Pop Up List from the menu or press F9 for a list of venues entered in the Parent section of the record NOTE if a venue has not been entered for the overall loan it cannot be attached to the object Select File Save from the menu or press F10 Select Record Copy to Set from the menu or press the Copy to Set icon Repeat for additional venues NOTE the Copy to Set functionality works for one venue at a time You must save the first venue then copy it If you try to copy multiple venues at one time only the last venue will be added to the Loan Activity objects Update Locations as Objects Move to New Venues When objects move to a new venue use the Activity Manager to add new Location for the group of objects ww v v v v v v v ww v v v wv Open the Activity Manager Open the Location folder Click on an object record in the Object Set section the grid Hold the SHIFT key down Use the DOWN ARROW key or PAGE DOWN key or END key to select the appro
91. an Activity or Authority parent table the module will always open in the grid view but users may then move to form view If the setting is checked for a child table the user will not be able to move to form view on the fly Text Almost all of the text displayed in Mimsy XG may be modified on site You may change button text messages and alerts menu display titles and window titles It is also possible to update certain trigger values that are dependant on the number of languages implemented in your database 30 36 CHAPTER 30 SYSTEM ADMINISTRATION Buttons O Messages O Hints Menu Actions Window Titles Values actions due by add all cancel change change all change password close copy hierarchy copy term current record current row only current set delete all delete group delete search dictionary add display due by find next find previous ib change module ignore amb eng esl fra ger Example of Modifiable Text Mimsy XG is designed to manage data in multiple languages The text that displays in the system may be configured so that alert messages and other button text reflects the language preference of the end user Adding a new Text Set or new language You may add new text sets at any time Text sets are often languages However you may also create different text sets within a single language each designed for a different audi
92. as Plantae Magnoliophyta Magnoliopsida Rosidae Fabales Fabaceae Placeholder A Placeholder is an entry that displays a Field Tag on the main page of the form so that it can be clicked to open Flexi fields An example of a Placeholder is the Inscriptions field in the Object Authority Inscriptions Placeholder field Unless you have a customized system it is unlikely that you will ever change a field to this Field Type Required To make a field required so that the user cannot save the record unless the field is entered click the Required Flag Checkbox Radio Values If the Field Type is set to Checkbox or Radio then the Checkbox Radio Values field contains the options the user may select If you set a Field Type to Checkbox the format should be configured as YES VALUE NO VALUE EXAMPLE for Loan Direction the entry is set to IN OUT If a field is set to Checkbox the format is configured as Radio Tag1 value Radio Tag2 value Virtual Field Actual Field The Virtual Field Actual Field entries control data display when a field entered in one module displays in another module For example when a person is linked to an object the name of that person is displayed in the Name field in the Linked People Flexi fields The actual name value isn t copied into the underlying link table instead the LINK ID Actual field for the name is entered By displaying the Name as Virtual Field the data is visible to the user wi
93. as applicable For example 1 Subject Authority record on Art Deco may be linked to 100 objects manufactured during the period Objects Authority Information about physical objects and specimens is available in the Objects Authority In addition to displaying the core information about the collection the Objects Authority identifies links to Activities and Authorities associated with the record In general all objects must have an Objects Authority record before they are linked to the Activities or other Authorities Events Authority The Events Authority stores information about historical political developmental or other milestones that are related to an institution Events may range from lectures sponsored by your institution to a presidential election to the eruption of a volcano Events may also be linked to each other to create a virtual timeline Facilities Authority Use the Facilities Authority to manage data about the physical locations where objects are stored or traveling By tracking information such as loading dock size elevator availability and light levels staff members will be able provide specific details regarding loan and exhibition venues as well as facility data needed for insurance purposes Media Authority Access the Media Authority to enter information about any document image audio or video file that is related to your institution Used for both digital and physical media files the Media Authority main
94. as needed to add all recipients Enter a Subject and or message Click SEND NOTE the user will only receive a message if the images are not sent properly Groups in the Media Viewer You are able to view and create groups of records in the Media Viewer Display Group in the Media Viewer To open a group of records in the Media Viewer ww v v v v Open the Media Viewer Select Group Open Existing Group from the menu or press CTRL F7 A Group List displays Click on the Group Name Click OK or press ENTER Create a Group of Images in the Media Viewer To create a group of images 15 6 CHAPTER 15 MEDIA VIEWER gt Select Window Group gt The Group Window displays File Group Tools Window Help E New Group NAT3010 NAT3011 NAT3012 3 NAT3014 NAT3015 NAT3016 NAT3017 NAT3018 NAT3019 Group Window Top of Screen Click on an image in the Media Viewer Hold the left mouse button down Drag the image into the New Group Window Release the mouse button v v v vw Ww The image appears in the New Group Window 15 7 CHAPTER 15 MEDIA VIEWER RU WINGY sg Image Browser 1740 Wek File Group Tools Window Help mE j mm DEDE 7 EEE 7 DEDE EU 20007 Bl E US NAT3011 NAT3013 NAT3016 NAT3022 NAT3027 NAT3011 NAT3012 NAT3013 NAT3014 NAT3015 NAT3016 NAT3017 NAT3018 NAT3019 New Group gt Repeat as needed gt When you are finished adding images select G
95. browser gt Click SAVE Other Email Considerations Below are some additional factors you may wish to review with the IT Department as you configure your email gt Your IT department may also need to configure their mail system to accept outgoing mail FROM your Mimsy XG server No incoming POP or IMAP mail functionality is currently required for Mimsy XG Note courtesy of the University of Birmingham Anti virus software these days is configured to prevent mass mailing worms from sending out mail on port 25 You may have to explicitly permit traffic on this port but only for the specific application rather than just switching this functionality off On a PC in particular as opposed to a server this is a sensible default to set but it is what is stopping Mimsy and Mobius sending out mail Whichever anti virus product you use there will be a similar setting somewhere You may wish to set the anti virus software up on the client PC to exclude javaw exe from the port blocking and on the server exclude both apache exe and javaw exe from the port blocking 30 65 CHAPTER 30 SYSTEM ADMINISTRATION Configuring the Media Viewer To configure the fields displayed in the Media Viewer gt Select Manage View Properties gt Select the appropriate view from the dropdown list gt Select the CATALOGUE table or the parent table for the Authority where the Browser will be adjusted gt Intheleft panel click on the field to be dis
96. can auto fill certain fields in the new language record based on the fields populated in the existing language record Please note that this type of translations is only in affect at the time of record creation Adding new language equivalents after records have been added to the system does not go back and fill in existing records amp Manage From Language To Language leng ra CATALOGUE ID NUMBER CATEGORY1 ITEM NAME ITITLE MAKER PLACE MADE DATE MADE COLLECTOR PLACE COLLECTED DATE COLLECTED SITE CULTURE MATERIALS MEASUREMENTS DESCRIPTION CREDIT_LINE PORTION SEX ASE STAGE USE ITEM COUNT SYSTEM COUNT WHOLE PART HOME LOCATION LOAN_ALLOWED OFFSITE PUBLISH NOTE OPTION1 close Save ada Edt Delete Conyfrom Translation Window To add a new language pair 30 40 CHAPTER 30 SYSTEM ADMINISTRATION gt Inthe From Language field click on the language in which the term will be entered gt Inthe To Language field click on the language into which the term will be translated gt Click the ADD button gt The Add Term window displays gt Enter the value Enter the eng term Decorative Arts Add Term Window gt Click OK gt The Add Translation window displays gt Enter the corresponding translation Add Translation Enter the fra translation for Decorative Arts Arts d
97. conduct an Audit use the following procedures Create an Audit Record gt Select Record Create Record from the menu or press F6 gt Enter a Audit Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number gt Finish entering data in the Parent section gt Select File Save from the menu or press F10 to save the Parent section of the record 25 5 CHAPTER 25 AUDIT ACTIVITY Attach Objects to Audit You are most likely to add objects to the Audit by keying in individual Object ID Numbers or adding objects as a Group Add Group of Objects If you have created Groups of Objects Authority records as part of activity planning process these groups can be added to the Audit gt gt Select Group Group Manager from the menu use the Group Manager to add several objects at once Navigate to the related Group Click the LINK button Click the REFRESH button or press F8 to display the attached objects Add One Object Objects may also be added to the Audit Activity one by one gt gt Click in the Child section of the record or press F5 Select Record Create Record from the menu or press F6 to add an object to the Audit Activity Once you move by clicking or tabbing past the ID Number field Mimsy XG checks to see if the ID Number corresponds to an existing Objects Authority record If no alert message appears it means Mimsy XG has linked the object
98. configure an auto generated Job Number for the Location Activity modify the ID FORMAT LOCATION JOB NUMBER data default in the System l Module Schedule Future Moves Mimsy XG may be used as a scheduling tool to help you manage information about scheduled location changes Create records for future moves the using the same procedures used to enter current location changes NOTE Once a scheduled move has been completed update the record which describes the move by un checking the Future Move flag and checking the Current Record flag This confirms that the move actually took place 17 11 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES Automatic Future Move Flag If you enter a Location Activity Archive record that schedules a future movement Mimsy XG automatically sets the Future Move Flag to Y in the Location Activity and updates the Future Commit Flag to Y in the Objects Authority as a reminder that there is a future commitment of the item Creating a Location Record for an Accessory Component Mimsy XG can also track location information about the accessories and components of an object If you are recording location information for accessories and components be sure to enter the name of the accessory or component in the Accessory Component field The Accessory Component field in the Location Activity is connected to the Accessories and Components fields in the Objects Authority Accessing a Pop Up List in this field displays
99. conservation actions in the View Properties for the Conservation Fees Activity field This list access a dual list with Activity and corresponding fee displayed in the same list For tables with a Link_Id and a Contact field Acquisition_Sources Loans Loan_Venues etc the list displays all Contacts from the corresponding People Authority record where the Active Flag Y Displays a list using Event_Name Category from the Event Authority Users may define set costs for exhibition actions for the overall exhibition activity This function works with the Activity field in the Exhibition_Fees table The list access a special pop up with the Activity and corresponding fee displayed in the same list Users may define set costs for exhibition actions for the objects associated with an exhibition activity This function works with the Activity field in the Exhibition Item Feestable The list access a special pop up with the Activity and corresponding fee displayed in the same list EXHIBITION THEMES Users may define Themes associated with the overall exhibition Those themes may be associated with the child record When in the Theme field in the Exhibition Item record this list displays Themes added in the parent EXHIBITION VENUES Users may add Venues associated with the overall exhibition Individual venues may then be associated with the child record When in the Venue field in the Exhibition Item Venues Flexi Field this list
100. copy Advanced view U 0075 Latin Small Letter U Character Map Click on the desired character Click the Select button Continue selecting letters When you are finished click COPY Return to Mimsy XG Click in a Mimsy XG field v v v v v cw cw Select Edit Paste from the menu or press CTRL V 10 5 CHAPTER 10 DATA ENTRY TOOLS The characters display in the Mimsy XG field Field Default It is possible to insert data values into a field as part of the record creation process See your System Administrator to add or modify default values for any field Global Update Mass Update Global updating modifies existing data If you want to change a field from a certain value to a different value a global update will process the change The changes may be processed for a particular group or on the basis of a SQL statement NOTE For global inserts you may wish to use the Copy To Set function in MXG ALERT Global updates do not necessarily have same outcome as performing updates in the form For example if you run a global update on the Object Name field in the Object Authority the update is processed to the Anchor field only If you update the Object Name field using the forms the system automatically inserts the updated value in the child field as well as prompting you to flag any existing child records as prior values To update a series of records in a group Note if you prefer to update r
101. date of the Action in the ACTION DUE DATE field Add One Media Record Like Objects Media Records may also be added to the Action Request Activity one by one gt Click in the Child section of the record or press F5 gt Select Record Create Record from the menu or press F6 to add an object to the Audit Activity gt Select Media in the TYPE field gt Enter the Media ID in the ID Number field You may also select from the pop up list gt Once you move by clicking or tabbing past the ID Number field Mimsy XG checks to see if the ID Number corresponds to an existing Media Authority record gt Ifthe media record exists in the database Mimsy XG will linked the object to an existing Objects Authority record Mimsy XG uses the data from the linked Media Authority record to enter a summary in the Regarding field the Regarding field updates when the record is saved and refreshed You may alter the field to meet your needs if necessary 18 4 CHAPTER 18 ACTION REQUEST ACTIVITY gt Ifthe media record does not exist in the database a link will not be made You may enter data into the Regarding field if you wish gt Enter the name of the person who will be doing the Action in ACTION BY gt Enter the due date of the Action in the ACTION DUE DATE field Complete Action Request When the Action is completed the person who completed the action notes the date of completion gt Enter the date into th
102. displays Venues entered in the parent record LOAN FEES LOAN ITEM FEES Users may define set costs for loan actions for the overall loan activity This function works with the Activity field in the Loan Fees table The list access a special pop up with Activity and corresponding fee displayed in the same list Users may define set costs for loan actions for the objects associated with a loan activity This function works with the Activity field in the Loan Item Feestable The list access a special pop up with the Activity and corresponding fee displayed in the same list LOAN VENUES Users may add Venues associated with the overall loan Individual venues may then be associated with the child record When in the Venue field in the Loan Item Venues Flexi Field this list displays Venues entered in the parent record MEDIA Displays the Media Browser MEDIALIST Displays a list of Media ID Locator from the Media Authority OBJECT Used for Reproduction Request only due to the fact that the RECORD TYPE field exists Displays a list of ID Number Title from the Object Authority OBJECTS Displays a list of ID Number Title from the Object Authority Used with Authorities since it captures the MKEY value NOTE in a monolingual system OBJECTS and OBJECTS ACTIVITIES may be used interchangeably OBJECTS ACTIVITIES Displays a list of ID Number Title from the Object Authority Used with Activities since it captures the
103. exhibition is returned the Loan Activity provides the tools to monitor all phases of a loan CHAPTER 1 WHAT S WHAT Insurance Indemnity Activity The Insurance Indemnity Activity enables you to track a group of objects through all phases of policy proposal and renewal When objects or policies are selected for formal review or presentation or become inactive you will change the status of the Insurance Indemnity Activity record 1 6 CHAPTER 2 GETTING STARTED Chapter 2 Getting Started Learning a new software application can be daunting That s why Mimsy XG is designed to be consistent throughout each module Mastering one part helps you learn the others so that you can get on with your tasks In this chapter you will learn about Gc 8 Logging into Mimsy XG Screen Design Basic Functionality Navigation Getting Help This chapter walks you through the basic functions of Mimsy XG so that you can quickly learn everything you ll need to move around the system If you are ready to start entering data please refer to the chapter Basic Data Entry CHAPTER 2 GETTING STARTED Logging In To log into Mimsy XG use the Mimsy XG icon on your desktop Mimsy Icon If you are a PC user you may also log into Mimsy XG by clicking on the START button in the lower left corner of your desktop Select Programs Willoughby Mimsy XG Mimsy XG displays the login box Type your username and password
104. exit the entire application Help When you have questions or need advice there are several resources you may use to help get yourself on the right track CHAPTER 2 GETTING STARTED Display Field Help To learn about a field s intended purpose access the Field Help To display Field Help gt Select Help Field Level Help from the menu or press F1 or click the INFORMATION Button At the time of installation the default Field Help entries for every data field in Mimsy XG are loaded Your System Administrator may modify these messages and examples on site Display Procedural Help If you would like to review how to use a certain feature of function of Mimsy XG use the Procedural Help files included in Mimsy XG Procedural Help is an on line version of the existing Mimsy XG documentation To access Procedural Help gt Select Help the topic name gt from the menu The Procedural Help included as part of Mimsy XG is designed to be a general guide to the features and functions of the software Museums operate using various protocols and the Mimsy XG Procedural Help is not intended to determine best practice within your own institution The link to the Procedural Help is activated in the System Module in the Help Setup If your procedural help does not display contact your System Administrator to determine if the system settings should be adjusted Online Help There are a variety of resources online at www seleago
105. fiber plant fiber cotton fiber enters Architecture Thesaurus Materials materials lt materials by form gt lt materials by physical form gt lt fiber and fiber products gt fiber natural fiber plant fiber cotton fiber into a field Link To Set The Link to Set Button labeled Link at some site connects the current term to all Authority records displayed in the query Copy Term or Term Hierarchy Into a Field If you are in a field such as Materials or Descriptors the Thesaurus Browser may be used as a lookup tool Once you verify the definition and spelling of a term copy the correct data into the field using the Copy Term or Copy Hierarchy functions Copying terms and hierarchies does NOT link them to the Thesaurus Authority To look up copy a Thesaurus term no link is created gt Click ina field gt Enterthe full or partial term You may use wildcards For example glass or glass or 96glass96 gt Highlight the term gt Open the Thesaurus Browser by selecting Tools Hierarchy Browsers Thesaurus Browser gt Terms that match your search criteria display in the Term List If no terms match your search criteria the Term List is blank HINT If you search for a term and the Tree does not refresh click once on the corresponding Thesaurus folder in the Tree Mimsy XG always searches the open branch of the tree for a term Clicking the Thesaurus folder resets your search for the entire Thesau
106. from the menu There will be checkmark in front of the menu option to indicate that the count function is on If there is no checkmark the child counts do not display This feature may be activated by default upon login by your System Administrator Count Only It is possible to determine the number of records that meet search criteria without retrieving the actual data To turn the Count Only function on or off Select Search Count Only from the menu Run the search A message displays with the number of records that meet the search criteria ww v v v Click YES to run the query and display the records OR gt Click NO to return to query mode and run your next query There will be checkmark in front of the menu option to indicate that the Count Only function is on If there is no checkmark the query automatically displays all retrieved records Comparison Relational Operators Comparison Operators specify how two values are compared to see if a record should be retrieved by a search Examples of Comparison Operators are equal to not equal to like not like greater than greater than equal to less than and less than equal to Equal To Using the Equal To Comparison Operators finds data where values match exactly Notice that you don t actually enter the sign when running the search Mimsy XG automatically processes the search as an equal to query unless the search specifies otherwise 11 6 C
107. from the menu gt Navigate to the related Exhibition gt Drag the corresponding objects onto the Loan Add Group of Objects If you have created Groups of Objects Authority records as part of the activity planning process these groups can be added to the Loan gt Select Group Group Manager from the menu or press CTRL SHIFT G gt Navigate to the related Group gt Click the LINK button Add One Object Objects may also be added to the Activity record one by one gt Click in the Child section of the record or press F5 gt Select Record Create Record from the menu Record or press F6 to add an object to the loan gt Once you move by clicking or tabbing past the ID Number field Mimsy XG checks to see if the ID Number has already been assigned to an Objects Authority record gt Ifnoalert message appears it means Mimsy XG has linked the object to the existing Objects Authority record Mimsy XG uses the data from the linked Objects Authority record to enter an object summary in the Description field the Description field updates when the record is saved and refreshed This will happen most of the time gt Inall other cases the following message displays Entry ID does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to sele
108. from the menu or F6 Click in the Hazard field Enter appropriate data Click in the Rating field and enter appropriate data ww v v v Save the record File Save from the menu or SHIFT F10 or the SAVE button 19 2 CHAPTER 20 TRANSACTION ACTIVITIES Chapter 20 Transaction Activities Transaction Activities describe a process that involves one or more objects over the course of time In this chapter you will learn about Record Format Linked versus Unlinked Navigation Linking Media The Transaction Activities in Mimsy XG are Acquisition Audit Dispatch Disposal Exhibition Insurance Entry Loans and Reproduction Request 20 1 CHAPTER 20 TRANSACTION ACTIVITIES Transaction Activity Record Format All Transaction Activities have the same two part split screen design One part is the Parent section the other is the child section LOAN Outgoing Loan vj Loan Number 2004 2 institution Museum of Decorative Arts Contact Smith Anne Address 42859 Linden Street Chicago IL 60201 Requested By Rogers Sue Request Date 2001 05 01 Authorized By Evans Don Date Authorized 2001 09 28 tati esme LOAN ITEMS AY Object DEC2019 Description Cameo Glass Vase Emile Gall circa 1910 Catalogued f3all rallad thic amp ma nf aridearhad raman nlacc Arid Out Bark Amhar enlnrad clase nvarlair with ruhy L Status approved limited venues Status Date 2002 10 11 Venues Loan Da
109. generate receipt number 22 3 Record Child section 2 8 Parent section 2 8 Record Count 11 6 child count 11 6 Record Hierachy 4 8 Record Hierarchies 7 8 delete record from hierarchy 7 8 Record Hierarchy 7 3 search for broader record 13 21 Record not in the Authority 2 11 Record Summary 2 5 Records sections 2 7 Reports link reports to MXG 30 41 Reproduction Activity Data entry procedure 29 4 Reproduction Request definition 1 5 link to Publications 29 3 Reproduction Request Activity add group 20 8 add group using Activity Manager 20 8 add one record 20 7 group using Activity Manager 21 9 Required Fields 2 16 Restrictions See Privileges Rights using Activity Manager 21 8 using Activity Manager 21 7 Roles See Privileges Row Defaults 30 48 Save a Search 13 8 Save Record 3 3 Saved Search run a saved search 13 9 Search Module 30 22 Search Support 30 48 Searching Advanced Searches 13 2 13 8 Advanced Searches delete a saved search 13 10 Advanced Searches example of between 13 15 Advanced Searches example of contains 13 11 Advanced Searches example of does not exist 13 19 Advanced Searches example of equal to 13 10 Advanced Searches example of greater than 13 13 Advanced Searches example of greater than or equal to 13 14 Advanced Searches example of is empty 13 17 Advanced Searches example of is not empty 13 18 Advanced Searches example of is not one of 13 16
110. generated from the People Authority for names flagged as CONSERVATOR and a name is entered that exists in the Authority but is NOT flagged as a CONSERVATOR the People Authority flag is updated PEOPLE If the field s Pop Up List is generated from the People Authority for names flagged as MAKER or lt COPYRIGHT_HOLDER MAKE COPYRIGHT HOLDER and a name is entered that exists in the Authority but is NOT flagged as a R gt MAKER or COPYRIGHT HOLDER the People Authority flags are updated PEOPLE lt EXAMINER gt If the field s Pop Up List is generated from the People Authority for names flagged as EXAMINER and a name is entered that exists in the Authority but is NOT flagged as an EXAMINER the People Authority flag is updated PEOPLE lt IDENTIFIER gt If the field s Pop Up List is generated from the People Authority for names flagged as IDENTIFIER and a name is entered that exists in the Authority but is NOT flagged as an IDENTIFIER the People Authority flag is updated PEOPLE lt INSURER gt If the field s Pop Up List is generated from the People Authority for names flagged as INSURER and a name is entered that exists in the Authority but is NOT flagged as an INSURER the People Authority flag is updated PEOPLE lt MAKER gt If the field s Pop Up List is generated from the People Authority for names flagged as MAKER and a name is entered that exists in the Authority but is NOT flagg
111. in the Measurement Flexi Fields TAB or click into the appropriate measurement field Enter the numerical equivalent of the measurement TAB or click into the corresponding measurement unit field Enter the unit of measurement ww v v v cw Save the measurement by selecting Record Save from the menu or press F10 or click the SAVE button gt Anupdate message appears The measurements have changed Do you want to update the anchor field to reflect the changes r Measurement Update Message gt Click YES to generate a string for display in the Measurements Anchor field CHAPTER 4 USING AUTHORITIES gt Repeat for all measurements e The format of the measurement string can be adjusted on site To change the way the string is built ask your System Administrator to 1 modify the Display Measurement Format in the Text section of the System Module In addition the terms in Part Measured that trigger the creation of the string must be adjusted in the Table Properties section of the System Module For detailed instructions on modifying this string refer to the Configuring Measurements section of the System Administration chapter Multi Fields Multi Fields are user definable fields that are displayed when a specific term is entered into an Anchor field For example if the Category is set to Numismatics you may want to record the obverse and reverse of the coin In this case your System Administrator wo
112. main screen but only accept data entry in the underlying Flexi Fields These are Placeholder fields Placeholder fields hold a place on the form so that users can open and close certain flexi fields Open amp Close Flexi Fields Clicking on the lever beside a field opens and closes Flexi fields These fields may also be opened using keyboard shortcuts To open Flexi Fields by using keyboard shortcuts gt Press CTRL4O gt Press TAB to activate the Flexi Field window gt Press TAB to move into the first Flexi Field When using keyboard shortcuts to open Flexi Fields the cursor must be in the corresponding Anchor field For example if you wish to display the Date Made Flexi Fields move to the Date Made field and then use the keyboard shortcuts To close Flexi Fields by using keyboard shortcuts gt Move to the Parent field which opens and closes the Flexi Fields gt Press CTRL O Field Order May Be Changed All fields may be ordered according to the sequence of your choice To change the order of the fields on your screen contact your System Administrator Fields may be removed from the screen if they are not in use 2 9 CHAPTER 2 GETTING STARTED Some Users Have Different Screens Mimsy XG can support multiple custom screens or views Since views may have different field tags data defaults field order Pop Up Lists and Help Messages your System Administrator can customize how the software is used at y
113. materials Furnishings Information Forms Term Tree WA Term List Materials Ef materials x 2 materials by composition combination inorganic organic material Ef inorganic material cement and cement products clay and clay products concrete and concrete products glass and glassmaking mixtures lead compounds E metal and metal products I D System Art amp Architecture Thesaurus Term Cor Ten steel TM Term alt lang Cor Ten steel TM Level 13 Broader Term Materials materials inorganic material metal iron alloy steel alloy steel high strength low alloy lt metal products gt steel Eimetal Guide Term N Modified N 9 Gaal metal by eng Comments March 1993 descriptor moved April 1990 E iron and iron alloy descriptor added ron Source Cor Ten steel TM AAT KS Eiron alloy cast iron Term i eE Definition E alloy steel chrome steel Cor Ten steel TM Ei high strength low 4 steel Cor Ten TM ups Cor Ten steel TM Term Variations an Ji Tm Copy Hierarchy Use variation Link Cancel Thesaurus Hierarchy Browser Open the Thesaurus Browser To open the Thesaurus Browser gt Select Tools Hierarchy Browsers Thesaurus Browser from the menu Accessing the Thesaurus Browser does NOT automatically link terms to a record In most fields
114. may have record editing rights that are active whenever the Category of an object is DECORATIVE ARTS or FURNISHINGS but not for VISUAL WORKS To set this up the System Administrator would set the following restriction based on the Category1 field in the Catalogue Add Restriction To add a restriction for a user gt Click the ADD RESTRICTION button gt Alistof parent tables displays Add an Update Restriction Choose the desired module Restricted Parent Tables gt Select the table which controls the restriction gt Click OK gt The Field restriction box displays 30 6 CHAPTER 30 SYSTEM ADMINISTRATION Input Enter the criteria for CATALOGUE ie field value 1 value2 Field Restriction gt Enter the field name with an equal sign with the values the user is permitted to edit Multiple values are separated with a semicolon gt Click OK gt Therestriction displays in the Restriction section Edit Restriction To edit a restriction Click on the Restriction to be modified Click the EDIT RESTRICTION button The selected restriction displays ww v cw v Edit the value s as needed Delete Restriction To delete a restriction Click on the Restriction to be modified Click the DELETE RESTRICTION button The system will ask if you are sure you want to make the deletion ww v v v Hit Yes to accept the deletion Test Restri
115. museum itself Sites Authority Archaeological sites and Natural History localities are entered in the Sites Authority Sites Authority records are often linked to the Objects Authority records for objects excavated from a particular location or the People Authority records for collectors associated with the site Taxonomy Authority The Taxonomy Authority stores general data about the lifecycle habitat and conservation threats to a particular species Subjects Authority Use the Subjects Authority to describe content and themes represented in your collection Information about styles periods and other curatorial information can be entered here so that users will be able to explore the collection based on a concept or idea that interests them Many sites consider the Subjects Authority as a type of keyword index Thesaurus Authority The Thesaurus Authority contains classification terms used to identify your collection Any number of Thesauri may be created from existing data or off the shelf electronic classification systems For Natural History collections taxonomic classification systems may be used to identify specimens Fine Arts museums and galleries may prefer to use the Getty s Art amp Architecture Thesaurus to apply facet or materials terms Historical sites may prefer to use Chenall s Nomenclature which may be purchased separately from AASLH and loaded into Mimsy XG at no charge Vessels Authority The Vessels Authority mana
116. new Loan record Click NO in the following situation gt There is already a Loan Activity record for the object that has just been deposited If you click NO we recommend using the Object Reconciler to link the Entry record to an existing Loan Activity Create this link in the Entry ID field in the Child section by selecting Field Pop Up List or pressing F9 The Object Reconciler links the entry object to an activity object Returning Objects The Entry Activity may be used to process objects that have been removed from the premises and are now returning If the object has already been catalogued in the Object Authority and does not need to be linked to an Acquisition or a Loan select the RETURN Radio button Depositor The Depositor Pop Up List is automatically generated from the People Authority records where the records are flagged as Sources or Borrowers or Lenders 22 6 CHAPTER 22 ENTRY Auto Generated Entry ID Numbers When you begin adding objects to the child section of the record Mimsy XG generates an Entry ID Number based on the Entry Receipt Number This number may be updated in the Acquisition Activity or Loan Activity at a later date If you do not want to use the auto generated Entry ID Number backspace over it and type a new number e The Entry ID Numbers are built by using the Receipt Number with a separator with a sequential number To define format of the Entry ID Number assigned modify the Defa
117. of a place term copy the correct data into the field using the Copy Term or Copy Hierarchy functions Copying terms and hierarchies does NOT link them to the Places Authority To look up copy a Place term no link is created gt Click in the field gt Enter the full or partial term You may use wildcards For example London or London or London gt Highlight the place term gt Open the Place Browser by selecting Tools Hierarchy Browser Place Browser or press F9 gt Alistof place terms entered in the Places Authority appears gt Click on a place term to select it gt Click COPY to enter the exact place into the current field EXAMPLE clicking London enters the word London in the field OR gt Click COPY HIERARCHY to build a data string with the corresponding geographic terms that are linked to the place and enter the string in the current field EXAMPLE clicking London enters the string United Kingdom England London in the field Link Record to Places Authority There are certain areas of Mimsy XG that may be explicitly linked to the Places Authority gt Inthe Objects Authority the Place Collected Flexi Fields may be linked to the Places Authority 10 11 CHAPTER 10 DATA ENTRY TOOLS gt Inthe Objects Authority the Place Made Flexi Fields may be linked to the Places Authority gt Ineach Authority Objects Events Facilities Media People Sites Subjects
118. one of the world s most important centres of commerce and politics for almost two millennia although the capital of England was Winchester during most of the Dark Ages Location The term London was used for hundreds of years to refer to the conurbation centred on the small City of London in the historic county of Middlesex Today it usually refers to the administrative area known as Greater London but can refer alternatively to the area within the London postal district the area covered by the 020 phonecode formerly 0171 and 0181 before that by an all zone Transport for London Yes No Duplicate Place Name Alert To stop data entry and delete the newest record gt Click YES To continue data entry on the new record with the same place name gt Click NO Place Name Variations Since all place validation is performed against the Place Name Variations listed for a record we recommend entering the preferred Place Name as a variation as well as in the Term field Place name variations may also hold historical names or alternate spellings for a geographical place If the name of a place country city etc changes add the former name in the Place Variations Flexi Fields These are located under the Place field After the old name has been entered as a variation modify the preferred Place name on the main screen Modifying this field updates all linked records with the new Place name Linking Br
119. one time For more information on the Activity Manager refer to the Activity Manager chapter of this manual 16 8 CHAPTER 16 ACTIONS INSTRUCTIONS NOTES ww v v v vw wv Select Tools Activity Manager from the menu In the left panel click the lever to the left of the Notes folder In the right panel hold CTRL as you click on the records for which you will add the Note When finished selecting records release CTRL Drag the records onto the Create New folder within the Notes folder A Quick Add Notes form displays Enter appropriate data Click OK Click OK to close the Activity Manager window Select File Save or press F10 Delete a Note To delete a Note ww v v v v Select Tools Note from the menu or press the Note Button or press CTRL F2 Click on the Note listed Press SHIFT F6 there is no menu equivalent Answer YES to the Delete Note prompt Click OK to close the Note window Modify a Note To make changes to an existing Note ww v v v Display the Note Click in the field to be changed Click SAVE Button or press F10 Click OK to close the window 16 9 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES Chapter 17 Object Specific Activities The Object Specific Activities describe the physical characteristics of a single object over the course of time In this chapter you will learn about Condition Conservation Damage Location Loss Value An object must
120. operators Hits The records a query retrieves are referred to as hits Case Insensitive Case Sensitive Mimsy XG may be configured to run case insensitive or case sensitive exact case searches Case sensitive searches find terms entered as is For example in an case sensitive search searching for painting retrieves all records where painting is entered in lower case It does not retrieve PAINTING or Painting Case Insensitive searches retrieve records if the search term is found in any case format In a case insensitive search searching for painting retrieves PAINTING painting or Painting Mimsy XG searches default to case insensitive so that you may enter search criteria in uppercase lowercase or a combination of uppercase and lowercase To turn case sensitivity on or off 11 2 CHAPTER 11 SEARCH CONCEPTS gt Select Search Case insensitive Search from the menu There will be checkmark in front of the menu option to indicate that the search is case insensitive If there is no checkmark the search will be case sensitive Wildcards Wildcards are characters that can be used in combination with your search criteria to retrieve records when you may not know the exact value you a looking for The wildcard character in Mimsy XG is the percent sign 96 They can be placed before after or around search criteria Leading Wildcards Wildcards placed in front of search criteria are called leading w
121. or retype the Entry ID Mimsy XG uses the data from the linked Objects Authority record to update the rest of the object field 29 5 CHAPTER 30 SYSTEM ADMINISTRATION Chapter 30 System Administration CHAPTER 30 SYSTEM ADMINISTRATION New Users New users may be added or deleted at any time NOTE this section describes how to create a basic logon Several of the System Module sections contain features that can be used to implement various security levels After reading the System Administration chapter please refer to the Security section for instructions on applying additional security checks To access the User Logon screen gt Select Manage Users gt The User Profile window displays Manage Save By Username By Real Name Username WiLLO Andrea Boyes B j Real Name Willoughby User API User Department API Administrator E mail Gayle Silverman Telephone r John Anderson James Starrit Splash Module1 ction request Katie Wadell Splash Module2 catalogue Lenore Sarasan Splash Module3 people Splash Module4 vessels Allow Global Update 7 Disable Media Drop LJ Enable Save Log C Enable Alt Search by Default Enable Child Counts Field Font lt system gt 0 w system v Label Font lt system gt 0 system Updated By xgviews Update Date 20
122. other users groups or records from other users groups are controlled in the System Module If you attempt to delete a group or a record from a group do not have the proper access a message displays alerting you that you do not have privileges to complete the action Display Records in Group Manager To view the Group Members List in the Group Manager gt Click once on the Group s Folder CHAPTER 8 GROUPS gt After clicking a Group Folder in the Group List use the Vertical Scroll bar on the right side to move through the list OR gt Usethe PAGE DOWN Button Selecting a Group automatically updates the information in the other sections of the Group Manager Group Members amp Record Summary Search for a Group in Group Manager To search for an existing Group in the Group Manager gt Inthe left pane click in the blank space at the top of the column Text to find research Search for a Group gt Enter the Group Name with or without wildcards gt Click FIND NEXT This EJ Current Set 5 Groups filtered o EJ Objects Bii Create a Group lj Remove Item Search Term gt PressF8 gt OnlyGroups which match the search term appear within the Group folder HINT to search across groups made by any MXG user click the Show All Public Groups Flag before searching the Group Manager for a particular Group Close Group Manager To return to the main screen gt Click the X i
123. pane click in the Default Value field Enter FUNCTION NEXT NUMBER USING ENTRY RECEIPT NUMBER lt PREFIX 2008 2 3 4 gt or whatever format you prefer Zero Filling Sequences gt gt If needed you may zero fill one portion of an auto assigned number EXAMPLE for Number 001 2009 set the Default Value for to FUNCTION NEXT NUMBER lt lt LPAD 1 3 0 gt 2009 gt EXAMPLE for Number WAL 001 2009 set the Default Value for to FUNCTION NEXT NUMBER lt WAL lt LPAD 1 3 0 gt 2009 gt The command model is Ipad position number to pad pad character The above mask means pad the 1st position up to 3 spaces with a 0 character There should only be 1 LPAD command per format mask because only 1 position is ever incremented To automatically assign a sequential number when a record is created ww v v v Select Manage View Properties Select the View Name Select the Table In the left pane click on the field where the number will be assigned for the Catalogue it might be ID NUMBER In the right pane click in the Default Value field Enter FUNCTION NEXT NUMBER lt PREFIX 2008 2 3 4 gt or whatever format you prefer Configuring Measurements The format of the measurement string and which measurements are used to build the string are defined in the System Module First identify the format of the Measurement string then specify which measurements will be used to create the value
124. person or organization Mimsy XG checks to see if the name is flagged as an Individual If the name is flagged Mimsy XG converts the name to uppercase and enters this value into the Sort Name field e The TEXT SORT STRIP LIST entry in the System Settings section of the I System Module defines words the parsing algorithm will strip from the 4 15 CHAPTER 4 USING AUTHORITIES beginning of Organization names for sorting purposes Ex The Kilburn Corporation becomes KILBURN CORPORATION for sort name generation Name Variations Name variations are pseudonyms aliases or alternate spellings for a person or organization When new names are added to the system Mimsy XG automatically inserts variations for the name in transposed order In the case of records flagged as Individuals a variation for the name in natural order is also added Type Note natural 9 Name Smith Lee Variation Name Variations Since all name validation is performed against the variations listed for a record we recommend leaving the automatic entries in the variations even though they may be a repeat of the Preferred Name Address amp Contact Information Phone numbers and other address data is stored in the Contact Flexi Fields Contacts Type Contact Title Telephone Loan Sloan Ann Registrar 847 332 1200 Address Contact Data For rows where the Active Flag is checked the address and contact data is available
125. prevent objects from being attached to the wrong activity record This occurs with objects that are attached to multiple loans exhibitions or acquisitions To break a reconciled link gt Move to the Activity with the attached object gt Delete the object 22 8 CHAPTER 22 ENTRY gt Save the deletion gt Re attach the object to the Activity Just the Facts The instructions below describe a brief summary of how to process an object through the Entry Activity Detailed instructions for using this Activity with Acquisitions and Loans appear in the Acquisitions Accessions and Loans and Exhibitions chapters of this manual Create a new Entry record Select Record Create Record from the menu or press F6 Enter a Receipt Number Select Field Pop Up List from the menu or press F9 for a sequential number if this feature is in use at your institution Enter a Type for the Entry acquisition loan return or other Respond to prompt to Generate an Acquisition Record or Generate a Loan Record f you answer YES to the prompt Mimsy XG displays a Quick Add form for the corresponding Activity record and attaches the object to that record This is recommended for first time processing of objects objects that have never been entered in the Objects Authority or any Activities f you answer NO to the prompt Mimsy XG does not create any links This is recommended if the object has already been
126. process the acquisition without adding it to the Objects Authority If you click NO Mimsy XG expects you to re enter an ID Number that exists in the Objects Authority OR If the message does not appear it means Mimsy XG has linked the object to an existing Objects Authority record This happens in cases where loaned objects are considered for acquisition or objects are deaccessioned by one department and accessioned by another HINT if you save a record after attaching an object Mimsy XG copies the Description data into the record for you Continue adding Acquisition details for the object When A Decision Regarding An Object Is Made gt Enter approved in the Status field to update the Legal Status of the object to PERMANENT COLLECTION OR Enter rejected in the Status field to update the Legal Status of the object to REJECTED ACQUISITION When Objects Arrive On Site If the objects associated with the acquisition have already been processed through the Entry Activity skip the following section gt gt v v v v cw When the objects arrive on site open the Entry Activity Select Record Create Record from the menu or press F6 Enter a Receipt Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number Click the Acquisition Radio Button A message reading Do you wish to generate a linked Acquisition Record Answer NO to the prompt to generate a linked Acq
127. records are originally linked No Do Not Create New Acquisition Clicking NO cancels the automatic creation of a new Acquisition record Click NO in the following situation gt There is already an Acquisition Activity record for the object that has just been deposited or you do not use the Acquisition Activity at your museum If you click NO we recommend using the Object Reconciler to link the Entry record to an existing Acquisition Activity Create this link in the Entry ID field in the Child section by selecting Field Pop Up List or pressing F9 Link to Loan If the Loan Radio button is filled in Mimsy XG displays the following message Do you want to create a new Loan Activity record for this Entry es Loan Message Yes Create New Loan Clicking YES opens a Quick Add Loan Activity Form 22 5 CHAPTER 22 ENTRY Direction In Loan Number Institution Contact Address Reason Loan Start Loan End Handled By Loan Quick Add Form Click YES in the following situation gt This is a borrowed object and it is the first time any information about the loan has been entered into Mimsy XG As objects are added to the Entry record they are also added to the linked Loan These objects may be added over a period of days or weeks they do not have to be added at the time the records are originally linked No Do Not Create New Loan Clicking NO cancels the automatic creation of a
128. screen 2 16 New Record See Create Record New User create new logon 30 2 Not Equal To See Searching Notes 16 8 16 9 add notes 16 8 delete notes 16 9 modify notes 16 9 using Activity Manager 21 8 Index 3 INDEX using Activity Manager 21 7 view notes 16 8 Object Reconciler 22 8 Objects Authority definition 1 2 Order Number Auto Generate 29 2 Parsing 2 11 People Authority 4 14 4 17 address 4 16 definition 1 2 name parsing 4 15 name variations 4 16 Roles 4 16 sort name 4 16 Physical Descriptors definition 4 7 Place Collected 4 5 Place Made 4 5 Place Name Variations 4 22 Placeholder Fields 2 9 Places Authority 4 20 4 23 broader places 4 22 definition 1 3 Places Browser 4 21 Places Browser 10 8 10 11 See Places Authority Places Browser Pop Up Lists 10 2 add term to list 30 20 delete term 30 20 filter for term 10 2 types of lists 30 2 30 8 Print records 17 5 Printing activity records 20 9 Prior Check 30 60 Privileges 30 5 create custom security roles 30 45 custom roles 30 44 delete custom role 30 47 restrict access to fields 30 57 restrict access to modules 30 53 restrict access to records 30 55 restrict editing rights to certain fields 30 58 restrict editing to certain records 30 58 restrict user updates 30 6 Publications Authority 4 12 4 13 definition 1 3 Publish 30 22 Query Filter 30 34 Quick Sort See Sorting quick sort Reciept Number auto
129. should reflect the drive letter mapping from the Mimsy XG workstations to the server For example in the example above the dictionary files are stored on the D drvie but the client s drive mapping to the server is TX If you are using local forms the path should point to where the files are on your workstation gt Save Auto Assign Same Sequence for Objects Acquisitions Catalogue and Acquisition can share same sequence when new records are created To configure the same sequence for multiple fields Select Manage View Properties Select the appropriate view from the dropdown list Select Acquisition Items ww v v v In right panel click in Data Default field Set value to FUNCTION NEXT NUMBER USING CATALOGUE ID NUMBER lt 2007 2 3 4 gt NOTE format of number may vary This example illustrates one type of formatting 30 67 LIST NAME APPENDIX List Name Appendix List Name List Display Contains OBJECTS ACTIVITIES Displays all Object Specific Activities PEOPLE lt MOVER gt People Authority Names where the record is flagged as a Mover PEOPLE lt MAKER gt People Authority Names where the record is flagged as a Maker PEOPLE lt INSURER gt People Authority Names where the record is flagged as an Insurer PEOPLE EXAMINER People Authority Names where the record is flagged as an Examiner PEOPLE COPYRIGHT HOLDER MAKER People Authority Names where the record is flagged as a Copyrigh
130. table gt Select Term The Term entry is used as the default value for the Multifield If there is no standard default we recommend using a phrase such as not recorded Field Value2 lterm seal Default Term for Multifield Security There are several levels of security that can be applied in Mimsy XG which are controlled by many different sections of the program If you do not see a security option that meets your needs please contact the Help Desk at support selagodesign com We would be happy to assist you in determining how to implement a security strategy for your institution Restrict Users From Viewing Modules Views and or custom roles may be used to restrict users from moving to modules with sensitive information For example you may wish to restrict most users from accessing the Value Activity If the access is restricted for a given Record Editing Role Manager Staff StaffPlus or Viewall it may be most efficient to remove the restricted fields from the View To entirely remove a table from a View so that no users in the View may see it 30 53 CHAPTER 30 SYSTEM ADMINISTRATION ww v v v Select Manage View Properties Select the View Name where the module will be restricted Select the table name that will be restricted i e VALUATION Uncheck all of the fields To leave the table in the View but remove it from some user s sight remove it from the Role To do so Select Manage Role Set
131. technique or support If there were two material values expected update the string to Nmaterial material technique Nsupport 30 64 CHAPTER 30 SYSTEM ADMINISTRATION Configuring Email To configure the email feature in the Media Viewer and Action Manager gt Open the pfile txt This file is typically in the XGApp Willoughby folder on the server If you have a local machine it will be on your workstation gt Find the following lines if they are not there type them in EXAMPLE MAIL SERVER address of SMTP server MAIL USE AUTH true MAIL USE SSL false MAIL PORT 25 gt Enter the proper address of the SMTP server gt MAIL USE AUTH should be set to true only if the SMTP server requires the mail client to authenticate before sending a message Many in house servers do not require authentication gt MAIL USE SSL should be set to true only if the SMTP server uses encryption It can be removed if encryption is not used gt MAIL PORT allows the use of a different port should that be the case at your institution gt Save To configure which types of media appear in the Media Browser gt Select Manage View Setup gt Select the appropriate view from the dropdown list gt Place checks next to the boxes for IMAGES IN BROWSER AUDIO IN BROWSER DOCS IN BROWSER and VIDEO IN BROWSER If a setting is checked then that type of media images audio documents or video will appear in the
132. the System Administrator is able to configure and add fields to the Alternate Field Search Cancel Search To cancel a search gt Select Search Cancel Search from the Menu or press SHIFT F7 It may take a few seconds for Mimsy XG to process your request for a cancelled query Sortin The simplest sorting method is the Quick Sort option Quick Sort sorts the records in ascending or descending order according the values in a single column Quick Sort To sort by a single field in the Parent section of a record gt Click in the field gt Click the A Z or Z A button The records will automatically display in the preferred sort order The sort order will be not be applied to the next query Advanced Sort Records may be sorted using one or more fields from the Parent section of the record Sort functionality must be activated prior to running a search since Mimsy XG must know which records to return before it can order them Once you add a sort the sort will stay active for the duration of your Mimsy XG session or until it is removed whichever happens first To sort records using Advanced Sort gt Select Search Apply Remove Sort from the menu or press CTRL ALT F8 gt The Sort Window displays with the Parent Fields available in the current module gt Click on a field in the left column You may select more than one field at a time by holding the CTRL key as you click on your selections gt Click the gt gt
133. the Authority record in Language A If someone later creates a translation for the linked Authority record the system goes back and updates the appropriate language record and modifies the link to the Language A record and replaces it with a link to Language B EXAMPLE Object 2005 1 1 is entered into the Object Authority Object 2005 1 1 is linked to Thesaurus Authority record fur When the Object 2005 1 1 is translated into French by selecting Record Translate from the menu Mimsy XG looks in the Thesaurus Authority to see if fur has a translated Thesaurus Authority record No record for fourrere is found so the French object gets linked to the English version fur A few weeks later a staff member is in the Thesaurus Authority on the record for fur The staff member sees there is no translation for fur so he she creates a translation for fourrure Creating the translation in the Thesaurus for a record already linked to the Object Authority triggers a check for any French object records linked to fur These links are then reset to fourrure How to Create a Translated Record All of the Authorities and the Exhibition Activities are designed to manage multiple copies of the same record in different languages To create a copy version of a record in another language Query for the record to copy Select Record Translate from the menu The system displays a dropdown list of the existing languages Select the langu
134. the Flexi Fields with links to the Taxonomy Authority Click or TAB into the Scientific Name Field Select Record Create Flexi Record or press F6 or press F12 ww v v v Enter the taxonomic classification OR gt Select Tools Hierarchy Browsers Taxonomy Browser or press F9 CHAPTER 6 LINKING AUTHORITY RECORDS gt Navigate through the terms in the Taxonomy Browser gt Click on the appropriate taxonomy term gt Click COPY TERM or COPY HIERARCHY Both the COPY TERM and COPY HIERARCHY Buttons link the taxonomy and its broader Taxonomy to the current record The System Administrator controls the display format for the Taxonomy field taxonomy term only or term plus hierarchy and regardless of which button pressed the scientific names appear in the default format the next time the fields are accessed Detailed instructions for using the Taxonomy Browser are provided in the Taxonomy Browser section of the Data Entry Tools Chapter Link to Thesaurus Each Authority contains a Linked Terms section that displays the Linked Terms Flexi Fields The Linked Terms Flexi Fields are the only fields where you are able to create explicit links to a Thesaurus Authority record Creating a link to the Thesaurus Authority enables users to search on broader terms and retrieve any records linked to narrower terms For example searching for the broader term glass returns records linked to narrower terms such as green glass and f
135. the database The database interprets the question and sends the right records back to the user When a query is submitted Mimsy XG calculates how many records will be returned and sends you a message letting you know what to expect Once this message is returned you can cancel the search or wait for the records to display on your computer Search Terminology There are certain terms and concepts associated with searching Familiarity with this information will increase your accuracy and efficiency when you search for information Basic Search The simplest method of searching your database is a Basic Search Basic Searches search the Anchor fields in the Parent section of a record They are called basic since they apply to the primary fields displayed on screen Advanced Search Advanced Searches are more powerful than Basic Searches Advanced Searches are usually used to search the data in Flexi Fields Grids and Link Ledgers child sections of records Since these queries search fields that may not appear on the screen you have open they are called advanced Search Criteria Search criteria specify which records you wish to retrieve from the database Operators Boolean and Logical An Operator is the part of your search criteria that tells the database how your question should be interpreted There are two types of Operators Comparison Operators also known as Relational Operators and Logical Operators sometimes called Boolean
136. the end of the identifying field of the copied record In some cases like in the Objects Authority where each record must have a unique ID Number you may need to assign a new identifying value to the copied record In other cases like the People Authority where two individuals can have the same name you can backspace over the dupe suffix Copy Fields Duplicate Fields When you create a series of records that are similar it is possible to copy the value from a field in the previous record to the new record you are adding This is helpful when objects consist of the same materials or objects attached to an activity share the same status dates Rather than re type the same data values over and over you can access one of the Copy Field functions Copy Anchor Fields If an Anchor field is copied the Copy Field functionality copies the data exactly as it was entered in the previous record This is called a record to record copy To copy the same field value from the previous record gt Select Field Duplicate Field from the menu or Press F3 To copy the same field value from a single record to multiple records gt Select Field Duplicate Field to Set from the menu or Press CTRL SHIFT F3 Copy Child Fields in a Transaction Activity If Child Field in a Transaction Activity is copied Duplicate Field To Set functionality may be used to update all other child records associated with the Activity To copy the same field value f
137. the field becomes read only Lookup Last ID Number Assigned When you are creating records Mimsy XG will display the last number assigned within a series of numbers This value is determined by the data in the ID Sort fields To view the last ID Number assigned gt Click in the ID Number field gt Enter a partial number with a percent EXAMPLE DA 2003 We recommend entering as many characters in the root of the ID Number as possible This increases the speed of the lookup For example entering 2004 returns faster results than 2 gt Highlight the partial ID Number value gt Select Field Pop Up List from the menu or press F9 The ID Number displayed is the last number assigned in a general sequence It is not necessarily the most recent ID Number entered in the database For example if two sets ID Prefixes are used searching for 2004 and 2003 would yield two different last ID Number values CHAPTER 4 USING AUTHORITIES Auto Generated ID Number Mimsy XG may be configured to assign a sequential ID Number in a user defined format You are not required to use an auto generated ID Number and may enter an alternate ID Number value if you prefer e To assign a sequential number to the objects in your collection modify the List Name for the ID Number in the Catalogue table in the View 1 Properties This data default may be reset each year so that the ID Numbers assigned always contai
138. to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using COLLECTORS VESSELS LINK ID to PEOPLE LINK ID COLLECTORS VESSELS NVARKEY to PEOPLE VARIATIONS COLLECTORS VESSELS VBKEY to VESSELS VBKEY Link Appendix 53 LINK APPENDIX TABLE NAME DESIGNERS_VESSELS NVARKEY TABLE NAME RELATED_VESSELS TABLE NAME VESSEL_ACCESSORIES TABLE NAME VESSEL_COLLECTION TABLE NAME VESSEL_COMPONENTS TABLE NAME VESSEL_DATE_COLLECTED PARENT OR CHILD TABLE CHILD Link Using DESIGNERS_VESSELS LINK_ID to PEOPLE LINK_ID DESIGNERS_VESSELS NVARKEY to PEOPLE_VARIATIONS DESIGNERS_VESSELS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using RELATED_VESSELS RELRECKEY to VESSELS VBKEY RELATED_VESSELS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL_ACCESSORIES VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL_COLLECTION VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL_COMPONENTS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL_DATE_COLLECTED TIMEKEY to TIMELINE TIMEKEY VESSEL_DATE_COLLECTED VBKEY to VESSELS VBKEY Link Appendix 54 LINK APPENDIX TABLE NAME VESSEL_DATE_MADE TABLE NAME VESSEL_DATES TABLE NAME VESSEL_DESCRIPTIONS TABLE NAME VESSEL_DESCRIPTORS TABLE NAME VESSEL_MARKINGS TABLE NAME VESSEL_MEASURED_ONLY TABLE NAME VESSEL_MEASUREMENTS TABLE NAME PARENT OR CHI
139. to an existing Objects Authority record Mimsy XG uses the data from the linked Objects Authority record to enter an object summary in the Description field the Description field updates when the record is saved and refreshed In all other cases the following message displays lt AUDIT ID gt does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to select an existing ID Number If you get this message and it was not triggered by a data entry error mis typed ID Number we strongly recommend researching the object Since the Audit Activity uses data from the Location and Condition Activities and these can only be added for records in the Objects Authority it is unlikely that an unlinked object would be attached to the Audit Check Object Location gt gt Enter the audit date into the Date Checked field If the object is where you expected click the In Location flag OR If the object location needs to be updated add the new location information in the Actual Location fields OR If the object cannot be found we recommend entering Not Located in the Actual Location field 25 6 CHAPTER 25 AUDIT ACTIVITY Check Object Condition gt Click the Condition Checked flag gt Confirm that the Date Checked field is entered gt Ift
140. to delete Hold the SHIFT key down and click on the other records you want to delete Hit SHIFT F6 to delete all of the currently highlighted records ww v v cw Mimsy XG displays a message reading Are you sure you want to the highlighted records gt Click YES or press ENTER to delete the record Click NO or press TAB then ENTER to leave the record alone Confirm delete x 2 Are you sure that you want to delete the 2 highlighted Items Sites records e e Sample Confirm Delete Message gt The next time an explicit save is made File Save from the menu or F10 or the SAVE Button the records will be permanently removed from the database NOTE deleting records permanently removes it from your database Once the records are deleted and the deletion is saved the records can only be restored if you restore your entire database from backup 3 4 CHAPTER 3 ADD EDIT amp DELETE RECORDS Undo Sometimes changes or deletions are made to records but you want to reverse what may have been done There are two functions that may help you restore your data to a previous version of a record Reset This Record and Discard Changes Deletes Undo Changes to Field If you are on a record that needs to be corrected and you have NOT saved your changes you can restore the data in any field to its last saved value This is very helpful when you modify several fields on the same record and only want to undo one of t
141. to the correct Activity Release the mouse button A message will display reading X of X records added f you do not see your Activity listed verify that the Status for the Activity is set to open 20 8 CHAPTER 20 TRANSACTION ACTIVITIES Printing Records The Print Icon on the toolbar creates a HTML document with the data displayed on screen You may also use the CTRL P keyboard shortcut Loan Number IN 2001 14 Institution Mus e d Orsay OUT Eugene Etoile 62 rue de Lille 75343 Paris cedex 07 France 2001 12 15 2002 05 10 Lindsay Artwick 2001 06 10 Elizabeth Appleby 2002 05 19 closed 2001 10 18 ARTEX Exhibition Outgoing Loan 5 Total Items Sample Print Screen for Transaction Activity If the Child section is in Grid View when the record is printed approximately four columns from the child section will display The columns printed default to the fields displayed on screen so you may wish to re arrange the columns prior to printing If the record is in Form view all child fields for the single object on screen print Record Sort Order The Transaction Activity records appear in the order in which they were entered i e the most recently created transaction in the Activity is listed first e To change the sort order in any of the Transaction Activities modify the Table Properties entry in the System Module for the corresponding table l ACTIONS ACQUISITIONS DISPOSALS AUD
142. to the record and save the transaction We do however recommend that you determine whether or not the conflict will prevent the object s inclusion in the loan Loan Object Reserved When you attach an object to a loan Mimsy XG checks the Loan Activity for any potential scheduling conflicts Once the Status for the object is set to approved any user who 26 11 CHAPTER 26 LOANS AND EXHIBITIONS attaches the same object to a different loan with a status of under consideration will trigger the Object Reserved alert This item is scheduled to be sent to lt LOAN gt during this period This is only an alert message You will still be able to attach the object to the record and save the transaction We do however recommend that you determine whether or not the conflict will prevent the object s inclusion in the loan e To change the status that reserves a loan item from approved to another value modify the LOAN APPROVED entry in the System Settings To change the status that alerts the user that an object which is under consideration is already approved for another loan change the LOAN_ITEM_RESERVED_STATUS NOTE we recommend setting LOAN_ITEM_RESERVED to the status that is assigned to the loan item when it is first attached to a loan ID Number Update The ID Number assigned to a borrowed object when the loan process first begins is often a temporary number If the object is approved for the loan and a new ID Num
143. user s editing rights to a pre determined record group use the Restrictions functionality in the Users section of the System Module For detailed instructions on adding Restrictions for a logon refer to the Restrictions section of this chapter To restrict editing privileges gt Select Manage Users from the menu gt Click the User Logon in the right panel gt Click the NEW RESTRICT button P Alistof parent tables displays gt Select the table that controls the restriction gt Click OK gt The Field restriction box displays gt Enter the field name with an equal sign with the values the user is permitted to edit Multiple values are separated with a semicolon space gt Click OK P The restriction displays in the Restriction section Restrict Users From Editing Specific Fields Views and or custom roles may be used to restrict users from editing individual fields in a record For example you may wish to restrict users from modifying data in the Credit Line field in the Object Authority If everyone using a View will have the same restrictions use the View to set this up Select Manage View Properties Select the View Name where the module will be restricted Select the table name that will be restricted i e CATALOGUE Click on the field to be made read only cannot be edited ww v v v v Uncheck the Allow Edit flag in the right panel where the field properties are listed 30 58 CHAPTER 30 SY
144. v v v v v v vw cw To add multiple records to the Activity Click on an Activity record in the Activity List section the pane on left side Click on an object record in the Object Set section the grid Hold the SHIFT key down Use the DOWN ARROW key or PAGE DOWN key to select the appropriate Activity object records Release the SHIFT key Place the cursor on any highlighted area of the grid Hold the left mouse button down Drag the objects to the correct Activity Release the mouse button A message will display reading X records added Remove Records From an Activity Object records cannot be removed from an Activity while in Activity Manager To remove an object you must open the Activity record click in the Child section and delete the corresponding record 21 9 CHAPTER 22 ENTRY Chapter 22 Entry The Entry Activity manages the physical deposit of objects These objects or specimens may enter your institution for any number of reasons A donor may drop objects off to be considered for acquisition into the collection or perhaps the objects are part of an incoming loan Regardless of the reason something is arriving it can be processed through the Entry Activity In this chapter you will learn how to Link Deposits to Loans and Acquisitions Assign Temporary Object Numbers Complete Primary Cataloguing Add Location Condition and Value Data The Entry Activity is tightly l
145. value does NOT exist Mimsy XG displays a message indicating there is no match Name Validation If a field is set to validate against the People Authority Mimsy XG searches the Name Variations table for a match If a match is not found the system displays a message Linked People Name Einstein Albert message Li Einstein Albert is not in the authority file Check the list for a match Lini Linke Relationship Validation Example CHAPTER 2 GETTING STARTED After you click OK to acknowledge the message Mimsy XG displays a Pop Up List of values where the first 3 characters are the same as the entry you have entered If there are no near matches a message reading The List contains no entries displays ME xi Name Brief Bio Einstadt Harry Einstein Ann Validation Matches This list of close matches is displayed in order for the user to verify that the value has not been mistyped or exists in a slightly different format i e last name with initials If the value is truly not in the list click CANCEL to indicate that the term is not one of the ones listed If the validation process has not yielded a match at this point and you are not linking to a hierarchical Authority Mimsy XG prompts you to create a new People Authority record 9 Einstein Albert does not exist in the authority file Do you wish to add it ves i Create N
146. want to link the object to an existing Objects Authority record Mimsy XG displays a Pop Up List of existing ID Numbers You must select one to continue If the list has no entries then Mimsy XG cannot find any similar ID Numbers to the one you have entered After you select an object from the list or retype the Entry ID Mimsy XG uses the data from the linked Objects Authority record to update the rest of the object fields Add Incoming Loan Object Details After objects have been attached to the Loan update the Child section fields as needed Enter approved in the Status field and enter a Loan Date to reserve the Object for the Loan Entering approved creates a Future Move record in the Location Activity for the object Add Incoming Object Loan Venues To enter venues for a specific object ww v v Ww Click in the Venues field in the child section Open the Venues Flexi fields Click or TAB into the Venue field Enter a name OR Select Field Pop Up List from the menu or press F9 for a list of venues entered in the Parent section of the record NOTE if a venue has not been entered for the overall loan it cannot be attached to the object Repeat as necessary To enter a venue for a single object then copy that venue to every object attached to the loan ww v v v Click in the Venues field in the child section Open the Venues Flexi fields Click or TAB into the Venue field Select Re
147. 0 8 add group using Activity Manager 20 8 add one record 20 7 add using Activity Manager 21 9 Link to Exhibition 26 4 link to exhibitions 26 2 venues 26 3 Location special features Current Record flag field 17 12 Location Activity See also Activity Manager add record 17 8 add using Activity Manager 21 8 definition 1 5 mass update records 17 9 Pop Up Lists 17 10 records for accessories components 17 12 Location Change for loan venue 26 12 Location Change for Venues 26 5 Loction Activity add new record 17 6 mass update 17 7 mass update records 17 7 Logging In 2 2 Logon See New User Loss Activity add new record 17 6 17 14 add using Activity Manager 21 8 definition 1 5 mass update records 17 7 Makers 4 4 Manager Role See Privileges Mass Update See Global Update Measurements 4 6 auto generate string for display 4 6 auto generate string for display in Sites 4 20 configure measurement string 30 61 30 62 30 64 Media attach media to activity record 5 10 5 11 Media Authority create new record 5 8 definition 1 2 Media Browser change image order 15 11 create groups in 15 7 display group 15 6 open 15 2 open Advanced Search 15 9 see record data 15 9 Media Panel 2 5 Media Viewer display documents sound video 15 2 Multifields 4 7 Multiple Values 2 11 Navigation Parent to Child 2 16 Navigation 2 18 2 21 between modules 2 18 between records 2 16 navigate gields 2 16 navigate
148. 09 05 28 15 11 50 0 Views 9 i Archives m gt R RI Cultural History Curator Cultural History IS R Curator Fine Arts Privileges Iz v MANAGER E E STAFF H Restrictions 1 p 4p lr r q 1 Close ll Save New User Ji Delete User ll Set Default View Change Password Add Restriction ll Edit Restriction Delete Restriction Test Restriction New Users User Logons The panel on the left displays any existing user logons You may sort by Username or by Real Name User Profiles The panel of the right identifies the preferences and privileges associated with each logon When you click on a logon name in the left panel the user s profile automatically displays on the right Username All usernames in the system appear in the left panel The username is the logon name assigned to each person This can be the same as a network logon if you wish 30 2 CHAPTER 30 SYSTEM ADMINISTRATION Real Name This is the given name of the person accessing the system The value should be entered in the same format used in the People Organization Authority Department Optional field Enter the Department associated with the user Email Optional field Enter the email address associated with the user If no email address is entered the auto email functions will be disabled Telephone Optional field Enter the
149. 2 sets of Fees managed in the Reproduction Request Activity These fees may be defined and configured in the System Module Fees Overall Order The Fees in the Parent section track costs associated with the overall Activity The Activity Pop Up List in the Fees Flexi Fields is organized so that when an Activity is selected the associated fee is automatically entered The fee can be overwritten by the user if necessary The Fees associated with Activities are controlled by pre configured values in the System Module To modify these entries contact your System Administrator Fees Individual Items Ordered The Fees in the child section track costs associated with the individual items ordered the printing fee for an 8 x 10 one time use rights etc The Pop Up List for the Activity field in the Fees Flexi Fields depends on what is entered in the Format field When a Format is selected the Activities and associated activities fee will change to reflect what is being ordered The Activities and Fees associated with different formats are controlled by pre configured values in the System Module To modify these entries contact your System Administrator Link to Publications The Publication field validates against the Title field in the Publications Authority If the value entered does not exist in the Authority Mimsy XG prompts you to add the title to the Publication Authority NOTE adding items to the order does not automatically
150. 242 Facility Manager Alex Kerr EI Room B Emergency Contact Andrew Reinhard o EI Room C Emergency Phone 847 266 2958 gt ci Bay 2 Description Main storage compound 6 environmentally gt 38ay 3 controlled buildings 9 7 Bay 4 EJ Outdoor Gardens J Willoughby Building Copy Hierarchy C Copy hierarchy as levels Link Cancel Facilities Browser For more information on creating the Facilities Browser refer to the Facilities Authority section in this manual To access the Facilities Browser Pop Up List for the New Location field gt Select Field Pop Up List from the menu or press F9 The Facilities Hierarchy Browser displays gt Navigate to the desired Location value gt To enter all of the levels in their corresponding Location and Location Levels fields click the COPY HIERARCHY Button OR To enter the single term you selected into the Location field click COPY TERM Nothing will be entered into the Location Levels fields 17 10 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES HINT Anything enclosed in brackets has been entered in the Location Authority as a Location Sub Level When you press the COPY HIERARCHY button anything above the brackets will be entered in the Location field Anything below the brackets will be entered as a Location Level For more information on using the Facilities Hierarchy Browser refer to the Data Entry Tools chapter of this manual If you also che
151. 3 3 CHAPTER 13 ADVANCED SEARCHES I7 Catalogue CJ Acquisitions Audits I7 Condition L Conservation C Damage 1 Dispatch J Disposals CJ Entry I7 Exhibitions Insurance Loans C Location Loss 7 Reproduction 7 Valuation Events I Facilities Field List Clicking on a lever to the left of a folder displays the searchable fields in the Activity or Authority All Parent Anchor fields are listed first followed by the Flexi Fields All fields are displayed in alphabetical order 13 4 CHAPTER 13 ADVANCED SEARCHES 9 7 Catalogue ACCESSORIES 7 ACQUISITIONS CJ ACQUISITIONS MEDIA CJ ACQUISITION ITEMS CJ ACTIVITY CATALOGUE I7 AUDITS 7 AUDITS MEDIA CJ AUDIT ITEMS Age D Category 3 Collector G Condition 3 Condition Date 3 Create Date 3 Created By 3 Credit Line 3 Culture Field List For Object Authority Operator The Operator dropdown list determines what kind of search will be run equals contains etc Operator equals greater than equals less than less than equals A definition of each of the Search Types appears in the Comparison Operators Relational Operators section in Search Concepts chapter If you would like to change the display of the Operators you may do so in the Text Area of the System Module Criteria The Criteria field
152. 3 ALT 0166 3 ALT 0179 ALT 0150 o ALT 0137 ALT 0151 ALT 0128 ALT 0133 ALT 0162 ALT 155 ALT 0173 ALT 0163 ALT 156 Y ALT 0165 ALT 157 Source http homepages rootsweb ancestry com george ansi_ascii_character_chart html 10 4 CHAPTER 10 DATA ENTRY TOOLS Entering Foreign Language Characters In addition to the ASCII characters you can enter using your keyboard it is also possible to enter many symbols and foreign language characters using the character map Please note that the Mimsy XG database accepts and stores these characters as entered however if data is printed the printer used must have a font that contains the character as well If you encounter any problems printing these characters the issue is a hardware issue printer needs a corresponding font installed and is not a problem with the Mimsy XG database or application gt To enter foreign language characters using the Character Map Windows gt Click the START button lower left corner of your desktop gt Select Program Accessories System Tools Character Map this is the default windows installation location If you cannot find the character map here contact your System Administrator gt The Character Map displays t Character Map d im Fon O Arial vw essa icti 4 0 4 2 4 e ROBO REERSEEe SESE Erin CR ORR SM DUANE Characters to
153. 4 3 Chapter 25 Audit Activity 25 1 Overall Process Special Features Audit Special Features Just the Facts e 125 5 Chapter 26 Loans and Exhibitions 26 1 Overall Process 26 2 Special Features Exhibitions 26 3 Just the Facts Process Exhibitions 26 6 Special Features Loans eee 26 10 Just the Facts Process Loans 26 13 Chapter 27 Dispatch Activity 27 1 Just the Facts Dispatch ess 27 2 Chapter 28 Insurance Indemnity 28 1 Overall Process eeeeeeeeeeeeeee nennen 28 2 Chapter 29 Reproduction Request Activity 29 1 Overall Process erret 29 2 Special Features ecce eere eene eene nennnus 29 2 Just the Facts cessere enne 29 4 Chapter 30 System Administration 30 1 New USETS cccssseccessssssseeeeessssssseeeeessssscceeeees 30 2 View Setup ee 30 8 View Properties eese 30 11 Help Setup wssccctscessdecdccrcsevseccccctccsvesseccrsccrtecscee 30 24 Special Search Criteria 30 25 Special Lists 2 eerie ie reor ecco nnne n 30 28 Special Sorts ccsseccccccssssssceceessssssceeeeeeeees 30 28 Sequences ssssssssssss
154. AAT on your own please contact The Selago Design Help Desk There are several options available to you and a support staff member will be happy to assist you in selecting the one most appropriate for your needs Duplicate Terms The Thesaurus Authority accepts duplicate terms If a duplicate term is entered Mimsy XG displays a message alerting the user to the fact To stop data entry and delete the newest record gt Click YES To continue data entry on the new record with the same term gt Click NO Thesaurus Identifying Info The three fields displayed under the Information Flexi Field may be configured on site At the time of installation the fields are set to System Term and Source To adjust these values ask your System Administrator to modify the System Settings for the THESAURUS table and check uncheck the Info Field flags for the corresponding fields 4 34 CHAPTER 5 DIGITAL FILES Chapter 5 Digital Files Digital files may be integrated into every area of Mimsy XG Link images to objects documents to exhibitions or sound files to the Thesaurus In this chapter you will learn how to Determine How Many Images You Need Review Compatible File Formats Learn How and Where to Create Media Authority Records Digital file usage varies from institution to institution This chapter is a brief introduction to some of the issues to consider when determining how and where to use images audio video
155. AGE VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS COLLECTORS LINK ID to PEOPLE LINK ID VESSELS COLLECTORS NVARKEY to PEOPLE VARIATIONS VESSELS COLLECTORS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Appendix 56 LINK APPENDIX NVARKEY TABLE NAME VESSELS_EVENTS TABLE NAME VESSELS FACILITIES TABLE NAME VESSELS_MAKERS TABLE NAME VESSELS_MEDIA TABLE NAME VESSELS_OWNERS TABLE NAME VESSELS_PEOPLE Link Using VESSELS DESIGNERS LINK ID to PEOPLE LINK ID VESSELS DESIGNERS NVARKEY to PEOPLE VARIATIONS VESSELS DESIGNERS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS EVENTS VBKEY to VESSELS VBKEY VESSELS EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS FACILITIES LOCKEY to FACILITIES LOCKEY VESSELS FACILITIES VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS MAKERS LINK ID to PEOPLE LINK ID VESSELS MAKERS NVARKEY to PEOPLE VARIATIONS NVARKEY VESSELS MAKERS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS MEDIAKEY to MEDIA MEDIAKEY VESSELS MEDIA VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSELS OWNERS LINK ID to PEOPLE LINK ID VESSELS OWNERS NVARKEY to PEOPLE VARIATIONS NVARKEY VESSELS OWNERS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Appendix 57 LINK APPENDIX TABLE NAME VESSELS_PLACES TABLE
156. APTER 30 SYSTEM ADMINISTRATION Thesaurus Authority record in Language A for cotton It has a translated record in Language B cotton If Object Authority record 1999 8 1 only exists in English and it is linked to cotton Mimsy XG automatically links 1998 8 1 to coton as well since there is no French record for 1998 8 1 If Object Authority record 1998 8 1 is ever translated the system transfers the coton link from the English 1998 8 1 to the French 1998 8 1 At the time the record is created all child tables may be duplicated as part of the translation process This allows the user to copy data such as repeatable Item Names and Descriptions into the new record NOTE this is an actual copy Mimsy XG may be configured so that all languages share the same child table rather than having one set of records for Language A and a second set for Language B We recommend sharing tables such as TITLES INSCRIPTIONS and OTHER NUMBERS since this data is likely to be the same regardless of language Translation Upon Update Once a record has been translated and saved when links are made from one Authority record to another i e object to thesaurus object to people Mimsy XG checks to see if the record in Language A has a record in Language B If so the new language record is automatically linked to the Authority records in the corresponding language If there is no matching record the translated record is linked to
157. ATOR VALIDATION Examples PEOPLE PEOPLE lt ALLOW NO LINK gt PEOPLE lt BORROWER LENDER gt PEOPLE lt OWNER ALLOW NO LINK gt PLACES PUBLICATIONS Value must equal a PLACE in the Places Authority Modifiers Required No Modifiers lt ALLOW NO LINK gt If lt ALLOW NO LINK gt modifier is included the validator allows the user to enter a Place Name in a Parent field with no matching Places Authority record Entry into child fields is not allowed with unlinked records Examples PLACES PLACES lt ALLOW NO LINK gt Value must equal a TITLE in the Publications Authority Modifiers Required No Modifiers lt ALLOW NO LINK gt If lt ALLOW NO LINK gt modifier is included the validator allows the user to enter a Publication Title in a Parent field with no matching Publications Authority record Entry into child fields is not allowed with unlinked records Examples PUBLICATIONS PUBLICATIONS lt ALLOW NO LINK gt RECORD_TYPE SITES For Reproduction Request indicates whether the order is for an object a media item or another request type Modifiers Required No Modifiers lt ALLOW NO LINK gt Description Validates the value using the named validator that matches the RECORD_TYPE value If ALLOW NO LINK modifier is included the validator will allow the user to proceed without a match This is used for fields that can hold information from more than one source e g REFERENCE_NUMBER in Reproducti
158. AUDIO START_POINT END POINT H SIZE U S IZE OBJECT LENGTH LENGTH UNIT CAPTURED_BY DATE CAOPTURED CAPTURE METHOD CAP TURE DEUICE COMPRESSION METHOD MOLD TEMPLATE REF NOTE PUBLISH null null n ull null null null null null null null null null null null null nul 1 null null null null null null null null null null null null null null null null null null null null null null null null null null O PTION1 OPTION2 NUMBER1 NUMBER2 DATE1 DATE2 FLAGI FLAG2 CREATED BV CREAT E_DATE UPDATED_BY UPDATE_DATE MEDIAKEY from media where MEDIA MEDIAKEY z 1 select from MEDIA_ITEMS where MEDIAKEY Sample Debug text 2 20 CHAPTER 2 GETTING STARTED gt Perform the activity that is giving you trouble gt Once you have performed the activity go to the large black box and click on the blue M in the upper right hand corner gt Choose Edit Select All from the pull down menu The window will now have a white background with black text gt Return to the blue M and select Edit Copy from the pull down menu N inix Restore le 1l photco11 x085000 thumb x854051 bmp a Rowe e set CULTURE where MKEY 12 Size Record recnum 4 key 12 loadChild true TEMS_MEDIA where MKEY 0 order by STEP Minimize ld is missing O Maximize s missing E Y exact 5802 and X Close cnt from media where MEDIA MEDIAKEY 1 Defaults Copy Enter ty
159. Action To create a new Action gt Select Tools Action or press the Action Button or press SHIFT F2 gt Click the NEW ACTION Button or press F6 NOTE If the form is blank you must explicitly create a new Action The record will NOT be saved if you immediately begin typing in the blank form gt Enter the appropriate data gt Click the PRIVATE flag if this Action should only be available to the person who created it gt Click SAVE press F10 gt Click OK to close the window To add an Action to multiple records The Activity Manager may be used to add several objects to an Action at one time For more information on the Activity Manager refer to the Activity Manager chapter of this manual gt Select Tools Activity Manager from the menu gt Inthe left panel click the lever to the left of the Actions folder gt Inthe right panel hold CTRL as you click on the records for which you will add the action When finished selecting records release CTRL Drag the records onto the Create New folder within the Actions folder A Quick Add Actions form displays Enter appropriate data Click OK Click OK to close the Activity Manager window v v v v vw wv Select File Save or press F10 16 4 CHAPTER 16 ACTIONS INSTRUCTIONS NOTES Email Action to User At the time of installation the email functionality for Actions is turned off To turn the notification on so that you may send an e
160. CES PLACEVARKEY to PLACE VARIATIONS PLACEKEY PARENT OR CHILD TABLE CHILD Link Using PUBLICATIONS SITES PKEY to PUBLICATIONS PKEY PUBLICATIONS SITES SKEY to SITES SKEY Link Appendix 38 LINK APPENDIX TABLE NAME PUBLICATIONS SUBJECTS TABLE NAME PUBLICATIONS TAXONOMY TAXONOMY VARIATIONS TABLE NAME PUBLICATIONS TERMS THESAURUS VARIATIONS TABLE NAME RELATED PUBLICATIONS REPRO REQ ACTIVITY TABLE NAME REPRODUCTION TABLE NAME PARENT OR CHILD TABLE CHILD Link Using PUBLICATIONS SUBJECTS PKEY to PUBLICATIONS PKEY PUBLICATIONS SUBJECTS SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE CHILD Link Using PUBLICATIONS TAXONOMY PKEY to PUBLICATIONS PKEY PUBLICATIONS TAXONOMY SPECKEY to TAXONOMY SPECKEY PUBLICATIONS TAXONOMY TAXVARKEY to TAXVARKEY PARENT OR CHILD TABLE CHILD Link Using PUBLICATIONS TERMS CLASS ID to THESAURUS CLASS ID PUBLICATIONS TERMS PKEY to PUBLICATIONS PKEY PUBLICATIONS TERMS THESVARKEY to THESVARKEY PARENT OR CHILD TABLE CHILD Link Using RELATED PUBLICATIONS PKEY to PUBLICATIONS PKEY RELATED PUBLICATIONS RELRECKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE PARENT Link Using REPRODUCTION LINK ID to PEOPLE LINK ID REPRODUCTION PKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE Link Appendix 39 LINK APPENDIX REPRODUCTION_FEES TABLE NAME REPRODUCTION_ITEM_FEES RREQKEY TABLE NAME REPRODUCTION_ITEMS RREQKEY CHILD Link Using
161. CHILD Link Using PLACES PEOPLE LINK ID to PEOPLE LINK ID PLACES PEOPLE NVARKEY to PEOPLE VARIATIONS NVARKEY PLACES PEOPLE PLACEKEY to PLACES PLACEKEY PLACES PEOPLE PLACEVARKEY to PLACE VARIATIONS PARENT OR CHILD TABLE CHILD Link Using PLACES PUBLICATIONS PKEY to PUBLICATIONS PKEY PLACES PUBLICATIONS PLACEKEY to PLACES PLACEKEY PLACES PUBLICATIONS PLACEVARKEY to PLACE VARIATIONS PLACEKEY PARENT OR CHILD TABLE CHILD Link Using PLACES SITES PLACEKEY to PLACES PLACEKEY PLACES SITES PLACEVARKEY to PLACE VARIATIONS PLACEKEY PLACES SITES SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using PLACES SUBJECTS PLACEKEY to PLACES PLACEKEY PLACES SUBJECTS PLACEVARKEY to PLACE VARIATIONS PLACES SUBJECTS SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE Link Appendix 36 LINK APPENDIX PLACES TAXONOMY PLACEKEY TABLE NAME PLACES TERMS PLACEKEY TABLE NAME RELATED PLACES PUBLICATIONS AUTHORITY TABLE NAME PUBLICATIONS TABLE NAME PUBLICATION NUMBERS TABLE NAME PUBLICATIONS EVENTS CHILD Link Using PLACES TAXONOMY PLACEKEY to PLACES PLACEKEY PLACES TAXONOMY PLACEVARKEY to PLACE VARIATIONS PLACES TAXONOMY SPECKEY to TAXONOMY SPECKEY PLACES TAXONOMY TAXVARKEY to TAXONOMY VARIATIONS TAXVARKEY PARENT OR CHILD TABLE CHILD Link Using PLACES TERMS CLASS ID to THESAURUS CLASS ID PLACES TERMS PLACEKEY to PLACES PLACEKEY PLACES TERMS PLACEVARKEY to PLACE VARIATIONS PLACES TE
162. Click YES to continue the deletion OR click NO to cancel the action Search Support This section was added to the System Module in version 1 4 in order to help us customize table joins depending on how various sites had populated their databases Please do not edit this section unless directed by the Help Desk Row Defaults Row defaults are used to automatically create new child records when a new parent record is added In order for Row Defaults to be activated one field in the parent section is identified as the trigger field When a certain value is entered into the field the new child records are added This process only happens when a new parent record is initially created it does not happen upon update For example imagine that the Zoology department enters ZOOLOGY in the Category field for all of their Object Authority records They also manage measurements for wingspan carapace and beak in the Other Measurements fields The view for this department may be configured so that when a new Object Authority record is created and the Category is set to ZOOLOGY three new Other Measurements are automatically added one for wingspan one for carapace and one for beak OBJECTS ID Number 7002004 112 Category ZOOLOGY Object Name Title Maker Place Made Date Made Collector Place Collected Date Collected Site Culture Materials Measurements 9 Other Measureme
163. Create new 1004 VISUAL WORKS The Anatomy Lesson of 1960 44 151005 VISUAL WORKS The Syndics of the Clot E A 1006 VISUAL WORKS Young Woman with a 1978 1 151007 VISUAL WORKS Head of a Negro 1980 1 151008 VISUAL WORKS Tiberius and Agrippina Drag Records into Create New Activity Folder When objects are dragged onto the Create New folder Mimsy XG displays a Quick Add form for the Transaction Activity LL Reference Number SSS Status Status Date Requested By Request Date Method Legal Date cn Sample Quick Add Form 21 6 CHAPTER 21 ACTIVITY MANAGER Users may complete the form and Mimsy XG uses the information to create a new Transaction Activity and attaches the objects e The fields displayed during the Transaction record creation are configured in the System Module To change the field set for a given Activity modify the QUICK_ADD_ACQUISTION QUICK_ADD_ACTION_REQUEST QUICK_ADD_AUDIT QUICK_ADD_DISPATCH QUICK_ADD_DISPOSAL QUICK_ADD_EXHIBTION QUICK_ADD_HAZARDS QUICK_ADD_LOAN or QUICK_ADD_REPRODUCTION View Properties in the System Module Add Objects To Transactions The Activity Manager is used to add objects to the Activities In addition when objects are dragged from one Activity to another a link is made between both Activity records For example when an object is added from an Exhibition to a Loan a link between the Loan and Exhibition is made Create Object Specific Activity
164. D INSURANCE ITEM SUMMAR NVL TITLEJTEM NAM When an Object Authority record is attached to an Insurance Y E NVL MAKER COLLE Activity the Description field in the child section of the Activity is CTOR DATE_MADE D Jautomatically created from the following fields Title Maker Date ESCRIPTION Made and the Description if Title is empty Object Name is used If Maker is empty Collector is used LEGAL STATUS OWNER TO true When value is set to true the Owner listed in the Legal Status table SUMMARY is automatically inserted in the Provenance table If set to false the Owner listed in Legal Status will not copy to the Provenance Summary field LOAN APPROVED under consideration When the Status field in the child section of a Loan Activity contains this setting users who attach the object to a different loan with conflicting dates receive a conflict message LOAN CLOSED LIST closed When the Status field in the Parent section of a Loan Activity contains one of these values the record becomes read only and does not appear in Activity Manager In 1 4 and below this held a single term and was called LOAN CLOSED LOAN ITEM CONFLICT STA CONFLICT Works in conjunction with EXHIBIT ITEM RESERVED and TUS LOAN ITEM RESERVED When a single object is attached to two different exhibitions with conflicting dates and the status of the object is set to the value in EXHIBIT ITEM RESERVED STATUS the Status field in the child section is upda
165. DIAKEY to MEDIA MEDIAKEY EVENTS MEDIA VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using EVENTS PEOPLE LINK ID to PEOPLE LINK ID EVENTS PEOPLE NVARKEY to PEOPLE VARIATIONS NVARKEY EVENTS PEOPLE VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using EVENTS PLACES PLACEKEY to PLACES PLACEKEY EVENTS PLACES PLACEVARKEY to PLACE VARIATIONS EVENTS PLACES VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using EVENTS PUBLICATIONS PKEY to PUBLICATIONS PKEY EVENTS PUBLICATIONS VKEY to EVENTS VKEY PARENT OR CHILD TABLE Link Appendix 11 LINK APPENDIX EVENTS_SITES TABLE NAME EVENTS_SUBJECTS TABLE NAME EVENTS_TAXONOMY TABLE NAME EVENTS_TERMS TABLE NAME EVENTS_VESSELS TABLE NAME RELATED_EVENTS TABLE NAME CHILD Link Using EVENTS_SITES SKEY to SITES SKEY EVENTS_SITES VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using EVENTS_SUBJECTS SUBKEY to SUBJECTS SUBKEY EVENTS_SUBJECTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using EVENTS_TAXONOMY SPECKEY to TAXONOMY SPECKEY EVENTS_TAXONOMY TAXVARKEY to TAXONOMY_VARIATIONS TAXVARKEY EVENTS TAXONOMY VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using EVENTS TERMS CLASS ID to THESAURUS CLASS ID EVENTS TERMS THESVARKEY to THESAURUS VARIATIONS EVENTS TERMS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using EVENTS VESSELS VBKEY to VESSELS VBKEY EVENTS VESSELS VKEY to EVEN
166. DISPOSAL SOURCES ENTRY ENTRY_ITEMS Table List gt The Table Tag updates to reflect the table you have selected Table Tag inscriptions Default Sort Validator Default Query Allow Query Override Open in Grid View Table Tag gt Click in Default Query field gt Click the DEFAULT SEARCH BUILDER button gt A modified version of the Advanced Search form displays 30 35 CHAPTER 30 SYSTEM ADMINISTRATION Field Gi Operator Criteria j Heo equals A and Add another Clear row Clear all Save Criteria Test Reset Cancel Search Builder gt Inthe Field column use the dropdown box to select a field in the Parent section of the record gt Inthe Operator column use the dropdown box to define the type of search to be run gt Inthe Criteria column enter the search value gt Ifneeded click the ADD ANOTHER button to insert a second search row Repeat as necessary gt Click the SAVE button NOTE users may override the Default Query Filter by entering a wildcard in the filtered field To further restrict record access uncheck the Override Filter flag To remove a Default Search gt Click CLEAR DEFAULT SEARCH gt Open in Grid View You may choose to have tables automatically open in grid view when a user logs into the module To do so check the OPEN IN GRID VIEW checkbox If OPEN IN GRID VIEW is checked for
167. ECTS SUBKEY RELATED SUBJECTS SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE CHILD Link Using SUBJECTS EVENTS SUBKEY to SUBJECTS SUBKEY SUBJECTS EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using SUBJECTS FACILITIES LOCKEY to FACILITIES LOCKEY SUBJECTS FACILITIES SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE CHILD Link Using SUBJECTS ITEMS MKEY to CATALOGUE MKEY SUBJECTS ITEMS SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE Link Appendix 44 LINK APPENDIX SUBJECTS_MEDIA TABLE NAME SUBJECTS PEOPLE TABLE NAME SUBJECTS PLACES PLACEKEY TABLE NAME SUBJECTS PUBLICATIONS TABLE NAME SUBJECTS SITES TABLE NAME SUBJECTS TAXONOMY TAXONOMY VARIATIONS CHILD Link Using SUBJECTS MEDIA MEDIAKEY to MEDIA MEDIAKEY SUBJECTS MEDIA SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE CHILD Link Using SUBJECTS PEOPLE LINK ID to PEOPLE LINK ID SUBJECTS PEOPLE NVARKEY to PEOPLE VARIATIONS NVARKEY SUBJECTS PEOPLE SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE CHILD Link Using SUBJECTS PLACES PLACEKEY to PLACES PLACEKEY SUBJECTS PLACES PLACEVARKEY to PLACE VARIATIONS SUBJECTS PLACES SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE CHILD Link Using SUBJECTS PUBLICATIONS PKEY to PUBLICATIONS PKEY SUBJECTS PUBLICATIONS SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE CHILD Link Using SUBJECTS SITES SKEY to SITES SKEY SUBJECTS SITES SUBKEY to SUBJECTS SUBKEY
168. ELECTION LIST System Setting in the System Module to include the PLACES table Copy Term After using the Places Browser to select the appropriate place term click the COPY TERM Button to enter the place term into the current field Copy Term enters the specific place name you have selected and ignores the rest of the hierarchy string For example selecting Copy Term within the hierarchy United Kingdom England London enters London into a field 10 10 CHAPTER 10 DATA ENTRY TOOLS Copy Hierarchy After using the Places Browser to select the appropriate place term click the COPY HIERARCHY Button to enter the place and all of its broader places into the current field Copy Hierarchy enters the full hierarchy of place names you have selected For example selecting Copy Term within the hierarchy United Kingdom England London enters United Kingdom England London into a field e The format of the Place hierarchy string is defined in the System Module System I Settings by the PLACES FORMATTED STRING variable To change the display format of the hierarchy see your System Administrator Link To Set The Link to Set Button labeled Link at some site connects the current term to all Authority records displayed in the query Copy Place Term or Place Term Hierarchy Into a Field If you are in a field such as Place Made or Birth Place the Places Browser may be used as a lookup tool Once you verify the definition and spelling
169. EST ACTIVITY Overall Process The Reproduction Request Activity tracks ordering information for digital images and other reproductions Special Features The Reproduction Request Activity contains several features designed to help automate reproduction ordering Read Only Record Once the order fulfillment process is complete the record may be protected by changing the access status to read only This write protection is activated by entering closed into the STATUS field in the Parent section of the Reproduction Request record e The term closed is set as the default at the time of installation To change the term that triggers the process of making a record read only l modify the REPRODUCTION CLOSED LIST System Setting area in the System Module Auto Generated Order Number Mimsy XG may be configured to assign a sequential Order Number in a user defined format You are not required to use an auto generated Order Number and may enter an alternate Order Number value if you prefer To assign the next auto generated Order Number gt Click in the Order Number field gt Select Field Pop Up List from the menu or press F9 e To configure an auto generated Order Number to the Reproduction Request Activity modify the List Name for the Order Number field in l the Reproduction Table in System Settings section of the System Module Request By The Request By field validates against the People Authority The Pop Up Li
170. G GRID VIEW gt Itmay not look like anything happened but after the search and replace is done the data should have manual line breaks For XML exports the tags associated with the export are managed in the System Module in the View Properties The Publish Flag specifies whether the field is included in the export and the Element Tag is used in place of the Mimsy XG Field Tag XML exports include Parent and Child fields vs Tab and csv which take parent only Exporting data from Grid View requires that your machine have enough memory to create the temporary file which is pasted into another application If you encounter an error or some of the data is missing you may need to try the export on a more powerful machine or export smaller subsets of data Export Part of Grid To export specific records displayed in Grid View Click in a row with a record for export Press and hold CTRL Click in any row with a record for export v v c v If the records are clustered together you may click on the first record in the cluster press and hold the SHIFT key then click on the last record in the cluster gt Release any keys you have been holding gt Select File Export or press CTRL SHIFT E Navigating the Grid Navigation actions are the same regardless of how or where in the system Grid View is accessed Moving Through Fields Forward Field by Field To move forward through fields in the Grid gt Press TAB OR
171. HAPTER 11 SEARCH CONCEPTS Contains Using the Contains Operator finds records where the search criteria occur anywhere in the field The Contains Operator is invoked by using wildcards In Mimsy XG the wildcard is a percent sign 96 Contains searches are different from Equals searches in that they search for pattern matches The Contains Operator is only used to search fields in the Parent section of a record Not Equal To lt gt Does Not Equal Using the Not Equal To Comparison Operators finds data where values do not match at all This operator is the exact opposite of Equal To Greater Than gt Greater Than gt Comparison Operators are usually used with numbers or dates to find data where the records have a data value that exceeds the search criteria Greater Than Equal To gt The Greater Than Equal To gt Comparison Operator is a combination of Equal To and Greater Than It is usually used with numbers or dates to find data where the records have a data value that exceeds OR is equal to the search criteria Less Than Less Than lt Comparison Operators are usually used with numbers or dates to find data where the records have a data value that is lower than the search criteria Less Than OR Equal To The Less Than OR Equal To lt Comparison Operators combines two comparison operators It is usually used with numbers or dates to find data where the records have a data valu
172. Hierarchy Browser Object Found Date Found When the object is found click the Found Flag and enter the date the object was located We also recommend moving to the Location Activity to create a full Location Activity record with the details of where the object now resides Please note that checking the flag does NOT automatically create a new Location Activity record since the place where the object was found is not necessarily where it is moved upon discovery 17 13 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES Condition Activity Although all condition data is stored in the Condition Activity there are several areas of Mimsy XG where Condition Activity records may be created Condition Activity records may be generated through the Entry Activity the Activity Manager or in the Condition Activity itself Depending on what you are doing you may use any combination of these approaches to update condition data for the collection Just the Facts Enter Condition in Condition Activity To create a new Condition Activity record in the Condition Activity Click in the child section Create a new record Record Create Record from the menu or F6 Click in the New Condition field Enter appropriate data Enter a Condition Date ww v c wv v Save the record File Save from the menu or SHIFT F10 HINT each time the condition of an object changes create a new record in the Condition Activity This enables Mimsy XG to maintain a hi
173. IBITION VENUES Contact Names associated with the People Authority record for the Venue CONTACT ADDRESS EXHIBITION THEMES In the Exhibition Activity child section displays the Themes listed for the THEME SUBI1 THEME SUBZ THEME S Parent UB3 THEME_SUB4 THEME_SUB5 THEM E SUB6 EXHIBITION FEES FEE Displays fees configured for Exhibition Activities PEOPLE People Names from the People Authority REFERENTIAL BY CONSMATKEY Displays fees defined for Conservation Activity CONSERVATION FEES ACTUAL COST THESAURUS Thesaurus Terms in the Thesaurus Authority TAXONOMY Scientific Names in the Taxonomy Authority SUBJECTS Subjects in the Subjects Authority List Name Appendix 1 LIST NAME APPENDIX List Name List Display Contains SPECIES Not in use SITES Sites in the Sites Authority REFERENTIAL BY RREQKEY Fees configured for Reproduction Requests lt REPRODUCTION FEES gt FEE REFERENTIAL BY RREQITMKEY Fees configured for items attached to Reproduction Requests lt REPRODUCTION ITEM FEES gt FEE REFERENTIAL BY RECORD_TYPE Fees configured for exhibition items lt EXHIBITION ITEM FEES gt FEE REFERENTIAL BY M ID VALUATION Displays all Values assigned to an object over time REFERENTIAL BY M ID COMPONENTS Display components or accessories linked to an Object or Vessel ACCESSORIES REFERENTIAL BY LKEY LOAN FEES ACTUAL COST PEOPLE OTHER People Authority Names whe
174. ION AUDITMKEY to AUDIT_ITEMS AUDITMKEY AUDITS_CONDITION AUDKEY to AUDITS AUDKEY AUDITS_CONDITION CONDKEY to CONDITION CONDKEY PARENT OR CHILD TABLE CHILD Link Using AUDITS_CONSERVATION AUDITMKEY to AUDIT_ITEMS AUDITS_CONSERVATION AUDKEY to AUDITS AUDKEY AUDITS_CONSERVATION CONSKEY to CONSERVATION PARENT OR CHILD TABLE CHILD Link Using AUDITS_LOCATION AUDITMKEY to AUDIT_ITEMS AUDITMKEY AUDITS_LOCATION AUDKEY to AUDITS AUDKEY AUDITS_LOCATION LOC_ID to LOCATION LOC_ID PARENT OR CHILD TABLE Link Appendix 3 LINK APPENDIX AUDITS_MEDIA CONDITION ACTIVITY TABLE NAME CONDITION TABLE NAME CONDITION_CONSERVATION CONDKEY CONSKEY TABLE NAME CONDITION_MEDIA CONSERVATION ACTIVITY TABLE NAME CONSERVATION TABLE NAME CONSERVATION_DETAILS CHILD Link Using AUDITS_MEDIA AUDITMKEY to AUDIT_ITEMS AUDITMKEY AUDITS_MEDIA AUDKEY to AUDITS AUDKEY AUDITS_MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE PARENT Link Using CONDITION M_ID to CATALOGUE M_ID PARENT OR CHILD TABLE CHILD Link Using CONDITION_CONSERVATION CONDKEY to CONDITION CONDITION_CONSERVATION CONSKEY to CONSERVATION CONDITION_CONSERVATION M_ID to CATALOGUE M_ID PARENT OR CHILD TABLE CHILD Link Using CONDITION_MEDIA CONDKEY to CONDITION CONDKEY CONDITION_MEDIA M_ID to CATALOGUE M_ID CONDITION_MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE PARENT Link Using CONSERVATION CONDKEY to CONDITIO
175. ION SOURCES 30 25 CHAPTER 30 SYSTEM ADMINISTRATION View Cultural History XG EJ ACQUISITIONS ACQUISITIONS_MEDIA ACQUISITION_ITEMS EI ACTION REQUEST rid Table Selection gt Click the NEW SEARCH button gt The NAME SEARCH window displays Enter a name for the new ACQUISITION_SOURCES search definition ox canco Search name P Enter a name for the search gt Click OK Search Definitions Find Objects by Donor Search Name Find Objects by Donor jJ Search Value lt ADD FIELD CRITERIA WsName o Search Definition with Named Search gt TABintothe Search Value field where the system has ADD FIELD CRITERIA gt PressF9 for a list of fields in the selected table 30 26 CHAPTER 30 SYSTEM ADMINISTRATION Field Selection List gt Selecta field from the list gt Click OK gt Ifyou wish to associate a Pop Up List of search values enter the name of the Pop Up List used for the View For example entering SOURCES in this field generates a list of all names with the SOURCE flag Y gt Ifyou make a mistake click UNDO to remove all changes since the last save gt Click the SAVE button To copy a search to a different view gt Highlight the document to copy Click COPY SEARCH Select the view s to which you wish to copy the document Click OK ww v v v Click SAVE 30 27 CHAPTER 30 SYSTEM ADMINISTRATION Special
176. IONS THESVARKEY PARENT OR CHILD TABLE CHILD Link Using TERMS ITEMS CLASS ID to THESAURUS CLASS ID TERMS ITEMS MKEY to CATALOGUE MKEY TERMS ITEMS THESVARKEY to THESAURUS VARIATIONS Link Appendix 49 LINK APPENDIX TABLE NAME TERMS_MEDIA THESVARKEY TABLE NAME TERMS_PEOPLE TABLE NAME TERMS_PLACES PLACEKEY TABLE NAME TERMS_PUBLICATIONS THESAURUS_VARIATIONS TABLE NAME TERMS_SITES PARENT OR CHILD TABLE CHILD Link Using TERMS MEDIA CLASS ID to THESAURUS CLASS ID TERMS MEDIA MEDIAKEY to MEDIA MEDIAKEY TERMS MEDIA THESVARKEY to THESAURUS VARIATIONS PARENT OR CHILD TABLE CHILD Link Using TERMS PEOPLE CLASS ID to THESAURUS CLASS ID TERMS PEOPLE LINK ID to PEOPLE LINK ID TERMS PEOPLE NVARKEY to PEOPLE VARIATIONS NVARKEY TERMS PEOPLE THESVARKEY to THESAURUS VARIATIONS PARENT OR CHILD TABLE CHILD Link Using TERMS PLACES CLASS ID to THESAURUS CLASS ID TERMS PLACES PLACEKEY to PLACES PLACEKEY TERMS PLACES PLACEVARKEY to PLACE VARIATIONS TERMS PLACES THESVARKEY to THESAURUS VARIATIONS PARENT OR CHILD TABLE CHILD Link Using TERMS PUBLICATIONS CLASS ID to THESAURUS CLASS ID TERMS PUBLICATIONS PKEY to PUBLICATIONS PKEY TERMS PUBLICATIONS THESVARKEY to THESVARKEY PARENT OR CHILD TABLE CHILD Link Using TERMS SITES CLASS ID to THESAURUS CLASS ID TERMS SITES SKEY to SITES SKEY Link Appendix 50 LINK APPENDIX THESVARKEY TABLE NAME TERMS_SUBJECTS TABLE NAME
177. ISITIONS_AUDITS TABLE NAME ACQUISITIONS MEDIA ALL MODULES TABLE NAME ACTIONS are TABLE NAME INSTRUCTIONS ACTIONS are TABLE NAME NOTEPAD ACTIONS are TABLE NAME RIGHTS CHILD Link Using ACQUISITIONS AUDITS AKEY to ACQUISITIONS AKEY ACQUISITIONS AUDITS AUDKEY to AUDITS AUDKEY PARENT OR CHILD TABLE CHILD Link Using ACQUISITIONS MEDIA AKEY to ACQUISITIONS AKEY ACQUISITIONS MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE CHILD Link Using ACTIONS TABLE KEY to PRIMARY KEY for table where ACTIONS recorded Set TABLE NAME module where ACTIONS are listed PARENT OR CHILD TABLE CHILD Link Using INSTRUCTIONS TABLE KEY to PRIMARY KEY for table where recorded PARENT OR CHILD TABLE CHILD Link Using NOTEPAD TABLE KEY to PRIMARY KEY for table where recorded PARENT OR CHILD TABLE CHILD Link Using RIGHTS LINK ID to PEOPLE LINK ID Link Appendix 2 LINK APPENDIX are AUDIT ACTIVITY TABLE NAME AUDITS TABLE NAME AUDIT_ITEMS TABLE NAME AUDITS_CONDITION TABLE NAME AUDITS_CONSERVATION AUDITMKEY CONSKEY TABLE NAME AUDITS_LOCATION TABLE NAME RIGHTS TABLE_KEY to PRIMARY KEY for table where ACTIONS PARENT OR CHILD TABLE PARENT PARENT OR CHILD TABLE CHILD Link Using AUDIT_ITEMS AUDKEY to AUDIT AUDKEY AUDIT_ITEMS LOCKEY to FACILITIES LOCKEY AUDIT_ITEMS M_ID to CATALOGUE M_ID PARENT OR CHILD TABLE CHILD Link Using AUDITS_CONDIT
178. ISPATCH_DISPOSALS DISPKEY to DISPATCH DISPKEY PARENT OR CHILD TABLE CHILD Link Using DISPATCH_ENTRY DISPKEY to DISPATCH DISPKEY DISPATCH_ENTRY IKEY to ENTRY IKEY PARENT OR CHILD TABLE CHILD Link Using DISPATCH_ITEMS DISPKEY to DISPATCH DISPKEY DISPATCH_ITEMS LINK_ID to PEOPLE LINK_ID DISPATCH_ITEMS M_ID to CATALOGUE M_ID PARENT OR CHILD TABLE CHILD Link Using DISPATCH_LOANS DISPKEY to DISPATCH DISPKEY DISPATCH_LOANS LITMKEY to LOAN ITEM LITMKEY DISPATCH_LOANS LKEY to LOANS LKEY PARENT OR CHILD TABLE CHILD Link Using DISPATCH_MEDIA DISPKEY to DISPATCH DISPKEY DISPATCH_MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE Link Appendix 6 LINK APPENDIX DISPATCH_REPRODUCTION CHILD Link Using DISPATCH_REPRODUCTION DISPKEY to DISPATCH DISPKEY DISPATCH_REPRODUCTION RREQITMKEY to REPRODUCTIONS RREQITMKEY DISPATCH_REPRODUCTION RREQKEY to REPRODUCTIONS RREQKEY Link Appendix 7 LINK APPENDIX DISPOSALS ACTIVITY TABLE NAME DISPOSALS TABLE NAME DISPOSAL_ITEMS TABLE NAME DISPOSAL_SOURCES NVARKEY TABLE NAME DISPOSALS_MEDIA ENTRY ACTIVITY TABLE NAME ENTRY TABLE NAME ENTRY_ACQUISITIONS PARENT OR CHILD TABLE PARENT Link Using PARENT OR CHILD TABLE CHILD Link Using DISPOSAL_ITEMS AKEY to ACQUISITIONS AKEY DISPOSAL_ITEMS M_ID to CATALOGUE M_ID PARENT OR CHILD TABLE CHILD Link Using DISPOSAL_SOURCES AKEY to ACQUISITIONS AKEY DISPOSAL_SOURCES LIN
179. ITEMS MKEY to CATALOGUE MKEY PEOPLE_ITEMS NVARKEY to PEOPLE_VARIATIONS NVARKEY PARENT OR CHILD TABLE CHILD Link Using PEOPLE_MEDIA LINK_ID to PEOPLE LINK_ID PEOPLE_MEDIA MEDIAKEY to MEDIA MEDIAKEY PEOPLE_MEDIA NVARKEY to PEOPLE_VARIATIONS NVARKEY PARENT OR CHILD TABLE CHILD Link Using PEOPLE_PLACES LINK_ID to PEOPLE LINK_ID PEOPLE_PLACES NVARKEY to PEOPLE_VARIATIONS NVARKEY PEOPLE_PLACES PLACEKEY to PLACES PLACEKEY PEOPLE_PLACES PLACEVARKEY to PLACE_VARIATIONS PARENT OR CHILD TABLE CHILD Link Using PEOPLE_PUBLICATIONS LINK_ID to PEOPLE LINK_ID PEOPLE_PUBLICATIONS NVARKEY to PEOPLE_VARIATIONS Link Appendix 32 LINK APPENDIX TABLE NAME PEOPLE_SITES TABLE NAME PEOPLE_SUBJECTS TABLE NAME PEOPLE_TAXONOMY NVARKEY TABLE NAME PEOPLE_TERMS TABLE NAME PEOPLE_VARIATIONS PEOPLE_PUBLICATIONS PKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE CHILD Link Using PEOPLE_SITES LINK_ID to PEOPLE LINK_ID PEOPLE_SITES NVARKEY to PEOPLE_VARIATIONS NVARKEY PEOPLE_SITES SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using PEOPLE_SUBJECTS LINK_ID to PEOPLE LINK_ID PEOPLE_SUBJECTS NVARKEY to PEOPLE_VARIATIONS NVARKEY PEOPLE_SUBJECTS SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE CHILD Link Using PEOPLE_TAXONOMY LINK_ID to PEOPLE LINK_ID PEOPLE_TAXONOMY NVARKEY to PEOPLE_VARIATIONS PEOPLE_TAXONOMY SPECKEY to TAXONOMY SPECKEY PEOPLE_TAXONOMY TAXVARKEY to TAXONOMY_VARIATIONS TAXVAR
180. ITIONS INSURANCE EKEY to EXHIBITIONS EKEY EXHIBITIONS INSURANCE INSKEY to INSURANCE INSKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITIONS LINKS EKEY to EXHIBITIONS EKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITIONS LOANS EIKEY to EXHIBIT ITEMS EIKEY EXHIBITIONS LOANS EKEY to EXHIBITIONS EKEY EXHIBITIONS LOANS LITMKEY to LOAN ITEM LITMKEY EXHIBITIONS LOANS LKEY to LOANS LKEY PARENT OR CHILD TABLE CHILD Link Using Link Appendix 15 LINK APPENDIX TABLE NAME EXHIBITIONS MEDIA TABLE NAME EXHIBITIONS REPRODUCTION REPRODUCTIONS FACILITIES AUTHORITY TABLE NAME FACILITIES TABLE NAME FACILITIES EVENTS TABLE NAME FACILITIES_ITEMS EXHIBITIONS LOCATION EIKEY to EXHIBIT ITEMS EIKEY EXHIBITIONS LOCATION EKEY to EXHIBITIONS EKEY EXHIBITIONS LOCATION LOC ID to LOCATION LOC ID PARENT OR CHILD TABLE CHILD Link Using EXHIBITIONS MEDIA EIKEY to EXHIBIT ITEMS EIKEY EXHIBITIONS MEDIA EKEY to EXHIBITIONS EKEY EXHIBITIONS MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITIONS REPRODUCTION EIKEY to EXHIBIT ITEMS EIKEY EXHIBITIONS REPRODUCTION EKEY to EXHIBITIONS EKEY EXHIBITIONS REPRODUCTION RREQITMKEY to RREQITMKEY EXHIBITIONS REPRODUCTION RREQKEY to REPRODUCTIONS PARENT OR CHILD TABLE PARENT Link Using FACILITIES BROADER LOCKEY to FACILITIES LOCKEY PARENT OR CHILD TABLE CHILD Link Using FACILITIES EVENTS LOCKEY to FACILITIES LOCKEY FACI
181. ITS DISPATCH ENTRY EXHIBITIONS HAZARDS INSURANCE LOANS MEDIA or REPRODUCTIONS 20 9 CHAPTER 21 ACTIVITY MANAGER Chapter 21 Activity Manager The Activity Manager is used to link Activities together or to quickly associate objects in one Activity to another Activity In this chapter you will learn how to GE CEPR NEU CNN QUON MDC KS E c SSS _ I Process Mass Location Changes Create New Transaction Activities Add Objects in an Activity to a Different Activity The Activity Manager is also used to generate Object Specific Activity records for several objects at one time 21 1 CHAPTER 21 ACTIVITY MANAGER Activity Manager The Activity Manager is a visual tool used to help you process Activity records To open Activity Manager gt Select Tools Activity Manager from the menu or click on the Activity Manager icon on the toolbar M Activity Manager X Text to find Findnext Current Search 327 Select al Bomest ID Number Category Title A Activities VIS1000 VISUAL WORKS Girl with a Pearl Earring gt E Acquisition VIS1001 VISUAL WORKS Large Self Portrait E Action Request VIS 1002 VISUAL WORKS Titus van Rijn the Artist E n VIS1003 VISUAL WORKS Girl at the Window Ek Create new VIS 1004 VISUAL WORKS The Anatomy Lesson of EJ Conservation VIS1005 VISUAL WORKS The Syndics of the Clot gt E Damage VIS1006 VISUAL WORKS
182. Info Field CREDIT LINE Credit Line Field Height 1 Z LEGAL STATUS Legal Status Text Case Mixed Case lv PROVENANCE Provenance Search Module Objects iy iv PORTION Portion Also Search SEX Sex Publish 7 WW AGE Age Element Tag TEM NAME iv STAGE Stage Child Grid TEM NAMES USE Use Il Create Child A Iz Close Save New Copy properties Selectal Deselectall Default List Used for Object Name in Object Authority Properties List Values Help Postion ej TNA TYPE Type Field Tag item Name PRIOR NAME Prior Name Field Type Text STEP Sort Required Morc Checkbox Radio Values ATTRIB TYPE Attribution Type Default Value ATTRIBUTOR Attributor Virtual Field Awa E Allow Edit 7 Allow Insert Ignore when Duping C Validate Value Single Value List Name CATALOGUE ITEM NAME Special Validator Valid Range Info Field Field Height 4 Text Case Mixed Case Search Module Objects vj Also Search Publish 7 Element Tag TEM_NAME Child Grid Create Child Close save New Copy properties Select all De select all Repeatable Object Names in Object Authority Reference a Default List ATTRIB_DATE Attribution Date ATTRIB_COMMENT Attribution Comment ATTRIB_SOURCE Attribution Source N II IS ISI ISI ISI EST ISI ISI IS x CERTAIN
183. KEY Link Appendix 59 INDEX Index Accessories 7 2 change condition 17 15 change location 17 12 conservation of 17 17 Acquisition Activity 23 2 add group 20 8 add group using Activity Manager 20 8 add one record 20 7 add using Activity Manager 21 9 Data entry procedure starting in Acquisition 23 7 Data entry procedure starting with Object 23 10 Data entry procedure with Entry 23 5 definition 1 4 Actions 16 2 Action Manager 16 2 16 4 create action 16 4 delete action 16 5 using Activity Manager 21 8 using Activity Manager 21 7 Actions Activity 18 2 add group using Activity Manager 20 8 add using Activity Manager 21 9 create action 18 3 Activity Manager add multiple location records 17 9 Add New User 30 7 Add Record See Create Record Add User See Create New User Address See People Authority address Advanced Search See Searching Advanced Advanced Searches See Searching Advanced Alternate Search 30 22 Anchor Fields 2 8 ASCII Characters See Diacritics Audit Activity 25 2 add group 20 8 add group using Activity Manager 20 8 add one record 20 7 Condition data 25 4 Condition Data 25 3 data entry procedures 25 5 definition 1 4 group using Activity Manager 21 9 Location data 25 4 Location Data 25 2 Audit Trail 3 6 Basic Search See Searching Basic Between See Searching Boolean Operators 11 2 11 8 Case Restrictions 30 22 Case Sensitivity 11 2 Catalogue See also Obj
184. KEY PARENT OR CHILD TABLE CHILD Link Using PEOPLE TERMS CLASS ID to THESAURUS CLASS ID PEOPLE TERMS LINK ID to PEOPLE LINK ID PEOPLE TERMS NVARKEY to PEOPLE VARIATIONS NVARKEY PEOPLE TERMS THESVARKEY to THESAURUS VARIATIONS PARENT OR CHILD TABLE CHILD Link Using PEOPLE VARIATIONS LINK ID to PEOPLE LINK ID PEOPLE VARIATIONS NVARKEY to PEOPLE VARIATIONS Link Appendix 33 LINK APPENDIX NVARKEY TABLE NAME RELATED_PEOPLE PLACES AUTHORITY TABLE NAME PLACES TABLE NAME PLACE_COORDINATES TABLE NAME PLACE_VARIATIONS TABLE NAME PLACES COLLECTED ITEMS PLACE VARIATIONS TABLE NAME PLACES COLLECTED VESSELS PARENT OR CHILD TABLE CHILD Link Using RELATED PEOPLE LINK ID to PEOPLE LINK ID RELATED PEOPLE RELRECKEY to PEOPLE LINK ID PARENT OR CHILD TABLE PARENT Link Using PLACES BROADER KEY to PLACES PLACEKEY PARENT OR CHILD TABLE CHILD Link Using PLACE COORDINATES PLACEKEY to PLACES PLACEKEY PARENT OR CHILD TABLE CHILD Link Using PLACE VARIATIONS PLACEKEY to PLACES PLACEKEY PARENT OR CHILD TABLE CHILD Link Using PLACES COLLECTED ITEMS MKEY to CATALOGUE MKEY PLACES COLLECTED ITEMS PLACEKEY to PLACES PLACEKEY PLACES COLLECTED ITEMS PLACEVARKEY to PLACEKEY PARENT OR CHILD TABLE CHILD Link Using PLACES COLLECTED VESSELS PLACEKEY to PLACES PLACEKEY PLACES COLLECTED VESSELS VBKEY to VESSELS VBKEY Link Appendix 34 LINK APPENDIX TABLE NAME PLACES EVENTS
185. K_ID to PEOPLE LINK_ID DISPOSAL_SOURCES NVARKEY to PEOPLE_VARIATIONS PARENT OR CHILD TABLE CHILD Link Using DISPOSALS_ MEDIA AKEY to ACQUISITIONS AKEY DISPOSALS MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE PARENT Link Using ENTRY LINK ID to PEOPLE LINK ID PARENT OR CHILD TABLE CHILD Link Using ENTRY ACQUISITIONS AKEY to ACQUISITIONS AKEY Link Appendix 8 LINK APPENDIX TABLE NAME ENTRY_CONDITION TABLE NAME ENTRY_CONSERVATION TABLE NAME ENTRY_EXHIBITIONS TABLE NAME ENTRY_ITEMS TABLE NAME ENTRY_LOANS TABLE NAME ENTRY_LOCATION ENTRY_ACQUISITIONS IKEY to ENTRY IKEY PARENT OR CHILD TABLE CHILD Link Using ENTRY_CONDITION CONDKEY to CONDITION CONDKEY ENTRY_CONDITION IKEY to ENTRY IKEY PARENT OR CHILD TABLE CHILD Link Using ENTRY_CONSERVATION CONSKEY to CONSERVATION CONSKEY ENTRY_CONSERVATION IKEY to ENTRY IKEY PARENT OR CHILD TABLE CHILD Link Using ENTRY_EXHIBITIONS EIKEY to EXHIBIT_ITEMS EIKEY ENTRY_EXHIBITIONS EKEY to EXHIBITIONS EKEY ENTRY_EXHIBITIONS IKEY to ENTRY IKEY PARENT OR CHILD TABLE CHILD Link Using ENTRY_ITEMS IKEY to ENTRY IKEY ENTRY_ITEMS M_ID to CATALOGUE M_ID PARENT OR CHILD TABLE CHILD Link Using ENTRY_LOANS IKEY to ENTRY IKEY ENTRY_LOANS LITMKEY to LOAN_ITEM LITMKEY ENTRY_LOANS LKEY to LOANS LKEY PARENT OR CHILD TABLE CHILD Link Using ENTRY_LOCATION IKEY to ENTRY IKEY ENTRY_LOCATION LOC_ID to LOCATION LOC_ID Li
186. L FILES ww v v v gt Hold down mouse button Drag media onto the Media Panel Release mouse OR Open the Linked Media Flexi Field Click in a row Select Record Create Flexi Record Enter the Media ID Save If there are multiple images of an activity use the Sort field in the Media Flexi Fields to specify the image order Link Media to Transaction Activity Record To attach media to a Transaction Activity Record gt ww v v v vw cw v v v v gt Determine whether the digital file should be linked to the Parent overall activity or Child object section of the record Click in the appropriate section of the record Open Windows Explorer or File Manager Click on file Hold down mouse button Drag media onto the Media Panel Release mouse OR Open the Linked Media Flexi Field Click in a row Select Record Create Flexi Record Enter the Media ID Save If you inadvertently attach Media to the wrong section of the record opening the Linked Media Flexi Field and deleting the row that contains the digital file name removes the link Media in Authorities Every Authority may be linked to the Media Authority To link an Authority record to the Media Authority gt Click in any field in the Parent section of the record CHAPTER 5 DIGITAL FILES v v v c Ww OR Open Windows Explorer or File Manager Click on file Hold down left mouse button Drag media onto the Medi
187. LD TABLE CHILD Link Using VESSEL_DATE_MADE TIMEKEY to TIMELINE TIMEKEY VESSEL_DATE_MADE VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL_DATES TIMEKEY to TIMELINE TIMEKEY VESSEL_DATES VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL_DESCRIPTIONS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL_DESCRIPTORS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL_MARKINGS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL_MEASURED_ONLY VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL_MEASUREMENTS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE Link Appendix 55 LINK APPENDIX VESSEL_NAMES TABLE NAME CHILD Link Using VESSEL_NAMES VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE VESSEL OTHER MEASUREMENTS CHILD TABLE NAME VESSEL OTHER NUMBERS TABLE NAME VESSEL STATUS TABLE NAME VESSEL TYPES TABLE NAME VESSEL USAGE TABLE NAME VESSELS COLLECTORS NVARKEY TABLE NAME VESSELS DESIGNERS Link Using VESSEL OTHER MEASUREMENTS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL OTHER NUMBERS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL STATUS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL TYPES VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using VESSEL US
188. LINE TIMEKEY PARENT OR CHILD TABLE CHILD Link Using SITE EXCAVATIONS SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITE FEATURES SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITE MAPS SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Appendix 41 LINK APPENDIX TABLE NAME SITE_OTHER_NUMBERS TABLE NAME SITE_PERMITS TABLE NAME SITE_PHOTOS TABLE NAME SITE_SURVEYS TABLE NAME SITES_EVENTS TABLE NAME SITES_FACILITIES TABLE NAME SITES_ITEMS Link Using SITE_MEASUREMENTS SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITE_OTHER_NUMBERS SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITE_PERMITS SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITE PHOTOS SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITE SURVEYS SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITES EVENTS SKEY to SITES SKEY SITES EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using SITES FACILITIES LOCKEY to FACILITIES LOCKEY SITES FACILITIES SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using SITES ITEMS MKEY to CATALOGUE MKEY SITES ITEMS SKEY to SITES SKEY Link Appendix 42 LINK APPENDIX TABLE NAME SITES_MEDIA TABLE NAME SITES_PEOPLE TABLE NAME SITES_PLACES TABLE NAME SITES_PUBLICATIONS TABLE NAME SITES SUBJECTS TABLE NAME SITES TAXONOMY
189. LITIES EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using FACILITIES ITEMS LOCKEY to FACILITIES LOCKEY FACILITIES ITEMS MKEY to CATALOGUE MKEY Link Appendix 16 LINK APPENDIX TABLE NAME FACILITIES MEDIA TABLE NAME FACILITIES PEOPLE TABLE NAME FACILITIES PLACES PLACEKEY TABLE NAME FACILITIES PUBLICATIONS TABLE NAME FACILITIES SITES TABLE NAME FACILITIES SUBJECTS PARENT OR CHILD TABLE CHILD Link Using FACILITIES MEDIA LOCKEY to FACILITIES LOCKEY FACILITIES MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE CHILD Link Using FACILITIES PEOPLE LINK ID to PEOPLE LINK ID FACILITIES PEOPLE LOCKEY to FACILITIES LOCKEY FACILITIES PEOPLE NVARKEY to PEOPLE VARIATIONS NVARKEY PARENT OR CHILD TABLE CHILD Link Using FACILITIES PLACES LOCKEY to FACILITIES LOCKEY FACILITIES PLACES PLACEKEY to PLACES PLACEKEY FACILITIES PLACES PLACEVARKEY to PLACE VARIATIONS PARENT OR CHILD TABLE CHILD Link Using FACILITIES PUBLICATIONS LOCKEY to FACILITIES LOCKEY FACILITIES PUBLICATIONS PKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE CHILD Link Using FACILITIES SITES LOCKEY to FACILITIES LOCKEY FACILITIES SITES SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using FACILITIES SUBJECTS LOCKEY to FACILITIES LOCKEY FACILITIES SUBJECTS SUBKEY to SUBJECTS SUBKEY Link Appendix 17 LINK APPENDIX TABLE NAME FACILITIES TAXONOMY TAXONOMY_VARIATIONS
190. LKEY LOANS REPRODUCTION RREQITMKEY to REPRODUCTIONS LOANS REPRODUCTION RREQKEY to REPRODUCTIONS PARENT OR CHILD TABLE PARENT Link Using LOCATION EKEY to EXHIBITIONS EKEY LOCATION LOCKEY to FACILITIES LOCKEY LOCATION M ID to CATALOGUE M ID PARENT OR CHILD TABLE CHILD Link Using LOCATION MEDIA LOC ID to LOCATION LOC ID LOCATION MEDIA M ID to CATALOGUE M ID LOCATION MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE PARENT Link Using LOSS M ID to CATALOGUE M ID Link Appendix 22 LINK APPENDIX TABLE NAME LOSS MEDIA MEDIA AUTHORITY TABLE NAME MEDIA TABLE NAME MEDIA DESCRIPTORS TABLE NAME MEDIA EVENTS TABLE NAME MEDIA FACILITIES TABLE NAME MEDIA ITEMS PARENT OR CHILD TABLE CHILD Link Using LOSS MEDIA LOSSKEY to LOSS LOSSKEY LOSS MEDIA M ID to CATALOGUE M ID LOSS MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE PARENT Link Using MEDIA BROADER KEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE CHILD Link Using MEDIA DESCRIPTORS MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE CHILD Link Using MEDIA EVENTS MEDIAKEY to MEDIA MEDIAKEY MEDIA EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using MEDIA FACILITIES LOCKEY to FACILITIES LOCKEY MEDIA FACILITIES MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE CHILD Link Using MEDIA ITEMS MEDIAKEY to MEDIA MEDIAKEY MEDIA ITEMS MKEY to CATALOGUE MKEY Link Appendix 23 LINK A
191. Ledger displays the same links that are visible for the object in the Objects Authority media documents other activities etc A good visual indicator of which section parent or child is active is the Information data in the Link Ledger When the Link Ledger is active for the Parent section the Information Field displays the identifying data for the object Information Parent Section Active The Parent section may also be viewed in Grid View To display the Parent section of records in Grid view Select Tools Grid View from the menu or press CTRL G CONDITION x im ID Number Category Object Name Materials Title w HIS4000 HISTORY photograph black and white photographs National Archives of Canada World vi j HiS4002 HISTORY photograph black and white photograph RCAF Fairchild Cornell vi His4004 HISTORY photograph black and white photograph L C I on Beach on D Day vi j HiS4005 HISTORY photograph black and white photograph Captured Nazi Flag vi jHiS4008 HISTORY photograph black and white photograph Troops in Liberated Falaise vi HiS4007 HISTORY photograph black and white photograph P P C L I Advancing vi j HiS4008 HISTORY photograph black and white photograph Three Rivers Regiment Sicily vi JHIs4009 HISTORY photograph black and white photograph Calgary Regiment Italy vi HIS4010 HISTORY hotograph black and white photograph First Canadian Parachut
192. Link Using ITEM_DESCRIPTIONS MKEY to CATALOGUE MKEY Link Appendix 26 LINK APPENDIX TABLE NAME ITEM_NAMES TABLE NAME ITEM_USAGE TABLE NAME ITEMS_COLLECTORS NVARKEY TABLE NAME ITEMS_EVENTS TABLE NAME ITEMS_FACILITIES TABLE NAME ITEMS_MAKERS TABLE NAME PARENT OR CHILD TABLE CHILD Link Using ITEM_NAMES MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using ITEM_USAGE MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using ITEMS_COLLECTORS LINK_ID to PEOPLE LINK_ID ITEMS_COLLECTORS MKEY to CATALOGUE MKEY ITEMS_COLLECTORS NVARKEY to PEOPLE_VARIATIONS PARENT OR CHILD TABLE CHILD Link Using ITEMS_EVENTS MKEY to CATALOGUE MKEY ITEMS_EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using ITEMS_FACILITIES LOCKEY to FACILITIES LOCKEY ITEMS_FACILITIES MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using ITEMS_MAKERS LINK_ID to PEOPLE LINK_ID ITEMS_MAKERS MKEY to CATALOGUE MKEY ITEMS_MAKERS NVARKEY to PEOPLE_VARIATIONS NVARKEY PARENT OR CHILD TABLE Link Appendix 27 LINK APPENDIX ITEMS_MEDIA TABLE NAME ITEMS_OWNERS TABLE NAME ITEMS_PEOPLE TABLE NAME ITEMS_PLACES TABLE NAME ITEMS_PLACES_COLLECTED PLACE_VARIATIONS TABLE NAME ITEMS_PLACES_MADE CHILD Link Using ITEMS_MEDIA MEDIAKEY to MEDIA MEDIAKEY ITEMS_MEDIA MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using ITEMS OWNERS LI
193. Link Using HAZARD M_ID to CATALOGUE M_ID PARENT OR CHILD TABLE CHILD Link Using HAZARD HKEY to HAZARD_ACTIONS HKEY PARENT OR CHILD TABLE CHILD Link Using HAZARD HKEY to HAZARD_RATINGS HKEY PARENT OR CHILD TABLE PARENT Link Using INSURANCE LINK_ID to PEOPLE LINK_ID PARENT OR CHILD TABLE CHILD Link Using Link Appendix 19 LINK APPENDIX TABLE NAME INSURANCE_MEDIA LOANS ACTIVITY TABLE NAME LOANS TABLE NAME LOAN_FEES TABLE NAME LOAN_ITEM_FEES TABLE NAME LOAN_ITEM_SHIPPING TABLE NAME LOAN_ITEM_VENUES INSURANCE_ITEMS INSKEY to INSURANCE INSKEY INSURANCE_ITEMS M_ID to CATALOGUE M_ID PARENT OR CHILD TABLE CHILD Link Using INSURANCE_MEDIA INSKEY to INSURANCE INSKEY INSURANCE_MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE PARENT Link Using LOANS LINK_ID to PEOPLE LINK_ID PARENT OR CHILD TABLE CHILD Link Using LOAN_FEES LKEY to LOANS LKEY PARENT OR CHILD TABLE CHILD Link Using LOAN_ITEM_FEES LITMKEY to LOAN_ITEM LITMKEY LOAN_ITEM_FEES LKEY to LOANS LKEY PARENT OR CHILD TABLE CHILD Link Using LOAN_ITEM_SHIPPING LINK_ID to PEOPLE LINK_ID LOAN_ITEM_SHIPPING LITMKEY to LOAN_ITEM LITMKEY PARENT OR CHILD TABLE CHILD Link Using LOAN_ITEM_VENUES LINK_ID to PEOPLE LINK_ID LOAN_ITEM_VENUES LITMKEY to LOAN_ITEM LITMKEY Link Appendix 20 LINK APPENDIX TABLE NAME LOAN_ITEMS TABLE NAME LOAN_VENUES TABLE NAME LOANS_CONSERVATION
194. Lists For sites that have staff that know SQL we have created the Special Lists section of the System Module Special Lists are Pop Up lists that are dynamically created based on SQL criteria Please note that this section is designed for experienced programmers in the event that they wish to make advanced changes to the system If you do not have programming experience please contact the Help Desk before proceeding All special lists are made up of three columns If your list does not need three columns you may set some of the columns to be null The first column is the primary key for the table if you are referencing an authority like LINK_ID for PEOPLE or an activity parent If the key is not necessary this first column should be null The second column is the data that you want to populate the text field The third column is any additional identifying info like BRIEF_BIO for PEOPLE or data that is used to populate a second field like the combined ADDRESS info in the Contacts list You must include a where clause that references the filter variable in case the user wants to pre filter the list The List Fields should reference the TABLE FIELD names in the order that they appear in the select statement so that the correct field tag can be applied to the column header delimited by semi colons If the column will contain no data enter NULL To create a Special List Click the NEW LIST button In the List Name field enter the na
195. M ID value NOTE in a monolingual system OBJECTS and OBJECTS ACTIVITIES may be used interchangeably OBJECTS LOANS Displays a list of ID Number Title from the Object Authority where Loan Allowed Y PEOPLE Displays a list of Preferred_Name Brief_Bio from the People Authority PEOPLE lt APPRAISER gt If the field s Pop Up List is generated from the People Authority for names flagged as APPRAISER and a name is entered that exists in the Authority but is NOT flagged as a APPRAISER the People Authority flag is updated PEOPLE lt AUTHORIZER gt If the field s Pop Up List is generated from the People Authority for names flagged as AUTHORIZER and a name is entered that exists in the Authority but is NOT flagged as an AUTHORIZER the People Authority flag is updated Special Lists 1 SPECIAL LISTS PEOPLE lt BORROWER LENDER gt If the field s Pop Up List is generated from the People Authority for names flagged as BORROWER or LENDER and a name is entered that exists in the Authority but is NOT flagged as a BORROWER or a LENDER the People Authority flag is updated PEOPLE lt COLLECTOR gt If the field s Pop Up List is generated from the People Authority for names flagged as COLLECTOR and a name is entered that exists in the Authority but is NOT flagged as a COLLECTOR the People Authority flag is updated PEOPLE lt CONSERVATOR gt If the field s Pop Up List is
196. MIMSY XG the next generation Mimsy XG User Guide 1 5 SELAGO DESIGN INC Mimsy XG 1 5 USER GUIDE Copyright and Photocopying Notice All Rights Reserved The Mimsy XG Book is copyrighted and all rights are reserved This document may not in whole or in part be copied photocopied reproduced translated or reduced to any electronic medium or machine readable form without prior consent in writing from Selago Design with the following exception Licensees of Mimsy XG may make as many copies as needed for in house use only but may not distribute this manual or any portion of this manual in any form whatsoever to third parties Update History Version G January 8 2010 Versioning on this page corrected Reference to ASCII character chart corrected to reflect ANSI codes Updated section on Security Groups Version F November 2 2009 pages renumbered Index and tables regenerated Version G Selago Design Inc 99 Fifth Avenue Suite 214 Ottawa ON K1S 5P5 WEB http www selagodesign com TABLE OF CONTENTS Table of Contents Chapter 1 What s What 41 1 Modules 1 2 Chapter 2 Getting Started 2 1 Logging n 1oeeixieck eere nere b veio b Vno ebat 2 2 Screen Design eeeeeeeeeeee eene eene 2 3 How Things Work eeeee ecce eee eene 2 7 Navigation eeeeeeeeeeeeeeeeeeee eene 2 16 lg 2 18 Logging OUt inrer rer ritiro
197. MPLE clicking Shelf 1 enters the string Storeroom 1 Room A Aisle 2 Shelf 1 in the field Link Record to Facilities Authority If you are in the Linked Facilities Flexi Fields use the Facility Browser to create an explicit link to a Facilities Authority record Creating a link to the Facilities Authority enables users to search on general facility names and retrieve any records linked to narrower areas For example searching for the broader term Long Term Storage returns records linked to narrower terms such as Storage Room 1 and Storage Room 2 To link a record to the Facilities Authority gt Open the Linked Facilities Flexi Field gt Select Record Create Flexi Record or press F6 or F12 gt Enter the facility name or select it from the Thesaurus Browser 10 20 CHAPTER 10 DATA ENTRY TOOLS gt Select COPY TERM or COPY HIERARCHY Note both buttons have the same function for entry into child fields Taxonomy Browser The Taxonomy Browser is a visual representation of records in the Taxonomy Authority In the Linked Taxonomy Flexi Fields use the Taxonomy Browser to create a link between the Taxonomy Authority and the current record In all other fields the Taxonomy Browser can be used as a reference tool to look up scientific classification names and verify spelling E lt Taxonomies Search in In house Natural History Chordata Osteichthyes Act
198. MPONENTS ACCESSORIES amp RELATED OBJECTS Sugar Bowl 1975 4 2 1 Set of 6 Place Settings 1975 4 5 1 5 The 1 Set of 6 Place Settings may be divided into 6 smaller groups 1 6 Place Setting 2 6 Place Setting 3 6 Place Setting 4 6 Place Setting 5 6 Place Setting and 6 6 Place Setting Some museums may wish to break this down even further and divide each individual place setting into 3 individual pieces 1 teacup 1 saucer and 1 small cake plate 1 6 Place Setting 2 6 Place Setting 3 6 Place Setting 4 6 Place Setting 1975 4 5 1a c 1975 4 5 2a c 1975 4 5 3a c 1975 4 5 4a c 7 5 CHAPTER 7 COMPONENTS ACCESSORIES amp RELATED OBJECTS 5 6 Place Setting 6 6 Place Setting 1975 4 5 5a c 1975 4 5 6a c Create the Objects Authority Records for Hierarchical Elements After defining the levels of the hierarchy create Objects Authority records for each grouping and or individual object in the hierarchy The Tea Service example yields 12 Objects Authority records Link the Records to a Hierarchy If you are creating a hierarchy with more than two levels establish the relationship of the records at the lowest level first then proceed to the next level up in the hierarchy The last level created will be the highest level in the hierarchy To link a record in a hierarchy gt Click in the Link To field left side Link to p Link To Field gt Enter the ID Number of the broader record to which the sm
199. Materials materials Awards Atoms Ball bearings Search For Field with Search Term When using the Search for field to search the Thesaurus Mimsy XG searches the current open branch of the Thesaurus If you are in the Containers hierarchy and search for cotton nothing is returned Running the same search across the full Thesaurus Authority returns hits against the Materials hierarchy If the search returns no terms and you are positive it exists try clicking on the name of the Thesaurus and re running the search To use the Term Field to Search the Thesaurus gt Open the Thesaurus Browser gt Click or TAB into the Search For field gt Enter a full or partial term You may use wildcards For example linen or linen96 or 96linen96 gt PressF8 There is no menu equivalent to this gt The Thesaurus Browser displays any matching terms the Term List upper right pane If there is no matching record Mimsy XG displays a message Your search retrieved no records Modify your criteria and try again The Browser will re display Term Tree The Term Tree displays the Facility terms managed within the Facilities Authority The standard installation of Mimsy XG does not include a pre built Facilities Authority however you may want to create one using the terms you currently use for the Location fields in the Location Activity The top level for each facility displays in the Facility Tree Click t
200. Mimsy XG displays a message alerting the user to the fact The Dictionary of Cultural Literacy is in use Is this a different record Type Book Title The Dictionary of Cultural Literacy Exhibition Catalogue N Author E D Hirsch Joseph F Kett James Trefil Is Published Y Publisher Boston Houghton Mifflin Company Date Published 1993 Yes No Duplicate Publication Title Alert To stop data entry and delete the newest record gt Click YES 4 12 CHAPTER 4 USING AUTHORITIES To continue data entry on the new record with the same title gt Click NO Publication Identifying Info The three fields displayed under the Information Flexi Field may be configured on site At the time of installation the fields are set to Title Author and Publication Date To adjust these values ask your System Administrator to modify the System Settings for the Publications table and check uncheck the Info Field flags for the corresponding fields Media Authority The Media Authority manages information about any image document sound or video related to your museum or collection Media Authority records generally fall into two categories analog non digital and digital Since data entry for analog and digital files varies so widely the two classes of media are addressed in separate chapters The features of the Media Authority are discussed in detail in the Digital Files chapter
201. N CONDKEY CONSERVATION M_ID to CATALOGUE M_ID PARENT OR CHILD TABLE CHILD Link Appendix 4 LINK APPENDIX CONSKEY TABLE NAME CONSERVATION_FEES TABLE NAME CONSERVATION_MEDIA DAMAGE ACTIVITY TABLE NAME DAMAGE TABLE NAME DAMAGE_MEDIA DISPATCH ACTIVITY TABLE NAME DISPATCH TABLE NAME Link Using CONSERVATION_DETAILS CONSKEY to CONSERVATION PARENT OR CHILD TABLE CHILD Link Using CONSERVATION_FEES CONSKEY to CONSERVATION CONSKEY PARENT OR CHILD TABLE CHILD Link Using CONSERVATION_MEDIA CONSKEY to CONSERVATION CONSKEY CONSERVATION_MEDIA M_ID to CATALOGUE M_ID CONSERVATION_MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE PARENT Link Using DAMAGE M ID to CATALOGUE M ID PARENT OR CHILD TABLE CHILD Link Using DAMAGE MEDIA DKEY to DAMAGE DKEY DAMAGE MEDIA M ID to CATALOGUE M ID DAMAGE MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE PARENT Link Using DISPATCH LINK ID to PEOPLE LINK ID PARENT OR CHILD TABLE Link Appendix 5 LINK APPENDIX DISPATCH_CONSERVATION CONSKEY TABLE NAME DISPATCH_DISPOSALS TABLE NAME DISPATCH_ENTRY TABLE NAME DISPATCH_ITEMS TABLE NAME DISPATCH_LOANS TABLE NAME DISPATCH_MEDIA TABLE NAME CHILD Link Using DISPATCH_CONSERVATION CONSKEY to CONSERVATION DISPATCH_CONSERVATION DISPKEY to DISPATCH DISPKEY PARENT OR CHILD TABLE CHILD Link Using DISPATCH_DISPOSALS AKEY to ACQUISITIONS AKEY D
202. NK ID to PEOPLE LINK ID ITEMS OWNERS MKEY to CATALOGUE MKEY ITEMS OWNERS NVARKEY to PEOPLE VARIATIONS NVARKEY PARENT OR CHILD TABLE CHILD Link Using ITEMS PEOPLE LINK ID to PEOPLE LINK ID ITEMS PEOPLE MKEY to CATALOGUE MKEY ITEMS PEOPLE NVARKEY to PEOPLE VARIATIONS NVARKEY PARENT OR CHILD TABLE CHILD Link Using ITEMS PLACES MKEY to CATALOGUE MKEY ITEMS PLACES PLACEKEY to PLACES PLACEKEY ITEMS PLACES PLACEVARKEY to PLACE VARIATIONS PLACEKEY PARENT OR CHILD TABLE CHILD Link Using ITEMS PLACES COLLECTED MKEY to CATALOGUE MKEY ITEMS PLACES COLLECTED PLACEKEY to PLACES PLACEKEY ITEMS PLACES COLLECTED PLACEVARKEY to PLACEKEY PARENT OR CHILD TABLE CHILD Link Using ITEMS PLACES MADE MKEY to CATALOGUE MKEY Link Appendix 28 LINK APPENDIX PLACEKEY TABLE NAME ITEMS_PUBLICATIONS TABLE NAME ITEMS_SITES TABLE NAME ITEMS_SUBJECTS TABLE NAME ITEMS_TAXONOMY TAXVARKEY TABLE NAME ITEMS_TERMS THESVARKEY TABLE NAME ITEMS PLACES MADE PLACEKEY to PLACES PLACEKEY ITEMS PLACES MADE PLACEVARKEY to PLACE VARIATIONS PARENT OR CHILD TABLE CHILD Link Using ITEMS PUBLICATIONS MKEY to CATALOGUE MKEY ITEMS PUBLICATIONS PKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE CHILD Link Using ITEMS SITES MKEY to CATALOGUE MKEY ITEMS SITES SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using ITEMS SUBJECTS MKEY to CATALOGUE MKEY ITEMS SUBJECTS SUBKEY to SUBJECTS SUBKEY PARENT
203. Number Each Disposal Activity record in Mimsy XG must have a unique Reference Number or the record cannot be saved When entering a new Disposal Activity record Mimsy XG automatically compares the new Reference Number to the existing records in the database If there is a conflict Reference Number already assigned Mimsy XG displays a message alerting the user to the problem The user must resolve the conflict before saving the record Auto Generated Reference Number Mimsy XG may be configured to assign a sequential Reference Number in a user defined format You are not required to use an auto generated Reference Number and may enter an alternate Reference Number value if you prefer To assign the next auto generated Reference Number gt Clickin the Reference Number field gt Select Field Pop Up List from the menu or press F9 e To configure an auto generated Receipt Number to for the Disposal Activity modify List Name value for the Receipt Number field in the Disposal table in the View Properties section of the System Module This default may be reset each year so that the Receipt Numbers assigned always contain the 4 digit year and the sequential number Legal Status Update There is a relationship between the Status field in the child section of the Disposal Activity and the Legal Status field in the Objects Authority When you enter the term approved in the Status field and enter a Deaccession Date Mimsy automati
204. Number you have just entered Click NO to select an existing ID Number 27 3 CHAPTER 28 INSURANCE INDEMNITY Chapter 28 Insurance Indemnity Information about commercial insurance policies and indemnification of objects is managed in the Insurance Activity In this chapter you will learn how to Gn FI Manage Policy Renewals Lookup Current Values for Insurance Purposes Attach Policies to Exhibitions and Loans Use the Insurance Check flag in this Activity to indicate whether the policy is for Insurance or Indemnity 28 1 CHAPTER 28 INSURANCE INDEMNITY Overall Process You may hold one or more policies that insure and or indemnify objects in your care Information about this coverage is managed in the Insurance Indemnity Activity Overall policy data is managed in the Parent section at the top of the page and the objects covered by the policy are listed in the Child section Read Only Record Once the Insurance policy has expired and will not be renewed the record may be protected by changing the access status to read only This write protection is activated by entering closed into the STATUS field in the Parent section of the Insurance record e The term closed is set as the default at the time of installation To change the term that triggers the process of making a record read only modify the INSURANCE_CLOSED_LIST System Setting area in the System Module Insurance Indemnity Flag
205. O Replica REPLICA and the Default Value is IMAGE View default Table MEDIA MEDIA ID Media ID Properties List Values Help AKIK 3 Position 3 LOCATOR Locator Field Tag Record Type Field Type Radio Buttons Required RECORD TYPE Record Type REPRO ALLOWED Repro Allowed MEDIA TYPE Media Type Checkbox Radio Values UMENT Image IMAGE Video VIDEO Replica REPLICA Other OTHER Default Value MAGE KI RI SIRE MEDIA Media 7 FORMAT Format Radio Value Example To configure a Radio Button gt Change the Field Type from Text to Radio Buttons gt Inthe Checkbox Radio Values field enter the Field Tag for the Radio Button an equal sign and the text value that will be written in the database Separate multiple entries with a semicolon Tree Tree only works with hierarchical displays The only fields where it may be used are in the Thesaurus for Broader Term Objects for the Parent Key Places for Broader Place Taxonomy for Broader Text Media for Larger File and Facilities for Broader Location If the Field Type is set to Tree it displays as a visual hierarchy 30 14 CHAPTER 30 SYSTEM ADMINISTRATION Male Single Parent Plantae 9 Magnoliophyta 9 Magnoliopsida 9 Rosidae 9 Fabales Fabaceae Tree Field If a Field Type is set to Text it displays as a concatenated text value The above example displays
206. OLLECTION Provenance Inscriptions MultiFields Item Count 1 System Count 1 Whole Part wHOLE Home Location Main Storage Facility Container Location Main Storage Facility Location Levels North Wing Room A Aisle 1 Cabinet 8 Location Date 2006 09 18 Condition fair Condition Date 2007 05 04 Data Panel At the top of the data panel the name of the current open module displays Bl OBJECTS Objects Open Module Name The maximize icon in the left corner of the toolbar expands the data panel and hides the link ledger e Maximize Icon If you are in search mode query mode there is also a message that reads SEARCH MODE OBJECTS SEARCH MODE Module in Search Mode CHAPTER 2 GETTING STARTED Record Summary Clicking on the lever beside the Information field tag opens and closes the Record Summary Information ORATIVE ARTS Record Summary The Record Summary is helpful if you are at the bottom of the Mimsy XG screen and wish to see which record you are on without moving back to the top of the form e It is possible to configure Mimsy XG so that certain data fields are displayed in the Record Summary To modify the fields used for the Record Summary ask your System Administrator to check the Info Field flag for that field in the View Properties for the table The first three fields flagged as Info fields appear in the summary Media Panel The Media Panel is opene
207. ONENTS 9 4 CULTURES 3 Area G Attribution Comment 3 Attribution Date 3 Attribution Source 3 Attribution Type 3 attributor 3 certainty 3 Culture 3 Note B Period D Prior Culture 3 Sort Advanced Query Field for Culture within Catalogue folder Field Operator Criteria CULTURES CULTURE does not exist American and v CULTURES CULTURE does not exist English and v Does Not Exist The Does Not Exist Operator may be used with wildcards 96 Free Text The Free Text Operator is used to search fields that have been indexed using Oracle s InterMedia functionality InterMedia indexes long text fields for faster record retrieval The standard Mimsy XG installation does not include any InterMedia indexes on fields If your System Administrator adds InterMedia indexes you must use Free Text to search these fields No other Operators may be used to search Inter Media fields Current Activity Search Searching for the current location condition or value of an item requires a specific search You will search the current location condition or value field AND restrict the search to current records Restricting a search to the current record ensures that Mimsy XG does not return records that have meet the search criteria on outdated records Field Operator Criteria LOCATION CURRENT RECORD equals wiy and v LOCATION LOCATION contains M Baker
208. OR CHILD TABLE CHILD Link Using ITEMS TAXONOMY MKEY to CATALOGUE MKEY ITEMS TAXONOMY SPECKEY to TAXONOMY SPECKEY ITEMS TAXONOMY TAXVARKEY to TAXONOMY VARIATIONS PARENT OR CHILD TABLE CHILD Link Using ITEMS TERMS CLASS ID to THESAURUS CLASS ID ITEMS TERMS MKEY to CATALOGUE MKEY ITEMS TERMS THESVARKEY to THESAURUS VARIATIONS PARENT OR CHILD TABLE Link Appendix 29 LINK APPENDIX LEGAL_STATUS TABLE NAME MEASUREMENTS TABLE NAME MULTIFIELDS TABLE NAME OTHER_MEASUREMENTS TABLE NAME OTHER_NUMBERS TABLE NAME PHYSICAL_DESCRIPTORS TABLE NAME RELATED_ITEMS TABLE NAME TITLES CHILD Link Using LEGAL_STATUS MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using MEASUREMENTS MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using MULTIFIELDS MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using OTHER_MEASUREMENTS MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using OTHER_NUMBERS MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using PHYSICAL DESCRIPTORS CLASS ID to THESAURUS CLASS ID PHYSICAL DESCRIPTORS MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using RELATED ITEMS RELRECKEY to CATALOGUE MKEY RELATED ITEMS MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Appendix 30 LINK APPENDIX PEOPLE AUTHORITY TABLE NAME PEOPLE TABLE NAME COLLECTORS_ITEMS NVARKEY TABLE NAME OWNER
209. OW PUBLIC GROUPS Box gt Navigate to the appropriate group gt Click DISPLAY When an existing Group is displayed the records in the Group automatically display on the screen The Group s name appears in brackets in the Title bar Create a Group Using Menu To create a group while in an Authority gt Select Group Create a Group from the menu or press CTRL F6 gt The Group Preferences windows displays gt Click the Module radio button identifying the Group Type which Authority records it will contain gt Name the Group gt Click the PRIVATE flag if this Group should only be available to the person who created it gt Click OK or press ENTER The new Group name displays in brackets in the Title Bar 8 13 CHAPTER 8 GROUPS OBJECTS Decorative Arts Group Name Add Records to Group Using Menu While in an Authority users may add records to a Group one at a time or as a hitlist set from a query Add One Record to Group On Screen gt To add a record to the Group while an the Activity or Authority gt Clickin afield gt Select Group Add Add Item from the menu gt Select File Save from the menu or press F10 or click the SAVE button to save the group Add Multiple Records to Group On Screen gt To add a record to the Group while in an Authority gt Clickin afield gt Select Group Add Add the Set from the menu gt Select File Save from the menu or press F10 or
210. PPENDIX TABLE NAME MEDIA_PEOPLE TABLE NAME MEDIA_PLACES TABLE NAME MEDIA_PUBLICATIONS TABLE NAME MEDIA_SITES TABLE NAME MEDIA_SUBJECTS TABLE NAME MEDIA_TAXONOMY PARENT OR CHILD TABLE CHILD Link Using MEDIA_PEOPLE LINK_ID to PEOPLE LINK_ID MEDIA_PEOPLE MEDIAKEY to MEDIA MEDIAKEY MEDIA_PEOPLE NVARKEY to PEOPLE_VARIATIONS NVARKEY PARENT OR CHILD TABLE CHILD Link Using MEDIA_PLACES MEDIAKEY to MEDIA MEDIAKEY MEDIA_PLACES PLACEKEY to PLACES PLACEKEY MEDIA_PLACES PLACEVARKEY to PLACE_VARIATIONS PLACEKEY PARENT OR CHILD TABLE CHILD Link Using MEDIA_PUBLICATIONS MEDIAKEY to MEDIA MEDIAKEY MEDIA_PUBLICATIONS PKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE CHILD Link Using MEDIA_SITES MEDIAKEY to MEDIA MEDIAKEY MEDIA_SITES SKEY to SITES SKEY PARENT OR CHILD TABLE CHILD Link Using MEDIA_SUBJECTS MEDIAKEY to MEDIA MEDIAKEY MEDIA_SUBJECTS SUBKEY to SUBJECTS SUBKEY PARENT OR CHILD TABLE CHILD Link Using MEDIA_TAXONOMY MEDIAKEY to MEDIA MEDIAKEY MEDIA_TAXONOMY SPECKEY to TAXONOMY SPECKEY MEDIA_TAXONOMY TAXVARKEY to TAXONOMY_VARIATIONS Link Appendix 24 LINK APPENDIX TAXVARKEY TABLE NAME MEDIA_TERMS THESVARKEY TABLE NAME MEDIA_VESSELS TABLE NAME RELATED_MEDIA OBJECTS AUTHORITY TABLE NAME CATALOGUE TABLE NAME ACCESSORIES TABLE NAME COMPONENTS PARENT OR CHILD TABLE CHILD Link Using MEDIA TERMS CLASS ID to THESAURUS CLASS ID MEDIA TE
211. Phone Number associated with the user Splash Modules Each user may have 4 default Activities and or Authorities assigned to their logon The default modules appear on the Splash screen when a user logs in Example of Default Splash Module These Splash module names are gt catalogue gt events gt acquisitions gt facilities gt audits gt media gt condition gt people gt conservation gt places gt damage gt publications gt dispatch gt sites gt disposals gt subjects gt entry gt taxonomy gt exhibitions gt thesaurus gt insurance gt vessels gt loans gt location gt loss gt reproduction request 30 3 CHAPTER 30 SYSTEM ADMINISTRATION I gt lfauserisrestricted to 3 or fewer areas of the system enter null in one of the Splash Module options Allow Global Update Check this flag if the User will be allowed to access the Global Update feature under the Tools menu Disable Media Drop Check this flag if the User will NOT be allowed to link media images audio video documents by dragging the file onto the Media Panel Enable Save Log Check this flag to enable the save log messaging The Save Log presents a list of changes the user is about to commit when they press the SAVE button or press F10 The user can press OK to save the changes or CANCEL to reverse all changes Enable Alt Search By Default Check this flag to automatically turn on the Searc
212. Place Name is selected from the Places Hierarchy Browser REPRODUCTION CLOSED LI closed When the Status field in the Parent section of a Reproduction ST Request Activity contains one of these values the record becomes read only and does not appear in Activity Manager In 1 4 and below this held a single term and was called REPRODUCTION CLOSED REPRODUCTION ITEM SUM NVL TITLEJITEM NAM When an Object Authority record is attached to a Reproduction MARY E NVL MAKER COLLE Request the Description field in the child section of the Activity is CTOR DATE_MADE D Jautomatically created from the following fields Title Maker Date ESCRIPTION Made and the Description if Title is empty Object Name is used If Maker is empty Collector is used REPRODUCTION MEDIA ITE MEDIA ID FORMAT L When an Media Authority record is attached to a Reproduction System Setting Appendix 6 SYSTEM SETTING APPENDIX Setting Value at Time M SUMMARY OCATOR CAPTION Request the Description field in the child section of the Activity is automatically created from the following fields Media ID Format Locator and Caption SAVE SEARCH PRIVATE VAL No This setting is for those who want the Save Search prompt to UE default to private rather than public The default value is No which means that the button on the prompt that equates to keep it private is the No button Set this to Yes and change the message text to make the Yes button mean
213. Pop Up List Read Only Record Once the Dispatch process is complete the record may be protected by changing the access status to read only This write protection is activated by entering closed into the STATUS field in the Parent section of the Dispatch record e The term closed is set as the default at the time of installation To change the term that triggers the process of making a record read only F modify the DISPATCH_CLOSED_LIST System Setting area in the System Module Optional Location Activity Record Sites may choose to have Mimsy XG create an additional Location Activity record each time they add a dispatch record to an Object To set up this optional feature ask your System Administrator to contact the Help Desk for the relevant SQL script The auto generation of the Location Activity record is triggered by a value that you specify in the Status field Just the Facts Dispatch To process a shipment of objects Create a Dispatch Record gt Select Record Create Record from the menu or press F6 gt Enter a Dispatch Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number gt Finish entering data in the Parent section gt Select File Save from the menu or press F10 to save the Parent section of the record Attach Objects to Dispatch You are most likely to add objects to the Dispatch by keying in individual Object ID Numbers or adding objects as a Group Ad
214. Process There are several approaches to managing the acquisition process Some museums start the acquisition process when a donation or purchase is first discussed with a donor or curator At these sites users create Acquisition Activity records with a brief description of the objects under consideration If and when the objects are approved for accession they are entered in the Objects Authority or processed through the Entry Activity Other sites prefer to start the acquisition process based on the physical deposit of objects When acquisition candidates are placed in the museum s care they are processed through the Entry Activity Since Entry records for Acquisitions prompt users to generate linked Acquisition Activity records the objects can be automatically attached to the Acquisition Activity It is also possible to begin in the Object Authority and catalogue an object then link it to the Acquisition Activity When the object does arrive it can then be processed through the Entry Activity Depending on your personal preference and best practice procedures you may opt to initiate the acquisition process in the Acquisition Activity Entry Activity or Object Authority or a combination of all three There is no right way to accession objects in Mimsy XG We recommend that you review the options supported by the software and build a model that best meets your needs Start in the Acquisition Activity There are two scenarios i
215. RMS MEDIAKEY to MEDIA MEDIAKEY MEDIA TERMS THESVARKEY to THESAURUS VARIATIONS PARENT OR CHILD TABLE CHILD Link Using MEDIA VESSELS MEDIAKEY to MEDIA MEDIAKEY MEDIA VESSELS VBKEY to VESSELS VBKEY PARENT OR CHILD TABLE CHILD Link Using RELATED MEDIA MEDIAKEY to MEDIA MEDIAKEY RELATED MEDIA RELRECKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE PARENT Link Using CATALOGUE PARENT KEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using ACCESSORIES MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using COMPONENTS MKEY to CATALOGUE MKEY Link Appendix 25 LINK APPENDIX TABLE NAME CULTURES TABLE NAME DATE_COLLECTED TABLE NAME DATE_MADE TABLE NAME INSCRIPTIONS TABLE NAME ITEM_COLLECTION TABLE NAME ITEM_DATES TABLE NAME ITEM_DESCRIPTIONS PARENT OR CHILD TABLE CHILD Link Using CULTURES MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using DATE_COLLECTED MKEY to CATALOGUE MKEY DATE_COLLECTED TIMEKEY to TIMELINE TIMEKEY PARENT OR CHILD TABLE CHILD Link Using DATE_MADE MKEY to CATALOGUE MKEY DATE_MADE TIMEKEY to TIMELINE TIMEKEY PARENT OR CHILD TABLE CHILD Link Using INSCRIPTIONS MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using ITEM_COLLECTION MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE CHILD Link Using ITEM_DATES MKEY to CATALOGUE MKEY ITEM_DATES TIMEKEY to TIMELINE TIMEKEY PARENT OR CHILD TABLE CHILD
216. RMS THESVARKEY to THESAURUS VARIATIONS PARENT OR CHILD TABLE CHILD Link Using RELATED PLACES PLACEKEY to PLACES PLACEKEY RELATED PLACES RELRECKEY to PLACES PKEY PARENT OR CHILD TABLE PARENT Link Using PARENT OR CHILD TABLE CHILD Link Using PUBLICATION NUMBERS PKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE CHILD Link Using PUBLICATIONS EVENTS PKEY to PUBLICATIONS PKEY Link Appendix 37 LINK APPENDIX TABLE NAME PUBLICATIONS FACILITIES TABLE NAME PUBLICATIONS ITEMS TABLE NAME PUBLICATIONS MEDIA TABLE NAME PUBLICATIONS PEOPLE NVARKEY TABLE NAME PUBLICATIONS PLACES TABLE NAME PUBLICATIONS SITES PUBLICATIONS EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using PUBLICATIONS FACILITIES LOCKEY to FACILITIES LOCKEY PUBLICATIONS FACILITIES PKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE CHILD Link Using PUBLICATIONS ITEMS MKEY to CATALOGUE MKEY PUBLICATIONS ITEMS PKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE CHILD Link Using PUBLICATIONS MEDIA MEDIAKEY to MEDIA MEDIAKEY PUBLICATIONS MEDIA PKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE CHILD Link Using PUBLICATIONS PEOPLE LINK ID to PEOPLE LINK ID PUBLICATIONS PEOPLE NVARKEY to PEOPLE VARIATIONS PUBLICATIONS PEOPLE PKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE CHILD Link Using PUBLICATIONS PLACES PKEY to PUBLICATIONS PKEY PUBLICATIONS PLACES PLACEKEY to PLACES PLACEKEY PUBLICATIONS PLA
217. RTIES Validator for MEASUREMENTS display measurements ALL BY PART MEASURED or display measurements ALL BY STEP Use only if the Table Properties Validator for Measurements is not set to create the Measurements Anchor field to a closed list of value DISPLAY SUBRODINATE IM False Specifies whether the image browser displays the linked version of AGES an image or the image and all smaller versions of the file DISPOSAL CLOSED LIST closed When the Status field in the Parent section of a Disposal Activity contains one of these values the record becomes read only and does not appear in Activity Manager In 1 4 and below this held a single term and was called DISPOSAL CLOSED DISPOSAL ITEM SUMMARY NVL TITLEJTEM NAM When an Object Authority record is attached to a Disposal the E NVL MAKER COLLE Description field in the child section of the Activity is automatically CTOR DATE_MADE D created from the following fields Title Maker Date Made and the ESCRIPTION Description if Title is empty Object Name is used If Maker is empty Collector is used ENTRY CLOSED LIST closed When the Status field in the Parent section of an Entry Activity contains one of these values the record becomes read only and does not appear in Activity Manager In 1 4 and below this held a single term and was called ENTRY CLOSED ENTRY ITEM SUMMARY NVL TITLE TEM NAM When an object is deleted from the Object Authority a summary E NVL MAKER COLLE fie
218. Required No Modifiers lt ALLOW NO LINK gt If lt ALLOW NO LINK gt modifier is included the validator allows the user to enter an Event Name in a Parent field even if there is no matching Event Authority record Entry into child fields is not allowed with unlinked records Examples EVENTS EVENTS lt ALLOW NO LINK gt Prevents the system from accepting a variation The variation is automatically replaced with the preferred term No prompt notifies the user of the change or allows the user to choose the variation over the preferred term Checks for scheduling conflicts based on the status assigned in the child section of the record This validator activates the System Settings for EXHIBIT_ITEM_CONFLICT_STATUS EXHIBIT_ITEM_RESERVED_STATUS and EXHIBIT_ITEM_IGNORE_STATUS Modifiers Required Yes Modifiers Object and Exhibition key values represented by the column names in curly brackets contained in angle brackets Do not change Examples EXHIBITION ITEM STATUS lt M_ID EKEY gt Value must equal a FACILITY in the FACILITIES Authority Modifiers Required No Modifiers lt ALLOW NO LINK gt If lt ALLOW NO LINK gt modifier is included the validator allows the user to enter an Facility Name in a Parent field even if there is no matching Facility Authority record Entry into child fields is not allowed with unlinked records Examples FACILITIES FACILITIES lt ALLOW NO LINK gt For Activities that can be linked to o
219. STEM ADMINISTRATION Common System Module Questions Configuring Reproduction Fees Define Item Fees The fees table in the child section is triggered by values entered in the Reproduction Items Format field v v v v vw wv v v v v Select Manage View Properties Select the View Select Reproduction Items In the left panel click FORMAT Click the Pop Up List radio button In the Pop Up List values enter the available order formats JPG 35 mm slide 8 x 10 black and white photo Click save Change the form from Reproduction Items to Reproduction Item Fees Click the Pop Up List radio button There is a drop down list above below the radio buttons and above the Pop Up List entry list Use this dropdown to select the format for which you are configuring fees Once the Format is selected add the individual fees associated with that format The next time you log into Mimsy XG and create a Reproduction Request and enter the format requested the fees listed will automatically be inserted in the Reproduction Item Fees table Define Overall Fees The fees table in the parent section is triggered by values entered in the Reproduction Fees Activity field gt Select Manage View Properties gt Selectthe View gt Select Reproduction Fees gt Intheleft panel click ACTIVITY gt Click the Pop Up List radio button gt Inthe Pop Up List values enter the available activities rush fee postage fee new p
220. S_ITEMS TABLE NAME PEOPLE_CONTACTS TABLE NAME PEOPLE_DATES TABLE NAME PEOPLE_EVENTS Link Using TITLES MKEY to CATALOGUE MKEY PARENT OR CHILD TABLE PARENT Link Using PEOPLE LINK_ID to PEOPLE LINK_ID PARENT OR CHILD TABLE CHILD Link Using COLLECTORS_ITEMS LINK_ID to PEOPLE LINK_ID COLLECTORS_ITEMS MKEY to CATALOGUE MKEY COLLECTORS_ITEMS NVARKEY to PEOPLE_VARIATIONS PARENT OR CHILD TABLE CHILD Link Using OWNERS_ITEMS LINK_ID to PEOPLE LINK_ID OWNERS_ITEMS MKEY to CATALOGUE MKEY OWNERS_ITEMS NVARKEY to PEOPLE_VARIATIONS NVARKEY PARENT OR CHILD TABLE CHILD Link Using PEOPLE_CONTACTS LINK_ID to PEOPLE LINK_ID PARENT OR CHILD TABLE CHILD Link Using PEOPLE_DATES LINK_ID to PEOPLE LINK_ID PEOPLE_DATES TIMEKEY to TIMELINE TIMEKEY PARENT OR CHILD TABLE CHILD Link Using Link Appendix 31 LINK APPENDIX TABLE NAME PEOPLE_FACILITIES TABLE NAME PEOPLE_ITEMS TABLE NAME PEOPLE_MEDIA TABLE NAME PEOPLE_PLACES PLACEKEY TABLE NAME PEOPLE_PUBLICATIONS NVARKEY PEOPLE_EVENTS LINK_ID to PEOPLE LINK_ID PEOPLE_EVENTS NVARKEY to PEOPLE_VARIATIONS NVARKEY PEOPLE_EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using PEOPLE_FACILITIES LINK_ID to PEOPLE LINK_ID PEOPLE_FACILITIES LOCKEY to FACILITIES LOCKEY PEOPLE_FACILITIES NVARKEY to PEOPLE_VARIATIONS NVARKEY PARENT OR CHILD TABLE CHILD Link Using PEOPLE_ITEMS LINK_ID to PEOPLE LINK_ID PEOPLE_
221. Search works in conjunction with Basic Searches Basic Searches are used to search the Parent fields in a record fields on the main form The Also Search entry automatically configures the search functionality so that when an Anchor field is searched the corresponding field in a child record is also queried To configure an Also Search field gt Enter the lt TABLE COLUMN_NAME gt for the child field EXAMPLE to search the Other Number field when the ID Number is searched enter OTHER_NUMBER OTHER_NUMBER Publish The Publish flag is used for XML utilities If the field is flagged then the utility processes the field Element Tag The Element Tag field is used for XML exports The Element field tag is used as the tag label Change this setting if the field should have a different label on the XML Export EXAMPLE Maker may be Creator for a Dublin Core Export Child Grid The Child Grid entry controls which child table displays when the Flexi Field lever for an Anchor field is clicked Create Child The Create Child Flag controls whether entry in a Parent field triggers the creation of a corresponding Child record 30 22 CHAPTER 30 SYSTEM ADMINISTRATION Display Child as Grid The Display Child as Grid controls whether the child field appears in grid view or form view By default this field is checked Child Grid Height The Grid Height entry controls how many rows from the child table display when the Flexi Fie
222. Select Field Expand Box from the menu or press CTRL E Data Entry gt Tocreate records through the Grid gt Click in the last row of the Grid and select Record Create Record from the menu or press F6 Click in the first column Enter the data TAB into the next field Continue adding data until the record is finished Select File Save from the menu or press F10 v v v v cw wv To begin the process again place your cursor in the last column of the Grid and press TAB Mimsy XG adds a new blank row to the Grid NOTE The new records will not appear until you re query the records Clear Unmarked Records If you are in Grid View use Clear Unmarked Records to remove records from the screen To clear a record gt Clickon the Checkmark left side of the Grid gt Repeat as necessary gt Select Record Clear Unmarked Records from the menu or press ALT C Clearing a record removes it from a record set but does NOT delete it from the database 9 7 CHAPTER 10 DATA ENTRY TOOLS Chapter 10 Data Entry Tools There are several tools in Mimsy XG that are designed to make data entry easier more accurate and more efficient In this chapter you will learn about Entering Diacritics Keyboard Shortcuts Record Duplication Copy Fields Spell check Global Updates Use any combination of the data entry tools to help you as you enter new records and edit existing data
223. TION THEMES CHILD Link Using EXHIBITION SPONSORS EKEY to EXHIBITIONS EKEY EXHIBITION SPONSORS LINK ID to PEOPLE LINK ID PARENT OR CHILD TABLE CHILD Link Using EXHIBITION THEMES EKEY to EXHIBITIONS EKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITION EVENTS EKEY to EXHIBITIONS EKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITION SUBJECTS EKEY to EXHIBITIONS EKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITION PEOPLE EKEY to EXHIBITIONS EKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITION TERMS EKEY to EXHIBITIONS EKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITION PUBLICATIONS EKEY to EXHIBITIONS EKEY PARENT OR CHILD TABLE CHILD Link Using Link Appendix 14 LINK APPENDIX TABLE NAME EXHIBITION VENUES TABLE NAME EXHIBITIONS CONSERVATION TABLE NAME EXHIBITIONS INSURANCE TABLE NAME EXHIBITIONS LINKS TABLE NAME EXHIBITIONS LOANS TABLE NAME EXHIBITIONS LOCATION EXHIBITION THEMES EKEY to EXHIBITIONS EKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITION VENUES EKEY to EXHIBITIONS EKEY EXHIBITION VENUES LINK ID to PEOPLE LINK ID PARENT OR CHILD TABLE CHILD Link Using EXHIBITIONS CONSERVATION CONSKEY to CONSERVATION CONSKEY EXHIBITIONS CONSERVATION EIKEY to EXHIBIT ITEMS EIKEY EXHIBITIONS CONSERVATION EKEY to EXHIBITIONS EKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITIONS INSURANCE EIKEY to EXHIBIT ITEMS EIKEY EXHIB
224. TS VKEY PARENT OR CHILD TABLE CHILD Link Using RELATED EVENTS RELATED VKEY to EVENTS VKEY RELATED EVENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE Link Appendix 12 LINK APPENDIX TIMELINE ACTIONS are EXHIBITION ACTIVITY TABLE NAME EXHIBITIONS TABLE NAME EXHIBITION_FEES TABLE NAME EXHIBITION_ITEM_FEES TABLE NAME EXHIBITION_ITEM_VENUES TABLE NAME EXHIBITION_ITEMS TABLE NAME CHILD Link Using TIMELINE TABLE_KEY to PRIMARY KEY for table where recorded PARENT OR CHILD TABLE PARENT Link Using EXHIBITIONS PKEY to PUBLICATIONS PKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITION_FEES EKEY to EXHIBITIONS EKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITION_ITEM_FEES EIKEY to EXHIBIT_ITEMS EIKEY EXHIBITION_ITEM_FEES EKEY to EXHIBITIONS EKEY PARENT OR CHILD TABLE CHILD Link Using EXHIBITION_ITEM_VENUES EIKEY to EXHIBIT_ITEMS EIKEY EXHIBITION_ITEM_VENUES EKEY to EXHIBITIONS EKEY EXHIBITION_ITEM_VENUES LINK_ID to PEOPLE LINK_ID PARENT OR CHILD TABLE CHILD Link Using EXHIBITION_ITEMS EKEY to EXHIBITIONS EKEY EXHIBITION_ITEMS M_ID to CATALOGUE M_ID PARENT OR CHILD TABLE Link Appendix 13 LINK APPENDIX EXHIBITION_SPONSORS TABLE NAME EXHIBITION THEMES TABLE NAME EXHIBITION_EVENTS TABLE NAME EXHIBITION SUBJECTS TABLE NAME EXHIBITION PEOPLE TABLE NAME EXHIBITION TERMS TABLE NAME EXHIBITION PUBLICATIONS TABLE NAME EXHIBI
225. TY Certainty I 30 18 CHAPTER 30 SYSTEM ADMINISTRATION Manage Save Se een zj Properties List Values Help Table ENTRY_ITEMS v Z INCOMING ID Incoming ID Es Position 9 ME v TEMPORARY ID Entry ID Field Tag Object Name v PARTY RESPONSIBLE Handled By Field Type Text x Z RETURN TO Return To Required 7 Z RETURN ADDRESS Return Address Checkbox Radio Values Z RETURN DATE Return Date Default Value a ITEM_COUNT Item Count Virtual Field C v ITEM CATEGORY Category a PETS zl V ITEM NAME Object Name Allow Edit 7 v TITLE Title Allow Insert 7 v MAKER Maker 3 v CULTURE Culture Ignore von Doping ua r v DATE MADE Date Made Vote Vaker s v PLACE MADE Place Made Se pr v COLLECTOR Collector List Name CATALOGUE ITEM NAME V DATE COLLECTED Date Collected Ir Special Validator V PLACE COLLECTED Place Collected Valid Range v SITE Site Info Field v MATERIALS Materials Field Height 1 v MEASUREMENTS Measurements Text Case Mixed Case v DESCRIPTION Description Search Module Entry v CREDIT LINE Credit Line Also Search V LEGAL STATUS Legal Status Publish 7
226. Taxonomy system are defined in the System Module If you plan to create your own Taxonomy Authority or load an existing system you must configure these values before beginning data entry Term Parents There are two Parent fields in the Taxonomy Authority The Male Single Parent and Female Second Parent fields link the current record to two separate Taxonomy Authority records One or both of these fields may be used for linking One field represents the father and the other represents the mother For sites that do NOT want to create explicit links to a broader Taxonomy Authority record data about parents may be entered in the Parent Unlinked field Linking Broader Taxonomic Terms Linking a Taxonomy term to a broader scientific classification automatically relates all of the records attached at higher levels of the hierarchy Male Single Parent Plantae 9 Magnoliophyta Magnoliopsida 9 Rosidae 9 Fahales Fabaceae 4 31 CHAPTER 4 USING AUTHORITIES Broader Parent Term Although users can click the levers to expand and collapse the levels in the hierarchy these fields may only be modified using the Taxonomy Browser If a user is on a record and opens or closes a level the levels will display as entered the next time the record is displayed There are two methods for creating links to broader terms using the Taxonomy Browser and entering an exact Taxonomy term Detailed instructions for using the Taxonomy Brows
227. To adjust the format of the Measurement String ww v v v Select Manage Text Click the Values radio button In the left pane click MEASURE DISPLAY FORMAT Modify the existing string EXAMPLE lt part_measured gt lt dimension1 gt lt unit1 gt x lt dimension2 gt lt unit2 gt x lt dimension3 gt lt unit3 gt lt cdimension1 gt lt cunit1 gt x lt cdimension2 gt lt cunit2 gt x lt cdimension3 gt lt cunit3 gt builds a string with the Part Measured value and measured and converted measurements Changing the value to lt part_measured gt lt dimension1 gt lt unit1 gt x lt dimension2 gt lt unit2 gt x lt dimension3 gt lt unit3 gt would create a string with only one set of measurements 30 62 CHAPTER 30 SYSTEM ADMINISTRATION There are three ways to specify which records in the Measurements table will be copied to the Measurements field in the Object Authority by closed list by part_measured by step Create Measurements Using Alphabetical Order Mimsy XG can create a Measurements string using all of the records entered in the Measurement table and order that string alphabetically based on the Part Measured values To create a Measurements string of Part Measured values in alphabetical order gt Select Manage Table Properties gt Inthe left pane click Measurements gt Set the Validator field to display measurements ALL BY PART MEASURED The display measurements ALL BY PART MEASURED Table Pr
228. Up List from the menu or press F9 for a list of People Authority records flagged as venues Repeat as necessary Link Incoming Loan to Exhibition To aloan to an exhibition ww v v Ww Open the Links Flexi Fields Click or TAB into the Linked Module field Select Exhibition from the dropdown list Click of TAB into the Linked To field 26 15 CHAPTER 26 LOANS AND EXHIBITIONS gt Select Field Pop Up List from the menu or press F9 for a list of Exhibition Activities where the Status is open Attach Incoming Objects in Loan Activity If you have already processed your borrowed objects through the Entry Activity and created a linked Loan Activity skip this step your objects should already be attached to the Loan If they are not you can add them manually using the instructions below Add Objects Already Attached to a Related Exhibition If you are also managing an Exhibition Activity record in conjunction with the Loan Activity you can use the Activity Manager to drag objects from one record to the other gt Select Tools Activity Manager from the menu gt Navigate to the related Exhibition gt Drag the corresponding objects onto the Loan Add Group of Objects If you have created Groups of Objects Authority records as part of the activity planning process these groups can be added to the Loan gt Select Group Group Manager from the menu or press CTRL SHIFT G or press the Group Manager icon gt
229. W NO LINK gt If lt ALLOW NO LINK gt modifier is included the validator allows the user to enter a Scientific Name in a Parent field with no matching Taxonomy Authority record Entry into child fields s not allowed with unlinked records Examples TAXONOMY TAXONOMY lt ALLOW NO LINK gt THESAURUS Value must equal a TERM1_1 TERM value in the Thesaurus Authority Modifiers Required No Modifiers lt ALLOW NO LINK gt If lt ALLOW NO LINK gt modifier is included the validator allows the user to enter a Thesaurus Term in a Parent field with no matching Thesaurus Authority record Entry into child fields is not allowed with unlinked records Examples THESAURUS THESAURUS lt ALLOW NO LINK gt THESAURUS BROWSER Prevents the system from accepting a variation The variation is automatically replaced with the preferred term No prompt notifies the user of the change or allows the user to choose the variation over the preferred term UNIQUE Value entered in the field must NOT equal the value entered for any existing records EXAMPLE all Names in the People Authority must be unique NOTE this cannot be used to override columns with database level requirements for unique values e g ID Number in Objects Modifiers Required No Validation Appendix 5 VALIDATION APPENDIX VALIDATOR VALIDATION Modifiers lt ALLOW OVERRIDE gt If ALLOW OVERRIDE modifier is included the validator will allow the user to proceed despite fi
230. XG displays a message alerting the user to the problem The user must resolve the conflict before saving the record Automatic Order Number Generated Mimsy XG may be configured to assign a sequential Order Number in a user defined format You are not required to use an auto generated Order number and may enter an alternate Audit Number value if you prefer To assign the next auto generated Order Number gt Click in the Order Number field gt Select Field Pop Up List from the menu or press F9 To configure an auto generated Order Number for use in the Action Request Activity modify the ACTION REQUEST ORDER NUMBER field in the System Module Automatic Job Number Generated Mimsy XG may be configured to automatically assign a sequential Job Number to each Action Request child record The Job Number is taken from the Order Number in the Action Request parent record A number is added after the For example if the Action Order number is A302 the first Action Request child record will be A302 1 The second child record will have a Job Number of A302 2 18 2 CHAPTER 18 ACTION REQUEST ACTIVITY Read Only Record Once the work is complete the record may be protected by changing the access status to read only This write protection is activated by entering closed into the STATUS field of the Action Request record e The term closed is set as the default at the time of installation To change the term that triggers the pro
231. XG has linked the object to an existing Objects Authority record Mimsy XG uses the data from the linked Objects Authority record to enter an object summary in the Description field the Description field updates when the record is saved and refreshed gt Inallother cases the following message displays Entry ID does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to select an existing ID Number If you get this message and it was not triggered by a data entry error mis typed ID Number we strongly recommend researching the object Since Disposal and Deaccession often have legal ramifications it is highly unlikely that you would be using unlinked records in this Activity When A Decision Is Made About The Objects gt Enter approved in the Status field and enter a Deaccession Date to update the Legal Status of the object to DEACCESSIONED gt When the decisions about all objects are resolved and all paperwork is processed make the Disposal Activity record read only by entering closed in the Status field in the Parent section of the record 24 4 CHAPTER 25 AUDIT ACTIVITY Chapter 25 Audit Activity An Audit is intended to help verify that the recorded location and condition of an object in the Mimsy XG database is accurate In this c
232. XG uses a custom algorithm to parse certain Date Made and Date Collected values into the Earliest and Latest Year values Date Made Flexi Fields For example entering 1910 1920 in the Date Made or Date Collected fields or the corresponding Flexi Fields automatically parses out an earliest year of 1910 and a latest year of 1920 Century values are also automatically parsed based on a span beginning with XXO1 to XXOO e g 19th Century parsed to 1801 to 1900 Dates such as 800 BC parse as 800 Identifying earliest year and latest year values increases the accuracy of searches since you may define a date range when the object may have been manufactured Values of Date Made such as c 1900 pg Century and pre 1800 may be more accurately described as earliest year and latest year ranges e The DATE TEXT STRIP LIST in the System Settings identifies all text strings used to qualify dates When parsing data into Early Year and l Late Year values Mimsy XG uses the stripped version of the data Consult with your System Administrator to modify this list of terms to reflect the data entry practices at your institution Materials Mimsy XG will concatenate a string of Physical Descriptors Flexi Field table for the Materials Anchor field for display in the Materials field The format of this string is configured in the System Module using the Table Properties for the PHYSICAL DESCRIPTORS table To configure the display string for the field m
233. Young Woman with a L indiget VIS1007 VISUAL WORKS Head of a Negro isposal e EJExhibition VIS1008 VISUAL WORKS Tiberius and Agrippina gt S Risk Management VIS1009 VISUAL WORKS The Prophetess Anna gt J Insurance Indemnity VIS1010 VISUAL WORKS The Polish Rider gt Gentry VIS1011 VISUAL WORKS Erasmus Edom MI51012 VISUAL WORKS Anne of Cleves gt cI Location rs BM 4 a EJ Loss ID Number VI51000 B gt EI Reproduction Request Category VISUAL WORKS 3 Valuation Object Name painting gt c acti Title Girl with a Pearl Earring irn Maker Jan Vermeer 1 Instructions Place Made Netherlands Delft gt cI Notes Date Made circa 1665 1666 gt Rights Place Collected Jamaica Culture Dutch S heat Sigg ian Activity Manager Dragging and dropping objects into the various Activity folders creates new Activity records Once the records are created in Activity Manager they can be accessed in the corresponding Activity and enhanced on an individual basis Activity Manager Components The Activity Manager has five main components Current Set folder Activity List Object Set Object Summary and Text to Find search field 21 2 CHAPTER 21 ACTIVITY MANAGER Activity Manager E Text to find E Find next Current Search 327 Select all di tok ee m o O Bore z ID Number Category Title n Activities 151004 VISUAL
234. a Panel Release mouse If you are in any Authority other than the Media Authority open the Linked Media Flexi Fields Click or TAB into the Media ID Field Select Record Create Flexi Record or press F6 or F12 Select Field Pop Up List from the menu or press F9 for a list of existing Media Authority records Select a Media ID from the list If you are in the Media Authority open the corresponding Linked Authority Flexi Fields Click or TAB into the first column Select Record Create Flexi Record or press F6 or F12 Select Field Pop Up List from the menu or press F9 for a list of existing Authority records Select the related Authority from the list CHAPTER 6 LINKING AUTHORITY RECORDS Chapter 6 Linking Authority Records Authorities manage a lot of content who what when where and why On its own this information is educational and excellent for reference purposes additionally when the data is connected visitors and researchers can see and explore the collection in new and different ways In this chapter you will learn how to Build Content by Linking Records Connect Digital Media to Records Each Authority record may be linked to other Authority records The number of links you may create is unlimited 6 1 CHAPTER 6 LINKING AUTHORITY RECORDS Link Validation When you create a link to an Authority record Mimsy XG checks to see if that Authority record already exists
235. a field gt Press ALT the code see following chart Use the number pad to enter the code number Character ANSIT ASCII Character ANSII ASCII ALT 0192 ALT 0238 ALT 140 ALT 0224 ALT 133 ALT 0207 ALT4 0193 ALT 0239 ALT 139 ALT 0225 ALT 160 ALT 0210 ALT 0194 ALT 0242 ALT 149 ALT 0226 ALT 131 ALT 0211 ALT 0195 ALT 0243 ALT 162 ALT 0227 ALT 0212 ALT 0196 ALT 142 ALT 0244 ALT 147 ALT 0228 ALT 132 ALT 0213 ALT 0197 ALT 143 ALT 0245 ALT 0229 ALT 134 ALT 0214 ALT 153 ALT 0200 ALT 0246 ALT 148 m 94 0 rri gt m Ds MY FH WO Joo cy gt 2 2 0 353 4 49 Tex ICSC Ss CY C CIB QI O OJ 02 OA O OF oloo OF 7 4 ALT 0232 ALT 138 ALT 0216 ALT 0201 ALT 144 ALT 0248 ALT 0233 ALT 130 ALT 0217 ALT 0202 ALT 0249 ALT 151 ALT 0234 ALT 136 ALT 0218 ALT 0203 ALT 0250 ALT 163 ALT 0235 ALT 137 ALT 0219 ALT 0204 ALT 0251 ALT 150 ALT 0236 ALT 141 ALT 0220 ALT 154 ALT 0205 ALT 0252 ALT 129 ALT 0237 ALT 161 ALT 0221 ALT 0206 ALT 0253_ 10 3 CHAPTER 10 DATA ENTRY TOOLS
236. a fields in the Objects List Narrowing the columns will not add any additional data fields Change Column Order To reorder the columns gt Click on Field Tag 21 4 CHAPTER 21 ACTIVITY MANAGER gt Hold left mouse button down gt Drag column left or right gt Release mouse button The columns default to the standard order the next time the Activity Manager is opened Object Record Summary The Object Record Summary section of the Activity Manager provides a brief overview of each object record in the Object Set ID Number NATOO01 Discipline ZOOLOGY Specimen Name Bison Femur Species Name Bison Femur left front Sex M Age Mature Adult Collector Dr Junius Bird Site Head Smashed In Description Intact femur from a large bison from the mid level deposits of the main Kill Site Specimen is quite solid and has excellent bone detail Both ends of the bone are complete Color is 2 5YR 6 4 Materials Bone Measurements overall 40 64 x 5 08 cm Record Summary Clicking on an entry in the Activity Object section automatically refreshes the Object Record Summary with the corresponding data for the selected record Data in the Object Record Summary is read only Text To Find The Text to Find field allows you to search for Activity Records within an Activity Open the Activity that you want to search and put your cursor in it to activate it When the Text to Find field is used to search t
237. a range of values EXAMPLE find loan due between January 1 2006 and June 1 2008 LOAN SEARCH MODE Loan Start hetween 1995 01 01 and 2000 01 01 Between Is Null Use the Is Empty Operator to return records where there is no data in a field EXAMPLE find all records where the Legal Status value hasn t been filled in 12 5 CHAPTER 12 BASIC SEARCHING OBJECTS SEARCH MODE Inscriptions MultiFields Credit Line Legal Status stis null Provenance Is Null Is Not Null The Is Not Empty Operator returns any records where the field contains any data at all regardless of the value EXAMPLE find all objects with a Description OBJECTS SEARCH MODE Measurements Other Measurements Description sis not null 4A en S e Example of Is Not Null 12 6 CHAPTER 13 ADVANCED SEARCHES Chapter 13 Advanced Searches Advanced Searches are used to search Flexi fields Link Ledgers and Grids In this chapter you will learn about Building Advanced Searches Saving Advanced Searches Re Running Searches Examples of Advanced Searches Advanced Searches also help you build very specific searches on data that appears in multiple fields Activities and Authorities 13 1 CHAPTER 13 ADVANCED SEARCHES When to Run an Advanced Search Advanced Searches are always used to search the Flexi Fields Link Ledgers and Grids child sections of records They may also be
238. added to an Activity record object was added to an Activity well in advance of its deposit If this option is selected we recommend following the Reconciling an Object section of these instructions Save the Parent section of the record Click in Entry ID field in the Child section or press F5 Create a new entry object record by selecting Record Create Record from the menu or press F6 A Temporary Number will automatically be entered into the Entry ID field If you do not wish to use this number backspace over it and enter a new number for the object Once you move by clicking or tabbing past the Entry ID field Mimsy XG checks to see if the Entry ID has already been assigned to an Objects Authority record In most cases a message reading lt VAR gt does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to select an existing ID Number displays IF YOU CLICK YES Answering YES allows you to finish data entry for the object then transfer the data to the Objects Authority by checking the Linked flag 22 9 CHAPTER 22 ENTRY Continue adding Entry details for the object When finished adding the details about the unlinked object check the Linked flag This creates a record for the object in the Objects Authority HINT onc
239. age into which the record will be translated v v cw qw v Mimsy XG displays a list of child tables to copy to the new record Select the appropriate entries 30 39 CHAPTER 30 SYSTEM ADMINISTRATION gt Mimsy XG copies the record gt The new language record appears onscreen Edit as needed NOTE the tags do not change Mimsy XG assumes that the cataloguer wishes to see the field tags in his her primary language To display the data with the other language tags switch to a View that uses that language gt Toreturn to the original record open the Other folder in the Link Ledger Open the Language Versions folder Click on the language of the record If Translations Language Equivalents have been setup in the System Module Mimsy XG auto fills in corresponding fields in the new record If there are no translations Mimsy XG copies the existing data from the record in Language A into the corresponding fields in Language B The theory behind this is that it is much easier to backspace over data in the wrong language than to switch back and forth between language versions trying to perform manual translation Configure Translations Language Equivalents For sites managing data in multiple languages auto translation equivalents may be configured in the Translation portion of the System Module Language equivalents are pairs of terms that are connected so that when a record is translated into a second language Mimsy XG
240. ages 5 10 Media in Activities esee 5 10 Chapter 6 Linking Authority Records 6 1 Link Validation eere 6 2 Link to Objects Authority e eese 6 3 Link to Events esee eene 6 3 Link to Facilities eese 6 4 Link to Media eese eene enne 6 4 Linkto People itio reti ce rr nieto Pie tR navy np 6 5 Link to Places 5 treten meme 6 6 Link to Publications eere 6 6 Link to Sites eese eene 6 7 Link to Subjects eese ecce eene eee eene 6 7 Link to Taxonomy ceeeeeee ee eene eene nennen 6 7 Link to Thesaurus eren nennen Link to Vessels Authority Chapter 7 Components Accessories amp Related Objects 1rd oto ooa iiaiai ati 7 1 Components Accessories Related Objects Chapter 8 Groups Why Create a Group Just the Facts Groups f Group Managet ssssssseseseseessesesseeseeeseseeeees 8 3 Delete a Group in Group Manager Using Groups Menu 8 12 Open Groups Using Menu 8 13 Display Groups Using Menu ee 8 13 Create a Group Using Menu 8 13 Add Group To Activity eese 8 15 Add Group To an Authority 8 15 Ch
241. alidation Appendix for the definitions of each of the special validators Info Field The Info Fields control the identifying information in the upper left corner of each module 2 Information Info Fields Up to 4 fields may be designated as Info Fields for each module They are displayed in the same order as they appear onscreen Field Height Field height controls the display size of the field in the forms The number entered here determines how many rows are allotted for the field The higher the value the taller the field 30 21 CHAPTER 30 SYSTEM ADMINISTRATION Text Case The Text Case entry controls the case of the text entered into a field If the Text Case entry is blank the field accepts text in all cases upper lower or mixed Mixed Case Mixed case forces entry where the first letter of the field must be in upper case Upper Upper case forces entry where all letters must be in uppercase all capital letters Lower Lower case forces entry where all letters must be in lowercase Search Module The Search Module entry works in conjunction with Advanced Searching When the Advanced Search tool is opened all of the fields are organized into different Activity or Authority folders The folder where the fields are located is listed in the Search Module entry While these entries should not be changed it is possible to leave the field blank so that it is not available for searching Also Search Also
242. aller record s will be linked You may enter a partial ID Number with a wildcard gt Highlight the value in the Link to field gt PressF8 gt The matching records display in the Parent Column Link to 1975 4 5 Parent 1975 4 5 1 6 1975 4 5 1a c 1975 4 5 2a c 1975 4 5 3a c 1975 4 5 4a c 1875 4 5 5a c 1875 4 5 5a c Parent Set gt Click in the Object Set field right side Object Set 7 6 CHAPTER 7 COMPONENTS ACCESSORIES amp RELATED OBJECTS Object Set Field gt Ifthe records to be linked are not already displayed they were not on screen when the Record Hierarchy window was opened enter the ID Number of the record s to which the other record s will be linked You may enter a partial ID Number with a wildcard Highlight the value and press F8 gt The matching records display in the Object Column SS ll xl Object Set 1975 4 1 Teapot with Lid 1975 4 1 5 Tea Set 1975 4 2 Sugar Bowl 1975 4 3 Cake Plate 1975 4 4 Creamer 1975 4 5 1 6 1 Set of Six Place Settings 1975 4 5 1a c 1 6 Place Setting 1975 4 5 2a c 2 6 Place Settings Current Object Set gt In the Object Column click on the ID Number of the record you wish to link to the Parent HINT if you are attaching more than one object to a level select multiple objects by holding the CTRL button while you click on each ID Number gt Hold the mouse button down and drag the Object ID Numb
243. ana gt gt In house Natural History sp Rana berlandieri gt gt In house Natural History Thelodus Rana berlandieri Rana halecina berlandieri gt gt In house Natural History Vertebrata Rana berlandieri Rana pipiens berlandieri Schmidt 1941 gt gt In house N Ae Rana breviceps gt gt In house Natural History Caudata Rana catesbeiana gt gt In house Natural History Gymnophiona 9 Salientia Brachycephalidae Bufonidae Cystignathidae Discoglossidae Hylidae Leptodactylidae Microhylidae Polypedatidae Ranidae Taxonomic System In house Natural History Scientific Name Rana berlandieri Parent Chordata Vertebrata Amphibia Salientia Ranidae Rana Level Name 22 Description The Rio Grande Leopard Frog grows from 2 25 to 4 5 inches in length Usually tan brown or pale green in color with distinctive black spotting with prominent light colored ridges down either side of the back Their nose is angular and they have long powerful legs with webbed feet Calyptocephalus lxalus 9 Rana Rana breviceps Rana catesbeiana Rana clamata Rana esculenta Rana sp Rana berlandieri Rana temporaria Rana halecina berlandieri Ranafigrana Rana pipiens berlandieri Schmidt 1944 Rana berlandieri m Copy Hierarchy O Use variation Cancel Taxonomy Browser Created From Taxonomy Authority Records Managing Multiple Taxonomic Thesauri The number of Taxa and the levels in each
244. and documents You may wish to contact other museums that have already begun working with digital files for some practical advice on how to proceed with your own digital file projects 5 1 CHAPTER 5 DIGITAL FILES Digital Files Before beginning to use digital files in Mimsy XG it may be helpful to consider the following How Many Images Do Need The size and number of digital images varies from museum to museum Some sites may capture a single digital file for each image others may create five different sizes of the same image The number of images you create and attach to Mimsy XG records depends on how you wish to use them in the system At a minimum we recommend having one thumbnail that is approximately 180 x 180 or 220 x 200 and captured at 72dpi Having a small thumbnail is especially useful for reporting One Image A single full size image may be used as both the thumbnail in the Media Panel and the larger size image When an image is attached to a record Mimsy XG automatically auto sizes the display to fit the image in the window Please note this auto sizing is for display only a thumbnail size image is not actually created by the system Using large images exclusively can require significant memory from a workstation and users may find the system slowdown inconvenient Multiple Images Some sites save images in multiple sizes and resolutions Creating multiple sizes of the same image enables users link smal
245. and press the OK button or ENTER Some museums have training and a production database If this is the case at your institution you will need to enter the name of the database in the Database field Most production databases are named xg MIMSY xg Login Username Password Database xg Logon Box If you do not have a username and password contact your System Administrator Splash Screen The Mimsy XG Splash Screen defaults to the Activities and Authorities you use most frequently CHAPTER 2 GETTING STARTED THE NEXT GENERATION WILLOUGHBY www willo com Splash Screen To access one of these modules click on the link in the Splash Screen To access any of the other areas of Mimsy XG click the MORE link Screen Design All screens are organized into 6 basic components a Menu Bar Toolbar Data Panel Media Panel Link Ledger and a Record Summary All screens share the same design concept you only have to learn how one module is organized and then you may begin to use the others Menu Bar The Menu Bar running across the top of the screen displays the name of the Pull Down menus File Edit Field Record Group Search Tools Reports Activities Authorities Window Help Pull Down Menus Menu Bar The Pull Down menus may be activated by using a mouse or by pressing ALT the underlined letter in the Menu Many menu options have a corresponding button on the Toolbar or a
246. and slashes For example if a computer tries to sort the following Vessel ID Numbers the list appear as follows gt 1988 1 gt 1988 10 gt 1988 2 If records are sorted on the Vessel ID Sorts the Vessel ID Numbers will display in the correct order gt 1988 1 gt 1988 2 gt 1988 10 If your museum has a specialized numbering system we recommend double checking the Vessel ID Sort parsing and modifying the sorts by hand if necessary Vessels Identifying Info The three fields displayed under the Information Flexi Field may be configured on site At the time of installation the fields are set to Vessel Category and Vessel Name To adjust these values ask your System Administrator to modify the System Settings for the VESSELS table and check uncheck the Info Field flags for the corresponding fields Taxonomy The Taxonomy Authority holds biological information about living organisms It may be used in combination with the Thesaurus Authority or as a stand alone Authority The Taxonomy Authority is a hierarchical Authority and designed to hold multiple taxonomic systems The Taxonomy Authority records are used to create the Taxonomy Hierarchy Browser The Taxonomy Hierarchy Browser is discussed in detail in the Data Entry Tools chapter of this manual 4 30 CHAPTER 4 USING AUTHORITIES Ii Taxonomies In house Natural HistoryiChordata Vertebrata Amphibia Salientia Ranidae Rana Rana berlandieri Scales R
247. any Accessories or Components related to the object If you add an Accessory or Component Location Activity record the Link Ledger in the Object Authority will have multiple current records displayed one for the object and one for each of the components and accessories You may adjust this by having the System Administrator modify the Ledger Setup in the System Module Location Activity Link to Dispatch Activity As of version 1 5 the Location and Dispatch Activities may be linked If this functionality is activated at your site attaching an object to a Dispatch Activity automatically generates a Location Activity record for the object and creates a link between the Dispatch and Location records Location Activity Link to Audit Activity The Location Activity is linked to the Audit Activity When location data is verified in the Audit Activity new Location Activity records will automatically be created For information on how this process works refer to the Audit Activity chapter Object Deposit or Object Return in Entry Activity For sites that use the Entry Activity to manage object deposit and or return basic location data may be entered into the Location and Location Date fields in the Entry Activity ENTRY ITEMS Owner Condition Condition Date Location Location Date Valuation Valuation Date Note 17 12 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES Location Fields in Entry Activity Entering data in either of these two fie
248. apter 9 Using Grid View eee 9 1 Grid Deslgn 5 e erint cernere ei iaai 9 2 Accessing Grid View eeeeeeee eere eene 9 2 Exit Grid Return to Record 9 2 Clear Records esee 9 2 Exporting Data from Grid View 9 2 Navigating the Grid eeeeeeeeeeeeeee 9 4 Chapter 10 Data Entry Tools 10 1 Pop Up Lists oorr aeree an oon a n eoo n Rana Rn 10 2 Calendar i sicceccesiccteceiceesucerventecvsveststenscersecteeesteee 10 3 Entering Accented Characters 10 3 Field Default 0 lt iccccciesccvcsdcccevecescsvoncdecesasevecsstevs 10 6 Global Update Mass Update 10 6 Place Browser encre tenente tnn 10 8 Thesaurus Browser eee 10 12 Facility Browser eeeeeeee eene eee nnne 10 17 Taxonomy Browser eee 10 21 Duplicate A Record eeeeeeeees 10 25 Copy Fields Duplicate Fields 10 27 Cut and Paste Copy and Paste 10 28 Find Text eterne 10 28 Today s Date cerent erret 10 28 Expand Bok nn 10 28 Change Alignment cccsssccccceesesssceeeeeeeees 10 29 Spell Check eee rece eren eene 10 29 Find and Replace
249. ate LOAN START Date entered into the Loan End field must be the same as or after the corresponding Loan Start date lt DISPLAY END Date entered into the Display Start field must be the same as or before the corresponding Display End date Date entered into the Exhibit Start field must be the same as or before the corresponding Exhibit End date Date entered into the Install Start field must be the same as or before the corresponding Install End date Date entered into the License Begin field must be the same as or before the corresponding EXHIBIT END INSTALL END lt LICENSE END End date DATE ACTIVE Date entered into the Date Active field must be the same as or after the corresponding Inactive Date field ACTUAL START Date entered into the End field must be the same as or after the corresponding Actual End field Date entered into the Deinstall Start field must be the same as or before the corresponding Deinstall End date DISPLAY START Date entered into the Display End field must be the same as or after the Display Start date gt EXHIBIT START lt DEINSTALL END Date entered into the Exhibit End Date field must be the same as or after the corresponding Exhibit Start date Date entered into the Install End Date field must be the same as or after the corresponding Install Start date gt INSTALL
250. ates may be past present or future Any Date field may be changed to this type Date Indefinite future not allowed Field will accept YYYY or YYYY MM or YYYY MM DD values Dates may be past or present Any Date field may be changed to this type Date Definite future allowed Field will only accept YYYY MM DD values Dates may be past present or future Any Date field may be changed to this type Date Definite future not allowed Field will only accept YYYY MM DD values Dates may be past present or future Any Date field may be changed to this type Checkbox A Checkbox is used for a choice between two options i e IN or OUT Yes or No An example of a checkbox field is the Direction field in Loans Loan Number 2004 2 Institution Museum of Decorative Arts Outgoing Loan v Checkbox When a Field Type is Checkbox you must also fill in the Checkbox Radio Button field and the Default Value field For example the Direction field in Loans has a Checkbox Radio Button value set to OUT IN and the Default Value is IN View Archi z E Mchives Properties List Values Help Table oANS X L Position 3 vi V LOAN NUMBER Loan Number Field Tag Direction 3 Field Type Checkbox Iz Required v NAME Institution v DIRECTION Direction v CONTACT Contact V ADDRESS Address Checkbox Radio Values OUT IN
251. ations may not have the Broader Thesaurus Term entry in the Advanced Search List If so you can either type in the search term of ITEMS TERMS CLASS D or ask your database administrator to add it to Mimsy XG using the Special Searches utility in the System Module Field Operator Criteria rrEMs TERMS CLASS ID equats painting 13 21 CHAPTER 13 ADVANCED SEARCHES Advanced Hierarchical Query Search for Alternate Terms To search for a record linked to a Thesaurus Variation use the following search Field Operator Criteria THESAURUS_VARIATIONS VARIATION equals basked h and v Search for Alternate Thesaurus Link To search for a record linked to a Taxonomy Variation use the following search Field Operator Criteria _ TAXONOMY VARIATIONS VARIATION equals Rana catesbeiana h Search for Alternate Taxonomy Link To search for a record linked to a Places Variation use the following search Field Operator Criteria PLACES VARIATIONS VARIATION equals Y Moscow and x Search for Alternate Places Link 13 22 CHAPTER 14 MANAGE COPYRIGHT Chapter 14 Manage Copyright Copyright information may be recorded for any Activity or Authority In this chapter you will learn how to Associate Rights with an Artist Record Rights for Digital Files Enter Rights for an Object The Copyright fields are repeatable so that you can track multiple copyrights for a gi
252. atus field in the Parent section of the record controls the security status of the Exhibition Activity records When the Status is set to closed the entire Exhibition Activity record becomes read only e To change the Exhibition Activity Status field term that changes a record to read only modify the EXHIBITION CLOSED LIST default in the System Settings I section of the System Module Theme Sections The Pop Up List for the Themes fields in the Child section of the record is generated from the Themes Flexi fields in the Parent section of the record 26 3 CHAPTER 26 LOANS AND EXHIBITIONS Automatic Exhibition Ref Number Generated Ref Numbers are often used as billing codes or internal abbreviations for a show Mimsy XG may be configured to assign a sequential Reference Number in a user defined format You are not required to use an auto generated Reference Number and may enter an alternate Reference Number value if you prefer To assign the next auto generated Reference Number gt Click in the Reference Number field gt Select Field Pop Up List from the menu or press F9 e To configure an auto generated Exhibition Ref Number for use in Exhibition Activity modify the ID FORMAT EXH REF NUMBER data default in the System Module Link to Transaction Activities Mimsy XG enables you to link two Transaction Activities together For example you might want to attach multiple loans to an exhibition record To link Tra
253. ay prefer to use SQL statements to update sets of records If you have not taken this class we do not recommend using this update method gt To update records using a Where clause gt Select Tools Global Update gt The Global Update window displays gt Usethe Available Tables dropdown list to select the name of the table to be updated gt Use the Available fields dropdown list to select the name of the field to be updated gt Click in the Update Value To field Enter the new data value that will replace the existing value gt Check the Use a Where Clause flag Once the flag is checked the WHERE field is activated gt Click in the WHERE field Enter the clause that will be used to identify the records which will be modified If you are updating a child table you must repeat the table 10 7 CHAPTER 10 DATA ENTRY TOOLS name and field name in TABLE NAME FIELD NAMVE format Be sure to format the clause properly by using single quotes around the update value Where D NUMBER like B2004 11 Example of Where Clause gt Click the UPDATE button gt The update will process and display a confirmation message MR 9 2 415 rows updated 2 Doyou wish to save the update ve e Confirmation Message gt Click YES to continue and save the update OR click NO to reverse the change gt Click CLOSE to close the update window Place Browser The Place Browser is a visual represen
254. be added to the Action Request gt Select Group Group Manager from the menu use the Group Manager to add several objects at once 18 3 CHAPTER 18 ACTION REQUEST ACTIVITY gt Navigate to the related Group gt Click the LINK button gt Click the REFRESH button or press F8 to display the attached objects Add One Object Record Objects may also be added to the Action Request Activity one by one gt Click in the Child section of the record or press F5 gt Select Record Create Record from the menu or press F6 to add an object to the Audit Activity gt Select Object in the TYPE field gt Enter an ID Number in the ID Number field You may also select from the pop up list gt Once you move by clicking or tabbing past the ID Number field Mimsy XG checks to see if the ID Number corresponds to an existing Objects Authority record gt Ifthe object exists in the database Mimsy XG will linked the object to an existing Objects Authority record Mimsy XG uses the data from the linked Objects Authority record to enter an object summary in the Regarding field the Regarding field updates when the record is saved and refreshed You may alter the field to meet your needs if necessary gt Ifthe object does not exist in the database a link will not be made You may enter data into the Regarding field if you wish gt Enter the name of the person who will be doing the Action in ACTION BY gt Enter the due
255. be opened or closed by clicking the lever to the left of the folder The Activities folder displays the number and types of linked Activity records The Authorities folder displays the number and types of linked Authority records The Other folder displays the number of Actions Instructions Rights Notes and Groups Clicking on a link within the folders moves you to the full linked record E Links o Bil Activities gt Ba Dispatch Big Exhibition _ Of Sterling Character Linked Exhibition While the entries in the Link Ledger will vary depending where you are in the system the links may always be used to learn more about a record and to help you to navigate to other areas of Mimsy XG If there are no linked records in an Activity or Authority the Link Ledger does not display a folder for the corresponding portion of the system Move from Links to Full Records In any part of the system you may move from a link to the full record To do this click the Link Summary This will open the full version of the record To move back to where you started gt Select Window name of the module you just came from from the Menu OR CHAPTER 2 GETTING STARTED Look in the Link Ledger Open the folder for the Module you just moved from Find the linked record ww v v v Click the linked record to return to the original record Once you move to a linked record you can move anywhere else in the system You do not have t
256. be physically in your possession to be treated as an Acquisition Candidate and attached to an Acquisition Activity record Audit Activity The Audit Activity verifies basic data in your database for administrative and accountability purposes It is designed to assist in confirming that an object is in its recorded location and that the assessment of the object s condition is current The Audit Activity is extremely useful for conducting an inventory of all or part of the collection Condition Activity Each time the physical status of an object is reviewed you will create a new Condition Activity record describing the results of your evaluation As you add records to the Condition Activity you build a repository of information about the state of an object The Condition Activity may be used to enter comments on the condition of items after treatment information about individuals who perform condition evaluation and the location of a complete condition report Conservation Activity Use the Conservation Activity to enter events such as repair cleaning and preservation Whether you write lengthy conservation reports in narrative form or record specific data about treatment in field format the Conservation Activity provides the tools to create and maintain a sophisticated conservation history for your collection Use the scheduling features for project management cost analysis and budgeting Damage Activity The Damage Activity is used t
257. ber is assigned backspace over the existing ID Number and edit as necessary This update will be carried over to the Objects Authority and the ID Sorts will be re parsed e The LOAN OTHER NUMBER trigger is activated when the new ID Number is assigned in the Loan Activity This trigger creates a record l will the Other Numbers table listing the original number assigned to the object the date the number was changed and the logon of the person who entered the updated number To modify the defaults entered as part of this process modify the UPDATE ID LOAN MODULE and UPDATE ID LOAN TYPE Data Defaults in the System Module Loan Object Venues The Pop Up List for the Venue fields in the Child section of the record is generated from the Venues entered in the Parent section of the record An object cannot be associated with a venue if it has not been added for to overall Activity record Moving Objects from Venue to Venue We recommend using the Activity Manager to create Location Activity records for objects as they move from venue to venue Change Location of Loan Objects gt To track objects as they move from venue to venue gt Select Tools Activity Manager or press the Activity Manager icon P The Activity Manager opens If you are in the Loan Activity it automatically displays all objects attached to the exhibition If you are in any other module you may need to navigate to the corresponding Loan in the Activity List the pane of the
258. between a person and a record Mimsy XG uses a custom algorithm to parse certain attributions and qualifiers from the Maker and Collector strings so that people may be attached to objects even if the data entered in the Maker and Collector fields is not an exact match to a name in the People Authority Values including possibly attributed to and may be entered with the name 4 4 CHAPTER 4 USING AUTHORITIES e Adjust the STRIP_PEOPLE_TERMS in the System Settings section of the System Module to exclude qualifiers as part of validation EXAMPLE after I Rembrandt validates as Rembrandt Adjust the IGNORE PEOPLE TERMS to force qualifiers to be used as part of the validation EXAMPLE after Rembrandt validates as after Rembrandt Place Made Place Collected Terms The Place Made and Place Collected fields do not have traditional Pop Up Lists Instead the Places Browser is connected to these fields The Places Browser references the terms entered in the Places Authority Detailed instructions for using the Place Browser are in the Place Browser section of the Data Entry Tools chapter of this manual e You can control the format of the place collected or place made string by adjusting the PLACE LEVEL entry in the System Module Changing l this value enables you to define the order of the data For example Country Region City would build a value of Canada Ontario Ottawa Date Parsing Mimsy
259. bject is created in the Object Authority This is only valid for the ENTRY_ITEMS table Modifiers none Examples CREATE OBJECT ON CHECK Discontinued in 1 5 See Common System Module Questions Configuring Prior Check and List validation Discontinued in 1 5 See Common System Module Questions Configuring Prior Check and List validation Applies the standard Selago Design date validator to the field value Modifiers Required No Modifiers lt INDEFINITE gt Modifying the validator with INDEFINITE means that a partial date may be used YYYY or YYYY MM or YYYY MM DD lt FUTURE ALLOWED gt FUTURE ALLOWED means future dates are accepted Modifier Separator semicolon Examples DATE DATE lt INDEFINITE gt DATE lt INDEFINITE FUTURE ALLOWED gt DATE lt FUTURE ALLOWED gt For system use only In the Entry Activity this validator forces the quick add window for acquisitions or loans to display when the Entry Type is Acquisition or Loan Modifiers Required Yes Modifiers Identifying column value represented by the column name in curly brackets contained in angle brackets Examples ENTRY TYPE lt RECEIPT_NUMBER gt Validation Appendix 1 VALIDATION APPENDIX VALIDATOR VALIDATION EVENTS EVENTS lt ALLOW NO VARATIONS gt FACILITES LINK DESCRIPTION lt MODULE_TYPE gt LOAN ITEM STATUS EXHIBITION ITEM STATUS Value must equal an EVENT_NAME in the Events Authority Modifiers
260. bout the unlinked object check the Linked flag This creates a record for the object in the Objects Authority HINT once you check the flag updates to the Entry record do NOT carry over into the Objects Authority Ifthe entry object has not been attached to a corresponding Activity Mimsy XG displays an alert message reading This entry object is not linked to the Objects Authority or to an Activity Do you want to reconcile this entry with an existing record See the Reconcile Objects section for further instructions IF YOU CLICK NO Answering NO means that you have mistyped the Entry ID and want to link the object to an existing Objects Authority record Mimsy XG displays a Pop Up List of existing ID Numbers You must select one to continue If the list has no entries then Mimsy XG cannot find any similar ID Numbers to the one you have entered After you select an object from the list or retype the Entry ID Mimsy XG uses the data from the linked Objects Authority record to update the rest of the object fields IF THE MESSAGE DOESN T APPEAR AT ALL 23 9 CHAPTER 23 ACQUISITIONS ACCESSIONS Ifthe message does not appear this means Mimsy XG has linked the object to the existing Objects Authority record This happens in cases where a loaned object is considered for acquisition or objects are deaccessioned from one department and accessioned by another Mimsy XG uses the data from the linked
261. cally changes the Legal Status of the item to DEACCESSIONED If the disposal of the object is rejected Mimsy leaves Legal Status of the Objects Authority record as is 24 2 CHAPTER 24 DISPOSAL ACTIVITY e To change the Disposal Activity Status field term that triggers the update of the Legal Status field in the Objects Authority modify the DISPOSAL_APPROVED and DEACCESSIONED_STATUS data defaults in the System Module Loan Allowed Update After an object is approved for deaccession and the Legal Status update has been triggered Mimsy XG also sets the Loan Allowed field in the Objects Authority record to no This prevents the object from inadvertently being attached to a Loan Activity record Source Contact The Pop Up List for Contacts depends on the name entered into the Source field The list is automatically generated from the contacts entered for the person or organization in People Authority in the Addresses Flexi Fields where the Active flag is checked Those entries that do not have this flag checked will not appear HINT if there are no contact names in the Pop Up List refresh the Activity record and use the Link Ledger to move to the People Authority record Enter the new contact data so that it will be added to the Contacts Pop Up List Address Auto fill The Pop Up List for the Address field is generated from the Contacts listed for the Source in the People Authority Just the Facts Process Disp
262. cation Data When an object is attached to an Audit the following fields from the Location Activity where the Current Record is flagged Y are copied into the Audit Activity gt Location Field gt Copied into Audit Field gt Location gt Expected Location gt Level 1 gt Expected Loc Level 1 gt Level 2 gt Expected Loc Level 2 gt Level 3 gt Expected Loc Level 3 gt Level 4 gt Expected Loc Level 4 gt Level5 gt Expected Loc Level 5 gt Level 6 gt Expected Loc Level 6 gt Location Date gt Expected Loc Date Condition Data When an object is attached to an Audit the following fields from the Condition Activity where the Current Record is flagged Y are copied into the Audit Activity gt Location Field gt Copied into Audit Field gt Condition gt Expected Condition gt Condition Date gt Expected Cond Date Special Features Audit The following special features are available in the Audit Activity Unique Audit Number Each record in Mimsy must have a unique Audit Number or the record cannot be saved When entering a new Audit Activity record Mimsy XG automatically compares the new Audit Number to the existing records in the database If there is a conflict number already 25 4 CHAPTER 25 AUDIT ACTIVITY assigned Mimsy XG displays a message alerting the user to the problem The user must resolve the conflict before sav
263. ce these features are not configurable oncsite To add a new System Setting Click on the Setting Name in the left panel The Setting displays in the right panel Click the NEW SETTING button Enter the setting value into the NEW SETTING window Click OK v v v v wv Click SAVE To change a System Setting Click on the Setting Name in the left panel The Setting displays in the right panel Click the EDIT SETTING button The System Setting Window displays Edit the setting as needed Click OK v v v v v vw wv Click the SAVE button Ledger Setup The values displayed in the Link Ledger are controlled by a series of SQL statements We strongly recommend that you do not adjust these settings without first verifying your 30 30 CHAPTER 30 SYSTEM ADMINISTRATION change with the Help Desk If the statement is incorrect the ledger will not appear properly in Mimsy XG MIMSY xg Administration 1 4i xg Ledger setup Jee Manage Cultural History Context ACQUISITIONS ACQUISITIONS Vj Ledger Section AUTHORITIES xj Ledger Entry CATALOGUE ACTIONS AUDITS Ledger SQL select Authorities rootNode catalogue gtype mkey tblkey PUBLIC CATALOGUE owner catalogue id_number nvi catalogue title y catalogue item name title 0 kv from catalogue join acquisition items CONDITION c on catalogue m id c m id where c AKEY
264. cess of making a record read only modify the ACTION_REQUEST_CLOSED_LIST System Setting area in the System Module Links to Objects and Media Like the Reproduction Request Authority the Actions Activity may be linked to both Object Authority and Media Authority records To control the type of link created use the Type Radio Button Type Object Media Record Link Type Selecting Object triggers validation against the ID Number field in the Object Authority Selecting Media triggers validation against the Media ID field in the Media Authority Just the Facts To assign an Action Request use the following procedures Create an Action Request Record gt Select Record Create Record from the menu or press F6 gt Enter an Order Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number Enter your name under REQUESTED BY Enter today s date as the REQUEST DATE Finish entering data in the Parent section ww v v v Select File Save from the menu or press F10 to save the Parent section of the record Attach Objects Media Records to Action Request You are most likely to add objects and media records to the Action Request by keying in individual Object ID Numbers Media Ids or adding objects as a Group Add Group of Objects Media Record If you have created Groups of Objects Authority or Media Authority records as part of activity planning process these groups can
265. chkRecPriu media media MEDIAKEY 99 rstat 2 n REPRO_ALLOWED MEDIA_TYPE MEDIA FORMAT THUMBN Properties s MEDIA COUNT ITEM COUNT SOURCE PATH FILE SIZE STORAGE MEDIR Select All ICAL_LOCATION LOCAOTION DATE LOCATION STOTUS CA PTION CREDIT UTION BRANDED BITDEPTH_IMAGE COLOR ORIENTATIO N STEREO FRE ring TDEPTH_AUDIO START POINT END POINT H SIZE U IZE OBJECT LE CAPTURED_BY DATE CAPTURED CA PTURE METHOD CAP TURE DEUICE COMPRESSION METHOD MOLD TEMPLATE REF NOTE PUBLISH null null n ull null null null null null null null null null null null null nul 1 null null null null null null null null null null null null null null null null null null null null null null null null null null 0 PTION1 OPTION2 NUMBER1 NUMBER2 DATE1 DATE2 FLAGI FLAG2 CREATED BV CREAT E DATE UPDATED BV UPDATE DATE MEDIAKEY from media where MEDIA MEDIAKEY 1 select x from MEDIA_ITEMS where MEDIAKEY 0 zl Selecting Debug Text gt Selecting Edit Copy from the pull down menu gt Paste the text into an email or document gt Sendthetextto the Help Desk The error messages displayed by the system in Debug Mode often direct us to the exact line of code that is causing the problem Logging Out When you are done with your Mimsy XG session exit the system To exit Mimsy XG gt Select File Exit OR gt Click the X in the right corner of al
266. chy as levels Facilities Browser Enter Sub Levels If you prefer to enter a single record for each facility use the Facility Sub Level Flexi Fields The Sub Level fields hold each individual combination of locations within a facility Facility Main Storage Facility Level 1 Level 2 Level 3 Level 4 North Wing Room A Aisle 1 Cabinet 1 North Win Room A Aisle 1 Cabinet 1 KI Facility Sub Levels Sub Levels of a facility appear in the Facilities Browser under the heading lt Building Name Sub Levels gt To Link to a Broader Facility You may create individual records for each part of a facility and link the records using the Broader Location field Entering a value in the Broader Location field links the facility to all of the related buildings in the hierarchy There are two methods for creating links to broader Facilities using the Facility Browser and entering an exact Facility name Detailed instructions for using the Facility Browser are provided in the Facility Browser section of the Data Entry Tools Chapter To link a broader Location to the Facility Term by using the Facility Browser gt Click or TAB into the Broader Levels field 4 24 CHAPTER 4 USING AUTHORITIES gt Press ENTER to open a Pop Up Field Window and type the Broader Facility Name Click OK OR gt Select Tools Hierarchy Browsers Facility Browser from the menu or press F9 to open the Facility Bro
267. cilities into the current field For example selecting Copy Term within the hierarchy Main Storage Building 1 Ceramics Storage Room enters Main Storage Building 1 Ceramics Storage Room into a field Link To Set The Link to Set Button labeled Link at some site connects the current term to all Authority records displayed in the query Copy Facility Term or Facility Term Hierarchy Into a Field If you are in a field such as Venues or Note the Facility Browser may be used as a lookup tool Once you verify the definition and spelling of a facility term copy the correct data into the field using the Copy Term or Copy Hierarchy functions Copying terms and hierarchies does NOT link them to the Facilities Authority To look up copy a Facility term no link is created gt Click in the field gt Enter the full or partial term You may use wildcards For example Gallery or Gallery or Gallery Highlight the facility term Open the Facility Browser by selecting Tools Hierarchy Browser Facility Browser A list of facility terms entered in the Facilities Authority appears Click on a facility term to select it ww v v Ww Click COPY to enter the exact facility into the current field EXAMPLE clicking Shelf 1 enters the word Shelf 1 in the field OR gt Click COPY HIERARCHY to build a data string with the corresponding buildings are linked to the facility and enter the string in the current field EXA
268. ck the Copy hierarchy as levels flag the system will copy any buildings linked as broader locations rather than simply using the levels defined for a given building Automatic Fill In of Old Location In the Location Activity Mimsy XG automatically enters certain values When a new Location record is created the Previous Location field is automatically filled in with the Current Location field from the previous record This data displays upon record refresh Current Record Since Mimsy XG manages all of the location changes for an object over its lifetime the Current Record flag is used to indicate which Location Activity record describes where the object actually is at the present moment There should only be one Current Record for an object at any given time When an object is moved Mimsy XG automatically checks Location Date for the newly created record If the Location Date is later than the date for any of the previous records without being in the future Mimsy XG automatically resets the Current Record flags to reflect the new data Auto Generated Job Number Mimsy XG may be configured to assign a sequential Job Number in a user defined format You are not required to use an auto generated Job Number and may leave this field blank or enter an alternate Job Number value if you prefer To assign the next auto generated Job Number gt Click in the Job Number field gt Select Field Pop Up List from the menu or press F9 e To
269. ck the Sources Field The Sources Flexi Fields display Click in the first empty row of the first column Select Record Create Record or press F6 Enter a name OR Press F9 for a Pop Up list of names in the People Authority 23 6 CHAPTER 23 ACQUISITIONS ACCESSIONS gt gt TAB into the next field and enter the data Repeat as necessary When A Decision Is Made About The Object gt gt gt Move to the Acquisition Activity Click or TAB into the Status field in the Child section Enter approved in the Status field to update the Legal Status of the object to Permanent Collection and enter a value into the Accession Date field OR Enter rejected in the Status field to update the Legal Status of the object to REJECTED ACQUISITION If appropriate enter the Accession Date NOTE if for some reason an unlinked object has not been transferred into the Objects Authority at this point entering the Accession Date creates an Objects Authority record for the object If the object is accessioned assign a permanent ID Number by backspacing over the ID Number value When the acquisition decisions about all objects are resolved and all paperwork is processed make the Acquisition Activity record read only by entering closed in the Status field in the Parent section of the record Begin with Acquisition Activity The following instructions assume that the user begins the acquisition process f
270. click the SAVE button to save the group If you have a lot of records on screen and you want to add all but a few it may be more efficient to clear the records you do not want then add the rest of the set Delete Remove One Record Using Menu To remove a record from a Group while in an Authority gt Clickon the record gt Select Group Remove Remove Item from the menu or press CTRL F9 gt Select File Save from the menu or press F10 or click the SAVE button to save the removal of the record from the group NOTE You may only delete records from your own groups Deleting a record from a Group does NOT delete the entire Authority record It simply removes the record from the Group Search for a Group To search for an existing Group gt Select Group Open a Group gt Activate your cursor in the blank space at the top of the column 8 14 CHAPTER 8 GROUPS Current Set Group ly Search for a Group gt Enter the Group Name with or without wildcards gt Highlight the Group Name Decorative At Current Set Search Term gt PressF8 gt Only Groups which match the search term appear within the Group folder HINT to search across groups made by any MXG user click the Show All Public Groups Flag before searching for a particular Group Add Group To Activity To attach a group of objects to a Transaction Activity record gt Press the Group Toolbar i
271. con OR Select Group Group Manager from the menu Navigate to the appropriate group Press the LINK Button Press OK to close the Group Manager Window Click in the Parent Section of the record ww v v cw wv Press the Refresh icon or select Record Refresh this Record from the menu or press SHIFT F8 After refreshing the record the objects display in the Child section of the record Add Group To an Authority Groups created in any Authority may be attached to a record in any other Authority Groups may also be attached to records in their own Authority for example Media records may be attached to Media records provided that the record is not part of the group For example if the group includes the Media record 8879 05 jpg you may not attach the group to the Media record 8879 05 jpg To attach a group of records to an Authority record 8 15 CHAPTER 8 GROUPS gt Query for the Authority record gt Press the Group Toolbar icon OR Select Group Group Manager from the menu Navigate to the appropriate group Press the LINK Button Click in the Authority record ww v cw v Press the Refresh icon or select Record Refresh this Record from the menu or press SHIFT F8 After refreshing the record the objects display in the Object folder in the Link Ledger of the record CHAPTER 9 USING GRID VIEW Chapter 9 Using Grid View Grid View displays data in a spreadsheet format so t
272. contact sheet 15 11 CHAPTER 16 ACTIONS INSTRUCTIONS NOTES Chapter 16 Actions Instructions and Notes Mimsy XG provides many places to add information about all of the extras you need to remember about the collection including tasks and other to do items that require follow up In this chapter you will learn how to LLORAR EHECHL rr w E EEE Assign Action Tasks Enter Instructions Add General Notes Using Actions Instructions and Notes you will be able to enter reminders for yourself and others so that they can be accessed at any time Use these tools to help organize yourself and keep track of what needs to be done and when 16 1 CHAPTER 16 ACTIONS INSTRUCTIONS NOTES Difference Between Actions Instructions and Notes The distinction between Actions Instructions and Notes is based on time and detail Actions describe a specific task to be done and have a definite start and or end date An example of an Action is sending a loan contract to a borrower on January 1 2006 Instructions describe a guideline to be followed that has no timeframe An instruction is used to enter information such as display under low light levels or must be displayed as set Notes are even less specific than instructions and are used to enter general data about an object Examples of Notes include Found during location inventory Object tag has been separated from base
273. cord Create Record or press F6 26 17 CHAPTER 26 LOANS AND EXHIBITIONS ww v v v Enter a name OR Select Field Pop Up List from the menu or press F9 for a list of venues entered in the Parent section of the record NOTE if a venue has not been entered for the overall loan it cannot be attached to the object Select File Save from the menu or press F10 Select Record Copy to Set from the menu or press the Copy to Set icon Repeat for additional venues NOTE the Copy to Set functionality works for one venue at a time You must save the first venue then copy it If you try to copy multiple venues at one time only the last venue will be added to the Loan Activity objects Process Entry of Incoming Objects If you have not already created an Entry record prior to the arrival of the objects you will create one when they are received at the museum ww v v v ww v v v Select Activities Entry CTRL 8 Select Record Create Record from the menu Record or press F6 Enter a Receipt Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number Select Loan as the Entry Type A message reading Do you wish to generate a linked Loan Record displays Click NO The record creation is cancelled You will create a link between the Loan Activity and incoming entry objects by accessing the Object Reconciler in the Child section of the record Finish entering data in the Par
274. cords connected in some way that is defined by an individual user In this chapter you will learn how to Create Groups Add Delete Records to Groups Use Group Manager Access Group Menu Tools Groups are extremely useful time saving tools since they enable you to treat a set of records as a single unit This feature allows users to process mass location changes quickly link records to Activities and Authorities and organize images CHAPTER 8 GROUPS Why Create a Group Groups are most often used to create lists They also help you quickly access a set of records that might not be easily retrievable in a search or a subset of records that you want to share for some reason research exhibition planning loans etc Groups may be made in each of the Authorities They are also useful tools for running mass updates Public vs Private Groups can be public and shared with other Mimsy XG users or private and only available to the person who created the original group If a group is private other Mimsy XG users cannot see it it doesn t appear when they log into the system Groups may be changed from public to private and vice versa as needed Deleting Groups and Records from Groups GROUP MANAGER ROLE LIST is a list of roles whose members are allowed to delete groups and items from groups that are not their own Group Menu v Group Manager The Group Menu options and the Group Manager have the same
275. create a link between Objects Authority records and Publication Authority records This safeguard is in place since there is no guarantee that the publication uses the picture To create a link between an object and publication save and refresh the Activity record and then use the Publication entry in the Link Ledger to move to the linked Publication record Attach the object Reproduce From The Reproduction Request Activity is designed to process general media requests for reproductions and or requests for specific Media Authority records A general request would be for a color transparency or a digital image A specific request would be for 29 3 CHAPTER 29 REPRODUCTION REQUEST ACTIVITY color transparency 0001 or digital image 2004 1 1 jpg Depending on how you prefer to process orders you may use the Reproduce From options to identify whether the order just needs to be filled with any media or from a particular Media Authority record If the Object Radio Button is selected the request is assumed to be a generic request and the Description field is created using data about the object If the Media Radio Button is selected the request is assumed to be for a particular record described in the Media Authority and the Description field is created using data about the Media Authority record The System Administrator may modify the fields used to auto fill the description of the Object or Media included in the request To cha
276. creen They are anchored in place and cannot be moved or re sized on the fly Maker Libbey Glass Works Example of Anchor Field in Object Authority Most of the time the Anchor fields are part of the Parent section of a record 2 8 CHAPTER 2 GETTING STARTED Flexi Fields A lever to the left of a field tag indicates there are Flexi Fields underneath the field tag Flexi fields have a flexible display Users can make them appear and disappear by clicking on the lever All Flexi fields are part of the child section of a record Maker Libbey Glass Works Name Er IRI J Relationship ibbey Glass Works began operations 1919 Toledo OH ceased operations 1935 Toledo OH maker abeth Appleby designer T T Example of Maker Flexi Fields in Object Authority All Flexi Fields allow for unlimited repeatable data entry They are helpful when you need to enter several pieces of the same information like measurements for an object a frame and a mat If you want to add an additional data value choose Record Create Record from the menu or press F6 and enter data in the new row created Although Flexi Fields default to a two row grid a scroll bar on the right side of the grid is activated when there are more values to review The System Administrator may set Flexi fields to open as forms instead of grids Placeholder Fields Some fields like Inscriptions or Loan Venues have a Field Tag on the
277. cription CREDIT LINE Credit Line LEGAL STATUS Legal Status PROVENANCE Provenance INSCRIPTIONS Inscriptions MULTIFIELDS Multi Fields ITEM COUNT tem Count SYSTEM COUNT System Count WHOLE_PART Whole Part I IS IS S S S ISI S S IS S S IS S ISI IS IS IS I S IS IST ESI ES ST SU PORTION Portion Is Unique identifying number of object Close Save New Copy properties Select all De selectall 30 23 CHAPTER 30 SYSTEM ADMINISTRATION gt Start typing the Field Level Help in the large white box gt Click SAVE Help Setup Use the Help Module to link procedural explanations in pdf html doc txt or other formats into Mimsy XG We recommend adding an entry for the Mimsy XG manual so that all users may access the documentation online View Cultural History iy Help Menu Text Table ACQUISITIONS v Help Type File Parameters Note Close Save Add Help Document l Copy Help Document Delete Help Document To add procedural help Click ADD HELP DOCUMENT Select the corresponding view Select the module where the help will be added ww v v v In the Help Menu Text Field enter the narrative name of the document e g Cataloguing an Object gt Inthe Help Type field enter the corresponding entry for the document t
278. ct Field Previous Field from the menu or Press SHIFT TAB gt Ifyou are in a field with scroll bars press CTRL SHIFT TAB to move to the previous field Move Through Records The record navigation functionality activates when you click in an Anchor field Forward Through Records To move forward one record gt Select Record Next Record from the menu CHAPTER 2 GETTING STARTED OR gt Use the down arrow key OR gt Use the Forward Button Backward Through Records To move back one record P Select Record Previous Record from the menu OR gt Use the up arrow key OR gt Use the Back Button to move forward First Record To move to the first record in the record set gt Select Record First Record from the menu OR gt Press SHIFT UP OR gt Use the First Record Button Last Record To move to the last record in the record set gt Select Record Last Record from the menu OR gt Press SHIFT DOWN OR gt Use the Last Record Button Go To Record Jump To Record To move to a specific position in the record set gt Select Record Go To Record from the menu OR Click the Go To Record Portion of the Count Field on the Toolbar A message box displays Enter the position of the record within the set ww v v v Click OK or press ENTER CHAPTER 2 GETTING STARTED The number entered in the Go To field is the position of the record you wish to move to type 25 to move to the 25th record Go To
279. ct an existing ID Number gt IFYOUCLICK YES 26 20 CHAPTER 26 LOANS AND EXHIBITIONS You will be using an unlinked object The information will be available in the Activity but not in other areas of the system Continue adding loan details for the Object IF YOU CLICK NO Answering NO means that you have mistyped the Entry ID and want to link the object to an existing Objects Authority record Mimsy XG displays a Pop Up List of existing ID Numbers You must select one to continue If the list has no entries then Mimsy XG cannot find any similar ID Numbers to the one you have entered After you select an object from the list or retype the Entry ID Mimsy XG uses the data from the linked Objects Authority record to update the rest of the object fields Add Outgoing Lent Object Details After objects have been attached to the Loan update the Child section fields as needed Enter approved in the Status field to reserve the Object for the Loan Entering approved creates a Future Move record in the Location Activity for the object Add Outgoing Object Loan Venues To enter venues for a specific object ww v v v Click in the Venues field in the child section Open the Venues Flexi fields Click or TAB into the Venue field Enter a name OR Select Field Pop Up List from the menu or press F9 for a list of venues entered in the Parent section of the record NOTE if
280. ction To test whether a restriction is working gt Clickon the Restriction to be tested gt Clickthe TEST RESTRICTION button gt Thesystem will tell you how many records meet the criteria Add New User To add a new user P Click NEW USER Or If the user you are creating is very similar to the profile of an existing user click on the existing user name and click NEW BASED ON SELECTED Answer YES to the prompt to use the logon as a model 30 7 CHAPTER 30 SYSTEM ADMINISTRATION v v v v v v vw w cw gt gt Enter logon for user Click OK Enter password for new user Click OK Enter Department Email and Phone if needed In the Splash Module fields assign 4 default Splash modules Flag any applicable user profile settings such as Allow Global Update In the Views section check the flag for all Views the user may access After you have selected one or more views for the user click on the view which should open immediately upon logging into the software If the user only has access to one view select that view Click the SET DEFAULT VIEW button An asterisk appears next to the view name to confirm that it has been configured as the default view v Archaeology Default view NOTE if your forget to set a default view the Splash Screen will not appear after the user enters their name and password In the Privileges section check ONE record editing privilege In the Restriction
281. ction Manager is divided into two sections summary and details The summary section on the left displays an overview of existing actions The detail section on the right contains more specific information 16 2 CHAPTER 16 ACTIONS INSTRUCTIONS NOTES Ej Actions 9 Current Record Current Search Myactions all open Type exhibitions meeting Requested By Silverman Gayle By 2007 04 03 exhibitions meeting Due Date 2007 04 03 Date Complete Action action Due Private j Regarding ANTODSO3S SCULPTURE Alebrije antelope New Save Send e mail Action Manager Actions may be private seen only be the user who creates them or public available to any user View Actions Actions may be viewed by record by record set records retrieved in current search or displayed in current open group by user or by due date When there is information for multiple records the Regarding field contains identifying information indicating to which record the action applies To view Actions gt Select Tools Actions from the menu or press the Action Button or press SHIFT F2 OR gt Inthe Link Ledger navigate to Actions folder inside the Other Folder Double click on the Action NOTE if there are no Actions for the record the Other Folder will not appear on the Link Ledger Clicking on an action in the summary section automatically displays the corresponding
282. d e The ACQUISITION OTHER NUMBER trigger is activated when the new ID Number is assigned in the Acquisition Activity This trigger creates a record in the Other Numbers table listing the original number assigned to the object the date the number was changed and the logon of the person who entered the updated number To modify the defaults entered as part of this process modify the ACQUISITION_OTHER_NUMBER_TYPE and ENTRY_TEMPORARY_NUMBER_TYPE Text Settings in the System Module Accession Date The Accession Date is the date on which the object becomes a part of the Permanent Collection If the object has not already been entered into the Objects Authority or processed through the Entry Activity entering a date in this field triggers the creation of a new Objects Authority record The Description field for the object is copied into the Description field in the Objects Authority Legal Status Update There is a relationship between the Status field in the child section of the Acquisition Activity and the Legal Status field in the Objects Authority When you enter the term approved in the Status field and enter an Accession Date value Mimsy XG automatically changes the Legal Status of the item to PERMANENT COLLECTION If the object is rejected Mimsy XG automatically changes the Legal Status of the item to REJECTED ACQUISITION e To change the Acquisition Activity Status field terms that trigger the update of the Legal Status fie
283. d Pop Up List from the menu or press F9 for a list of existing events gt Select an Event from the list Link to Facilities Each Authority contains a Linked Facilities section where you can link Facilities to the Authority record Facilities are physical buildings related to a record The Linked Facilities Flexi Fields are the only fields where you are able to create explicit links to a Facilities Authority record Creating a link to the Facilities Authority enables users to search on broader locations and retrieve any records linked to narrower buildings For example searching for the broader term Gallery A returns records linked to narrower terms such as West Wall and East Wall To link to an existing Facility Open the Linked Facilities Flexi Fields Click or TAB into the Facility Field Select Record Create Flexi Record or press F6 or press F12 ww v v v Type the name of the Facility OR Select Tools Hierarchy Browser Facility Browser or press F9 Navigate through the terms in the Facility Browser Click on the appropriate facility term v v v v Click COPY TERM or COPY HIERARCHY Both the COPY TERM and COPY HIERARCHY Buttons link the facility and its broader buildings to the current record The System Administrator controls the display format for the Facility field facility term only or term plus hierarchy and regardless of which button pressed the value appears in the default format the next tim
284. d United Kingdom as capital until the 12th century By the 18th century 9 England London was the biggest city in the world Over the years Bath London has increased dramatically in size absorbing Liverpool meadows woodlands villages and towns and spreading Staffordshire outwards in every direction Start Latitude 51 London Start Longitude 32 Central Europe Start Direction N Eastern Europe Southeast Europe Southern Europe City of London Western Europe London North America Copy Hierarchy Use variation Cancel South America Places Hierarchy Browser 4 20 CHAPTER 4 USING AUTHORITIES Duplicate Places The Places Authority accepts duplicate place names If a duplicate place name is entered Mimsy XG displays a message alerting the user to the fact London is in use Is this a different record Place London Alternate 1 Greater London Type city Level Number 12 Broader Place Europe United Kingdom England Political Name Y Geographic Name Y Guide Term N Modified N Description London is the capital of the United Kingdom and of England and with over seven million inhabitants is the second most populous conurbation in Europe From being Londinium the capital of Roman Britannia it rose to become the centre of the British Empire and to contribute today 17 of the GDP of the world s fourth largest economy London has been
285. d Group of Objects If you have created Groups of Objects Authority records as part of activity planning process these groups can be added to the Dispatch 27 2 CHAPTER 27 DISPATCH ACTIVITY ww v v v Select Group Group Manager from the menu You may also use the Group Manager to add several objects at once Navigate to the related Group Click the LINK button Click in the Parent section of the record Click the REFRESH button or press F8 to display the attached objects Add One Object Objects may also be added to the Dispatch Activity one by one gt gt Click in the Child section of the record or press F5 Select Record Create Record from the menu or press F6 to add an object to the Audit Activity Once you move by clicking or tabbing past the ID Number field Mimsy XG checks to see if the ID Number corresponds to an existing Objects Authority record If no alert message appears it means Mimsy XG has linked the object to an existing Objects Authority record Mimsy XG uses the data from the linked Objects Authority record to enter an object summary in the Description field the Description field updates when the record is saved and refreshed In all other cases the following message displays lt Entry ID gt does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID
286. d a few weeks later he was captures and sent into exile The British were led by Arthur Wellesley later to be named duke of Wellington they were joined by Dutch and German soldiers and were greatly aided by the last minute arrival of 50 000 troops from the German kingdom of Prussia Yes No Duplicate Event Name Alert 4 11 CHAPTER 4 USING AUTHORITIES To stop data entry and delete the newest record gt Click YES To continue data entry on the new record with the same event name gt Click NO Event Identifying Info The 3 fields displayed under the Information Flexi Field may be configured on site At the time of installation the fields are set to Event Name Category and Display Date To adjust these values ask your System Administrator to modify the System Settings for the EVENTS table and check uncheck the Info Field flags for the corresponding fields Publications Authority The Publications Authority stores information about any reference materials that contain information related to your institution and collection Materials can be published or unpublished books or magazines even web pages While the Publications Authority in Mimsy XG is not designed for circulating libraries we welcome you to try using it to check holdings in and out if you have a small library collection Duplicate Publication Titles The Publications Authority accepts duplicate titles If a duplicate title is entered
287. d and closed by clicking on the lever beside the Media field tag By default the system opens with the Media Panel in the open setting Media Panel An unlimited number of digital audio video documents and image files may be linked to any module in Mimsy XG These linked files are accessible from the Media Panel or in the Media Viewer If a record has one or more related digital files the appropriate Media Button will be active Double clicking the image displays a larger file if there is one Clicking any of the icons opens the linked file If there are multiple linked files a list displays and the user may click the filename to open the file 2 5 CHAPTER 2 GETTING STARTED Digital video documents and audio files will automatically open with the default players set for your workstation For more information on digital media refer to the Digital Files chapter of this manual Link Ledger The Link Ledger displays a list of any areas of the system that contain additional information about the current record It Ledger provides a quick visual summary of where users can go for more information related to a record Whenever records are linked together an entry is automatically added to the Link Ledger Ea Links o lia Activities o Bii Dispatch Big Exhibition Fed Loan Big Location Big Authorities Big Media Big People Link Ledger Links are organized in a series of folders that can
288. d appear in the list Delete Records From a Group in Group Manager You may decide to remove or delete a record from a group at any time 8 10 CHAPTER 8 GROUPS Deleting a record from a Group does NOT delete the entire Activity or Authority record It simply removes the record from the Group Remove a Record from a Group in Group Manager To remove a record from a Group gt Click on the record gt Hold the left mouse button down and drag the record into the Remove Item link or press SHIFT F6 gt Once you exit Group Manager select File Save from the menu or press F10 or click the SAVE button to save your overall group NOTE You may only delete records from your own groups If you remove all of the records from a group Mimsy XG will prompt you to delete the group itself Delete a Group in Group Manager You may delete your own groups at any time Deleting a record from a Group does NOT delete the entire Activity or Authority record It simply deletes the Group To delete a Group gt Click on the Group Name gt Click the DELETE GROUP button Answer YES to the Delete Prompt OR Click on the Group Name Press SHIFT F6 Answer YES to the Delete Prompt ww v v v Once you exit Group Manager select File Save from the menu or press F10 or click the SAVE button to save your overall group OR gt Right Click on the Group Name gt Select Delete Group NOTE privileges for deleting
289. d field You do not need to fill in any additional location information Objects where the Found In Location flag is checked are processed as follows when the audit is verified user checks the Audit Verified field for the object gt New Location Activity record is created gt Expected Location and Expected Location Levels are copied into the Location and Location Levels fields in the new record gt Expected Location and Expected Location Levels are copied into the Last Location and Last Location Levels fields in the new record The Inventory status is set to located Audit By from Audit Activity is copied into Audit By Location Activity Audit Status Location Activity is set to located ww v v v Date Checked is copied into Audit Date Object Found but Not in Recorded Location If the object is located in a different location than the one listed in the Expected Location fields enter the actual location in the Actual Location fields and enter the date in the Date Checked field When the audit is verified user checks the Audit Verified field for the object the records will be processed in the following manner gt New Location Activity record is created gt Actual Location and Actual Location Levels are copied into the Location and Location Levels fields in the new record gt The Old Location Levels are left blank gt The Inventory status is set to located gt Audit By from Audit Activity is cop
290. data in a new field gt Highlight the text gt Select Edit Copy from the menu or press CTRL C or Edit Cut from the menu or press CTRL X gt Move to the field where the data will be pasted gt Select Edit Paste from the menu or press CTRL V Find Text To search for a string within a record or record set gt Select Edit Find or press CTRL F gt Enterthe text string to search gt Mimsy XG searches through all records retrieved in the current query To restrict the search to a single record click CURRENT ROW gt Click the FIND NEXT Button to search for the next occurrence of the string OR gt Click the FIND PREVIOUS Button to search for the last occurrence of the string Today s Date To enter today s date in a date field P PressF9 Expand Box If the box for a data field does not display the entire contents of the field it is possible to expand the area of display To expand a field gt Select Field Expand Box gt Press CTRL E 10 28 CHAPTER 10 DATA ENTRY TOOLS You can resize and reposition the Expand Box on your screen by placing your cursor on the sides then dragging up down left or right The length of a field may be less than the size of an Expand Box If this is the case the box will only accept the number of characters for which the field has been defined e You may adjust the space in the forms allotted for each field To l permanently change the height o
291. dded Click ADD LEDGER ENTRY The Context field in the right panel defaults to Module selected although it may be changed The Ledger Section field in the right panel defaults to Activities Authorities or Other the three main folders in the ledger You must select one of these defaults Enter the Ledger Entry This is generally the name of the module Enter the Ledger SQL text Click SAVE Common Change Requests for Ledger In Linked People display Relationship instead of general role 30 32 CHAPTER 30 SYSTEM ADMINISTRATION select Authorities rootnode people gtype p link id tblkey PUBLIC owner c relationship c name title O kv from people p items people all c where p link id c link id and c MKEY key order by c relationship p sort nameln Linked Places display entire Place hierarchy In Linked Places display Broader Text in addition to Place Name select Authorities rootnode places gtype p placekey tblkey PUBLIC owner c record_type p broader text p place1 title O kv from places p items places all c where p placekey c placekey and c MKEY key order by c record type p broader text p place1 In Linked Places display variation not preferred name when the variation is used select Authorities rootnode places gtype places placekey tblkey PUBLIC owner c relationship c place title O kv from places items places all c where
292. define earliest and latest years 0 DATE_CIRCA_RANGE is a number Set this to whatever you want the range to represent If you want it to be plus or minus 5 years a 10 year range set it to 5 DATE_CIRCA_RANGE DATE_TEXT_STRIP_LIST AD c Circa A list of text that should be stripped from the DATE_TEXT value early late mid nd before it is parsed into earliest latest fields post pre rd s st th v DISABLE_MEDIA_DROP Not in use Entry moved from earlier forms release into the USERS section in order to disable functionality on a user by user basis DISPATCH_APPROVED Approved Requires a SQL script to activate When the Status field in the Parent section of a Dispatch record contains this value a new Location Activity record is created for the objects attached to the Activity DISPATCH_CLOSED_LIST closed When the Status field in the Parent section of a Dispatch Activity contains one of these values the record becomes read only and does not appear in Activity Manager In 1 4 and below this held a single term and was called DISPATCH CLOSED DISPATCH ITEM SUMMARY NVL TITLE ITEM_NAM When an Object Authority record is attached to a Dispatch the E NVL MAKER COLLE Description field in the child section of the Activity is automatically System Setting Appendix 2 SYSTEM SETTING APPENDIX r Setting Value at Time CTOR DATE_MADE D created from the following fields Title Maker
293. delete this Record gt Click YES or press ENTER to delete the record Click NO or press TAB then ENTER to leave the record alone gt The next time an explicit save is made File Save from the menu or F10 or the SAVE Button the record will be permanently removed from the database NOTE deleting a record permanently removes it from your database Once the record is deleted and the deletion is saved the record can only be restored if you restore your entire database from backup 3 3 CHAPTER 3 ADD EDIT amp DELETE RECORDS Delete a Flexi Field Record If you want to delete a Flexi Field record gt Click in the child section of the record in the row to be deleted gt Select Record Delete Flexi Record from the menu or press SHIFT F6 or SHIFT F12 gt Mimsy XG displays a message reading Are you sure you want to delete this Record gt Click YES or press ENTER to delete the record Click NO or press TAB then ENTER to leave the record alone gt The next time an explicit save is made selecting File Save from the menu or pressing F10 or pressing the SAVE Button the record will be permanently removed from the database Once you exit the application or save a deletion the data must be re entered or restored from backup Delete Multiple Records At Once To delete multiple records at once either parent or child Open the records in the Grid View Click in a field in one of the records you want
294. design com Past issues of Tech Tips and Super Tutorials are available for download and there is a message board for Mimsy XG users to post and answer questions You may also complete the online issue report form to send your question to the Help Desk Reporting Errors If you encounter something with Mimsy XG you feel may not be working as documented or just need some guidance contact the Help Desk immediately We are here to assist you Help Desk Contact Information In order to be sure that your help desk call receives immediate attention and is properly tracked we request that you submit all Help Desk requests via our online Help Desk system at http support selagodesign com If you do not have access to the Help Desk online form the Help Desk team may be reached using the following methods P E mail support selagodesign com gt Phone 1 312 239 0625 CHAPTER 2 GETTING STARTED gt There is also a special UK Help Desk phone hotline The number is 44 0 20 7193 3641 Debug Mode Sometimes the Help Desk may ask you to start Mimsy XG in debug mode in order to access extended diagnostic information To start Mimsy XG in debug mode gt Close Mimsy XG gt Right click on your Mimsy XG shortcut and select Copy gt Paste the copy on your desktop gt Rename the new icon Mimsy Debug To rename it right click on the new icon and choose Rename w Right click on the new icon and g
295. down gt Dragthe file to the Media Panel CHAPTER 5 DIGITAL FILES Media Panel gt Release the mouse button gt The corresponding Media Type icon activates If the file is an image it also displays in the Media Panel Media Panel with Image Icon Create New Record from Within the Media Authorit Adding records from the Media Authority is recommended if you have a limited number of Media files to create and attach The steps followed to create records vary depending on whether you are cataloguing digital files or analog media To Create a Media Authority Record for Digital Files CHAPTER 5 DIGITAL FILES Create a new record Select Record Create Record from the menu or press F6 TAB or click in the Media ID field Select Field Pop Up List from the menu or press F9 ww v v v The File Browser Window displays amp 3 Local Disk C amp 3 MemoryStick D 3 209091 jpg DVD RW Drive E 3 211003 jpg Goldmine on Willoughby Main Server Aardvark F 3211007pg Client Services on Willoughby Main Server Aardvark N D 211011jpg Lee 3211017j Cf Images Jpg ama C 211018 jpg D FileName Files of Type AllFiles 7 Open Cancel File Browser Window gt Navigate to the appropriate file gt Click the OPEN Button gt Mimsy XG automatically copies the filename into the Media ID field and the file location into the Location field
296. dvanced Search selecting this entry runs an is empty search operator is not null is not empty In Advanced Search selecting this entry runs an is not empty search TEXT APPENDIX 6 TEXT APPENDIX Text Text Value S operator in is one of In Advanced Search selecting this entry runs an is one of search operator not in is not one of In Advanced Search selecting this entry runs an is not one of search operator soundex sounds like In Advanced Search selecting this entry runs an sounds like search operator context free text In Advanced Search selecting this entry runs contains search in CLOB fields In Advanced Search controls the display term associated with the And Boolean operator used to connect multiple search criteria join and In Advanced Search controls the display term associated with the Or Boolean operator used to connect multiple search criteria join or TEXT APPENDIX 7 TOOLBAR APPENDIX Toolbar Appendix Save changes Print screen Creates html report Run Spell check Access Pop Up List Sort records A Z by current field Sort records Z A by current field Plain magnifying glass puts screens in Search Mode Once Search Mode is active the button is replaced with an image of a magnifying glass with a lightening bolt Clicking the Lightening Bolt runs the search Cancel Search Ref
297. e These changes are copied to the database when an explicit save is performed Mimsy also prompts you to save records when you exit the application To save a record gt Click in any field gt Select File Save from the menu or press F10 or the SAVE button Changes made to records may be reversed or dropped before a SAVE action is performed by using the Record Reset This Record or Record Discard Changes Deletes functions For more information on these features please refer to the Undo section of this chapter Delete a Record There are two steps to permanently remove a record from the database First the record is deleted Next the deletion is saved By requiring deletions to be saved Mimsy XG provides the opportunity to restore any records you may accidentally delete during a work session Once you exit the application or save a deletion the deleted data must be re entered or restored from backup Delete a Parent Record When you delete an entire Activity or Authority record all of the Flexi Field child records are also removed from Mimsy XG Links to Item Specific Activities and Authorities are also deleted in the process Links to any Transaction Activities Loans Acquisition etc are saved To delete an entire Activity or Authority record gt Clickin any Anchor field gt Select Record Delete Record from the menu or press SHIFT F6 gt Mimsy XG displays a message reading Are you sure you want to
298. e Save or press F10 or click the SAVE icon 23 11 CHAPTER 24 DISPOSAL ACTIVITY Chapter 24 Disposal Activity In Mimsy XG a disposal is considered to be one or more objects that are being considered for deaccession at the same time The Disposal Activity describes the details associated with the decision making process including which objects are considered the method of disposal and when the decision regarding the objects was made Mimsy XG supports a wide variety of disposal processes If your collection does not follow formal deaccession procedures or you prefer to put this information directly into the Objects Authority you may simply enter the term Deaccessioned in the Legal Status field 24 1 CHAPTER 24 DISPOSAL ACTIVITY Overall Deaccession Process Some museums create a single Deaccession record for each object under consideration others create a Deaccession record and attach all objects considered for disposal at one time to the record We recommend that you use whichever approach is best for your record keeping Read Only The Status field in the Parent section of the record controls the security status of the Disposal Activity record When the Status is set to closed the entire Disposal Activity record becomes read only e To change the Acquisition Activity Status field term that changes a record to F read only modify the DISPOSAL_CLOSED_LIST data default in the System Module Unique Reference
299. e object being processed displays If there are no matching ID Numbers Mimsy XG displays a message reading Pop Up List contains no entries If you do NOT want to use an unlinked record you must go to the Objects Authority and create a new object record then attach it to the Activity The Entry Activity is the only Activity where an unlinked object can be transferred into the Objects Authority while the object is being added to the record Linked Flag The Linked Flag is a visual indicator letting you know if the object has a linked Objects Authority record This field is read only and cannot be updated If the object has an Objects Authority record the Linked Flag is set to Y If the object is a skeleton record doesn t have an Objects Authority record the Linked Flag is set to N 20 6 CHAPTER 20 TRANSACTION ACTIVITIES ID Number Required Even though you can attach unlinked objects in the Transaction Activities the ID Number is a required field For objects that are not entered in the Objects Authority assign some type of identifying number Attaching Objects Objects may be attached to Transaction Activities by keying in the ID Number or linking in one or more groups Add One Object Attach Linked Object To attach an Objects Authority record to a Transaction Activity gt Click in the ID Number field gt Type the ID Number OR gt Enter a partial ID Number with a percent sign 2000 highlight the
300. e Action Completed On field This indicates that the Action is no longer open gt Enter any additional information regarding the task into the fields of the child record Change Action Request Item Status When an action is completed for a specific item make the Action Request Item record child record read only by entering closed in the Status field of the child record Change Action Request Status When all of the Actions are completed and all paperwork is processed make the Action Request Activity record read only by entering closed in the Status field of the Parent record 18 5 CHAPTER 19 HAZARD ACTIVITY Chapter 19 Hazard Activity The Hazard Activity manages information about risks inherent in handling your collections Create a Hazard Activity View Hazards in the Item Activities Configure a Warning for Objects with Hazards If an object has an associated risk your System Administrator may configure the system to prevent the object from being attached to a Transaction Activity 19 1 CHAPTER 19 HAZARD ACTIVITY Hazard Activity The Hazard Activity is designed to track physical hazards especially health and safety risks associated with an object These may include poisonous or carcinogenic materials radiation sharp edges on blades items at risk for catching fire or exploding or chemical risks associated with the degrading of certain materials Within the Hazard Activity us
301. e Battalion Ej gt Object Specific Activity Grid View To return to Form View gt Clickthe Grey Button to the left of the corresponding object OR gt Click the Form View icon same position as Grid View icon it changes depending on the viewing mode you are in The screen returns to Form View and displays the object and any related Activity records 17 3 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES Child Section The child section of the record is at the bottom It contains the specific activity information for the object Each time a new Activity record is added a new record is created in the Child section The Child section defaults to Form view but may be changed to Grid View OBJECT CONDITION HISTORY 44 0 0 Current Record Condition stable Condition Date 1999 05 27 Examined By Apple Joe Purpose exhibition Component Accessory Status open Status Date 1999 05 27 Priority Value1 1 Priority Value2 2 Conserv Request Date 4999 05 27 Summary obiectis in stable condition and may be displayed under appropriate light levels Object Specific Activity Child Section in Form View If you click in the Child section of the record the Link Ledger displays any links to the specific activity record media documents other activities etc When the Child section is active the Information Field in the Link Ledger displays the summary data for the activity 2 Information ent 04 10 tc
302. e Setting displays in the right panel The Table Tag updates to reflect the table you have selected Click in the Table Tag field Edit the Table Tag ww v v v wT Ww Click the SAVE button Default Sort Records can be sorted on the fly within Mimsy XG If you prefer you can specify an automatic sort that will be invoked each time records are displayed To add or modify a Default Sort Click on the Setting Name in the left panel The Setting displays in the right panel The Table Tag updates to reflect the table you have selected Click in the Default Sort field Enter the name of the field by which the records should be sorted ww v v v vw cw Click the SAVE button Default Record Retrieval At the time of installation Mimsy XG is configured to retrieve all Activity and all Authority records when a user runs a query This setting may be adjusted to limit the records that are retrieved by applying a Query Filter To Create a Query Filter gt Click on the Table Name in the left panel where the filter will be applied 30 34 CHAPTER 30 SYSTEM ADMINISTRATION default ACCESSORIES ACQUISITIONS ACQUISITIONS MEDIA ACQUISITION ITEMS ACQUISITION SOURCES ACTIONS ACTIVITY CATALOGUE COLLECTORS Is COMPONENTS CONDITION CONSERVATION CONSERVATION DETAILS CONSERVATION FEES CULTURES DAMAGE DATE COLLECTED DATE MADE DISPATCH DISPATCH ITEMS DISPATCH MEDIA DISPOSALS DISPOSALS MEDIA DISPOSAL ITEMS
303. e dimensional measurements and weight are entered in the Measurement Flexi Fields Enter One Set of Measurements for Mimsy XG to Convert Mimsy XG stores one set of measurements as the measured set and uses this to create a read only view of converted measurements Both sets of measurements are available in the Measurement Flexi Fields The measured set is always entered in the first series of Measurement columns Part Measured Draft Draft Unit Length Overall verall o4 it 100 25 Measured Measurements 4 28 CHAPTER 4 USING AUTHORITIES The converted set of measurements appears in the second series of Measurement fields Managing information about measurements in this manner prevents confusion about which series of measurements was actually taken of the object Multi Fields Multi Fields are user definable fields that are displayed when a specific term is entered into the Category field For example with Container Feeders you may want to record the number of containers in the hold and on the deck In this case your System Administrator would create 2 Multi Fields for the Category of Container Feeders Category Container Feeders Category Field If a user entered Container Feeders in the Category field two rows would display in the Multi Fields Flexi Fields 9 MultiFields Multi Field Values e You can create as many Multi Fields in the system as you want To create Multi Fields ask yo
304. e dropdown list csv tab delimited or XML ww v c v Name the file and click OK You do not need to add a file extension The export program automatically saves Tab delimited exports as txt CSV exports as csv and XML exports as xml gt Ifyou selected tab delimited you will be asked if you want to replace any embedded hard returns with a Answer YES if you want be able to make the change so you will be able to add the hard returns back in later gt Open the application where the data will be viewed i e Excel gt Open the saved export You may be prompted for information about field delimiters either tab or commas Answer the questions to display the file properly ALERT there is a documented Microsoft bug in Excel which causes an error when the first two letters of the first column heading are ID If the first field on your form is ID NUMBER you must open the txt or csv file and edit the first column heading to read Number or change the tag entirely For more information refer to http support microsoft com kb 323626 To Replace Hard Returns in a Tab Delimited File gt Open the file in Excel or a Text Editor gt Open the Search and Replace function Typically this is under Edit Replace on the Menu gt Enter in the Find Field gt Click in the Replace field gt Hold the ALT key down While continuing to hold the ALT key use the number keypad to type 010 9 3 CHAPTER 9 USIN
305. e fields in the Parent section of the record Mimsy XG automatically creates a corresponding record in the Timeline Flexi Fields under Brief Bio The entries for the new records are set to date of birth and date of death e To change the term inserted in the new Timeline records modify the BIRTH ACTIVITY TEXT and DEATH ACTIVITY TEXT Text Value entries in the l System Module At the time of installation the default text for these entries is birth date and death date Mimsy XG also inserts a Timeline entry for lifedates and inserts the birth and death date values in the earliest and latest year fields Name Parsing When you create a record for a person or organization Mimsy XG automatically analyzes its structure and parses it into the Title First Name Last Name and Suffix fields Parsing assures that you are able to break down names entered in the preferred format into 4 14 CHAPTER 4 USING AUTHORITIES individual components Parsed names may then be used in order to facilitate sorting and searching Name Format For data consistency we recommend that all names are entered in transposed order OR all names entered in natural order A combination of both formats may lead to confusion during searching and sorting e At the time of installation the PEOPLE NAME ORDER Data Default is set to INVERTED All names flagged as individuals are assumed to be entered in l Last Name First Name format If your institu
306. e that is lower than OR is equal to the search criteria Between The Between Operator finds values that are in a range of values Between is typically used to find records that fall within a certain set of dates or numbers For example loans due between January 1 2006 and June 1 2008 or objects insured for 20 000 25 000 Is One Of The Is One Of Operator finds records where the exact value in a field is in a list of values entered by the user Is One Of is typically used to retrieve a discrete list of records For example display all records where the Created By value is one of SELAGO SMITH KERR Is Not One Of The Is Not One Of Operator is used to find records where the exact value in a field does NOT equal any of the values listed Is Empty Use the Is Empty Operator to return records where there is no data in a field 11 7 CHAPTER 11 SEARCH CONCEPTS Is Not Empty The Is Not Empty Operator returns any records where the field contains any data at all regardless of the value Exists The Exists Operator is only used to search fields in the child sections of records Exists is slightly different than Contains because Exists is specifically used to retrieve records where a value appears in a repeatable field The Exists Operator may be used with wildcards 96 Does Not Exist The Does Not Exist Operator is only used to search fields in the child sections of records Does Not Exist retrieves records where a val
307. e the fields are accessed Additional instructions for using the Facility Browser are provided in the Facility Browser section of the Data Entry Tools chapter Link to Media All Authorities and Activities may be linked to the Media Authority There are two ways to create links to the Media Authority dragging the linked files to the Media Panel or creating a link through the Linked Media Flexi Fields Once a link is made moving the media files or renaming any file folders breaks the link and the files no longer display 6 4 CHAPTER 6 LINKING AUTHORITY RECORDS Link Media Using Drag and Drop Digital images audio video and documents may be linked directly to the Authorities by dragging the related file from Windows Explorer and dropping it into the Media Panel To link any type of digital file using drag and drop gt Open Windows Explorer or any other program that allows you to navigate to the files on your computer and or network Click on the related file Hold the left mouse button down Drag the file to the Media Panel ww v v v Release the mouse button NOTE This also creates a Media Authority for the related file if the file does not already exist in the Authority For more information on digital files in the Media Authority refer to the Digital Files chapter Link Media Using Linked Media Flexi Fields All Authorities and Activities have Linked Media Flexi Fields To link a record to the Media Au
308. e you check the flag updates to the Entry record do NOT carry over into the Objects Authority IF YOU CLICK NO Answering NO means that you have mistyped the Entry ID and want to link the object to an existing Objects Authority record Mimsy XG displays a Pop Up List of existing ID Numbers You must select one to continue If the list has no entries then Mimsy XG cannot find any similar ID Numbers to the one you have entered After you select an object from the list or retype the Entry ID Mimsy XG uses the data from the linked Objects Authority record to update the rest of the object fields IF THE MESSAGE DOESN T APPEAR AT ALL If the message does not appear this means Mimsy XG has linked the object to the existing Objects Authority record This happens in cases where a Permanent Collection object is returned After the record is saved and refreshed F10 and SHIFT F8 Mimsy XG uses the data from the linked Objects Authority record to update the rest of the object fields Reconcile the Object If the object deposited is dropped off because it is involved in a Transaction Activity that has already been created prior to the day the object arrived reconcile the object with the Activity record These steps will only be used when a linked Acquisition or linked Loan record is NOT created as part of the initial Entry record creation you answered NO to the prompt to create a linked Activity To link the object to a previously en
309. ease see your system administrator or contact the Selago Design Help Desk if Mimsy XG translations do not appear as expected Translation Upon Creation When a record is created you may create a copy of the record in another language During the initial creation process all Anchor and primary child field data is translated according the Translations Language Equivalents configured in the System Module If there are no translations configured Mimsy XG repeats the data from Record A in the corresponding field in Record B Primary child fields are any flexi fields that do not validate against another Authority i e Measurements Item Descriptions As part of the creation process Mimsy XG checks to see if the Record A in Language A has links to other Authorities If there are links to Authorities Mimsy XG checks to see if the Authorities exist in Language B If so Record B the new language record is automatically linked to the Authority records in the corresponding language Examples of Authority links are tables such as ITEMS TERMS ITEMS PEOPLE ITEMS PLACES etc If an Authority Record A is linked to Authority Record B and Authority B exists in multiple languages Authority Record A will be linked to all Authority B language records The duplicate links are required so that in the event that Authority Record A is ever translated the system can transfer the links to the translated Authority A record EXAMPLE There is a 30 38 CH
310. ecord editing roles at the time of installation They are Manager StaffPlus Staff and Viewall The privileges assigned to these roles are specified in the Role Setup Manage Role MANAGER v Select Insert Update Delete l Table vi vi r2 ACQUISITIONS ncedeiens d lu iv ta v ACQUISITIONS MEDIA pena request i m iv ivi ACQUISITION ITEMS action request fle Tie ivi v ACQUISITION SOURCES jactions lactivity catalogue audits catalogue condition conservation damage dispatch ffisposals Jentry levents exhibitions facilities lgroups hazard linstructions insurance items loans location loss media notes people places publications related reproduction il tinbte z Close Jl NewRole DeleteRole Role Setup The dropdown list in the upper left corner displays the Record Editing Role The pane of the left displays the Module or utility name 30 44 CHAPTER 30 SYSTEM ADMINISTRATION The pane on the right displays all of the parent and child tables displayed in the selected Module or utility For example clicking on Exhibitions in the left panel automatically updates the table names in the right panel to reflect the tables used in the Exhibition Activity Role Rights Each of the four standard Record Editing Roles Manager StaffPlus Staff and Viewall are created by granting up to four rights to each table i
311. ecord from the menu or press F6 gt Atemporary number will automatically be entered into the Entry ID field 26 14 CHAPTER 26 LOANS AND EXHIBITIONS When finished adding the details about the object check the Linked flag This creates a record for the object in the Objects Authority HINT once you check the flag updates to the Entry record do NOT carry over into the Objects Authority Repeat for all objects associated with the upcoming loan Create an Incoming Loan Record If you have already processed your borrowed objects through the Entry Activity and created a linked Loan Activity skip this step and move to the Add Loan Venues section of this chapter gt Select Record Create Record from the menu or press F6 gt Leave the Direction flag blank This means the loan is incoming gt Enter a Loan Number Select Field Pop Up List from the menu or press F9 for a sequential number if this feature is in use at your institution gt Enter a Lender Name in the Institution field gt Finish entering data in the Parent section gt Select File Save from the menu or press F10 to save the Parent section of the record Add Loan Venues To enter a list of venues for the entire Loan Activity ww v v cw cw Click in the Venues field in the Parent section Open the Venues Flexi fields Click or TAB into the Venue field Select Record Create Record or press F6 Enter a name OR Select Field Pop
312. ecords using SQL where clauses refer to the To update records using a Where clause instructions in the following instruction set gt Create a Group of records to be updated gt Select Tools Global Update gt The Global Update window displays DENEN x Available tables CATALOGUE v Available fields jage Category Collector Credit Line Culture Date1 nato Update value to Use a where clause j Group Press to select group Where Update Close Global Update Window 10 6 CHAPTER 10 DATA ENTRY TOOLS gt Use the Available Tables dropdown list to select the name of the table to be updated gt Usethe Available fields dropdown list to select the name of the field to be updated gt Click in the Update Value To field Enter the new data value that will replace the existing value Leave the Use a Where Clause flag unchecked blank Click the PRESS TO SELECT GROUP bar Navigate to the appropriate group Click the OK button Click the UPDATE button v v v v vw cw The update will process and display a confirmation message Sl i S 415 rows updated Do you wish to save the update Yes No Confirmation Message gt Click YES to continue and save the update OR click NO to reverse the change gt Click CLOSE to close the update window If you have taken the introduction to SQL class offered by Selago Design you m
313. ect 28 2 CHAPTER 28 INSURANCE INDEMNITY Link Policies to Loans To link an Insurance Policy to a Loan gt Openthe Loan Activity gt Open the Links Flexi Fields gt Select Insurance from the dropdown list EORNM 9 Links Linked Module Linked To Insurance gt Enter the Policy Number Link to Transaction Activities Mimsy XG enables you to link Insurance to other Transaction Activities For example you might want to attach a loan to the related insurance file To link Transaction Activities gt Openthe Links Flexi Fields Links Linked Module Linked To Links Flexi Fields gt Click or TAB into the Linked Module field gt Select Record Create Record or press F6 gt Select an Activity option from the dropdown list gt Click of TAB into the Linked To field gt Select Field Pop Up List or press F9 for a list of Transaction Activities whose Status is open 28 3 CHAPTER 29 REPRODUCTION REQUEST ACTIVITY Chapter 29 Reproduction Request Activity The Reproduction Request Activity processes image order fulfillment In this chapter you will learn how to Process Photo Orders Lookup Pre Set Fees Calculate Order Cost Before using this Activity you may wish to contact your System Administrator in order to configure the costs associated with reproduction requests at your institution 29 1 CHAPTER 29 REPRODUCTION REQU
314. ect Set Object List contains the records that you will be working with ID Number Category Title VIS1004 VISUAL WORKS The Anatomy Lesson of VIS1005 VISUAL WORKS The Syndics of the Clot MIS 1006 VISUAL WORKS Young Woman with a MIS 1007 VISUAL WORKS Head of a Negro VIS 1008 VISUAL WORKS Tiberius and Agrippina MIS 1009 VISUAL WORKS The Prophetess Anna VIS1010 VISUAL WORKS The Polish Rider Object Set Depending on where you are in Mimsy XG when you open Activity Manager the Object Set varies gt Ifyou open the Activity Manager in the Object Authority or any Object Specific Activity the list displays the Object Authority records from your current query gt Ifyou open the Activity Manager in a Transaction Activity the list displays the Object Authority records to the Activity gt Ifyou click on the Current Set folder top of left panel the records from your current query re display Sort Object Set Objects may be quick sorted according to your preferences by clicking on the column heading To sort on any of the fields displayed gt Clicking once sorts the records A Z clicking twice sorts the records Z A The records will automatically be ordered according to the values in the selected field Change Column Width To change the width of any of the columns displayed gt Placecursor on right side of column gt Cursor will turn into a sizing arrow gt Drag column to desired width There are only three dat
315. ects Authority Child Grid 30 22 Collectors 4 4 Columns change order 2 10 change width 2 10 Components 7 2 Index 1 change condition 17 15 change location 17 12 conservation of 17 17 Condition definition 1 4 Condition Activity add new record 17 6 17 14 add record for accessories components 17 15 add using Activity Manager 21 8 mass update records 17 7 Conservation Activity add new record 17 6 17 16 add records for accessories components 17 17 definition 1 4 mass update records 17 7 using Activity Manager 21 8 Contains See Searching Copy Field See Duplicate Field Copy Record See Duplicate Record Copyrights 14 2 Count See Record Count Count Only See Record Count Create New User 30 2 30 8 Create Record 3 2 Child record 3 2 in grid view 9 7 Parent record 3 2 Damage Activity add new record 17 6 add using Activity Manager 21 8 definition 1 4 mass update records 17 7 Data Panel 2 4 Date enter today s date 10 28 Date Parsing 4 5 Deaccession Activity 24 2 Data entry procedure 24 3 Debug Mode 2 20 Delete Record 3 3 child flexi field record 3 4 delete multiple records 3 4 Parent record 3 3 Diacritics ASCII codes 10 3 Using Character Map 10 5 Dispatch Activity Data entry procedure 27 2 definition 1 5 Disposal Activity add group 20 8 add group using Activity Manager 20 8 add one record 20 7 add using Activity Manager 21 9 definition 1 5 Does Not Exist See Searching
316. ed open the View Properties for the F Catalogue Set the INFO field to Y 15 9 CHAPTER 15 MEDIA VIEWER View Larger Images If an image is linked to larger versions of the same image double clicking on the thumbnails displays the next largest file ke MIMSY Image Browser 1 4b a File Group Tools Window Help E Browser ie NAT3010 NAT3024 Larger Image View Primary Images Only The Media Viewer defaults to displaying all images associated with an object You can restrict the browser to the Primary thumbnail only To restrict viewing to a single image per object gt Select Tools Options gt The Options window displays 15 10 CHAPTER 15 MEDIA VIEWER Display primary images only OK Cancel Options Window gt Check the Display primary images only checkbox gt Click the OK button Change Image Order To rearrange the images in the Media Viewer Click on an image in the Media Viewer Hold the left mouse button down Drag the image into the new position Release the mouse button ww v v v wv The images will shift to account for the new order Print Images To print Images Click on an image in the Media Viewer Hold the left mouse button down Continue holding button down as you select additional images Release the mouse button ww v v Ww Select Tools Print Selected You may also select Tools Print All to print all of the images in a single
317. ed as a MAKER the People Authority flag is updated PEOPLE lt MOVER gt If the field s Pop Up List is generated from the People Authority for names flagged as MOVER and a name is entered that exists in the Authority but is NOT flagged as a MOVER the People Authority flag is updated PEOPLE lt OTHER gt If the field s Pop Up List is generated from the People Authority for names flagged as OTHER and a name is entered that exists in the Authority but is NOT flagged as OTHER the People Authority flag is updated PEOPLE lt OWNER gt If the field s Pop Up List is generated from the People Authority for names flagged as OWNER and a name is entered that exists in the Authority but is NOT flagged as an OWNER the People Authority flag is updated PEOPLE RELATED If the field s Pop Up List is generated from the People Authority for names flagged as OTHER and a name is entered that exists in the Authority but is NOT flagged as OTHER the People Authority flag is updated PEOPLE lt REPRODUCER gt If the field s Pop Up List is generated from the People Authority for names flagged as REPRODUCER and a name is entered that exists in the Authority but is NOT flagged as a REPRODUCER the People Authority flag is updated PEOPLE lt SHIPPER gt If the field s Pop Up List is generated from the People Authority for names flagged as SHIPPER and a name is entered that exists in the Authority but is NOT flagged a
318. edia Authority record Mimsy XG automatically compares the new Media ID Number and Location to the existing records in the database If there is a conflict Media ID Number already assigned to a file in the same location Mimsy XG displays a message alerting the user to the problem CHAPTER 5 DIGITAL FILES Img0002 jpg is in use Is this a different record Media ID Img0002 jpg Locator M Media Images Quarter Record Type IMAGE Repro Allowed Y Media Digitized Image Format JPEG Thumbnail Y Media Count 8 Item Count 2 Duplicate Media ID Alert Message To stop data entry and delete the newest record gt Click YES To continue data entry on the new record with the same Media ID gt Click NO Filename Media ID and Locator The Media ID is the name of the digital file Accessing the Pop Up List in the Media ID field opens a file browser Navigating to the file and clicking Open enters the filename in the Media ID field and copies the location of the file to the Locator field CHAPTER 5 DIGITAL FILES M Open C Conservation C Publications Vessels Demos C Quarter 3 2008 211 fr 3 Events Sites CdGG Img0 J Facilities Cc Subjects 3 cdSea049 C People C Thesaurus 3 cdSeaBook c Places J Thumb 3 Map info doc O A FileName Files of Type All Files v Open l Cancel File Browser Record Type Radio Buttons
319. em Settings section of I the System Module Unique Loan Number Each Loan Activity record in Mimsy XG must have a unique Loan Number or the record cannot be saved When entering a new Loan Activity record Mimsy XG automatically compares the new Loan Number to the existing records in the database If there is a conflict Loan Number already assigned Mimsy XG displays a message alerting the user to the problem The user must resolve the conflict before saving the record Auto Generated Loan Number Mimsy XG may be configured to assign a sequential Loan Number in a user defined format You are not required to use an auto generated Loan Number and may enter an alternate Loan Number value if you prefer To assign the next auto generated Receipt Number gt Click in the Loan Number field gt Select Field Pop Up List from the menu or press F9 26 10 CHAPTER 26 LOANS AND EXHIBITIONS e To configure an auto generated Loan Number to the Loan Activity modify List Name value for the Loan Number field in the View l Properties section of the System Module This default may be reset each year so that the Loan Numbers assigned always contain the 4 digit year and the sequential number EXAMPLE OL 2003 1 Outgoing Loan Incoming and outgoing loans are managed together If the loan is going out check the flag If it is coming in leave it blank Contact The Pop Up List for Contacts depends on the name entered into the Institution
320. en the Venues Flexi fields Click or TAB into the Venue field Enter a name OR Select Field Pop Up List from the menu or press F9 for a list of venues entered in the Parent section of the record NOTE if a venue has not been entered for the overall loan it cannot be attached to the object TAB out of the Venue field Select File Save from the menu or press F10 Select Record Copy to Set from the menu or press the Copy to Set icon 26 8 CHAPTER 26 LOANS AND EXHIBITIONS Repeat for additional venues NOTE the Copy to Set functionality works for one venue at a time You must save the first venue then copy it If you try to copy multiple venues at one time only the last venue will be added to the Loan Activity objects Add Venues to all Objects To enter attach a venue to every object in the child section v v v c v v v v v vw cw Click in the Venues field in the Child section Open the Venues Flexi fields Click or TAB into the Venue field Select Record Create Record from the menu or press F6 Enter a name OR Select Field Pop Up List from the menu or press F9 for a list of People Authority records flagged as venues Enter any additional venue data Select File Save from the menu or press F10 or press the SAVE button Press the COPY TO SET icon in the toolbar Answer YES to the prompt to use the current record as the model Click OK to close confirmation message Repeat
321. ence For example you may wish to have a special text set using non technical terms for a public terminal To add a new text set v v v v vw Ww Click NEW TEXT SET Enter a three letter name for your text set Choose a text set to base this set on Make your changes to the text set In the example below ESL equals Spanish FRA equals French and GER German 30 37 CHAPTER 30 SYSTEM ADMINISTRATION Manage Save Buttons Hints Menu Actions Messages Window Titles Values copy term s current record current row only current set delete all delete group amb New delete search dictionary add M iaoa eng New due by find next fina previous esl Neuvo lib change module e fra Nouveau ignore all 4 oa Imy actions new r ger Neu no ok lopen action open actions previous private process public query add another query clear all Close Save Undo New Text Set Example with Five Text Sets Translation Mimsy XG supports the entry of Authority records in multiple languages In order to begin using this area of the System Module you must first add the language in the Text portion of the System Module For more information on adding another language to the system refer to the Text portion of this chapter Depending on how you have decided to implement multilingual functionality some of the tables translation rules may be slightly different than described below Pl
322. ent section of the record Save the Parent section of the record Click in Entry ID field in the Child section or press F5 Create a new Entry object record by selecting Record Create Record from the menu or press F6 A temporary number will automatically be entered into the Entry ID field Use the Object Reconciler to specify that the incoming object is the same object that has been attached to a given loan To access the Object Reconciler from the Entry ID field Select Field Pop Up List from the menu or press F9 The Object Reconciler displays Navigate to the corresponding object in the Loan Activity folder 26 18 CHAPTER 26 LOANS AND EXHIBITIONS Click RECONCILE The core data fields for the object are copied into the Entry record Continue adding entry details for the object ww v v v Select File Save or press F10 Outgoing Loans The majority of outgoing loans will be for objects that are part of your Permanent Collection As such it is unlikely that you will need to add the objects to the Objects Authority or start the Loans process in the Entry Activity as you would for incoming loans For this reason the instructions for processing outgoing loans assume that all objects already have Objects Authority records Create an Outgoing Loan Record gt Select Record Create Record from the menu or press F6 gt Check the Direction flag This means the loan is outgoing gt Enter a Loan N
323. enter the search criteria HINT press F9 to access the terms in the field s Pop Up List Step 4 Connect Search Criteria When a search has more than one part use Logical Operators tell Mimsy XG how the criteria should be applied Searches with more than one part will have two or more rows in the Search Form To add a second search criteria gt Click the ADD ANOTHER button gt Anew row displays gt Enter your search criteria To review definitions of each of the Logical Connectors refer to the Logical Connector section of the Search Concepts chapter HINT Remember that OR retrieves MORE records AND retrieves LESS To find all tables and chairs use the OR operator The OR operator indicates that if the object is a table or a chair it will be returned Running the same query with AND would return no records since an object cannot be a table and a chair at the same time 13 7 CHAPTER 13 ADVANCED SEARCHES Read through the search criteria and logical connectors to make sure that the structure of your query will provide the record set intended In some instances row order of the search criteria will affect which records are retrieved Modify a Search If you wish to modify your current search or a saved search use the ADD ROW and CLEAR ROW buttons To add search criteria to the Search Builder gt Click in any row gt Press the ADD ANOTHER button To remove a single search criterion from the Search Builder
324. environmentally controlled buildings CopyHierarchy C Copy hierarchy as levels Link Cancel Facility Browser Open the Facility Browser To open the Facility Browser gt Select Tools Hierarchy Browsers Facility Browser from the menu Accessing the Facility Browser does NOT automatically link terms to a record In most fields the Facility Browser simply copies a facility name or a facilities string into the current field If you wish to create hierarchical links between the Facilities Authority and other Mimsy XG records enter the terms in the Linked Facilities Flexi Fields in any Authority If you have already used the Facility Browser in your current log in session the browser will open to the last location chosen This will disappear when you log out Facility Browser Components The Facility Browser has five main components Search In Search For fields the Facility Term field the Facility Tree a Facility Term List and a Facility Definition There are also two buttons COPY and COPY HIERARCHY used to copy and link terms to the Facilities Authority Search in Search for The Search in and Search for fields are used to indicate where you are in the tree and to search for values If you are clicking on Facility terms in the tree the Search in field displays a text version of the Facilities hierarchy The Search for field may be used to search for a given place t
325. equential number if this feature is in use at your institution gt Enter a Legal Status value We suggest using INCOMING LOAN or LOAN or LOAN CANDIDATE gt Finish entering data about the object gt Select File Save from the menu or press F10 to save the record Generate Objects Authority amp Loan Record through Entry gt Select Activities Entry CTRL 8 gt Select Record Create Record from the menu Record or press F6 gt Enter a Receipt Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number Select Loan as the Entry Type A message reading Do you wish to generate a linked Loan Record displays Click YES ww v v v Mimsy XG creates a Loan Activity record where the Loan Number is the same as the Receipt Number in Entry When you create a linked loan from the Entry Activity Mimsy XG automatically adds the entry objects to the Loan Activity gt Thelinked Loan Activity record may be edited at any time by using the Link Ledger to navigate to the corresponding Loans record HINT press REFRESH if the link doesn t display immediately gt Finish entering data in the Parent section of the record gt Save the Parent section of the record by selecting File Save from the menu or press F10 or press the SAVE Button gt Click in Entry ID field in the Child section or press F5 gt Create a new Entry object record by selecting Record Create R
326. er A Quick Add Rights form displays Enter appropriate data Click OK Click OK to close the Activity Manager window v v v v vw wv Select File Save or press F10 Renew Copyright When a copyright is extended edit the current From Date and To Date values As these fields are changed Mimsy XG updates the Renewal History field with the new values Change Copyright Over the course of time copyright may change A maker may grant copyright to the museum objects may become part of the public domain or copyright may transfer to the estate or relatives of a deceased individual To change existing copyrights you will change the status of the old right and add a new one Select Tools Rights from the menu or press the Copyright button Click on the right to be modified Change the STATUS field to reflect the permissions in the right Click the NEW RIGHT button or press F6 Enter appropriate data v v v v cw wv Click OK 14 3 CHAPTER 14 MANAGE COPYRIGHT Copyright Holder Validates against the People Authority records flagged as Copyright Holders 14 4 CHAPTER 15 IMAGE BROWSER Chapter 15 Media Viewer Use the Media Viewer to view any digital files linked to records In this chapter you will learn how to View larger versions of Thumbnails Create and Display Groups of Digital Files Email Images to Others Please note that some of the features described in this cha
327. er Decorated Pitch DEC2017 Porcelain Salad Bowl DEC2018 Porcelain Coffeepot DEC2019 Cameo Glass Vase DEC2020 Saucedish DEC2021 Amberina Vase DEC2022 Oval Serving Plate DEC2023 Vase DEC2024 Goblet DEC2025 Footed Salt DEC2026 Bottle DEC2027 Bottle DEC2028 Drinking Tazza DEC2029 Pair of Candlesticks DEC2030 Cameo Glass Plaque DEC2031 Gate Leg Table DEC2032 Chest on Frame Flat Top DEC2033 Bureau DEC2034 Chair Big People Transaction Activity Link Ledger A good visual indicator of which section parent or child is active is the Information data in the Link Ledger When the Parent section is active the Information Field in the Link Ledger displays the summary data for the activity Information OUT L2004 2 Museum of Decorative Arts Parent Section Active 20 3 CHAPTER 20 TRANSACTION ACTIVITIES The Parent section may also be viewed in Grid View To display the Parent section of records in Grid view Select Tools Grid View from the menu or press CTRL G Outgoing Loa Loan Number amp Institution Contact Address wi Jr IN 2001 14 Mus e d Orsay Eugene Etoile 62 rue de Lille wil 3 182012 NalinalGaleyofat Christine Gerais ivi nis IN 2002 19 Columbia Museum of Decorative Arts Ann Smith v Ej IN 2004 3 Art Gallery of Nova Scotia lan Hand vj LOAN 02 Thomson
328. er are provided in the Taxonomy Browser section of the Data Entry Tools Chapter To link a broader Taxonomy Term by using the Taxonomy Browser gt Click or TAB into the corresponding Parent Field gt Press ENTER to open a Pop Up Window and enter the exact broader Taxonomic Classification Click OK OR gt Select Tools Hierarchy Browsers Taxonomy Browser from the menu or press F9 to open the Taxonomy Browser gt Navigate through the terms in the Taxonomy Browser gt Click on the appropriate term gt Click COPY TERM or COPY HIERARCHY Both the COPY TERM and COPY HIERARCHY Buttons link the term and its related terms to the current record The System Administrator controls the display format for the Term field term only or term plus hierarchy and regardless of which button pressed the terms appear in the default format the next time the fields are accessed To break a link to a Broader Taxonomic Term Click or TAB into the corresponding Parent field Hit the DELETE key on your keyboard Select File Save or press F10 ww v v v Refresh the record Record Refresh Record or press F5 Once the record is refreshed the hierarchy will reflect the changed link Level and Level Name To support hierarchies where certain levels may be empty the Level and Level Name fields accept manual data entry only We recommend entering a descriptor such as GENUS or VARIETY as needed Taxonomy Identifying Info The th
329. er onto the Parent ID Number gt Release the mouse button gt A lever displays to the left of the Parent ID Number to indicate that the object has been attached After connecting the base level records to the master record you are ready to continue building the hierarchy You will repeat the linking procedure for the remaining levels NOTE you can only attach a record to one record in the hierarchy If you try to link the object to multiple parents a message displays reading lt X gt is attached to lt Y gt Update the record to link to new parent Click YES to link the object the current record or NO to leave the record attached to the existing record Navigate Between Linked Hierarchical Records To delete a link to the hierarchy gt Open the Whole Part Window gt In the details section lower corner right pane double click on the ID Number of the object to which you want to move Delete a Hierarchical Link To delete a link to the hierarchy 7 7 CHAPTER 7 COMPONENTS ACCESSORIES amp RELATED OBJECTS Open the Whole Part Window Navigate to the object to be deleted Click on the ID Number of the object to be deleted Press SHIFT F6 v v v cw wv A delete message will appear Are you sure you want to unlink this record from its parent a Unlink Message gt Click YES gt The link is deleted 7 8 CHAPTER 8 GROUPS Chapter 8 Groups A Group is a set of re
330. er type role in the System Module revoke the rights to create Security Groups from the new role then grant the modified role to the appropriate users Click NEW ROLE The Model Role window displays Select MANAGER Click OK The Role Name window displays Enter a Name for the new role Click OK The new Role displays in the dropdown list Exit the System Module Log into SQL Plus as XGVIEWS v v v v v v v v vw w vy Enter the following statements revoke insert update delete on v sys_groups from lt new user role gt revoke insert update delete on v sys_group_records from lt new user role gt revoke insert update delete on v sys_group_users from lt new user role gt Restrict Users From Viewing Fields Views may be used to restrict users from seeing a specific field by removing it from the View For example you may wish prevent some users from seeing the Note field in the Object Authority To remove a field from a View gt Select Manage View Properties gt Select the View Name where the module will be restricted 30 57 CHAPTER 30 SYSTEM ADMINISTRATION gt Select the table name that will be restricted i e CATALOGUE gt Click on the field to be hidden gt Uncheck the flag to the left of the field name Restrict Users From Editing Records There may be cases where a user is permitted to view all records but only perform updates on a certain subset of those records To restrict a
331. erm within the Facilities Authority Searching the Facilities Authority is helpful when you do not know where a facility falls within a hierarchy or are not sure of the preferred name for the facility 10 18 CHAPTER 10 DATA ENTRY TOOLS When using the Search for Term field to search the Facilities Authority Mimsy XG searches the current open branch of the Facility If you are in the Storeroom hierarchy and search for West Wing nothing is returned Running the same search across the full Facilities Authority returns hits against Gallery Spaces If the search returns no terms and you are positive it exists try clicking on the top level of the Facility Browser and re running the search To use the Facility Search For Field to Search the Facilities Authority gt Open the Facility Browser gt Click or TAB into the Search For field gt Entera full or partial term You may use wildcards For example Storeroom or Storeroom or Storeroom gt PressF8 or hit RUN There is no menu equivalent to this gt The Facility Browser displays any matching terms the Facility Term List upper right pane If there is no matching record Mimsy XG displays a message Your search retrieved no records Modify your criteria and try again The Facility Browser will re display Facility Tree The Facility Tree displays the Facility terms managed within the Facilities Authority The standard installation of M
332. ers may assign control measures and handing restrictions as well as ranking the seriousness of the risk The Activity keeps a history of risks and protection plans as they change over time Special Features Hazards Activity There are several special features in the Hazard Activity Read Only Display Mimsy XG concatenates a list of hazards associated with an object This string may be displayed in the Object Authority or any Item Specific Activity by adding the HAZARDS field to the form Warn Users When Objects Attached to Transactions Mimsy XG may be configured so that a user receives an alert if they attach an object with hazard to a Transaction Activity To activate the alert set the SPECIAL VALIDATOR for the Object field to include the HAZARD validator Ranking of Hazards by Activity The HAZARD_RATINGS table allows you to identify the actions that will place staff and visitors at the greatest risk For example activities where the item is stable such as storage or display may received a lower risk rating than activities where the item is being handled such as conservation or shipping Identified By Authorized By Last Evaluation By The names in the Identified By Authorized By and Last Evaluation By Pop Up Lists reflect all People Authority records where the Staff flag is checked Just the Facts Hazard Activity To create a new Hazard Activity record Create a new record Record Create Record
333. ers Required No Modifiers ALLOW NO LINK contained in angle brackets Examples OBJECTS OBJECTS lt ALLOW NO LINK gt Validates the value against the ID Number field in the Objects Authority Modifiers Required No Name OBJECTS ACTIVITIES Modifiers ALLOW NO LINK Records added to the child section do NOT have to exist in the Object Authority LOAN FLAG If the object does exist in the Object Authority the Loan Allowed flag must be checked ALLOW ID CHANGE Once the object has been added to the Activity the ID Number may be changed within the Activity and will reflect system wide HAZARD if the object has a current hazard the user is alerted Separated by semi colons if there is more than one modifier contained in angle brackets Modifiers not required Examples OBJECTS ACTIVITIES OBJECTS ACTIVITIES lt ALLOW NO LINK gt OBJECTS ACTIVITIES lt ALLOW NO LINK ALLOW ID CHANGE LOAN FLAG HAZARD gt PEOPLE Value must equal an entry in the VARIATION field in the People Authority Modifiers Required No Modifiers lt ALLOW NO LINK gt If lt ALLOW NO LINK gt modifier is included the validator allows the user to enter data in a Parent field with no matching Authority record Entry into child fields is not allowed with unlinked records lt ROLE gt modifier corresponds to entries in the Special Lists portion of the System Module Modifiers not required Validation Appendix 3 VALIDATION APPENDIX VALID
334. ew so there may not be any additional entries in this section To create new views refer to the View Descriptions chapter of this manual NOTE all users must have one view assigned to their logon as a default view If no default view is selected the user will not see the Splash Screen after logging in Record Privileges There are 4 default record editing privileges in the System Manager Staffplus Staff and Viewall Users must be assigned one and only one record editing privilege Please note that field editing privileges are controlled by the properties assigned to each view For more information on controlling editing rights for a given field refer to the View Descriptions section of this manual Manager Manager level users may add delete and update parent and child records Staffplus Staffplus level users may add parent and child records update parent and child records and delete child records They may not delete parent records 30 5 CHAPTER 30 SYSTEM ADMINISTRATION Staff Staff level users may add parent and child records and update parent and child records They may not delete parent or child records Viewall Viewall level users have read only rights to all parent and child records Restrictions Once a user has been assigned general record privileges that have some editing rights Manager Staff Staffplus it is possible to restrict those editing rights to a sub set of records For example a STAFF user
335. ew Authority Prompt If you click NO Mimsy XG returns you to the field where you must delete what you had entered and add a different value or leave the field blank For validation fields you cannot CHAPTER 2 GETTING STARTED enter a value in a field without a corresponding record in the Authority If you click YES Mimsy XG asks if the record is for an individual vs an entity Is this the name of an individual Individual Prompt Once you answer the Individual prompt there is a final prompt asking for address details Do you want to add an address for Albert Einstein ve Address Prompt Answering No to the Address window closes the window and completes the People Authority record creation process Answering Yes open the Quick Add Address window CHAPTER 2 GETTING STARTED Address Details Once you are done with the Address click OK to return to your original record and continue adding data Event Media Publications Sites Subjects Validation If a field is set to validate against Event Name Media ID Publication Title Site Name Site ID or Subject Mimsy XG searches the corresponding Authority for a match If a match is not found the system displays a message CHAPTER 2 GETTING STARTED n x 9 Linked Subjects m 9 Home does not exist in the authority file i Subject Do you wish to add it ies Le tion Sort
336. exist in the Objects Authority in order for it to have an Activity Record Although an object will only have a single record in the Objects Authority it may have multiple records in each of the Activities 17 1 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES Create vs Update Object Specific Activities record data about an object at a specific moment in time When the status of the object changes it is moved the condition review is re assessed conservation work is performed you will most likely create a new Activity record for the object In this sense the update to the Activity comes in the form of a new Activity record Actual updates to existing Object Specific Activity records are rare and are usually done in the context of correcting inaccurate or missing data Please carefully consider any decision to delete existing records or erase or backspace over any data in data fields If someone writes over or erases the information Mimsy XG cannot archive the old data Object Specific Activity Record Format All Object Specific Activities have the same two part split screen design One part is the Parent section the other is the child section CONDITION ID Number HiS4003 Category HISTORY Object Name photograph Title Troops Aboard L C I Near France Maker Gilbert A Milne Materials black and white photograph Measurements sheet 10x8 in 25 4 x 20 32 cm Description view illustrating the personnel ofthe 8th Canadian Infan
337. f a field see your System Administrator Change Alignment If a data value is in a language that is read right to left change the alignment of the field by selecting Field Change Alignment or pressing CTRL SHIFT4O Spell Check There are three default dictionaries in Mimsy XG a user dictionary a correct dictionary and an accent dictionary The user dictionary is the standard dictionary file The correct dictionary is a list of common misspellings for terms and their correct spellings The accent dictionary contains words like clich To access the Spell Check functionality in any Mimsy XG module gt Select Tools Spell Check from the menu or click the Spelling Button or press F2 The Spell Check functionality operates in the same manner as standard word processing programs and will check the entry for the field where the cursor is located Replace Term If a potential error is identified gt Ifthe term is not in the Change To field scroll down the list of Suggestions Click on the appropriate word replacement to update the Change To field You may also manually edit the Change To field gt Toreplace the single occurrence of the word with the term in the Change To field click the Change Button gt To replace all occurrences of the word with the term in the Change To field click the Change All Button Leave Term Alone gt To leave the single occurrence of the word as is click IGNORE gt To lea
338. f bowl slope out to 7 ms Activities 6 rolled rim Bowl has rimmed base Bowl and pitcher decorated with blue transfer scenic and floral decoration icquisition 1 Inscriptions MultiFields Credit Line private Colection Legal Status PERMANENT COLLECTION Legal Status Current Status Status Date Owner Holder Depar COLLECTION Iii Location 1 Authorities 4 m Media 1 eople 3 laces 1 TIO er 3 Field Types Parent Section The Parent section is the core of a record It contains the primary data about an authority or process The Parent section of a record must exist before additional details are added For example before you enter Inscriptions or Locations you must enter and save a record in the Objects Authority Child Section Child sections contain the supporting details for the record They display any repeatable data and links to other areas of Mimsy XG Records may have one or more Child sections Any data accessed by a Flexi Field is in a child section Child sections may only be added after the Parent section is created For example you must create a record for an object Parent section before you may attach multiple measurements and add Location Activity data Child sections Field Types There are three types of fields in Mimsy XG Anchor fields Flexi Fields and Placeholder fields Anchor Fields Anchor fields always display on the main s
339. fault file name and path if necessary gt Click the SAVE button e The System Administrator can change the extension associated with the zip file in order to allow files to pass through SPAM filters Due to the sensitive l nature of this action we request that Administrators contact the Help Desk directly for information on changing this configuration Drag Image To Desktop Thumbnail images may be dragged to your desktop or other programs Only images with Reproduction Allowed set to Yes may be copied this way gt Click on the image with your mouse gt Drag onto the desktop or into another program Emailing Images You can email one or more images to people from the Media Viewer A brief XML summary report is included with the images NOTE the email information must be configured in the pfile by the System Administrator before functionality is activated To email images gt Select one or more images by clicking on them gt Select Tools Mail Selected Items gt Amailwindow displays 15 5 CHAPTER 15 MEDIA VIEWER ww v cw v Car lail 2l end Mal bj Recipient list gsiverman willo com L Subject Exhibition Images Message Body Here are the images you requested Images to send st cut Mail Window Enter the email address of the recipient in the field to the left of the Add Recipient button the one with the plus sign Click the Add Recipient button Repeat
340. field Enter appropriate data You may either type in the data or select from the Facilities Browser Select Tools Hierarchy Browsers Facility Browser from the menu or press F9 to access a list of Locations managed by the Facilities Authority gt Enter a Location Date gt Save the record File Save from the menu or SHIFT F10 Just the Facts Mass Location Change Mass updates may be used to create Location Activity records for all objects displayed in the Parent section of the Activity Copy Location to Set To create a Location Activity record for several objects at one time using Copy to Set gt Query for the objects to be moved or display a group of objects gt Click in the Child section of any record gt Select Record Create Record from the menu or press F6 to create a new Location Activity record gt Enter the location details gt Select File Save from the menu or press F10 or the SAVE button 17 8 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES gt Select Record Copy to Set from the menu or press CTRL F4 or the COPY SET button gt AMessage displays reading Do you wish to use the current records as the model for the group records gt Mimsy XG displays the following message Copy Complete The next time the records are refreshed the newest Location Activity records will be available Activity Manager Location If you are moving objects several objects at one time you may use t
341. field The list is automatically generated from the contacts entered for the person or organization in the People Authority in the Contacts Addresses Flexi Fields Within the Contacts Flexi fields entries with the Active box checked will appear in the pop up list Those entries that do not have this box checked will not appear HINT if there are no contact names in the Pop Up List refresh the Activity record and use the Link Ledger to move to the People Authority record Enter the new contact data so that it will be added to the Contacts Pop Up list Address Auto fill The Address field automatically fills in with the matching address for the Contacts listed for the Institution in the People Authority Loan Allowed Check If you attempt to attach an item to the Loan record and the Loan Allowed flag is not checked the following message will display x is not allowed to be loaned If this message is displayed click the OK button and delete the object from the grid Object Scheduled Elsewhere Check When you attach an object to a loan Mimsy XG checks the Location Activity for any potential scheduling conflicts The Loan Dates are compared to the Location Date for an object and if the object has a Location Activity record reflecting a future move within the loan period the following message displays This item is scheduled at LOCATION during this period This is only an alert message You will still be able to attach the object
342. for each venue Update Locations as Objects Move to New Venues When objects move to a new venue use the Activity Manager to add new Locations for the group of objects ww v v v ww v v v Open the Activity Manager Open the Location folder Click on an object record in the Object Set section the grid Hold the SHIFT key down Use the DOWN ARROW key or PAGE DOWN key or END key to select the appropriate object records OR Hold the CTRL key down Click on each of the objects to be moved Release the SHIFT key Place the cursor on any highlighted area of the grid Hold the left mouse button down Drag the objects onto the Create New entry in the Location Activity folder 26 9 CHAPTER 26 LOANS AND EXHIBITIONS Release the mouse button The Quick Add Location Activity form displays Complete the data fields to create new Location Activity records Click the OK Button ww v v cw Ww After a few seconds a confirmation message displays X of X records processed Special Features Loans The following special features have been integrated into the Loan Activity Read Only The Status field in the Parent section of the record controls the security status of the Loan Activity records When the Status is set to closed the entire Loan Activity record becomes read only e To change the Loan Activity Status field term that changes a record to read only modify the LOAN CLOSED LIST default in the Syst
343. functionality in that you can create lists of records and display records in those lists If you have to run multiple searches to populate your group the Group Menu may be most efficient When building groups with the Group Menu the group stays open while you run repeated searches and you may add individual records using Groups Add Add Item If you simply want to add all of the records in your current search to a Group the Group Manager may be simplest Both methods may be used in combination with each other Clearing Records When creating groups there are times that you may want to add all of the records from a query except for a few In this scenario you can use the Clear Unmarked record function under the Groups menu to remove the records from the screen Clearing a record removes it from a record set but does NOT delete it from the database Clear Record from Form View If you are on the main Mimsy XG forms and want to remove one of the records from the screen use the Clear Record option gt Clickin an Anchor field gt Select Record Clear from the menu or press SHIFT F4 Clear Record from Grid View To remove a record from the screen gt Totheleft of the first column in Grid View there is a checkbox gt Uncheck all records to clear from the set gt Select Record Clear Unmarked Records CHAPTER 8 GROUPS Just the Facts Groups Detailed instructions on creating a group occur in later sections of
344. ges information about maritime vessels Activities Activities contain information about the physical status of an object or a process in which an object is or has been involved Because the Activity records are repeatable they may be 1 3 CHAPTER 1 WHAT S WHAT used to manage details of each past present and scheduled activity in the lifecycle of an item There is no limit on the number of records that may be added in each Activity Actions Activity The Actions Activity manages tasks and workflow Actions may be assigned to individual objects transactions such as acquisitions and loans or to individual Authority records People Events etc The Actions Activity may be used with your email program to send notification when a new task is assigned The Actions icon displays a subset of fields entered in the Actions Icon Entry Activity The Entry Activity is designed to work in partnership with the Acquisition and Loans Activities Use the Entry Activity to process the physical deposit of objects that have recently arrived at your institution or are expected to arrive sometime in the future Acquisition Activity Mimsy XG is designed to record information about the accessioning process of any objects proposed for addition to the permanent collection Each Acquisition Activity record describes one or more objects considered for possible acquisition by your collection from the same source at the same time An object does not need to
345. gh the Action Manager 18 1 CHAPTER 18 ACTION REQUEST ACTIVITY Overall Process The Action Request Activity tracks workflow and allows staff to communicate through the Mimsy XG system The requestor assigns the action to one or more staff members and also assigns a due date for the action The next time these staff members log in they are notified of any current or overdue actions The staff members may then enter the Action Request Activity and search for their own current activities Action Request Activity vs Action Manager Actions and Actions Request Activity display the same data Information entered in one area also display in the other The dual display occurs since Mimsy XG users requested additional action functionality after the software was designed The primary difference between the Actions Manager and the Action Manager is the ability to generate emails and calendar notification from the Action Manager For more information on the Activity Manager refer to the Actions Instructions and Notes section of this manual Special Features Action Request The following special features exist in the Action Activity Unique Order Number Each Action record in Mimsy must have a unique Order Number or the record cannot be saved When entering a new Action Activity record Mimsy XG automatically compares the new Order Number to the existing records in the database If there is a conflict number already assigned Mimsy
346. group Examples of record hierarchies include the folders in a series albums in a collection or a tea service with several pieces The tools for creating record hierarchies are accessed by opening the Record Hierarchy Browser under the Whole Part Flexi Fields in the Objects Authority The Record Hierarchy window has three sections xi Link to Object Set Parent 1975 4 1 Teapot with Lid 19754 1 5 1975 4 1 5 Tea Set 1975 41 1975 4 2 Sugar Bowl 197542 1975 4 3 Cake Plate 19754 3 187544 1975 4 4 Creamer 19754 5 1 8 1975 4 5 1 6 1 Set of Six Place Settings 19754 51a c 1975 4 5 1a c 1 6 Place Setting 1975 4 5 2a 1975 4 5 2a c 2 6 Place Settings 1975 4 5 3a c 1975 4 5 4a c ID Number 1975 4 5 3a c 1975 4 5 5a c Category DECORATIVE ARTS 1975 4 5 6a C Object Name Place Setting Title 3 6 Place Settings Maker Royal Doulton Place Made England Staffordshire Date Made c 1820 Materials porcelain EN Record Hierarchy The left pane displays the entire record hierarchy As you open and close the levers the individual records at each level are displayed or hidden When you click on an object number the summary data for the object displays in the lower right pane The upper left corner displays records that may be attached to the hierarchy Object Set 1975 4 1 Teapot with Lid 1975 4 1 5 Tea Set 1975 4 2 Sugar Bowl 1975 4 3 Cake Plate 1975 4 4 Creame
347. gs To change the status that alerts the user that an object which is under consideration is already approved for another loan change the EXHIBITION ITEM RESERVED STATUS NOTE we recommend setting EXHIBITION ITEM RESERVED to the status that is assigned to the loan item when it is first attached to a loan Exhibit Object Venues The Pop Up List for the Venue fields in the Child section of the record is generated from the Venues entered in the Parent section of the record An object cannot be associated with a venue if it has not been added for the overall Activity record Moving Objects from Venue to Venue We recommend using the Activity Manager to create Location Activity records for objects as they move from venue to venue 26 5 CHAPTER 26 LOANS AND EXHIBITIONS Change Location of Exhibition Objects ww v v cw To track objects as they move from venue to venue Select Tools Activity Manager or press the Activity Manager icon The Activity Manager opens If you are in the Exhibition Activity it automatically displays all objects attached to the exhibition If you are in any other module you may need to navigate to the corresponding Exhibition in the Activity List the pane of the left side Navigate to the Location folder Click the lever to open the folder In the Object Set section the grid on the right select the object s to be moved Drag the objects onto the Create New folder within the Locatio
348. h Alternate Fields option so that it is active when the user logs into Mimsy XG Alternate Field searching activates querying of an associated flexi field field or parent field when a particular Anchor field is searched For example when ID Number in the Object Authority is searched also search Other Number in Other Numbers NOTE alternate fields must be configured by the System Administrator in the View Properties Setting this to Y will increase retrieval time of records and users may report slower query times Enable Child Counts Check this flag to automatically turn on the Child Counts option The Child Counts will appear when the user logs into Mimsy XG Child counts display the number of flexi field child records underneath an Anchor field Example Measurements or associated with a Placeholder field Example Inscriptions Field Font This option allows the administrator to choose the font size and appearance of the Mimsy XG fields The font may also be set as bold The Field Font setup tool is divided into three columns The first column controls the font name This may be set to a font name such as Times New Roman or Verdana including the name of a font that contains non roman characters By default the font appears as system Change the font size in the second column By default the font size is set to 0 To change the font size choose the new size from the pull down list Change the font appearance in the third colum
349. h for The Search for field may be used to search for a given place term within the Places Authority Searching the Places Authority is helpful when you do not know where a place term falls within a hierarchy or are not sure of the preferred format for the place term M Search in Europe United Kingdom England London Search for London Run a z Faeroe Islands Lond pe ngdom England When using the Search for field to search the Places Authority Mimsy XG searches the current open branch of the Places Thesaurus If you are in the Europe hierarchy and search for Toyko nothing is returned Running the same search across the full Places Authority returns hits against Asia Japan If the search returns no terms and you are positive it exists try clicking on the top level of the Place Browser and re running the search To use the Place Term Field to Search the Places Authority gt Open the Places Browser gt Click or TAB into the Search for field 10 9 CHAPTER 10 DATA ENTRY TOOLS gt Enter a full or partial term You may use wildcards For example Toronto or Toronto or Toronto gt Press F8 or RUN There is no menu equivalent to this gt ThePlaces Browser displays any matching terms in the Place Term List upper right pane If there is no matching record Mimsy XG displays a message Your search retrieved no records Modify your criteria and try again The Place
350. hallus EJ Abrus 7 Abutilon EJ Acacia gt Ef Acaena 7 Acanthaceae EI Acanthus gt EJ Acarospora E Acaulon c Accentor accipitrinus gt Gl Acer gt EI Aceraceae gt ci Aceras EI Achillea gt Gl Achnatherum EI Achyranthes Abelmoschus sp EI Achyranthus EI Acidodontium amp ci Acinos Copy Term Copy Hierarchy O Use variation Cancel Taxonomic System In house Natural History iantific Name Abelmoschus sp joschus 2 4of 4 records processed Using LINK in Taxonomy Browser Duplicate A Record If the records you are adding are very similar you may want to make a complete copy of an existing record and just change any data that is different in the new record Mimsy XG s ability to make a complete copy of a record is not limited to new records You may use an old record as a model for new data entry To duplicate an entire record Move to the model record the record to use as a template Click in an Anchor field Select Record Duplicate Record from the menu or press F4 A window displays listing all of the primary child tables attached to the model record the Flexi Fields and Link Ledger entries Please note that links to Transaction Activities Acquisitions Loans etc will not be copied 10 25 CHAPTER 10 DATA ENTRY TOOLS Accessories IS INI Components Cultures vi vj Date Made v Inscriptions
351. hapter you will learn how to Verify Existing Location Data Confirm Current Condition Information Generate Conservation Requests Update Inaccurate Locations and Conditions After the Audit has been completed updated Location and Condition Activity records may be generated so that your database reflects the most recent data available for the object 25 1 CHAPTER 25 AUDIT ACTIVITY Overall Process An Audit record is created and objects are attached to it As the objects are attached Mimsy XG copies the current location and condition fields if there are any into the Audit record This data can be downloaded into the Mobile Museum or printed onto reports and then verified by staff As part of the data verification process users will confirm that the existing location and condition data is correct or update location and condition to reflect any changes in the object s physical status After any updates have been made a user will check the Audit Verified flag for the object and new Location Activity and Condition Activity records will be created for each object Audit Outcomes During the Audit one of three situations will occur the data about the object is correct the data about the object is outdated or the object cannot be found and therefore the data cannot be verified Object Found in Location If the object Location data is correct click the Found in Location Flag and enter the date in the Date Checke
352. hat you can easily view all of the information about a set of records You may sort records in a Grid search for a keyword and add new records Some users prefer Grid View to Form View since fields can be re arranged on the fly and tools like the Replace feature are active In this chapter you will learn how to Open Grid View Modify Column amp Record Display Export Data Grid View is available in all Activities and Authorities 9 1 CHAPTER 9 USING GRID VIEW Grid Design Grids are made up of a series of rows and columns Each row is a single Authority or Activity record Each column in the grid represents one of the Parent fields in a record The fields are arranged in the same order as they appear on the main screen As you move between records in Grid View the data in the Media Panel and Link Ledger updates to reflect the current record You may add delete and edit records in Grid View Accessing Grid View Grid View may be accessed from the Menu Bar or a keyboard shortcut To display records in Grid View gt Select Tools Grid View from the menu or press CTRL G Exit Grid Return to Record To move from a specific record in Grid View to the same record in the form gt Click in the row that contains the record gt Click the FORM Button to the left of the first column in the grid OR gt Click the FORM icon OR gt Press CTRL N Clear Records There is a checkbox to the left
353. have multiple current records displayed one for the object and one for each of the components and accessories You may adjust this by having the System Administrator modify the Ledger Setup in the System Module 17 14 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES Link to Conservation Activity Entering a date in the Conserve Request field automatically generates a linked Conservation Activity To move to the linked Conservation record click in the child section of the record then use the Link Ledger to open the Conservation Activity folder Within the folder there will be a linked record for conservation request lt Conserve Request Date gt The Conservation Activity record will have a process set to conservation request and a Requested By value set to the Examiner field from the Condition Activity record Link to Audit Activity The Condition Activity is linked to the Audit Activity When condition data is verified in the Audit Activity new Condition Activity records will automatically be created For information on how this process works refer to the Audit Activity chapter Examined By The Examined By Pop Up list is generated from records in the People Authority where the Examiner flag is checked Object Deposit or Object Return in Entry Activity For sites that use the Entry Activity to manage object deposit and or return basic Condition data may be entered into the Condition and Condition Date fields ENTRY ITEMS Owne
354. he Activity Manager Mimsy XG searches the current open Activity folder If you are in the Acquisition Folder and search for a Loan Number nothing is returned Running the same search after clicking and opening the Loan Folder returns the expected record This is helpful if you are trying to find a loan or acquisition within a long list To use the Text to Find field to search for an Activity gt Click on the folder of the Activity you wish to search The folder opens and displays all Activities flagged as open 21 5 CHAPTER 21 ACTIVITY MANAGER Text to find 2004 16 Current Set Activities CI Acquisition X Create new 1960 44 1970 1 1977 14 Text to Find Click in the Text to Find field Enter a full or partial term You may use wildcards Click the FIND NEXT button or hit F8 There is no menu equivalent to this ww v cw v A search is run and the first matching Activity record is highlighted If this is not the desired record click Find Next The system will jump down to the next entry with the value Create New Transaction Activities Each of the Transaction Activities with the exception of Entry has a folder in the Activities Manager Within each of these folders is a Create New folder NOTE Users may not create new Entry records through the Activity Manager Text to find LY Current Search 327 Select all EI Acquisition ID Number Category Title IN Ef
355. he Activity Manager to add Location records for the objects This is especially helpful when all of the records are already attached to an Activity For example you might use the Activity Manager when creating Location records when objects in an Exhibition travel from venue to venue To create Location records in Activity Manager gt Open the Activity Manager by selecting Tools Activity Manager from the menu or press the Activity Manager button gt Open the Location folder gt Ifyou are in the Object Authority when you open the Activity Manager the current search set is displayed in the Object Set pane upper right corner gt Ifthe objects you wish to move are not already displayed in the Object Set upper right corner navigate to the Activity folder that contains the objects i e Exhibition Click on the corresponding Activity to display the desired objects in the Object Set gt Click on an object record in the Object Set section the grid gt Hold the SHIFT key down Use the DOWN ARROW key or PAGE DOWN key or END key to select the appropriate object records You may also click SELECT ALL OR Hold the CTRL key down Click on each of the objects to be moved Release the SHIFT or CTRL key Place the cursor on any highlighted area of the grid Hold the left mouse button down ww v v v Drag the objects onto the Create New Records entry in the Location Activity folder Release the mouse button The Q
356. he Exhibition Activity needs to have privileges for the Audit Activity modified 30 46 CHAPTER 30 SYSTEM ADMINISTRATION gt reproduction kinbte List of Privileges STAFF_NOLOC v Select Insert Update Delete Table ie v AUDITS v v vw AUDITS MEDIA action request v v v AUDIT_ITEMS action request activity catalogue Close New Role Delete Role Check or uncheck the necessary table privileges Select Insert Update Delete Table v v v AUDITS v iv iv LJ AUDITS_MEDIA lv v iv LJ AUDIT_ITEMS Privileges Granted to Role Select Insert Update Delete Table LJ AUDITS Leal j LJ LJ AUDITS_MEDIA LJ m LJ LJ AUDIT_ITEMS Privileges Revoked From Role Continue modifying privileges as needed Delete a Role ALERT we strongly recommend that you only delete custom roles that you have made Please do NOT delete the four standard roles Manager Staff StaffPlus and Viewall To delete a role Change the dropdown list to reflect the name of the custom role STAFFEXHIBITION Y Click DELETE ROLE New Role 30 47 CHAPTER 30 SYSTEM ADMINISTRATION gt Aprompt displays confirming that you wish to delete the role gt
357. he broader terms linked to it EXAMPLE clicking Terrapene carolina enters the string Reptilia Chelonia Testudinoidea Terrapene Terrapene carolina in the field Link Record to Taxonomy Authority If you are in the Linked Terms Flexi Fields use the Thesaurus Browser to create an explicit link to a Thesaurus Authority record Creating a link to the Thesaurus Authority enables users to search on broader terms and retrieve any records linked to narrower terms For example searching for the broader term Terrapene returns records linked to narrower terms such as Terrapene Carolina Detailed instructions for creating a link to a Thesaurus Authority records are provided in the Linking to a Taxonomy Record in the Linking to Authorities chapter Link to Authority The Taxonomy Browser may also be used to link a Taxonomy to a set of records in a different authority To link a Taxonomy record to a group of Authority records 10 24 CHAPTER 10 DATA ENTRY TOOLS gt Open a set of records in the Authority that you want to link to gt Find the Taxonomy record that you want to link gt Hit the LINK button You will get a message indicating that the Taxonomy record has been linked to all the records in the set Iv Taxonomies 23 Search in In house Natural History Abelmoschus Abelmoschu Search for Run Gi In house Natural History C3A EI Abelmoschus Abelmoschus sp gt EI Aberia EI Abildgaardia cI Abrot
358. he changes To reverse edits in a single field on an unsaved record currently displayed on screen gt Click or TAB into the field to be undone gt Select Field Reset Field from the menu The field will go blank but the data will appear in the record the next time the record is retrieved with by a query Undo Changes to Current Record Reset This Record If you are on a record and want to drop every change made since the last save you can restore the record to its last saved version Use this option if you accidentally update several fields on the wrong record and want to undo all of the changes To reverse edits to an unsaved record currently displayed on screen gt Select Record Reset This Record or press CTRL ALT Z The record will clear from your screen but the original record may be retrieved with a query If you have already moved off the record and have not saved it you will have to Discard Changes Deletes Undo Changes to all Records Discard Changes Deletes Using this option undoes every change or deletion since the last explicit save Discarding the delete also discards updates or new records that have not yet been saved Please use Discard Changes Deletes with caution If you update a series of 20 records without saving the data then want to reverse an update to the first record the discard drops the edits to ALL records The same is true if you update 20 records then accidentally de
359. he facility term to display any specific areas linked to the current facility term As you click on each level it will open or close accordingly each time refreshing to show the appropriate facility terms at that level of the hierarchy Term List If you highlight text before you open the Thesaurus Browser or search for a term within the Thesaurus the Term List displays any matching terms 10 14 CHAPTER 10 DATA ENTRY TOOLS Cotton gt gt TGM I Objects Fibers cotton gt gt Materials Materials by source plant fibre or material seed hair fibi cotton textile cotton gt gt Art amp Architecture Thesaurus Materials materials Term List Right Pane Clicking on a term in the Term List automatically opens the tree to the corresponding term and displays the definition of the term in the Term Definition pane Term Definition When you click on a term in the Tree a summary of the record information displays in the Term Definition pane System Art amp Architecture Thesaurus Term cotton textile em Term alt lang cotton textile a Level 9 Guide Term N Modified N Scope Note Textile made from cotton fiber Comments July 1993 descriptor moved April 1993 descriptor changed was cotton related term added March 1993 descriptor moved scope note changed May 1991 scope note changed Source cotton textile AAT Term Definition Term Variations Under the Term Definitions there i
360. he object condition is not what you expected enter new condition in the Actual Condition field OR gt Ifthe object condition has not changed leave the Actual Condition field empty Does Object Require Conservation gt Ifobjectrequires conservation treatment check the Conserve Request field and confirm that the Requested On field contains a date Audit Verified gt When the audit of a particular object has been completed click the Audit Verified flag Clicking the flag creates new Condition Conservation and Location Activity records for the object Change Audit Status gt When the verification of all object data is completed and all paperwork is processed make the Audit Activity record read only by entering closed in the Status field in the Parent section of the record 25 7 CHAPTER 26 LOANS AND EXHIBITIONS Chapter 26 Loans and Exhibitions Each institution has a particular method of handling loans and exhibitions In some museums separate departments handle these two functions In others a single individual is responsible for coordinating both events Depending on the size of your staff and the procedures in place at your institution you may find that one or both of these activities is better suited to your needs In this chapter you will learn how to Plan Exhibitions Manage Borrower and Lender Information Link Loans and Exhibitions Track Venue Information Move Objects from Ven
361. hen an incrementing number a dot and a part 2009 15 a 2009 15 b 2009 16 etc FUNCTION NEXT NUMBER lt 2009 2 3 gt Create a sequential number that begins with an incrementing number followed by a fixed value 1 2009 2 2009 3 2009 etc FUNCTION NEXT NUMBER lt 1 2009 gt Sharing Sequences gt Itis possible to share the same sequence of numbers across multiple modules In these cases the Format Model is as follows gt FUNCTION NEXT NUMBER USING TABLE FIELD PREFIX 2008 2 3 4 where TABLE is the name of module which controls the numbering and FIELD is the column that contains the number gt For example many sites wish to use the Receipt Number in Item Entry as the Reference Number in Acquisitions To configure 2 Activities to share the same sequence Select Manage View Properties Select the View Name Select the Table which will be the source of the number EXAMPLE ENTRY ww v v v In the left pane click on the field where the number will be assigned EXAMPLE RECEIPT_NUMBER gt Inthe right pane click in the Default Value field gt Enter FUNCTION NEXT NUMBER lt PREFIX 2008 2 3 4 gt or whatever format you prefer gt Select the table that will share the numbering sequence EXAMPLE QUICK ADD ACQUISITIONS 30 61 CHAPTER 30 SYSTEM ADMINISTRATION In the left pane click on the field where the number will be assigned EXAMPLE REF_NUMBER In the right
362. hen you conduct a NOT search you ask Mimsy XG to find records that have any other value except for the value specified If you want to run NOT search you will use an Advanced Search Basic Searches do not process NOT searches Keeping Operators Straight It can be confusing trying to sort out which operator to use in a query Try remembering that OR retrieves MORE records AND retrieves LESS 11 9 CHAPTER 11 SEARCH CONCEPTS Many people accidentally use AND when they really mean OR For example if you want to find all of the paintings and posters in your collection use the OR operator The OR operator indicates that if the record is a painting or a poster it will be returned Running the same query with AND would return no records since an object cannot be a painting and a poster at the same time 11 10 CHAPTER 12 BASIC SEARCHING Chapter 12 Basic Searching Searching for records in Mimsy XG can be done using several query methods The simplest and most straightforward method is a Basic Search Basic Searches search fields in the Parent Section of a record They are called basic since they apply to the Anchor or primary fields In this chapter you will learn about When to Run a Basic Search Basic Search Examples Basic Searches are run in three simple steps begin the search enter the search criteria and execute the search Mimsy XG will return any records that meet your search criteria or alert
363. hority are created gt Click the Linked Publications field tag CHAPTER 6 LINKING AUTHORITY RECORDS gt Select Record Create Flexi Record or press F6 or press F12 gt Select Field Pop Up List from the menu or press F9 for a list of existing publications gt Select a publication title from the list Link to Sites Every Authority except for the Objects Authority contains Linked Sites Fields In the Objects Authority links to the Sites Authority are made in the Site Flexi Fields These are the only sections of a record where links to the Sites Authority are created To link the Sites Authority Click the Linked Sites field tag Select Record Create Flexi Record or press F6 or press F12 Select Field Pop Up List from the menu or press F9 for a list of Sites ww v cw v Select a Site from the list Link to Subjects Every Authority contains Linked Subjects Fields This is the only section of a record where links to the Subjects Authority are created To link the Subjects Authority Click the Linked Subjects field tag Select Record Create Flexi Record or press F6 or press F12 Select Field Pop Up List from the menu or press F9 for a list of Subjects ww v v Ww Select a Subject from the list Link to Taxonomy All Authorities have Linked Taxonomy Fields This is the only section of a record where links to the Taxonomy Authority are created To create a link to Taxonomy Open one of
364. hotography fee etc gt Click save gt Click the Pop Up List radio button gt There is a drop down list above below the radio buttons and above the Pop Up List entry list Use this dropdown to select the Activityfor which you are configuring fees 30 59 CHAPTER 30 SYSTEM ADMINISTRATION gt Once the Activity is selected add the individual fees associated with that action The next time you log into Mimsy XG and create a Reproduction Request and select and Activity the fees listed will automatically be inserted in the Reproduction_Fees table Configuring List Validation and Prior Check Fields with static lists item name etc Create Child suppress prior check gt Create Child checked gt Validate Value unchecked Create Child include prior check gt Create Child checked gt Validate Value checked gt Special Validator VALIDATE Create Child with list validation suppress prior check gt Create Child checked gt Validate Value checked gt Special Validator VALIDATE lt NO PRIOR CHECK gt gt List Name filled in Create Child with list validation include prior check gt Create Child checked gt Validate Value checked gt Special Validator blank gt List Name filled in Fields with dynamic lists maker etc Create Child suppress prior check validate name gt Create Child checked gt Validate Value checked gt Special Validator PEOPLE lt MAKER NO PRIOR CHECK gt
365. how the objects associated with that Activity clicking the Current Set folder refreshes the Record Set with the records you had when you first opened Activity Manager For Transaction Activities the folders display all of the Activities where the Status in the Parent Section equals open Clicking on a folder displays all of the objects attached to the Activity record You can then drag objects from one Activity and drop them on another to add them to an Activity Dragging object s onto the Create New folder creates a new Activity record and links the object s to that Activity Activity List Each Activity has a single folder The Transaction Activity folders display a list of open Activities as identified by the Status field and a Create New Folder The Object Specific Activities only contain the Create New folder Dragging an object onto an existing Activity links the object to that Activity Dragging an object onto the Create New folder opens a Quick Add form that creates a new Activity and attaches the object NOTE The Activity List contains all records where the Status is filled in and is not one of the values entered for the ACTIVITY CLOSED LIST setting in the System Settings in the Admin Module If you do not see your Activity in the Activity folder it is likely the Status is either empty or contains one of the terms that is used to exclude records from display 21 3 CHAPTER 21 ACTIVITY MANAGER Object Set The Obj
366. i Search for Chaetodipterus faber Run ci Actinopterygii S gt 7 Aulopiformes gt 7 Belinostomus Ef Beryciformes EI Clupeiformes Cochliodus o Dapedius ER TM Taxonomic System In House Natural Histo 4 istory E L ee Scientific Name Chaetodipterus faber Common Name Atlantic Spadefish Ei Leptolepiformes Parent Chordata Osteichthyes Actinopteryaii cf Lutianus Perciformes 9 3 Myripristis Level Name Family J EI Neobythites Identification Silvery with 4 to 6 black vertical bands on gt EL Ogibia each side deep Bands are sometimes obscured in older fish Flattened body with separated first and second dorsal EI Ophidiiformes fins concave caudal fin anterior rays of second dorsal fin o Palaeogadus and anal fin elongated Mouth small the maxilla of adults J Palaeonisciformes ending beneath nostrils no teeth on roof of mouth 9 J Perciformes Description Disk shaped fish with a very blunt snout Chaetodipterus faber Irregular bold blackish vertical bands that fade with age amp E Percoidei Spawns in spring and summer Young Atlantic spadefish are almost totally black and look like the spade found on a E Trachinoidei deck of cards Thev reach 75 of their lenath at 5 vears 7 E Pholidophoriformes Chaetodipterus faber 7 Platysomoidei Ephippidae Ptycholepiformes pn Pvcnodontiformes hd Copy Hierarchy Use variation Link Cancel
367. iberglass To create a link to the Thesaurus Open the Linked Terms Flexi Fields Click or TAB into the Term Field Select Record Create Flexi Record or press F6 or press F12 v v v v Type the classification term OR Select Tools Hierarchy Browsers Thesaurus Browser from the menu Navigate through the terms in the Thesaurus Browser Click on the appropriate term v v v v Click COPY TERM or COPY HIERARCHY Both the COPY TERM and COPY HIERARCHY Buttons link the term and its related terms to the current record The System Administrator controls the display format for the Term field term only or term plus hierarchy and regardless of which button pressed the terms appear in the default format the next time the fields are accessed Detailed instructions for using the Thesaurus Browser are provided in the Thesaurus Browser section of the Data Entry Tools Chapter Link to Vessels Authority All Authorities have Linked Vessels Fields This is the only section of a record where links to the Vessels Authority are created CHAPTER 6 LINKING AUTHORITY RECORDS To link the Vessels Authority Click the Linked Vessels field tag Select Record Create Flexi Record or press F6 or press F12 Select Field Pop Up List from the menu or press F9 for a list of Vessels ww v v v Select a Vessel from the list CHAPTER 7 COMPONENTS ACCESSORIES amp RELATED OBJECTS Chapter 7 Components Accessories
368. ich the values will be concatenated gt Select Manage Table Properties gt Inthe left pane click Measurements gt The Validator field contains the string of values that will trigger an update of the Measurement string EXAMPLE display measurements Moverall sheet Nframed builds a string if the Part Measured value overall or sheet or framed If you wanted to include image measurements update the string 30 63 CHAPTER 30 SYSTEM ADMINISTRATION to overall sheet framed image If there were multiple sheet values expected update the string to overall sheet sheet framed image Configuring Materials Mimsy XG can create a Materials string using all of the records entered in the Physical Descriptors table and order that string in one of three formats in alphabetical order in step order or using a closed list of Descriptor values Create Materials String in Alphabetical Order To create a Materials string of Descriptor values in alphabetical order gt Select Manage Table Properties gt Inthe left pane click Physical Descriptors gt Set the Validator field to display materials flat ALL BY DESCRIPTOR The display materials flat ALL BY DESCRIPTOR Table Properties Validator configuration creates a Materials string in conjunction with the DISPLAY MATERIALS STRIP LIST System Setting If a Descriptor value does not occur in the DISPLAY MATERIALS STRIP LIST System Setting
369. ied user checks the Audit Verified field for the object gt New Condition Activity record is created gt Expected Condition and Condition Date fields are copied into the Condition and Condition Date fields in the new record gt Audit By from Audit Activity is copied into Audit By Condition Activity gt Date Checked is copied into Audit Date Object Condition Changes If the object is in a different condition than the one listed in the Expected Condition field enter the actual condition in the Actual Condition field and enter the date in the Date Checked field When the audit is verified user checks the Audit Verified field for the object the records will be processed in the following manner gt New Condition Activity record is created gt Actual Condition and Actual Condition Date fields are copied into the Condition and Condition Date fields in the new record gt Audit By from Audit Activity is copied into Audit By Condition Activity gt Date Checked is copied into Audit Date 25 3 CHAPTER 25 AUDIT ACTIVITY Conservation Treatment Required If review of the object indicates any type of conservation treatment is necessary check the Conservation Request Flag When the audit is verified user checks the Audit Verified field for the object the records will be processed in the following manner gt New Conservation Activity record is created gt Date Checked is copied into Request Date Lo
370. ied into Audit By Location Activity 25 2 CHAPTER 25 AUDIT ACTIVITY P Audit Status Location Activity is set to located gt Date Checked is copied into Audit Date Object Not Found at All If the object is not found we recommend that you enter a general phrase such as NOT LOCATED in the Expected Location field then enter the date in the Date Checked field When the audit is verified user checks the Audit Verified field for the object the records will be processed in the following manner gt New Location Activity record is created gt Actual Location and Actual Location Levels are copied into the Location and Location Levels fields in the new record This is why we recommend entering a term such as Lost into the Audit object records when they are not found The Old Location Levels are left blank The Inventory status is set to not located Audit By from Audit Activity is copied into Audit By Location Activity Audit Status Location Activity is set to not located ww v v v cw Date Checked is copied into Audit Date Object Condition Checked and Confirmed If a condition review of the object is performed as part of the audit and the data is correct click the Condition Checked Flag and enter the date in the Date Checked field You do not need to fill in any additional condition information Objects where the Condition Checked flag is checked are processed as follows when the audit is verif
371. iers There may be times when you need to qualify the link between a person and a record Mimsy XG uses a custom algorithm to parse certain attributions and qualifiers from the Maker and Collector strings so that people may be attached to objects even if the data entered in the Maker and Collector fields is not an exact match to a name in the People Authority Values including possibly attributed to and may be entered with the name e Adjust the STRIP PEOPLE TERMS in the System Settings section of the System Module to exclude qualifiers as part of validation EXAMPLE after l Rembrandt validates as Rembrandt Adjust the IGNORE PEOPLE TERMS to force qualifiers to be used as part of the validation EXAMPLE after Rembrandt validates as after Rembrandt Place Made Place Collected Terms The Place Made and Place Collected fields do not have traditional Pop Up Lists Instead the Places Browser is connected to these fields The Places Browser references the terms entered in the Places Authority Detailed instructions for using the Place Browser are in the Place Browser section of the Data Entry Tools chapter of this manual e You can control the format of the place collected or place made string by adjusting the PLACE LEVEL entry in the System Module Changing l this value enables you to define the order of the data For example Country Region City would build a value of Canada Ontario Ottawa Measurements Thre
372. ies restrictions images and links to other Authorities and Activities Records are added to the Objects Authority in order to store information about objects link those objects to Activities and connect the objects to other Authorities One of the main advantages of the Objects Authority is that it serves as a complete record of any object that has ever been affiliated with your institution An object must have an Object record before it can be attached to any of the Activities or Authorities in Mimsy XG Where To Add Object Records There are multiple strategies for adding new records to the Objects Authority Some museums add the Object records through the Entry Activity others prefer to add records directly into the Objects Authority Another option is to create a core record in the Acquisition Activity and transfer it to the Object Authority when it is accessioned The instructions below explain how to add an Object record through the Objects Authority Instructions on how to add an object through the Entry Authority appear in Chapter 20 Auto Copy Fields Child Record Automatically Inserted Depending on your Mimsy XG configuration data added to the Anchor fields on the main screen may be automatically copied into the corresponding Flexi Fields Some users prefer inserting the data in both places as it can makes searching simple Duplicate entries enable users to run a simple search i e search all object names instead of a c
373. ighted in Red Save Images Images may be send as is or in a zipped file They may also be dragged from the Media Viewer to the desktop or another program Save Copy of Image To save copies of images gt Select Tools Save current item If you have more than one image to save select Tools Save selected images 15 3 CHAPTER 15 MEDIA VIEWER gt A pop up window displays gt Use the Save In dropdown box gt Enter the filename or accept the default name provided If you have multiple images all images will be saved in the same location as the default file identified gt Change the file type if desired Ee Saem ClmyDocuments SSS Yi ds cii RB Cf My Pictures File Name NAT3010 Files of Type Save as TIFF Save Image gt Click SAVE OR Right Click on the image Select Save current item Enter a file name or accept the default name Use the File Navigation Box to name the image and specify the save location v v v v Click SAVE Save Zipped File with Images To save a zipped file with images gt Select Tools Zip Selected Images gt The File Window displays 15 4 CHAPTER 15 MEDIA VIEWER z Save In C My Documents v es t History Media C My eBooks My Music CJ My Pictures File Name image datazip Files of Type ZpRles OOO v Save Cancel File Window gt Change the de
374. ildcards Searching for OBJECT NAME like 96photograph finds any records where the OBJECT NAME is or ends with photograph gt photograph gt color photograph Trailing Wildcards Wildcards placed at the end of search criteria are called trailing wildcards Searching for OBJECT NAME like photograph 6 finds any records where the OBJECT NAME is or begins with photograph photograph photographs photography ww v cw v photograph black and white Double Wildcards Wildcards placed in front and at the end of search criteria are called double wildcards Searching for OBJECT NAME like photograph finds any records where the OBJECT NAME contains photograph gt color photograph gt photograph gt photographs gt photograph black and white photograph Alternate Fields If the Alternate Fields search option is selected Mimsy XG searches Anchor fields and pre configured Flexi Fields An example of an Alternate field search is searching the ID Number field at the same time the Other Numbers Flexi Fields are searched To search the alternate field associated with the Anchor Field gt Select Search Search Alternate Fields 11 3 CHAPTER 11 SEARCH CONCEPTS There will be checkmark in front of the menu option to indicate that the count function is on If there is no checkmark the child counts do not display This feature may be activated by default upon login however this will increase your query retrieval times NOTE
375. imsy XG does not include a pre built Facilities Authority however you may want to create one using the terms you currently use for the Location fields in the Location Activity The top level for each facility displays in the Facility Tree Click the facility term to display any specific areas linked to the current facility term As you click on each level it will open or close accordingly each time refreshing to show the appropriate facility terms at that level of the hierarchy Facility List The Facility List displays any Facilities Authority terms retrieved by your search Clicking on a facility term automatically opens the Facility Tree to the corresponding facility term and displays a summary of the facility information in the Facility Definition pane Facility Definition When you click on a facility term in the Facility Tree a summary of the record information displays in the Facility Definition pane Copy Term Only After using the Facility Browser to select the appropriate facility term click the COPY TERM Button to enter the facility term into the current field For example selecting Copy Term within the hierarchy Main Storage Building 1 Ceramics Storage Room enters Ceramics Storage Room into a field 10 19 CHAPTER 10 DATA ENTRY TOOLS Copy Hierarchy After using the Facility Browser to select the appropriate facility term click the COPY HIERARCHY Button to enter the facility and all of its broader fa
376. in a multilingual environment ILDREN This prevents double creation of records in shared tables OVERRIDE LANGUAGE COU FFalse This setting is designed to accommodate sites who want Field Tags NT and Messages in multiple languages but do not catalogue records in multiple languages For installations that have more than one language defined in the Text Setup this setting specifies whether the Field Tags and Messages are available in a second language or whether the Field Tags and Messages and record data are available in a second language PASSWORD SPECIAL CHARA amp lt gt _ For sites with Advanced Oracle Security these characters may be CTERS used for passwords PEOPLE HONORARY PARSE O B E PhD Terms in Preferred Name in the People Authority that are LIST automatically copied into the HONORARY SUFFIX field PEOPLE NAME ORDER INVERTED Identifies the order in which names are entered into the system Value should be set to INVERTED or NATURAL PEOPLE SUFFIX PARSE LIST Jr Sr Mr Ms Mrs Terms in Preferred Name in the People Authority that are automatically copied into the SUFFIX NAME field Terms in Preferred Name in the People Authority that are automatically copied into the TITLE NAME field PEOPLE TITLE PARSE LIST i Sir Lady Lord PLACES FORMATTED STRIN 3 V5 V12 Level of the terms in the Places Authority which are concatenated G to form a string for entry into a field when a
377. in other areas of the system For example if the contacts pictured above are entered for the Museum of Contemporary History the contact names will be available in the Loan Activity in the Contact and Addresses fields Role Flags There are a series of check flags in the People Authority gt Appraiser gt Authorizer gt Borrower gt Collector gt Conservator gt Copyright Holder gt Examiner gt Identifier gt Insurer gt Lender gt Maker gt Mover gt Owner gt Publisher gt Reproducer gt Linked gt Shipper gt Source gt Staff gt Surveyor gt Venue 4 16 CHAPTER 4 USING AUTHORITIES gt Other In the System Module the Pop Up Lists can be configured to display names from the People Authority where a certain Role flag is checked For example you may configure the Institution field in the Loan Activity to display names flagged as Borrowers and or Lenders People Identifying Info The 2 fields displayed under the Information Flexi Field may be configured on site At the time of installation the fields are set to Name and Brief Bio To adjust these values ask your System Administrator to modify the System Settings for the People table and check uncheck the Info Field flags for the corresponding fields Sites Authority The Sites Authority manages information about archaeological and ecological sites Unique Site ID Number Each Sites Authority record in Mimsy must have a unique S
378. in the Grid gt Use the First Record button OR gt Dragthe Vertical Scroll to the very top of the scroll bar OR gt Select Record First Record Arranging the Grid The columns in the Grid can be re arranged and reformatted The reformatting will last as long as the Grid View window is left open Move Columns You may alter the order of the columns in the Grid To move a column to a different location gt Position your cursor over the middle of the column where the column heading is displayed gt Click the left mouse button gt Hold down the left mouse button gt Drag the column to the right or left gt When the column in is the desired location release the mouse button Column Width To change the width of a column gt Position your cursor on the right edge of the column where the column heading is The cursor turns into an arrow gt Click the left mouse button while the cursor is an arrow gt Hold down the left mouse button gt Drag the column to the right or left to widen or narrow the column gt Release the mouse button Row Height To adjust the row height gt Click in a row gt Press CTRL T to increase the height gt Press CRTL R to decrease the height Expanding a Field Some users prefer to open a zoom box to view the field s contents To expand a field in the Grid 9 6 CHAPTER 9 USING GRID VIEW gt Click in the field that you wish to expand gt
379. ing the record Automatic Audit Number Generated Mimsy XG may be configured to assign a sequential Audit Number in a user defined format You are not required to use an auto generated Audit number and may enter an alternate Audit Number value if you prefer To assign the next auto generated Audit Number gt Click in the Audit Number field gt Select Field Pop Up List from the menu or press F9 e To configure an auto generated Audit Number for use in the Audit Activity modify the ID FORMAT AUDIT NUMBER data default in the I System Module Restricted Audit By Pop up List If you choose your site may restrict the values in the pop up list of the Audit By field for the child entries Only values that appear in the parent entry s Audit By field will appear in the child s pop up list To configure this feature consult with your Mimsy XG administrator Special Features The following special features exist in the Audit Activity Automatic Entry of Total Items After objects have been attached to the Audit Activity Mimsy XG counts the number of Objects Authority records associated with the audit and enters this number in the Total Items field Link to Facilities Authority The Actual Location field validates against the Facilities Authority If the location does not exist in the Authority Mimsy XG notifies you that the location does not have a Facilities record You may continue without a link if you wish Just the Facts To
380. ink to Set Button labeled Link at some site connects the current term to all Authority records displayed in the query Copy Taxonomy or Taxonomy Hierarchy Into a Field The Taxonomy Browser may be used as a lookup tool Once you verify the definition and spelling of a term copy the correct data into the field using the Copy Term or Copy Hierarchy functions Copying terms and hierarchies does NOT link them to the Thesaurus Authority To look up copy a Taxonomy term no link is created gt Click in a field gt Enter the full or partial term You may use wildcards For example Terrapene or Terrapene or Terrapene 96 gt Highlight the term gt Open the Taxonomy Browser by selecting Tools Hierarchy Browsers Taxonomy Browser gt Terms that match your search criteria display in the Taxonomy List If no records match your search criteria the Taxonomy List is blank HINT If you search for a term and the Tree does not refresh click once on the corresponding Taxonomy folder in the Tree Mimsy XG always searches the open branch of the tree for a term Clicking the Taxonomy folder resets your search for the entire Taxonomy gt Navigate to the correct term gt Click COPY to enter the exact term into the current field EXAMPLE clicking Terrapene carolina enters the word Terrapene carolina in the field OR gt Click COPY HIERARCHY to build a data string with the corresponding Thesaurus term and t
381. inked with several other areas of Mimsy XG Acquisitions Loans Condition Location and Value 22 1 CHAPTER 22 ENTRY Overall Entry Process Each group of objects to be delivered by the same person on a given day will be entered on a single Entry Activity record The Entry record contains details about who makes the delivery when it is accepted and why the objects are dropped off As part of the Entry process you will also record enough details to identify what objects are received where the objects are what condition they are in and their initial value If you wish you may use this information to generate a corresponding Objects Authority record while you are still in the Entry Activity OPTION The Entry process links to both the Acquisition Activity and the Loan Activity Since both of these Activities contain names that link to the People Authority donors vendors lenders depositors some museums prefer to confirm that all related People Authority records have been entered into Mimsy XG before beginning the Entry process Using Entry for Future Deposits The Entry Activity is intended to manage details about the physical deposit of objects but the objects do not necessarily have to be on site in order for you to use this activity Many sites use the Entry Activity to enter data about objects well in advance of their arrival then fill in the Entry Date when the objects are delivered This helps manage object information f
382. iple records for a single object The Between Records buttons in the Child section move you backwards and forwards between activity records associated with an object in the Objects Authority 17 7 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES Record Sort Order The Object Specific Activity records appear in the order in which they were entered i e the most recently created Activity is listed first e To change the sort order in any of the Object Specific Activities modify the Table Properties entry in the System Module for the corresponding table 1 ACTIONS CONDITION CONSERVATION DAMAGE HAZARDS LOCATION LOSS or VALUE Location Activity The Location Activity holds all of the data about any location changes ever recorded for an object Anytime an object is moved for any reason a new Location Activity record will be created Although all location data is stored in the Location Activity there are several areas of Mimsy XG where Location Activity records may be created Location Activity records may be generated through the Entry Activity the Activity Manager or in the actual Location Activity Just the Facts Single Location Change Each time an object is moved create a new Location Activity record Open the Location Activity If your object record is not displayed query for it Click in the child section Select create a new record Record Create Record from the menu or F6 ww v c v Click in the New Location
383. is decorated with the impressions of cord pressed into the wet clay The hunter gathering Jornon culture flourished from 10 000 BC to 300 BC and was followed by the Yoyoi culture which used potter s wheels to create ceramic vessels C Show all public groups Show counts Cancel Display Link Delete group Group Manager To open the Group Manager gt Pressthe Group Toolbar icon 8 3 CHAPTER 8 GROUPS OR gt Select Group Group Manager from the menu The Group Manager is divided into three parts the Group List the Group Members and a Record Summary Group List The Groups folder organizes all of the Authority groups made by Mimsy XG users Inside the Groups Folder there is a folder for each Authority Within each Authority folder there is a folder for each user with a folder name assigned based on the user s logon Text to find Find next urrent Set aroup 9 Objects o GAYLE GSILVERMAN o KWADELL o LAPPLEBY TRAINING 9 WILLO Annual Audit Anthropology Exhibition Candidates Archival Research Art Deco Objects Botany Decorative Arts Fish group Fort Mason History Photo Survey Ichthyology Records for Review Mixed Collections Photography Scheduled February Research Candidates Research Collection Research For Exhibition Transportation Move Visual Arts Zoology Objects for Photography o WILLOUGHBY E Create a Group T Remove Item Group List The Group Manager
384. isplay If there are no matching ID Numbers Mimsy XG displays a message reading Pop Up List contains no entries No Message At All If no message displays at all Mimsy XG has linked the object to an existing Object Authority record Linked The Linked Flag indicates whether the object has a record in the Objects Authority The first time you click in this field Mimsy XG copies all of the data about the received object into the Objects Authority This transfer only happens once so be sure you are done adding information before you enter the field After the flag is checked changes to the Entry record do NOT carry over into the Objects Authority This safeguard is in place since many sites use the Entry Activity to generate receipts and other legal documents 22 7 CHAPTER 22 ENTRY If a user unchecks the Linked Flag Mimsy XG will ask the user if the link between the entry record and the Objects Authority record should be removed Answering yes breaks the link between the records but does NOT delete the Objects Authority record Return Acquisition Candidates Return Loan Objects If the object is not accepted into the Permanent Collection or is part of a Loan that is ending you may wish to record the return of the objects This information may be entered in the Entry Activity in the Return To and Return Date fields or by using the Dispatch Activity Legal Status Default The Type field in the Entry record controls the Legal
385. ite ID Number or the record cannot be saved When entering a new Sites Authority record Mimsy XG automatically compares the new Site ID Number to the existing records in the database If there is a conflict Site ID Number already assigned Mimsy XG displays a message alerting the user to the problem x A Head Smashed In is already in use for Site ID Head Smashed In Site Name Head Smashed In Buffalo Jump Kill Site Site Class Archaeology Site Type Buffalo jump kill site Description Head Smashed In is one part of a communal Plains Indian kill site complex which includes a network of sophisticated drive lanes used to gather herds of bison and direct them to the cliffs Head Smashed in Buffalo Jump is one of the oldest and best preserved sites of this kind with its elaborate drive lane complex and deep archaeological deposits still intact For these reasons Head Smashed In was designated a world heritage site by UNESCO in 1981 Site Date ca 3700 BP Location 18 km north and west of Fort Macleod Alberta Canada Location Accuracy Accurate See latitude and longitude below Start Latitude 503051N Start Longitude 1159100W End Latitude 5031664 End Longitude 1159412 UTM Start 1159412 Easting 5031664 Northing 1534m elevation Duplicate Site ID Message The user must click OK and resolve the conflict before saving the record Lookup Last Site ID Number Assigned Mimsy XG may be co
386. ity record to all records in the record set Facility Browser The Facility Browser is a visual representation of records in the Facilities Authority In the Linked Facilities Flexi Fields use the Facility Browser to create a link between the Facilities Authority and the current record In all other fields the Facility Browser can be used as a reference tool to look up spelling of facility names and verify building definition 10 17 CHAPTER 10 DATA ENTRY TOOLS Facilities x Search in Oakbrook Storage Facility Search for Storage Run r3 Facilities Main Storage Facility Ef Main Storage Facility Metropolitan Regional Art Museum Storage Metropolitan Regional Art Museum Storage Oakbrook Storage Facility 9 EA Oakbrook Storage Facility E Oakbrook Storage Facility levels T5 Facility List E51 Bay 1 Room A S Ef Room B Aisle 1 Facility Oakbrook Storage Facility i ind J Cabinet 5 Facility Tree iie Facility Type physical facility amp CI Cabinet 6 Address Line1 356 Smith Lane City Winnetka E Cabinet 7 State Province Ilinois Cabinet 8 Country USA 4 ES EI Room C Postal Code 60614 Facility cf Bay 2 Telephone 847 332 1200 Definition lasa Fax 847 332 1242 T Facility Manager Alex Kerr Ei Bay 4 Emergency Contact Andrew Reinhard J Outdoor Gardens Emergency Phone 847 266 2958 4 Willoughby Building Description Main storage compound 6
387. ivity Manager from the menu gt Inthe left panel click the lever to the left of the Instructions folder gt Intheright panel hold CTRL as you click on the records for which you will add the instruction When finished selecting records release CTRL gt Drag the records onto the Create New folder within the Instructions folder gt A Quick Add Instructions form displays gt Enter appropriate data gt Click OK gt Click OK to close the Activity Manager window gt Select File Save or press F10 Delete an Instruction To delete an Instruction ww v v wv Select Tools Instruction or press the Instruction Button or press CTRL ALT F2 Click on the Instruction listed Press SHIFT F6 there is no keyboard shortcut Answer YES to the Delete Instruction prompt Click OK to close the Instruction window Modify an Instruction To make changes to an existing Instruction gt gt gt Display the Instruction Click in the field to be changed Select File Save from the menu or click SAVE ACTION Button or press F10 16 7 CHAPTER 16 ACTIONS INSTRUCTIONS NOTES Notes Notes hold general comments that are not addressed by any of the other fields in Mimsy XG Notes can manage data such as staff or researcher comments assessments of how an Activity was processed or any other casual observation View Notes Notes may be viewed by record or by record set records retrieved in current search
388. ivity record is created The Location field in this record is updated with this value MEASUREMENT METRIC R 2 The number of decimals places up to 5 that the system should use System Setting Appendix 5 SYSTEM SETTING APPENDIX Setting Value at Time OUND for rounding display of the individual dimensions in the Measurement Anchor field MEDIA FORMAT LIST AUDI FLA MP3 WAV WMA For Media Authority records when the Format field contains any of these values the record will activate the Audio icon in the Media Panel MEDIA FORMAT LIST IMAG BMP GIF J2C JP2 For Media Authority records when the Format field contains any of E JPEG PCD PCX PNG these values the record will activate the Image icon in the Media Panel MEDIA FORMAT LIST VIDE JAVI FLV MPEG QTW For Media Authority records when the Format field contains any of o WMV these values the record will activate the Video icon in the Media Panel MINIMUM_PASSWORD_LEN 5 The value of the length of the shortest acceptable password GTH MULTILINGUAL DUPLICATE RIGHTS A list of other tables ie Notes Instructions Actions Rights OTHER Groups that should be on the Translate list Because of the expressed desire to share tables in a multilingual environment this is needed to let the system know what is shared and therefore shouldn t be translated and what isn t MULTILINGUAL SHARED CH NONE A list of child tables that are shared
389. izing arrow gt Drag column to desired width There are only three data fields in the Group Members List Narrowing the columns will not add any additional data fields Change Column Order To reorder the columns Click on Field Tag Hold left mouse button down Drag column left or right ww v v cw Release mouse button 8 7 CHAPTER 8 GROUPS The columns default to the standard order the next time the Group Manager is opened Record Summary The Record Summary section of the Group Manager provides a brief overview of each record in a group Clicking on an entry in the Group Members section automatically refreshes the Record Summary with the corresponding data for the selected record Data in the Record Summary is read only gt ID Number VIS1166 Category VISUAL WORKS Object Name painting Title venus and Adonis pA Maker Titian p Place Made Italian ee Date Made 1553 1554 p Culture Italy 2 Materials oil on canvas f Measurements overall 73 2283 x 81 4961 in 186 x 207 cm p Description Between 1553 and 1554 Titian executed for the Habsburgs Z two mythological fables of clearly erotic intent the Danae and the venus yy and Adonis both now in the Prado Madrid The venus and Adonis became the prototype for a whole series of replicas of this subject In both paintings the scene of the union of the lovers is bathed in the warm light of sunset where the diffuse softness of the colors holds sway
390. keep it private SIDEBAR DEFAULT True Determines whether the Media Panel displays upon opening Set entry to false to suppress open panel STRIP PEOPLE TERMS after possibly For name fields that validate against the People Authority these probably school of values are dropped from the name comparison EXAMPLE in the attributed to in the style of Rembrandt is linked to Rembrandt manner of TAXONOMY FORMATTED S 3 V5 V7 9 Format of Taxonomy String copied into a field TRING In the People Authority these values are stripped from the Sort TEXT SORT STRIP LIST P L La Le Les The Name when it is automatically generated THESAURUS FORMATTED S N 1 2 3 4 5 Allows the admin to format the facilities hierarchy string as desired TRING N6 77 N NQ AG 0 System Setting Appendix 7 VALID RANGE APPENDIX Valid Range Appendix VALID_RANGE NOTE gt 0 Number entered must be greater than zero END DATE Date entered into the Start Date or Begin Date field must be the same as or before the corresponding End Date lt LOAN END Date entered into the Loan Start field must be the same as or before the corresponding Loan End date lt ACTUAL END Date entered into the Actual Start field must be the same as or before the corresponding Actual End date BEGIN DATE Date entered into the End Date must be the same or after the corresponding Begin d
391. l open windows 2 21 CHAPTER 3 ADD EDIT amp DELETE RECORDS Chapter 3 Add Edit amp Delete Records Regardless of whether you are in an Activity or Authority the steps for adding editing and deleting records are the same In this chapter you will learn how to Add New Records Edit Existing Records Delete Records Undo Changes The System Administrator determines a user s ability to perform many of the actions described in this chapter If you are not able to successfully complete the functions described in this manual check with this person to make sure you have the rights to complete the action CHAPTER 3 ADD EDIT amp DELETE RECORDS Create a Record Databases grow over time and at some point you will begin adding new data about objects Activities and other Authorities The first time information about an Authority or Activity is entered you will create a new record New records may be added at any time as long as you have privileges to do so Create a Parent Record To create a record gt Click or TAB into any anchor field gt Select Record Create Record from the menu or press F6 e It is possible to configure Mimsy XG so that certain data fields are automatically filled in when a new record is created or to require that certain l fields are entered To implement these requirements contact your System Administrator gt Enter the first field on the screen gt TAB
392. l the form up or down to display more data Objects Linked and Unlinked The Transaction Activities are designed so that you can add records from the Objects Authority linked records or enter skeleton records for uncatalogued objects unlinked records Linked object records have a corresponding Object Authority record Unlinked records exist only in the child section of the activity and do not appear anywhere else in the system Linked Object Using linked Objects Authority records in the Activities has the following benefits gt Activity information displays in the Link Ledger gt Media may be attached to linked records You will be able to link images audio video documents to a Transaction Activity gt Linked records may be used with other Activities and Authorities For example you will be able to create Location records for a borrowed object as it moves from venue to venue gt The Query filter in the System Module can be configured using the Default Search Builder to screen out record for objects that are no longer active so that 20 5 CHAPTER 20 TRANSACTION ACTIVITIES returned loans rejected acquisitions and old exhibition objects do not display in the Objects Authority but are still in the database for record keeping purposes Unlinked Object Using unlinked objects in Activities has the following benefits gt Youdo not fill the Objects Authority up with records for objects that are not part of
393. l the items that are search criteria in field x AND categorized as furnishings AND are the search criteria in field y made by Martin Phillipson find the records that satisfy find all the items made of wood AND search criteria 1 AND search metal criteria 2 in field x OR find the records that satisfy the find all the items that categorized as search criteria in field x ORthe furnishings OR are made by Martin search criteria in field y Phillipson find the records that satisfy find all of the items made of wood search criteria 1 OR search OR metal criteria 2 in field x NOT find the records that do NOT find all the items that are NOT satisfy the search criteria in furnishings field x AND Searches AND searches find records that meet every search criteria entered When you run an AND search you ask Mimsy XG to find records that meet search criteria 1 AND search criteria 2 AND search criteria 3 etc When you search in more than one field using a Basic Search you are automatically performing an AND search OR Search When you conduct an OR search you ask Mimsy XG to find records that meet search criteria 1 OR search criteria 2 OR search criteria 3 etc Records only need to meet one of the multiple search criteria to be included in the record set If you want to run an OR search you will use an Advanced Search Basic Searches do not process OR searches NOT NOT searches exclude records from your search W
394. ld 30 21 Information Flexi Field 2 5 Instructions 16 6 add instruction 16 6 delete instruction 16 7 Index 2 INDEX Instruction Manager 16 6 modify instruction 16 7 using Activity Manager 21 8 Insurance link to activities 28 3 link to Loans 28 3 Insurance Activity add group 20 8 add group using Activity Manager 20 8 add one record 20 7 add using Activity Manager 21 9 Insurance Indemnity definition 1 6 Is Empty See Searching Is Not Empty See Searching Is Not One Of See Searching Is One Of See Searching Item Name 4 4 Less Than See Searching Less Than or Equal To See Searching Link Ledger definition 2 6 navigation 2 6 Linked Objects 20 5 Linked Field 20 5 20 6 Linking link to Events Authority 6 4 link to Facilities Authority 6 4 link to Media Authority 6 4 link to Objects Authority 6 3 link to People Authority 6 5 link to Places Authority 6 6 link to Publications Authority 6 7 link to Sites Authority 6 7 link to Subjects Authority 6 7 link to Taxonomy Authority 6 7 link to Thesaurus Authority 6 8 link to Vessels Authority 6 9 objects to objects 7 2 Linking Authority Records 6 2 Linking Broader Places See Places Authority broader places List Validation 30 60 Loan Activity definition 1 5 Loan Number Auto Assign 26 10 Loans Data entry procedure 26 13 Incoming 26 13 Outgoing 26 19 Reserve Object 26 11 Update ID Number 26 12 Loans Activity 26 2 add group 2
395. ld Fields gt Mimsy XG fills in the field name and an equal sign gt Addthe value to be entered into the new field 30 50 CHAPTER 30 SYSTEM ADMINISTRATION Field Value1 part measured WINGSPAN Child Field to Be Entered gt Repeat for up to 5 fields in the child record For example if wingspan is always measured in centimeters the Row Default would be entered as below Parent Table CATALOGUE v Parent Criteria category1 zoology Child Table MEASUREMENTS Field Value1 S Field Value2 uniti Field Value3 ee FeldValu 4 O FeldValuS Soth O Row Default with 2 Child Fields Other Measurements Part Measured Type Measurement Unit es mE Child Record with Row Default with 2 Child Fields To copy Row Defaults to Another Table gt Highlight the Default to copy gt Click COPY Select the view s to which you wish to copy the document gt Click OK gt Click SAVE MultiFields Multifields allow you to add an unlimited number of fields to Mimsy XG They are specifically designed for Row Defaults that are not necessarily related to an Anchor field and should therefore be managed in a separate section of the form An example of MultiFields for Numismatics are the Obverse and Reverse of a coin For Visual Works the orientation of a portrait may be managed as a multifield When configuring a Multifield you must enter the Descriptor Fie
396. ld Name and Default Term Value Term To create a Multifield gt Click ADD 30 51 CHAPTER 30 SYSTEM ADMINISTRATION Use the Parent Table dropdown list to select the table where the new record is added Parent Table CATALOGUE v Parent Table Click or TAB into the Parent Criteria field Press F9 for a list of fields in the Parent table Available Fields Parent Fields Select a field by clicking on it Click OK The field name and an equal sign are automatically entered into the Parent Criteria field Using single quotes add the value that will be entered into the Parent record that will trigger the creation of the Multifield Parent Criteria category1 NUMISMATICS Parent Record Criteria 30 52 CHAPTER 30 SYSTEM ADMINISTRATION gt Click or TAB into the child table dropdown list and select Multifields Child Table MULTIFIELDS FieldValue1 ITEM DATES Field alue2 TEM DESCRIPTIONS Select Multifields Child Table gt Click or TAB into the Field Value1 field gt PressF9 for a list of fields in the child table gt Select Descriptor The Descriptor entry serves as the name of the new field Mimsy XG fills in the field name and an equal sign Add the value to be entered into the new field Field Value1 1escriptor OBVERSE Descriptor For Multifield gt Click or TAB into the Field Value2 field gt PressF9for a list of fields in the child
397. ld describing the object is automatically created from the CTOR DATE_MADE D following fields Title Maker Date Made and the Description if ESCRIPTION Title is empty Object Name is used If Maker is empty Collector is used ENTRY LEGAL STATUS ACQ ACQUISITION If the Type field in the Entry Activity acquisition the Legal Status System Setting Appendix 3 SYSTEM SETTING APPENDIX Eire Value at INNEREN a lISITION Pese Pri acd in the child section defaults to this field in the child section defaults to this setting ENTRY LEGAL STATUS CON CONSERVATION Not in use SERVATION If the Type field in the Entry Activity loan the Legal Status field in N EXHIBITION APPROVED ENTRY LEGAL STATUS LOA pr the child section defaults to this setting No longer in use EXHIBITION APPROVED EXHIBITION CLOSED LIST closed When the Status field in the Parent section of an Exhibition Activity contains one of these values the record becomes read only and does not appear in Activity Manager In 1 4 and below this held a single term and was called EXHIBITION CLOSED EXHIBITION ITEM SUMMAR NVL TITLEJITEM NAM When an Object Authority record is attached to an Exhibition the Y E NVL MAKER COLLE Description field in the child section of the Activity is automatically CTOR DATE MADE D created from the following fields Title Maker Date Made and the ESCRIPTION Description if Title is empty Object
398. ld in the Objects Authority modify the l ACQUISITION APPROVED and AQUSITION REJECTED System Settings in the System Module Begin with Entry Deposit This option is typically used when objects are expected to be dropped off at your institution but a decision about adding them to the collection has not been made Create Entry Record gt Select Activities Entry CTRL 8 gt Select Record Create Record from the menu or press F6 gt Enter a Receipt Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number gt Select Acquisition as the Entry Type gt Click or TAB into the next field gt A message reading Do you wish to generate a linked Acquisition Record displays gt Answer YES to the prompt to generate a linked Acquisition Activity record gt Complete the Quick Add Acquisitions form 23 5 CHAPTER 23 ACQUISITIONS ACCESSIONS Click OK Click in Entry ID field in the Child section or press F5 Create a new Entry object record by selecting Record Create Record from the menu or press F6 A temporary number will automatically be entered into the Entry ID field If you do not wish to use this number backspace over it and enter a new number for the object Once you move by clicking or tabbing past the Entry ID field Mimsy XG checks to see if the Entry ID has already been assigned to an Objects Authority record A Message reading Entry ID does
399. ld lever for an Anchor field is clicked Child Form Height The From height controls how many fields display in the child table display when the Flexi Field lever for an Anchor field is clicked Auto Open Child If the Auto Open checkbox is checked the child record flexi field will be automatically opened whenever a user logs into the view Field Level Help The View Properties Help populates the pop up menu that appears when you go to Help Field Level Help option or hit F1 within the main Mimsy XG application To modify a Field Level Help message gt Ifthe window is not already open select Manage View Properties to open the View Properties form gt Click the Help Radio button at the top of the View Properties screen Manage Save Cultural History v EU Mor l Properties List Values Help Table CATALOGUE vj ID NUMBER ID Number Enterthe unique identifying number assigned to the object Frequently called Accession Number or CATEGORY Category Catalogue Number ITEM NAME Object Name 19941 TITLE Title MAKER Maker 65 4 3 PLACE MADE Place Mad pau daba STUDY 419 DATE MADE Date Made COLLECTOR Collector R 48 305 2 1b PLACE_COLLECTED Place Collected o 7 DATE_COLLECTED Date Collected SITE Site 1988 4 5 1 6 CULTURE Culture MATERIALS Materials ITEMS TERMS Linked Terms USE Use MEASUREMENTS Measurements DESCRIPTION Des
400. lds creates a corresponding Location Activity record for the object Loss Activity When an object cannot be located some institutions create a Loss Activity record to manage the event While this is not required many sites find it helpful to use this activity to manage information about lost objects for insurance purposes or to save data that is submitted to any theft resources i e Art Loss Register Just the Facts Enter Loss To create a new Loss Activity record Click in the child section Create a new record Record Create Record from the menu or press SHIFT F6 Enter appropriate data Enter a Lost Date ww v v wv Save the record File Save from the menu or press SHIFT F10 REMINDER When objects are found update the Loss Activity and then create a new Location Activity record for the object Special Features Loss Activity The Loss Activity contains several special features to assist in recording data about objects that cannot be located Link to Location Activity Creating a Loss Activity record triggers the creation of a corresponding Location Activity record The New Location field will be set to LOST To change the term entered in New Location field in the Location Activity modify the LOSS VALUE data default in the System Module Changes to the default may be made by the System Administrator Location Field The Pop Up List for the Location field in the Loss Activity activates the Facilities
401. lecting Field Pop Up List from the menu or press F9 The Object Reconciler displays Navigate to the corresponding object in the Loan Activity folder Click RECONCILE The core data fields for the object are copied into the Entry record Select File Save or press the SAVE button or press F10 Repeat for all returning objects 26 23 CHAPTER 27 DISPATCH ACTIVITY Chapter 27 Dispatch Activity The Dispatch Activity manages information about shipments sent from your institution In this chapter you will learn how to Manage Courier Pick Ups Track Exhibition Shipments Some users track shipments in the Location Activity or even the Loans Activity instead of the Dispatch Activity We recommend using whichever portion of the system is best suited to your needs 27 1 CHAPTER 27 DISPATCH ACTIVITY Contact The Pop Up List for Contacts depends on the name entered into the Recipient field The list is automatically generated from the contacts entered for the person or organization in People Authority in the Addresses Flexi Fields Within the Contacts Flexi fields entries with the Active flag checked will appear in the pop up list Those entries that do not have this flag checked will not appear HINT if there are no contact names in the Pop Up List refresh the Activity record and use the Link Ledger to move to the People Authority record Enter the new contact data so that it will be added to the Contacts
402. left side 26 12 CHAPTER 26 LOANS AND EXHIBITIONS gt Navigate to the Location folder Click the lever to open the folder gt Inthe Object Set section the grid on the right select the object s to be moved gt Drag the objects onto the Create New folder within the Location folder Location e Create new Loss Reproduction Request valuation Create New Location Release the mouse button The Quick Add Location form displays Enter any necessary data Click OK gt v v v v message displays reading X of X records processed Just the Facts Process Loans For the most part incoming and outgoing loans are created and managed in the same way The primary difference will be if and when the Entry Activity is used With incoming loans the Entry Activity may be used as the first step in the process so that you generate a linked Loan Activity The Entry for outgoing loans might begin in the Loan Activity since you are lending objects that have already arrived on site Incoming Loans Incoming loans are traditionally created for any object where you are the party accepting responsibility for the object s care Decide How Activity Will Be Used When processing incoming Loans first determine whether you will be using linked Objects Authority records or unlinked loan object records object only added in the Activity If you add an unlinked object to the loan it is only attached to the specific loa
403. ler images thumbnails to larger images full size so that clicking on the current image displays the next largest version Using multiple versions of the same image provides greater control over the quality and resolution of images displayed within Mimsy XG It is also useful to have smaller images to print on reports and forms and use for the web Can Just Use a Large File and Have it Display as the Thumbnail We do not recommend using a single large file as the primary image for an object Large files require more memory display and increase record retrieval and Media Viewer display speeds In addition while Mimsy XG does compress images for display in the Media Panel Crystal Reports does not have the same capabilities and you may encounter degradation of the image display What Image File Formats Should Use Mimsy XG displays images in most standard image formats including BMP JPEG and TIFF Image format and size vary greatly depending on the needs of each museum so it may help to identify where you want to use your images web only Mimsy only both etc By default Mimsy XG uses the image tools integrated with the software but this can be overridden to use a specified image viewer on a per format basis How Do Open Audio Video and Document Files Applications used to open digital audio video and documents are defined by the file extensions associated with applications on your workstation For example on some workstati
404. lete a record Discarding the delete also discards updates and new records To reverse edits and or deletions made to ALL records made since the last save gt Select Record Discard Changes Deletes from the menu gt A message displays It reads All changes since the last save have been discarded Any deleted records appear at the end of this set Audit Trail Whenever a user creates a record Mimsy XG automatically enters his her login in the Created By field and the date in the Create Date field Whenever a user updates a record 3 5 CHAPTER 3 ADD EDIT amp DELETE RECORDS edits existing data deletes data from a field adds data to a field Mimsy XG automatically updates the Update By and Update Date fields in the record It is also possible to turn on Field Auditing Field Auditing stores every change to every field in every table and saves the logon used to make the change and the date and time of the change If Field Auditing is turned on please be sure the System Administrator periodically truncates the table so that it does not become too large to be useful 3 6 CHAPTER 4 USING AUTHORITIES Chapter 4 Using Authorities The Authorities hold interpretive content what do we have and what makes it interesting In this chapter you will learn how to Enter objects artifacts and specimens in the Objects Authority Create an in house Timeline using the Events Authority Log informatio
405. link buildings together in a hierarchy This type of linking is recommended if you want to manage descriptive information such as address temperature light levels etc about each facility in the hierarchy Regardless of how you enter the levels hierarchy or facility levels flexi fields the records in the Facilities Authority will be available in the Location Activity using the Facilities Browser 4 23 CHAPTER 4 USING AUTHORITIES EE x Search in Oakbrook Storage Facility Oakbrook Storage Facili Search for Run r3 Facilities EJ Main Storage Facility Metropolitan Regional Art Museum Storage E Oakbrook Storage Facility EJ lt Oakbrook Storage Facility levels EBay 1 E Room A c Aise 1 7 Cabinet 1 Facility Oakbrook Storage Facility J Cabinet 2 Facility Type physical facility amp EI Cabinet 3 Address Line1 356 Smith Lane E City Winnetka EI cabinet 4 State Province Ilinois Cabinet 5 Country USA c Cabinet 6 Postal Code 60614 CI Cabinet 7 Telephone 847 332 1200 Fax 847 332 1242 gt Ef Cabinet 8 Facility Manager Alex Kerr 9 EF Room B Emergency Contact Andrew Reinhard EI Room C Emergency Phone 847 266 2958 gt 3Bay 2 Description Main storage compound 6 environmentally gt Bay 3 controlled buildings Bay 4 EI Outdoor Gardens J Willoughby Building Copy Hierarchy C Copy hierar
406. links between Activities and Media from the Media Authority Creating Media Authority Records for Digital Media There are several ways to enter Media data and create links to the Media Authority gt Dragging and Dropping files onto the Media Panel gt Creating Records in the Media Authority gt Using Excel Spreadsheets with the Media Import Utility Regardless of how the Media Authority and related links are created once the record exists moving the files or renaming any file folders alters the link and the files no longer display Drag and Drop Files to Automatically Create New Records When you drag a file to the Media Panel Mimsy XG automatically checks to see if the file already exists in the Media Authority If no matching filename and file location is found Mimsy XG creates a new Media Authority record for the digital file The Media ID Location and File Type are automatically entered and a link between the file and the current Mimsy XG record is created If there is already a matching filename and file location no new record is created instead a link to the existing Media Authority record is added HINT You can drag and drop multiple images onto the Media Panel at one time To link any type of digital file using drag and drop gt Open Windows Explorer or any other program that allows you to navigate to the files on your computer and or network gt Click on the related file gt Hold the left mouse button
407. list in the upper left corner just below the View dropdown list Position The Position field specifies the order in which the field displays on the screen When you modify the Position assigned to a field Mimsy XG automatically re positions the remaining fields to account for the change Field Tag The Field Tag controls the field tag value for the underlying database field Data Entry Field Type The Field Type identifies what type of data the field in the database will accept In most cases this characteristic is for display purposes only and changing the value does not change the field type in the underlying database It will however give you some control over the characteristics and values that are entered into certain types of fields Text Text means the field will accept alphanumeric values This entry can only be assigned to true text fields you can t make a NUMBER field accept text 30 12 CHAPTER 30 SYSTEM ADMINISTRATION Number Number fields display whole numbers i e O 9 This entry can be assigned to any number field Number Display all Decimals Display all Decimals is for Number fields that are designed to hold decimal places This is typically used for fields like Value or Measurements that require a degree of numerical precision This type may only be assigned to Number fields configured to store decimals Date Indefinite future allowed Field will accept YYYY or YYYY MM or YYYY MM DD values D
408. lly enters certain fields When a new Value record is created the Last Value and Last Currency fields are automatically filled in with the fields from the previous record Valuation By The names in the Valuation By Pop Up List reflect all People Authority records where the Appraiser or Insurer flags are checked Schedule Future Appraisals Mimsy XG may be used as a scheduling tool to help you manage information about scheduled value reviews Create records for object appraisals using the same procedures used to enter existing value information Object Deposit or Object Return in Entry Activity For sites that use the Entry Activity to manage object deposit and or return basic value data may be entered into the Valuation and Value Date fields 17 17 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES ENTRY ITEMS Owner Condition Condition Date Location Location Date Valuation Valuation Date Note Location Condition and Value Fields in Entry Activity Entering data in either of those two fields creates a corresponding Valuation Activity record for the object 17 18 CHAPTER 18 ACTION REQUEST ACTIVITY Chapter 18 Action Request Activity The Action Request activity is designed to help you manage workflow In this chapter you will learn how to Decide When To Use Quick Action and When To Use Action Request Assign A Task To A Museum Staff Member Attach Objects To A Request Actions may also be entered throu
409. m the Object Authority to an Object Specific Activity you carry the record s with you If you wish to query for a different record you may run a search in the Parent section of the record 17 5 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES To view an object in an Activity gt Ifthe record is not already visible begin a search by selecting Search Begin Search from the menu or press F7 gt Enter the search criteria gt Run the search by selecting Search Run Search from the menu or press F8 If you are creating an Object Specific Activity record AND Activity records have already been entered for the object the Activity record describing the most recent activity will be displayed If the object has no records in that Activity the child section of the record will be blank Step 2 Create the Activity Record Location Condition Value etc After the object is retrieved create a new Activity record gt Click in the child section of the record gt Select Record Create Record from the menu or press F6 NOTE it s okay if there is already data in the child section When the new record is created the screen will go blank The existing record s are behind the newest record gt Enter the Activity data gt Select File Save from the menu or press F10 If you accidentally try to exit the screens before you save your changes don t worry To prevent you from accidentally losing data Mimsy XG displays a
410. mail alert to another Mimsy XG user ask your System Administrator to set ACTION SEND MAIL true To send email regarding an action gt Press the SEND EMAIL button gt Apnoctification window displays letting you know if the mail was sent gt Click OK to acknowledge the message Email Address The name in ACTION BY is checked against the PEOPLE VARIATIONS VARIATION field for a match If a match is found The PEOPLE record is checked for a PEOPLE CONTACTS record where EMAIL is not null and ACTIVE Y If a valid record is found then that e mail address is substituted for the original ACTION BY name If a match is not found at any point the original ACTION BY value is used Calendar Task In the Action Manager if you have the Send as Appointment checkbox checked when you send mail it attaches a vcs VCALENDAR file with the Action data in it that can be read by Outlook and added to the Outlook Calendar The same data is also repeated in the mail body in case the recipient does not have a VCS enabled mail calendaring program Notification of New Action At the time of installation the auto notification regarding actions is turned off To turn the notification on so that you receive an alert about incomplete actions upon logging in ask your System Administrator to set ACTION WARNING ON STARTUP true LX Pc I You have 12 overdue actions and 0 actions due today Sample Notification Delete an Action To delete an Action
411. mbers or dates to find data where the records have a data value that exceeds the search criteria EXAMPLE In the Object Authority find any object going out on loan after May 11 2006 13 13 CHAPTER 13 ADVANCED SEARCHES 3 Handled By 3 Institution 3 Insurance Paid By O Loan End 3 Loan Fee 3 Loan Number 3 Loan start OK Cancel 3 Note D Number1 3 Number2 Option 3 Option2 D Prelim Agree Date 3 Prelim Conditions Loan Start Advanced Query Field within the Catalogue folder Field Operator Criteria _ LOANS LOAN START greater than 2006 05 11 and v Greater Than Advanced Search Greater Than Equal To gt Greater Than Equal To gt is usually used with numbers or dates to find data where the records have a data value that exceeds OR is equal to the search criteria EXAMPLE In the Object Authority find all objects where the earliest year the object could have been made was 1900 Earliest Year Advanced Query Field within the Catalogue folder Field Operator Criteria DATE MADE EARLIEST YEAR greater than v 1899 h and v Greater Than Advanced Search Less Than lt Less Than lt Comparison Operators are usually used with numbers or dates to find data where the records have a data value that is lower than the search criteria 13 14 CHAPTER 13 ADVANCED SEARCHES Less Than OR Equal To lt The Less Than OR Equal To lt Compa
412. me of the list Spaces may be used In the List Field field enter the three columns for display in the Pop Up List v v v v In the List SQL field enter the SQL statement used to lookup the Pop Up List values gt Clickthe SAVE button gt You may see an example of the list by clicking on TEST LIST Examples of Special Lists Dynamically created list of ITEM NAME values from the Catalogue select distinct null kv item name null from catalogue where nls upper item name like filter order by nls upper item name Special Sorts The Special Sorts feature enables you to create customized nested sorts Nested sorts combine two or more fields as part of the sorting process To create a customized sort gt Click the NEW SORT button gt The custom sort window displays 30 28 CHAPTER 30 SYSTEM ADMINISTRATION ww v v v TE a Enter a name for the new ACCESSORIES sort definition Cancel Sort Name Window Enter a name for the custom sort Click OK Click in the Sort Value field Enter the field name for the sort and the direction of the sort asc for A Z or desc for Z A Multiple fields should be separated by a comma Existing Sorts Maker by Title v Sort Name Maker by Title Sort Value Maker asc Title asc Custom Sort Example Modify a Custom Sort To modify an existing sort ww v cw v Use the Existing Sorts dropdown list to select the sort Af
413. n Drag the record to the correct group folder Release the mouse button ww v v v vw wv A message will display reading X of Y records added to Group NOTE once you exit Group Manager select File Save from the menu or press F10 or click the SAVE button to save your overall group Add Multiple Records to a Group in Group Manager gt Toadd multiple records to the Group gt Click on a record in the grid gt Hold the SHIFT key down gt Use the DOWN ARROW key or PAGE DOWN key or END key to select the appropriate records Release the SHIFT key Place the cursor on any highlighted area of the grid Hold the left mouse button down Drag the records to the correct group folder Release the mouse button A message will display reading X of Y records added to the Group v v v v v vw wv The record will automatically appear as part of the group NOTE once you exit Group Manager select File Save from the menu or press F10 or click the SAVE button to save your overall group Random Selection of Audit Items in Group Manager To generate a random group of items for the Audit gt After you name the group click the Create Random Set Button gt Aconfirmation message appears Click YES to proceed gt The Pull from Current Set message displays Click YES if the random set of records should be selected from the current query set Click NO if the records should be selected from the entire database
414. n To make the field tags appear as bold text select BOLD from the pull down list of font types To make the tags appear as plain text select PLAIN 30 4 CHAPTER 30 SYSTEM ADMINISTRATION Label Font This option allows the administrator to choose the font size and appearance of the Mimsy XG field tags The Field Font setup tool is divided into three columns The first column controls the font name This may be set to a font name such as Times New Roman or Verdana including the name of a font that contains non roman characters By default the font appears as lt system gt Change the font size in the second column By default the font size is set to 0 To change the font size choose the new size from the pull down list Change the font appearance in the third column To make the field tags appear as bold text select BOLD from the pull down list of font types To make the tags appear as plain text select PLAIN Updated By This section records the username of the person who last updated the user account Update Date This section records the date that the user account was last updated Views Views control user access to the system and how the fields are configured for use Users must be assigned at least one view but may be granted access to as many views as needed Check the flag in front of a view name if a user may switch to that view while using the system Please note that the system is installed with a single vi
415. n conjunction with entry incoming number type entry number In the Entry Activity incoming objects are given a temporary number When this number is TEXT APPENDIX 4 TEXT APPENDIX Text Text Value entered into the Temp ID field and the record is linked to the Object Authority a new record is added to the Other Numbers table with a TYPE equal to this value Works in conjunction with entry incoming number note life dates activity loan other number note loan other number type object description main type life dates In the People Authority when data is entered into the Birth Date and or Death Date field a record is automatically entered in the PEOPLE_DATES table with the Activity equal to this value Changed from to on by In the Loans Activity users may backspace over the ID Number and enter a new value When this happens a new record is added to the Other Numbers table with a Note equal to this value Works in conjunction with loan other number type previous number In the Loans Activity users may backspace over the ID Number and enter a new value When this happens a new record is added to the Other Numbers table with a Type equal to this value Works in conjunction with loan other number note description No longer in use site measurement display format operator DXX Controls the format of the measurements string used to update the Measurements field i
416. n about Reference Materials in the Publications Authority Catalogue Digital Images Audio Video and Documents in the Media Authority Manage Information about Makers Donors and Staff in the People Authority Store Archaeological and Biological Site Data in the Sites Authority Add Geographical data to the Places Authority Identify Different Species Using the Taxonomy Authority Add content amp theme data in the Subjects Authority Create classification schemas in the Thesaurus Authority Use the Facilities Authority to Manage Information about Buildings Describe maritime vessels in the Vessels Authority Each Authority can be linked to the other so that users can move from one related record to another These connections help create a path of discovery for researchers visitors and exhibition planners If you are looking for basic cheat sheets for entering data we suggest using the Data Entry guides for each module that are available on the website CHAPTER 4 USING AUTHORITIES Objects Authority The Objects Authority contains information about all of the objects in your care Some of the records in the Objects Authority may be part of the Permanent Collection others may be for borrowed items for an exhibition In some cases records may be created for objects that are not even held at the museum Once a record exists in the Objects Authority you may add information about inscriptions accessor
417. n be used instead of 96 if only one character in the search string is unknown f you need to find records classified as poster or posters search for poster Records Have 2 Parts Records are made up of 2 parts a single Parent Section and one or more child sections 2 7 CHAPTER 2 GETTING STARTED File Edit Field Record Group Search Tools Reports Activities Authorities Window Help aee we Orff NN NN 3 EF a 17 45 bib defautt Example of Fields OBJECTS gt Information inthe Parent 1D Number pecz015 m Section Category DECORATIVE ARTS Object Name pitcher and bowl Title Transfer Decorated Pitcher and Bowl Maker Unknown Place Made United States Ohio Date Made rca 1890 Collector Place Collected Date Collected site Culture American Materials white earthenware with clear alkaline glaze Measurements pitcher 12 x 7 5 in 30 48 x 19 05 cm bowl 4 x 5 1181 in 10 16 x 13 cm Part Measured Height Ht Unit cher 30 48 cm owl 10 16 cm 4 D Wd Unit Dell Other Measurements mi Links Description Bulbous pitcher with matching bowl Sides of pitcher taper sharply from low waist then swell out to a flaring rim with large spout Large A ear shaped handle attached opposite spout at rim and just above waist Below waist sides taper sharply to plain base Sides o
418. n folder 9 Location Ef Create new oss N Reproduction Request valuation Create New Location Release the mouse button The Quick Add Location form displays Enter any necessary data Click OK A message displays reading X of X records processed Just the Facts Process Exhibitions Create an Exhibition Record gt gt gt gt Select Record Create Record from the menu or press F6 Enter an Exhibition Name Finish entering data in the Parent section Select File Save from the menu or press F10 to save the Parent section of the record Add Venues for Exhibition To enter a list of venues for the entire Activity ww v v v wv Click in the Venues field in the Parent section Open the Venues Flexi fields Click or TAB into the Venue field Select Record Create Record from the menu or press F6 Enter a name 26 6 CHAPTER 26 LOANS AND EXHIBITIONS OR gt Select Field Pop Up List from the menu or press F9 for a list of People Authority records flagged as venues gt Repeat as necessary Attach Objects to Exhibition Activity Objects may be added to the Exhibition Activity using several strategies Add Objects Already Attached to a Related Loan If you are also managing a Loan Activity record in conjunction with the Exhibition Activity you can use the Activity Manager to drag objects from one record to the other gt Select Tools Activity Manager gt Naviga
419. n record and cannot be linked to any other areas of the system gt Ifyou are using Linked Objects Authority records determine how you will add the new Objects Authority records Add borrowed objects directly into the Objects Authority OR Process borrowed objects through Entry Activity The Entry Activity automatically creates Objects Authority records for borrowed objects and prompts you to create a linked Loan Activity record All entry objects are automatically added to the loan as well gt Ifyou are using unlinked records you can go straight to the Loan Activity and begin creating the Loan record 26 13 CHAPTER 26 LOANS AND EXHIBITIONS Unlinked records can be entered into the Objects Authority at any time by processing the borrowed object through the Entry Activity and using the Object Reconciler Create Objects Authority Records For Borrowed Objects If you plan on using linked records with the Loan Activity we recommend moving to the Objects Authority and entering the data for the objects before you create the actual Loan Activity record If you prefer you can move to the Entry Activity and generate Objects Authority records using the Linked Flag Using the Entry Activity also generates a Linked Loan Activity Add Borrowed Objects to the Objects Authority gt Select Record Create Record from the menu or press F6 gt Assign an ID Number Select Field Pop Up List from the menu or press F9 for a s
420. n the 4 digit year and the sequential number EXAMPLE BIO 2003 1 Prior Attributions There may be occasions where scholarly research reveals that the existing data in a field is incorrect and should be updated If your site configures Mimsy XG to copy Anchor field entries into Flexi Fields the system may be set up to ask you if the existing flexi field data should be flagged as a previous entry When this check is made Mimsy XG uses the Type or Relationship field for comparison If you update an Anchor field and receive a message similar to the one below Mimsy XG is performing this check ti s There are already 3 child records Do you want to mark them as a prior attributions Prior Attribution Message If the user answers yes to the prompt Mimsy XG sets the Previous Flag for the row to Y Answering No to the prompt indicates that the entries in the flexi fields are alternate values rather than entries that proved to be incorrect This feature may be turned off in the System Module Maker Collector The Maker and Collector fields validate against the People Authority The Maker Pop Up List field for Maker is automatically generated from all records in the People Authority where the Maker flag is checked The Collector Pop Up List field is automatically generated from all records in the People Authority where the Collector flag is checked Entering Name Qualifiers There may be times when you need to qualify the link
421. n the Vessels Authority In Advanced Search selecting this entry runs an equal to search TEXT APPENDIX 5 TEXT APPENDIX Text Text Value aes operator does not equal In Advanced Search selecting this entry runs a does not equal search operator like operator not like contains In Advanced Search selecting this entry runs a contains search does not contain In Advanced Search selecting this entry runs a does not contain search operator Operator gt greater than In Advanced Search selecting this entry runs a greater than search greater than equals In Advanced Search selecting this entry runs an greater than equals search operator less than In Advanced Search selecting this entry runs a less than search operator operator between less than equals In Advanced Search selecting this entry runs a less than equals search between In Advanced Search selecting this entry runs a between search operator exists font face exists In Advanced Search selecting this entry runs an exists search Tahoma Controls the fond in which data displays label font face Controls the font in which Tahoma field tags display operator does not exist does not exist In Advanced Search selecting this entry runs an does not exist search operator is null is empty In A
422. n the one entered Greater Than searches require the hash mark EXAMPLE find all Loans beginning after January 1 2005 LOAN SEARCH MODE Loan Start 3 2005 01 01 Loan End Greater Than Greater Than Equal To gt The Greater Than Equal To gt retrieves all records where the value is greater than or equal to the one entered Greater Than Equal To searches require the hash mark EXAMPLE find all objects where the Item Count is at least 2 12 4 CHAPTER 12 BASIC SEARCHING OBJECTS SEARCH MODE Age Stage Use Item Count 3 2 Example of Greater Than or Equal To Less Than lt Less Than searches retrieve records where the field value is less than the one entered Less Than searches require the hash mark it EXAMPLE find all Taxonomic Terms identified prior to April 27 1988 TAXONOMY SEARCH MODE Level Name Level Number Source Source Date lt 19998 04 27 Example of Less Than Search Less Than OR Equal To The Less Than OR Equal To lt searches retrieve records where the field value is less than or equal to the one entered Less Than Equal To searches require the hash mark it EXAMPLE Find all objects where the date of the last condition review is on or prior to January 1 1984 OBJECTS SEARCH MODE Location Date Condition Condition Date lt 1994 01 01 Example of Less Than or Equal To Between The Between Operator finds values that are in
423. n the system The four types of rights are as follows Select Select privileges allow a Record Editing Role to view the data in a table Insert Insert privileges allow a Record Editing Role to add a new record to a table Update Update privileges allow a Record Editing Role to modify a field in a table but they cannot create new parent or child records Delete Delete privileges allow a Record Editing Role to remove a record in a table New Roles To create a custom Record Editing Role gt Click NEW ROLE gt The Model Role window displays MANAGER STAFF STAFF_NOLOC STAFF_PLUS MIEVVALL XGADMIN Role Window gt Select the role that is closest to the one that you wish to create For example if you want to create a Record Editing Role that can select insert and update Object Authority and Exhibition Activity records you would choose STAFF from the list 30 45 CHAPTER 30 SYSTEM ADMINISTRATION Staff Role Selected as Model gt Click OK gt The Role Name window displays gt Enter a Name for the new role Enter the name of the new role BTAFFEXHIBITION OK Cancel Name New Role gt Click OK gt The new Role displays in the dropdown list STAFFEXHIBITION x New Role gt Click on the Module or utility name with the privileges that need to be added or revoked For example a custom role that has select insert and update for the Object Authority and t
424. n the upper right corner of the Group Manager Using Groups Menu While the Group Manager is a useful tool some users prefer to create and maintain groups from the main Mimsy XG screens There is no advantage to doing so other than providing an alternate method for users who do not want to open the Group Manager 8 12 CHAPTER 8 GROUPS Open Groups Using Menu When you open a group you are essentially telling Mimsy XG that you will be working with an existing group If you actually want to see records in an existing group use Groups Display Group To open a group while keeping the current records on your screen gt Select Group Open Group from the menu P Alist of Groups displays The list defaults to groups made by you To see all public groups check the SHOW PUBLIC GROUPS Box gt Navigate to the appropriate group gt Click OK or press ENTER When an existing Group is opened the Group s name displays in brackets in the Title bar You may now add new records to the Group NOTE the group name remains in the Title Bar as you page through the records The presence of the Group Name in the Title Bar does not mean that the record has been added to the Group Display Groups Using Menu To replace the current record set and display the records in a group gt Select Group Open Group from the menu P Alist of Groups displays The list defaults to groups made by you To see all public groups check the SH
425. n which the accession process is started in the Acquisition Activity One you do not have physical possession of the acquisition candidates And two the objects are in your care but you have not determined whether or not they will be added to the collection In these cases a brief description of the object can be entered in the Acquisition Activity If the object is approved for accession it can be moved into the Objects Authority when the arrival is eventually processed through the Entry Activity Start in the Entry Activity Users who begin the accession process in the Entry Activity are able to take advantage of the automatic links between the Entry Activity and the Acquisition Activity Objects attached to the Entry record are automatically attached to the corresponding Acquisition Activity To review the Entry Activity refer to the previous chapter Start in the Object Authority Users may also opt to do extended cataloguing in the Object Authority then link the object to the Acquisition Activity In this scenario we suggest that you set the Legal Status of the object to ACQUISITION CANDIDATE Acquiring a Borrowed Object There may be occasions when an object comes in on a loan and is later considered for acquisition Objects that are already catalogued in the Objects Authority and attached to Loan Activities can be added to Acquisition Activity records 23 2 CHAPTER 23 ACQUISITIONS ACCESSIONS Transferring Objects Bet
426. nding a match Examples UNIQUE UNIQUE lt ALLOW OVERRIDE gt UNIQUE ALLOW OVERRIDE No longer used in 1 4 Changed to a modifier for UNIQUE VALIDATE Name VALIDATE Modifiers Required No Modifiers lt NO PRIOR CHECK gt Description For fields that have Create Child enabled but no validator where there is a desire to suppress the check for pre existing children set the validator to VALIDATE lt NO PRIOR CHECK gt For fields with validators where there is a desire to suppress the prior check add the modifer to the existing validator Examples VALIDATE lt NO PRIOR CHECK gt PEOPLE lt MAKER NO PRIOR CHECK gt VESSELS Value must equal a VESSEL ID value in the Vessels Authority Modifiers Required No Modifiers lt ALLOW NO LINK If lt ALLOW NO LINK modifier is included the validator allows the user to enter a Vessel Name in a Parent field with no matching Vessels Authority record Entry into child fields is not allowed with unlinked records Examples VESSELS VESSELS lt ALLOW NO LINK Validation Appendix 6 SPECIAL LISTS Special Lists ALL USERS create a list of all usernames in the System Module COMPONENTS ACCESSORIES Creates a list of specific accessories for a given object Typically used in the CONSERVATION FEES CONTACTS EVENTS EXHIBITION FEES EXHIBITION ITEM FEES Accessory Component field for Location Condition and Value Users may define set costs for
427. nel Mimsy XG assumes that the newest digital image dropped in is the primary image for the record The image order is recorded in the Sort field in the Linked Media Flexi Fields 9 Linked Media Sort Media ID 1 2003 114 11 BMP 2003 114 11 J PEG Linked Media Flexi Fields After a new primary image is added Mimsy XG automatically adjusts the Sort value for the existing images To adjust or view image display order gt Move to the corresponding Activity or Authority and open the Linked Media Flexi Fields OR gt Move to the Media Authority and open the corresponding Linked Authority Flexi Fields gt Editthe Sort values to change the image display order gt Select File Save or press F10 Media Activity Flexi Fields Read Only The Media Authority contains the following Activity to Media Flexi Fields gt Linked Audits gt Linked Entry gt Linked Actions gt Linked Exhibition gt Linked Condition gt Linked Hazards gt Linked Conservation gt Linked Insurance gt Linked Damage gt Linked Loans gt Linked Dispatch gt Linked Location gt Linked Disposals gt Linked Loss CHAPTER 5 DIGITAL FILES gt Linked Reproduction Request At the present time links between Activities and Media may only be made from the Activity records Linked Activity flexi fields are displayed in the Media Authority in order to see the individual activity links to specific media You may delete
428. new Location Activity record is created The Inventory Status field on the Location Activity record is updated with this value AUDIT ITEM SUMMARY NVL TITLE ITEM NAM When an Object Authority record is attached to an Audit the E NVL MAKER COLLE Description field in the child section of the Activity is automatically CTOR DATE MADE D created from the following fields Title Maker Date Made and the ESCRIPTION Description if Title is empty Object Name is used If Maker is empty Collector is used BROWSER ID FIELD CATAL OGUE BROWSER IMAGE FORMAT BMP GIF JPEG PCX If the FORMAT field in the Media table equals any of these values LIST TIFF the image displays with the standard MXG imaging tools null ab as of version 1 5 this setting has been moved to Text Values CONSERVATION REQUEST P conservation request For Audit Activities when the Conservation Request flag is ROCESS checked for an audit item and the Verified flag is checked a new Conservation Activity record is created The Process field in the Conservation Activity is updated with this value DATE CIRCA LIST C c ca circa DATE CIRCA LIST is a listing of the circa variations ca circa and should contain all of the combinations that users want to use to indicate that something is a circa date Case is ignored so you only need ca to mean Ca ca and CA When these strings are found the date made parsing algorithm uses the Date Circa Range to
429. nfigured to display the last Site ID entered in a sequence of numbers This value is determined by the data in the Site ID Sort fields 4 17 CHAPTER 4 USING AUTHORITIES To view the last Site ID assigned gt Click in the Site ID Number field gt Enter part of the Site ID value with a wildcard i e JHN gt Highlight the partial Site ID value We recommend entering as many characters in the root of the Site ID as possible This increases the speed of the lookup For example entering JHN returns faster results than J gt Select Field Pop Up List from the menu or press F9 The Site ID displayed is the last number assigned in a general sequence It is not necessarily the most recent Site ID entered in the database For example if multiple sets of Site ID Prefixes are used searching for JHN and ISL would yield two different last Site ID values Auto Generated Site ID Number Mimsy XG may be configured to assign a sequential Site ID Number in a user defined format You are not required to use an auto generated Site ID Number and may enter an alternate Site ID Number value if you prefer To assign the next auto generated Site ID Number gt Click in the Site ID Number field gt Select Field Pop Up List from the menu or press F9 e To configure an auto generated Site ID Number for use in Sites Authority modify the ID FORMAT SITE ID data default in the System 1 Module Auto generated Si
430. nge the l Object description edit the REPRODUCTION ITEM SUMMARY setting For Media edit the REPRODUCTION MEDIA SUMMARY Just the Facts To process a Reproduction Request gt Create a new record by selecting Record Create Record from the menu or press F6 Enter an Order Number Select Field Pop Up List from the menu or press F9 to auto assign an Order Number Use the Request By field to enter the name of the person placing the order Use the Contact field to enter the name of the person responsible for placing the order In some cases this may be the same as the Request By field Press F10 to save the record and trigger Mimsy XG to auto enter the address details for the contact in the Bill To and Ship To fields Edit this data if necessary Use the Fees Flexi fields to enter any cost information HINT the Activity field Pop Up List is created in the System Module You can configure the list so that when an Activity is selected the associated fee is automatically entered Finish adding data to the Parent section Move to the child section by clicking in the ID Number field or press F5 Create a new record in the Child section by selecting Record Create Record from the menu or press F6 Enter the ID Number of the object to be reproduced OR Enter a partial value with a percent sign 2000 highlight the value and Select Field Pop Up List from the menu or press F9 to get a list of matching ID Numbers
431. nk Appendix 9 LINK APPENDIX TABLE NAME ENTRY_MEDIA TABLE NAME ENTRY_REPRODUCTION RREQKEY TABLE NAME ENTRY_VALUATION EVENTS AUTHORITY TABLE NAME EVENTS TABLE NAME EVENT_COMPONENTS TABLE NAME EVENT_DATES TABLE NAME PARENT OR CHILD TABLE CHILD Link Using ENTRY_MEDIA IKEY to ENTRY IKEY ENTRY_MEDIA MEDIAKEY to MEDIA MEDIAKEY PARENT OR CHILD TABLE CHILD Link Using ENTRY_REPRODUCTION IKEY to ENTRY IKEY ENTRY_REPRODUCTION RREQITMKEY to REPRODUCTIONS ENTRY_REPRODUCTION RREQKEY to REPRODUCTIONS PARENT OR CHILD TABLE CHILD Link Using ENTRY_VALUATION IKEY to ENTRY IKEY ENTRY VALUATION TRANS ID to VALUATION TRANS ID PARENT OR CHILD TABLE PARENT Link Using PARENT OR CHILD TABLE CHILD Link Using EVENT COMPONENTS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using EVENT DATES TIMEKEY to TIMELINE TIMEKEY EVENT DATES VKEY to EVENTS VKEY PARENT OR CHILD TABLE Link Appendix 10 LINK APPENDIX EVENTS_FACILITIES TABLE NAME EVENTS_ITEMS TABLE NAME EVENTS_MEDIA TABLE NAME EVENTS_PEOPLE TABLE NAME EVENTS_PLACES PLACEKEY TABLE NAME EVENTS PUBLICATIONS TABLE NAME CHILD Link Using EVENTS FACILITIES LOCKEY to FACILITIES LOCKEY EVENTS FACILITIES VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using EVENTS ITEMS MKEY to CATALOGUE MKEY EVENTS ITEMS VKEY to EVENTS VKEY PARENT OR CHILD TABLE CHILD Link Using EVENTS MEDIA ME
432. not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to select an existing ID Number NOTE if this message does not display then the object exists in the Objects Authority and has most likely been processed through the Entry Activity We recommend researching this object before continuing to avoid creating duplicate Entry and or Acquisition records Click YES Answering YES allows users to finish data entry for the acquisition candidate then transfer the data to the Objects Authority Continue adding Entry details for the object When finished adding the details about the object check the Linked flag This creates a record for the object in the Objects Authority HINT once you check the flag updates to the Entry record do NOT carry over into the Objects Authority Move From Entry to the Acquisition Activity gt Press the REFRESH icon to refresh the Link Ledger Under the Activities folder a link to the Acquisition Activity appears Click the Acquisition Ref Number in the Activities folder of the Link Ledger Mimsy XG opens the linked Acquisition Activity record and displays the linked objects HINT if you need to add an object at a later date you can do so by creating a new record in the Child section Add Donor Vendor Data gt ww v v v Cli
433. ns Activity venues and Exhibition Activity venues Vessels Authority 4 27 4 31 definition 1 3 View add new view 30 10 delete view 30 11 explanation of 30 8 View Properties 30 11 Allow Edit 30 16 Allow Insert 30 16 Checkbox 30 15 Field Tag 30 12 Field Type 30 12 List Name 30 16 Position 30 12 Required 30 15 Validate Value 30 16 Virtual Field 30 15 Viewall Role See Privileges Views 2 10 See also View Properties grant user access 30 5 Wildcards 11 3 definition 2 7 Zoom Box 10 28 Index 5 INDEX Index 2
434. nsaction Activities gt Openthe Links Flexi Fields 9 Links Linked Module Linked To Links Flexi Fields Click or TAB into the Linked Module field Select Record Create Record or press F6 Select an Activity option from the dropdown list Click of TAB into the Linked To field ww v v cw Ww Select Field Pop Up List or press F9 for a list of Transaction Activities whose Status is open When you use the Activity Manager to attach multiple objects to a new Activity Mimsy XG automatically adds a linked Activity to the Loan or Exhibition For example dragging and dropping the loan items onto a new Dispatch adds of the objects to the Dispatch Activity and inserts a link in the Links Flexi Fields Link to People Subjects and Events Authorities Exhibitions may be linked to the People Subjects and Events authorities You may choose to use these links as a curatorial tool linking the exhibition records to the topics covered in the exhibition such as an artist theme or historical event Reference works consulted during the exhibition planning process may be attached through Linked Publications Alternately you may use these features for organizational planning tracking staff and guest curators 26 4 CHAPTER 26 LOANS AND EXHIBITIONS who are working on the exhibition or scheduling museum events such as tours or opening galas associated with the exhibition To link to Authorities Open the Linked Peo
435. ntry record to Activity records that describe why the objects are in your care Linking may be done through the TYPE Radio Buttons or through Activity Manager Type Acquisition Loan Return CO Other Entry Type Field Clicking the Acquisition or Loan Radio buttons triggers a validation process to see if the Entry record is associated with an Activity If there is no associated Activity record Mimsy XG prompts you to create a new one or link to an existing Activity record There are two Activities that may be linked to Entry Acquisitions and Loans Link to Acquisition If the Acquisition Radio button is filled in Mimsy XG displays the following message Do you want to create a new Acquisition Activity record for this Entry Yes No Acquisition Message Yes Create New Acquisition Clicking YES opens an Acquisition Quick Add Form 22 4 CHAPTER 22 ENTRY Reference Number Status Status Date Requested By Request Date Method Legal Date Acquisition Quick Add Form Click YES in the following situation P This is a new acquisition candidate and it is the first time any information about the object has been entered into Mimsy XG and you do use the Acquisition Activity at your museum As objects are added to the Entry record they are also added to the linked Acquisition These objects may be added over a period of days or weeks they do not have to be added at the time the
436. nts Part Measured Type Measurement Unit WINGSPAN BEAK TED a X X 2 Example of Row Default Using Category and Other Measurements To create a Row Default gt Click ADD gt Usethe Parent Table dropdown list to select the table where the new record is added Parent Table CATALOGUE x 30 48 CHAPTER 30 SYSTEM ADMINISTRATION Parent Table gt Click or TAB into the Parent Criteria field gt PressF9 for a list of fields in the Parent table Available Fields Parent Fields gt Selecta field by clicking on it gt Click OK gt Thefield name and an equal sign are automatically entered into the Parent Criteria field gt Using single quotes add the value that will be entered into the Parent record that will trigger the creation of the child records Parent Criteria category1 ZOOLOGY Parent Record Criteria gt Click or TAB into the child table dropdown list 30 49 CHAPTER 30 SYSTEM ADMINISTRATION Parent Table CATALOGUE v Parent Criteria category1 z00l0gy Child Table MEASUREMENTS 8 v Field Value1 ITEM DESCRIPTIONS Field Value2 ITEM NAMES Field Value3 EGAL STATUS Select Child Table gt Click or TAB into the Field Value1 field gt PressF9for a list of fields in the child table gt Select the field to be entered into the new child record part measured Chi
437. number already assigned Mimsy XG displays a message alerting the user to the problem Click OK to close the message and return to the Vessel Authority record The user must resolve the conflict before saving the record e After Vessel ID is assigned the field becomes read only The Manager level users may change the number through SQL Plus or a keystroke F combination that opens a Number Change feature The box surrounding the Vessel ID field disappears after the field becomes read only Lookup Last Vessel ID Number Assigned When you are creating records Mimsy XG will display the last number assigned within a series of numbers This value is determined by the data in the ID Sort fields To view the last Vessel ID Number assigned gt Clickin the Vessel ID Number field gt Enter a partial number with a percent 96 EXAMPLE DA 200396 We recommend entering as many characters in the root of the Vessel ID Number as possible This increases the speed of the lookup For example entering 200496 returns faster results than 296 gt Highlight the partial Vessel ID Number value gt Select Field Pop Up List from the menu or press F9 The Vessel ID Number displayed is the last number assigned in a general sequence It is not necessarily the most recent Vessel ID Number entered in the database For example if two sets Vessel ID Prefixes are used searching for 200496 and 200396 would yield two different last ID
438. o record any injury or harm to the object This Activity may be used alone or in combination with the Condition and or Conservation Activities In some institutions Damage Activity records are only created for insurance purposes CHAPTER 1 WHAT S WHAT Hazards Activity The Hazards Activity may be used to identify any restrictions associated with the handling storage and transfer of an object Once hazards such as lead or radiation are registered for an item a notice appears in all Item Specific Activities to alert the user of any danger Location Activity Location Activity records describe each movement of an object including when the object was moved where it was moved why it was moved who authorized the move and who physically moved it Each time an object is moved a new Location Activity record is added Dispatch Activity The Dispatch Activity manages data about the movement of objects in your care to a third party Although Dispatch Activity records may overlap with Location Activity and or Loan Activity records they are intended as electronic shipping logs with summary information about the sender recipient and associated objects that can be easily accessed for purposes of scheduling and reference The Dispatch Activity can be used in combination with or in place of the Shipping data stored in the Loans Activities Disposal Activity The Disposal Activity manages data about objects being considered for deaccession Object
439. o return to the original record unless you want to view it again How Things Work Almost all Mimsy XG screens function in the same manner Below are the basics of how the modules work The Screen is In Edit or Search Mode The Mimsy XG screens can be used to read edit and search data If the screens are in Search Mode the Title bar will display a query message reading SEARCH MODE OBJECTS SEARCH MODE Search Mode If the screens are in Read Edit mode only the name of the current module displays OBJECTS Read Edit Mode To exit Search Mode gt Select Search Cancel Search from the Menu or press SHIFT F7 Wildcards Sometimes you may want to search for word that occurs within a block of text In this case you will need a wildcard The wildcard in Mimsy XG is the percent sign A wildcard is a symbol that tells Mimsy XG that something comes before or after the search term you are looking for For example searching for gold finds records that have the words gold golden and marigold Wildcards also help you retrieve data when you may not know the exact value for which you are searching For example you may use 2007 to bring back all dates in 2007 If you would like to do a search that pulls back all of the records in a specific authority or activity use a wildcard key without any other information 96 This will bring back all records that have been created The underscore ca
440. o rvation an Child Section Active To change the Child section to Grid View gt Click in any field in the Child section gt Select Tools Grid View from the menu or press CTRL G ID Number HIS4003 Category HISTORY Object Name photograph Title Troops Aboard L C I Near France Maker GilbertA Milne Materials black and white photograph Measurements sheet 10x8 in 25 4 x 20 32 cm Description view illustrating the personnel ofthe 8th Canadian Infantry Brigade landing from LCI L of the 2nd Canadian 262nd RN Flotilla on D Day Condition stable Location Library Ina OBJECT CONDITION HISTORY al 4 143 b ib Current Record Condition Condition Date Examined By Purpose Component Accessory wu j vi zn excellent 1990 04 27 Armstrong Joan insurance mA 1 excellent 1980 Armstrong Joan acquistion Child Section in Grid View 17 4 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES To return to Form View gt Click the Grey Button to the left of the corresponding object OR gt Click the Form View icon same position as Grid View icon it changes depending on the viewing mode you are in The screen returns to Form View and displays the specific Activity record for the object Printing Records The Print Icon on the toolbar creates a HTML document with the data displayed on screen You may also use the CTRL P keyboard shortcut ID Number HIS4003 HISTORY photograph Troop
441. o to Properties gt In Properties go to the Shortcut tab Look in the Target string and find the part of the string that says javaw exe Delete the w so that this part of the string now read java exe gt Hit Apply to save your changes gt Then click on the new icon to open it You will notice that a large black box DOS window appears As you perform activities such as logging in and searching large pieces of text are displayed into this window gt When the login window appears log in as you normally would log into Mimsy XG You will see the Mimsy XG code running in the background Ke Mimsy XG n x Cannot open file 1l photcoll x0854000 thumb x854051 bmp update catalogue set CULTURE where MKEV 12 Refreshing Data Record recnum 4 key 12 loadChild true select x from ITEMS MEDIA where MKEY order by STEP delete tree field is missing add text data is missing MEDIA MEDIAGKEV exact 5802 and count x cnt from media where MEDIA MEDIAKEY 1 decode 0 0 pkg_security chkRecPriu media media MEDIAKEY 99 rstat ID LOCATOR RECORD_TYPE REPRO_ALLOWED MEDIA_TYPE MEDIA FORMAT THUMBN AIL LARGER_FILE BROADER_KEY MEDIA_COUNT ITEM_COUNT SOURCE_PATH FILE_SIZE STORAGE_MEDIA MEDIA_SIZE PHYSICAL_LOCATION LOCATION DATE LOCATION_STATUS CAI PTION CREDIT_LINE null RESOLUTION BRANDED BITDEPTH_IMAGE COLOR ORIENTATIO N STEREO FREQUENCY SCALE BITDEPTH_
442. oader Place Terms Linking a Place Name to a Broader Place automatically relates all of the records attached at higher levels of the hierarchy There are two methods for creating links to broader places using the Places Browser and entering an exact Place Name Detailed instructions for using the Places Browser are provided in the Places Browser section of the Data Entry Tools Chapter 4 21 CHAPTER 4 USING AUTHORITIES To link a broader Place to the Place Name by using the Places Browser gt Click or TAB into the Broader Place field gt Press ENTER to open a Pop Up Field Window and enter the exact name of the Broader Place Click OK OR gt Select Tools Hierarchy Browsers Places Browser from the menu or press F9 to open the Place Browser gt Navigate through the terms in the Places Browser gt Click on the appropriate Place Name gt Click COPY TERM or COPY HIERARCHY Both the COPY TERM and COPY HIERARCHY Buttons link the term and its related terms to the current record The System Administrator controls the display format for the Term field term only or term plus hierarchy and regardless of which button pressed the terms appear in the default format the next time the fields are accessed To break a link to a Broader Place Click or TAB into the Broader Place Hit the DELETE key on your keyboard Select File Save or press F10 ww v v v Refresh the record Record Refresh Record or press F5
443. odify the Validator field for the PHYSICAL DESCRIPTORS table in the Table Properties The string may l be set to include all Descriptors or a subset of Descriptors Measurements Three dimensional measurements and weight are entered in the Measurement Flexi Fields We recommend reading the section Configuring Measurements in the System Module chapter in order to create the strings in the preferred format 4 5 CHAPTER 4 USING AUTHORITIES Enter 1 Set of Measurements for Mimsy XG to Convert Mimsy XG stores one set of measurements as the measured set and uses this to create a read only view of converted measurements Both sets of measurements are available in the Measurement Flexi Fields The measured set is always entered in the first series of Measurement columns 9 Measurements Part Measured Height Ht Unit Width Wd Unit Depth Dp Unit Measured Measurements The converted set of measurements appears in the second series of Measurement fields Measurements Part Measured Y Height Conv Ht Unit Conv Width Conv Wd Unit Conv Converted Measurements Managing information about measurements in this manner avoids any confusion as to which series of measurements was actually taken of the object Create Measurement String to Copy Onto Main Page A string of the metric and or imperial measurements may be generated from the individual measurement fields To create the measurement string Click
444. odule Linked To Links Flexi Fields Click or TAB into the Linked Module field Select Record Create Record or press F6 Select an Activity option from the dropdown list Click or TAB into the Linked To field ww v v wv Select Field Pop Up List or press F9 for a list of Transaction Activities whose Status is open Add Exhibition Venues Add Loan Venues Mimsy XG maintains venue information on two levels the overall loan or exhibition and the individual objects The Venue field s validates against the People Authority When you add a Venue that does not have a record in the People Authority Mimsy XG prompts you to add the venue name to the Authority and generates a record for the venue If you use both the Loan and Exhibition Activities you may only want to track venues in one Activity or the other however you are free to track the data in both areas of Mimsy XG PLEASE NOTE Since the Activities can be used separately adding venue information in one Activity does not update the other Activity Process Arrival of Objects Use the Entry Activity to process the arrival of the borrowed objects You may have already created Entry records prior to the object deposit so that you could generate Objects Authority records or you may be cataloguing them for the first time Special Features Exhibitions The following special features have been integrated into the Exhibition Activity Read Only The St
445. of every row Unchecking the box clears removes the record from the screen This is very helpful when narrowing a record set in order to create a group To clear a record gt Clickon the Checkmark left side of the Grid gt Repeat as necessary gt Select Record Clear Unmarked Records from the menu or press ALT C Clearing a record removes it from a record set but does NOT delete it from the database For more information on Grid View refer to the Grid View chapter of this manual Exporting Data from Grid View You may export the entire grid or a few selected records to another application such as Microsoft Excel or create an XML export CHAPTER 9 USING GRID VIEW e For XML exports the tags associated with the export are managed in the System I Module in the View Properties The Publish Flag specifies whether the field is included in the export and the Element Tag is used in place of the Mimsy XG Field Tag XML exports include Parent and Child fields vs Tab and CSV which take parent only Export Entire Grid To export all data displayed in Grid View gt Click in the first row of grid gt Press the SHIFT key gt While holding the SHIFT key use the vertical scroll bar or PAGE DOWN key or RECORD LAST button to move to the last record in the grid The records selected for export will be highlighted Select File Export or press CTRL SHIFT E A save file window displays Select the File Type from th
446. ompound search search the main Object Name field AND search any alternate names in the Object Name Flexi Fields This is especially helpful when you are not sure which field anchor field or flexi field contains the data It also maintains a running audit trail of all values ever entered into a field Unique ID Number Each record in Mimsy XG must have a unique ID Number before the record may be saved When entering a new record Mimsy XG automatically compares the new number to the existing records in the database If there is a conflict number already assigned Mimsy XG displays a message alerting the user to the problem 4 2 CHAPTER 4 USING AUTHORITIES A NAT 1002 is already in use for ID Number NAT1002 Category BOTANY Object Name grandiflora Title Love Materials Redgold Measurements standard specimen 8 1 2 ft 2 5908 m Description Red blend Red with white reverse blooms Strong fragrance 30 to 35 petals Average diameter 4 High centered bloom form Repeats Disease resistant Condition good Location Truck Duplicate ID Number Alert Click OK to close the message and return to the Catalogue record The user must resolve the conflict before saving the record e After an ID Number is assigned the field becomes read only The Manager level users may change the number through SQL Plus or the 1 Acquisition Activity The box surrounding the ID Number field disappears after
447. omy and Vessels Validation Fields that validate against Objects Places Thesaurus Taxonomy and Vessels have very similar functionality to the Validation for Names and other Authorities The only difference is that they do not allow users to create records on the fly Fields May Be Required There are some fields that Mimsy XG requires before a record can be saved These fields have an asterisk next to the field tag ID Number 91005 Example of Required Field Navigation Mimsy XG uses the many standard Windows navigation tools Most actions can be performed using menu selection keystrokes and toolbar icons Use whichever combination of methods is most comfortable for you Move Up Down Screen To move down to see the rest of a record use the Scroll Bar to the right of the screen or press the PAGE DOWN button on the keyboard To move up to see the top of a record use the Scroll Bar to the right of the screen or press the PAGE UP button on the keyboard Move To Parent Move to Child Move To Ledger You may use the mouse to click in any record section to activate the functionality in that part of the screen OR you may press F5 to cycle between screen sections Move Through Fields To move forwards from field to field gt Select Field Next Field from the menu or press the TAB key gt Ifyou are in a field with scroll bars press CTRL TAB to move to the next field To move backwards through fields gt Sele
448. on Items The value in this field depends on the RECORD_TYPE chosen object media etc During processing the validator RECORD_TYPE is swapped for the actual value of the record_type field in the example either OBJECT MEDIA or OTHER and then is processed as if the field were defined with that explicit validator Examples RECORD_TYPE RECORD_TYPE lt ALLOW NO LINK gt Value must equal a SITE_ID value in the Sites Authority Modifiers Required No Modifiers lt ALLOW NO LINK gt If lt ALLOW NO LINK gt modifier is included the validator allows the user to enter a Site Id or Site Name depending on Validation Appendix 4 VALIDATION APPENDIX VALIDATOR VALIDATION configuration in a Parent field with no matching Sites Authority record Entry into child fields is not allowed with unlinked records Examples SITES SITES lt ALLOW NO LINK gt lt ALLOW NO VARIATIONS gt SPECIES Not in use SUBJECTS Value must equal a SUBJECT value in the Subjects Authority Modifiers Required No Modifiers lt ALLOW NO LINK gt If lt ALLOW NO LINK gt modifier is included the validator allows the user to enter a Subject in a Parent field with no matching Subjects Authority record Entry into child fields is not allowed with unlinked records Examples SUBJECTS SUBJECTS lt ALLOW NO LINK gt TAXONOMY Value must equal a SCIENTIFIC_NAME value in the Taxonomy Authority Modifiers Required No Modifiers lt ALLO
449. only moves to a position within a set it does not retrieve a particular record To see a certain record that is not already on screen you need to run a search Searching is explained in the Search Terminology Basic Searching and Advanced Searching chapters Move Through Modules Mimsy XG has several Activities and Authorities known as modules Many of these modules work together to provide an in depth overview of a certain activity or object Multiple modules may remain open at the same time however it is good practice to close modules when you are done working on a record To open a new module gt Select the module name from the Menu Bar OR gt Usethe Shortcut keystroke combination for the module If more than one module is open you may return directly to the last record viewed in a given module by selecting the module name from the Window menu Using the Link Ledger gt Click on the lever to the left of the Activity or Authority folder gt Navigate to an existing link gt Once the module is open you may view the current record on screen or query for another record A module stays open until you close it To close a Module gt Select File Close from the Menu OR gt Click the X in the upper right corner If you have multiple modules open closing the current module returns you to the last open module If you have only one module open and close that module Mimsy XG warns you that you are about to
450. ons rtf extensions may open in Microsoft Word and other others may open in Corel CHAPTER 5 DIGITAL FILES Where Are Digital Files Stored Digital files are not embedded in the Mimsy XG database Instead Mimsy XG stores pathnames for the location of the files When a user accesses the file Mimsy XG loads the file and opens it using a default viewer or player We strongly recommend that as part of your Mimsy XG implementation you identify a common area on the network where all digital files will be stored NOTE if you store digital files on a server and move the files to a new server or change file or folder name you must update the data in Mimsy XG or the links to the files will be broken As an alternative you may use URLs to identify where files are located Media Authority Features The Media Authority has the same identifying information and duplication rules as the other Authorities Media Identifying Info The three fields displayed under the Information Flexi Field may be configured on site At the time of installation the fields are set to Media ID Locator and Format To adjust these values ask your System Administrator to modify the System Settings for the Media table and check uncheck the Info Field flags for the corresponding fields Duplicate Media ID Numbers Each Media Authority record in Mimsy XG must have a unique combination of Media ID and Location or the record cannot be saved When entering a new M
451. operties Validator configuration creates a measurement string in conjunction with the DISPLAY MEASUREMENTS STRIP LIST System Setting If a Part Measured value does not occur in the DISPLAY MEASUREMENTS STRIP LIST System Setting then all Part Measured values are concatenated in alphabetical order and entered into the Measurements Anchor field Create Measurements Using Step Order Mimsy XG can create a Measurements string using all of the records entered in the Measurement table and order that string based on the Step field To create a Measurements string of Part Measured values in step order gt Select Manage Table Properties gt Inthe left pane click Measurements Setthe Validator field to display measurements ALL BY STEP The display measurements ALL BY STEP Table Properties Validator configuration creates a measurement string in conjunction with the DISPLAY MEASUREMENTS STRIP LIST System Setting If a Part Measured value does not occur in the DISPLAY MEASUREMENTS STRIP LIST System Setting then all Part Measured values are concatenated according to the Step field and entered into the Measurements Anchor field Create Measurements using a Closed List A Closed List of Part Measured values may be used to create a Measurements string A closed list identifies specific Part Measured values to be used to create the Measurements string the number of times the part measured value will appear in the string and the order in wh
452. or displayed in current open group When there are Notes for multiple records the Regarding field contains identifying information indicating to which record the note applies To view Notes gt Select Tools Notes from the menu or press the Note Button or press CTRL F2 OR gt Inthe Link Ledger navigate to Notes folder inside the Other Folder Double click on the Note NOTE if there are no Notes for the record the Other Folder will not appear on the Link Ledger Clicking on a Note in the summary section automatically displays the corresponding details in the detail section Notes By Current Record Select the Record option to view any notes attached to a single record Notes By Current Set When you have a group open or have queried for a set records select the Set option to view notes for all of the records Entering a New Note To create a new Note gt Select Tools Note or press the Note Button or press CTRL F2 gt Click the NEW NOTE Button or press F6 NOTE If the form is blank you must explicitly create a new Note The record will NOT be saved if you immediately begin typing in the blank form gt Enter the appropriate data gt Click the PRIVATE flag if this Note should only be available to the person who created it gt Click SAVE Button or press F10 gt Click OK to close the window To add an Note to multiple records The Activity Manager may be used to assign a Note to several objects at
453. ory Pop Up List in the Condition Activity 17 16 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES Damage Activity The Damage Activity is traditionally used to record harm to an object that is so severe that repair is not possible Damage may also be used to supplement data in the Condition or Conservation Activities There are no special features associated with this activity Valuation Activity Each time an object is assessed a new Valuation Activity record is created Valuation Activity records may be created through the Entry Activity the Activity Manager or in the Valuation Activity itself Depending on what you are doing you may use any combination of these approaches to update value data for the collection Just the Facts Valuation Activity To create a new Valuation Activity record Create a new record Record Create Record from the menu or F6 Click in the Valuation field Enter appropriate data Enter a Currency Unit in the Currency field Enter a Value Date ww v cw cw wv Save the record File Save from the menu or SHIFT F10 or the SAVE button Special Features Valuation Activity There are several special features in the Valuation Activity Current Record Mimsy XG automatically checks the Current Record flag field on the record that describes the most recently assigned value for the object as determined by the Value Date Automatic Fill In Of Last Value In the Valuation Activity Mimsy XG automatica
454. osal Create an Disposal Record gt Select Record Create Record from the menu or press F6 gt Enter a Reference Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number gt Finish entering data in the Parent section gt Select File Save from the menu or press F10 to save the Parent section of the record Attach Objects to Disposal You are most likely to add objects to the Disposal by keying in individual Object ID Numbers or adding objects as a Group Add a Group of Objects If you have created Groups of Objects Authority records as part of activity planning process these groups can be added to the Disposal Activity record Select Group Group Manager from the menu or press CTRL SHIFT G Navigate to the related Group Click the LINK button ww v v v Click in the Parent Section of the record 24 3 CHAPTER 24 DISPOSAL ACTIVITY gt Click the REFRESH button or press F8 to display the attached objects Add One Object Objects may also be added to the Disposal Activity one by one gt Click in the Child section of the record or press F5 gt Select Record Create Record from the menu Record or press F6 to add an object to the Disposal Activity gt Once you move by clicking or tabbing past the ID Number field Mimsy XG checks to see if the ID Number corresponds to an existing Objects Authority record gt Ifnoalert message appears it means Mimsy
455. our institution The view you are using appears in the upper right corner of the screen Current View To change the view you are using gt Select a new view from the dropdown list Ability to change the view depends on the privileges assigned by your System Administrator All Grids Have Quick Sort Functionality Anytime you access a grid you may apply a Quick Sort by clicking on the field tag for the column After clicking the tag the records automatically resort and an arrow displays An up arrow indicates records are sorted from A Z a down arrow indicates records are sorted Z A Name Libbey Glass Works Quick Sort A Z Only one Quick Sort criteria may be applied at a time To learn more about grids refer to the Grid View chapter of this manual Columns May Be Adjusted Change Column Width To change the width of any of the columns displayed Place cursor on right side of column Cursor will turn into a sizing arrow Hold the left mouse button down ww v v v Drag column to desired width Change Column Order To reorder the columns Click on Field Tag Hold left mouse button down Drag column left or right ww v v v Release mouse button 2 10 CHAPTER 2 GETTING STARTED The columns maintain the selected sort until current module is closed Once the module is closed the fields default to the standard order Hide Link Ledger and Media Panel Expand Data Panel At time
456. out of the field gt Save the record unless you are in Loans and then you need to enter a borrower lender Once a record is saved you may enter as much data as you wish before saving again You do not need to save after the entry of every field Create a Child Record Flexi Field Record If you want to add a child record gt Open the Flexi field gt Click in the any row If your child record is in form view click in the first field gt Select Record Create Flexi Record from the menu or press F6 or F12 The shortcut key for creating flexi records is managed in the system module Depending on your site configuration the shortcut may be F6 or F12 Edit a Record Once records have been added to Mimsy XG you may need to update the existing data or enter data in empty fields To update or edit any field gt Click in a field gt Backspace over any existing data OR gt Highlight the data and select Edit Cut from the menu or press CTRL X P Enter the new data 3 2 CHAPTER 3 ADD EDIT amp DELETE RECORDS e The ability to edit a record may be restricted depending on the user See your System Administrator for more information about restricting user l access to certain sub sets of records Restrictions may be based on Category Values a certain Activity a certain Authority or even record by record Save a Record When you move between records Mimsy XG automatically identifies any changes mad
457. owing message X Complete The next time the records are refreshed the newest Activity records will be available Activity Manager The Activity Manager may be used to create an Activity for several objects at one time For more information on the Activity Manager refer to the Activity Manager chapter of this manual gt Select Tools Activity Manager from the menu gt Inthe left panel click the lever to the left of the desired Activity folder A Create New folder displays within the selected Activity gt Inthe right panel hold CTRL as you click on the records for which you will add the Note When finished selecting records release CTRL gt Drag the records onto the Create New folder within the Activity folder gt A Quick Add form displays If the field you want to enter is not on this form see your System Administrator It may be possible to add it to the form Enter appropriate data Click OK Click OK to close the Activity Manager window ww v v v Select File Save or press F10 Navigating Object Specific Activities Navigating From Object to Object In the Condition Conservation Damage Location Loss and Value Activities the Between Record buttons move you backward and forward through the Parent sections of records from object to object Navigating Between Activity Records for a Single Object In the Condition Conservation Damage Location Loss and Value Activities there may be mult
458. perator Criteria amp CONDITION CONDITION_DATE is empty b ana v Is Empty Advanced Search Is Not Empty The Is Not Empty Operator returns any records where the field contains any data at all regardless of the value Exists The Exists Operator is only used to search fields in the child sections of records Exists is slightly different than Contains because Exists is specifically used to retrieve records where a value appears in a repeatable field EXAMPLE display all objects with a Related Image 13 18 CHAPTER 13 ADVANCED SEARCHES 9 I ITEMS MEDIA 3 Attribution Comment 3 Attribution Date Attribution Source 3 Attribution Type 3 Attributor Begin Date 3 Certainty a OK Cancel 3 Note 3 Option1 3 Option2 3 Option3 3 Options 3 Partion E Position eae EA Media ID Advanced Query Field within the Catalogue Items Media folder Field Operator Criteria ITEMS MEDIA MEDIA exists x h Exists Search The Exists Operator may be used with wildcards Does Not Exist The Does Not Exist Operator is only used to search fields in the child sections of records Does Not Exist retrieves records where a value does NOT appear in any of the repeatable values being searched EXAMPLE In the Object Authority find all objects NOT associated with American or English culture 13 19 CHAPTER 13 ADVANCED SEARCHES 3 Whole Part CJ ACCESSORIES C COLLECTORS COMP
459. places placekey c placekey and c MKEY key order by c relationship c place Table Properties The Table Properties control the automatic sorting feature for all of the tables and the bubble hint that displays when you wave your cursor over an Anchor field Manage View Archives X LOCATION_MEDIA Loss LOSS_MEDIA MAKERS MEASURED ONLY MEASUREMENTS MEDIA MEDIA ACQUISITIONS MEDIA AUDITS MEDIA CONDITION MEDIA CONSERVATION MEDIA DAMAGE MEDIA DESCRIPTORS MEDIA DISPATCH D MEDIA_DISPOSALS Table Tag Measurements MEDIA ENTRY 3 Default Sort E MEDIA EVENTS MEDIA EXHIBITIONS Validator display measurements overall sheet framed image MEDIA FACILITIES Default Query MEDIA INSURANCE MEDIA ITEMS Allow Query Override MEDIA LOANS MEDIA LOCATION MEDIA LOSS MEDIA PEOPLE MEDIA PLACES MEDIA PUBLICATIONS MEDIA REPRODUCTION MEDIA SITES MEDIA SUBJECTS MEDIA TAXONOMY MEDIA TERMS MEDIA VALUATION MEDIA VESSELS MULTIFIELDS NOTES OTHER MEASUREMENTS OTHER NUMBERS hd Open in Grid View Close Save Default Search Builder Clear Default Search Copy properties Table Settings Table Tag The Table Tag setting specifies the bubble hint that displays when you wave your cursor over a field tag 30 33 CHAPTER 30 SYSTEM ADMINISTRATION To modify a Table Setting Click on the Setting Name in the left panel Th
460. played gt Inthe right panel check the Info Field flag gt Press the SAVE button NOTE Up to 6 Authority fields for each parent table may be selected for the Image Details To configure the email feature in the Media Viewer gt Refer to the Configuring Email section of this manual gt Confirm that the user s email address is set in the Users section of the System Module To configure which types of media appear in the Media Browser gt Select Manage View Setup gt Select the appropriate view from the dropdown list gt Place checks next to the boxes for IMAGES IN BROWSER AUDIO IN BROWSER DOCS IN BROWSER and VIDEO IN BROWSER If a setting is checked then that type of media images audio documents or video will appear in the browser gt Click SAVE Configuring the Dictionary Spell check To configure the Dictionary gt Ina standard network installation the xgDict properties configuration file for the dictionary is copied to XGAPP Willoughby SSCE runtime folder This file specifies where the actual dictionary data is stored gt The actual dictionary data files are typically in the XGAPP Willoughby SSCE runtime lex folder For US spelling the files are accent tlx correct tlx userdic tlx ssceam2 tlx and ssceam tlx For British spelling the files are accent tlx correct tlx userdic tlx sscebr2 tlx and sscebr tlx For Canadian spelling the files are accent tlx correct tlx userdic tlx ssceca2
461. ple Linked Events Linked Publications or Linked Subjects tab Select Record Create Record or press F6 Select Field Pop Up List or press F9 for a list of records in the Authority ww v c v Choose the record from the list Link to Publications Authority When you enter data in the Catalogue field Mimsy XG automatically checks to see if you have a Publication record by the same name in the Publication Authority If there is an existing record Mimsy XG asks you if you wish to link the records in each Authority If there is no record Mimsy XG asks you if you wish to create a record for the exhibition catalogue in the Publication Authority Exhibition Object Reserved When you attach an object to an exhibition Mimsy XG checks the Exhibition Activity for any potential scheduling conflicts Once the Status for the object is set to approved any user who attaches the same object to a different exhibition with a status of under consideration will trigger the Object Reserved alert This item is scheduled to be sent to EXHIBITION during this period This is only an alert message You will still be able to attach the object to the record and save the transaction We do however recommend that you determine whether or not the conflict will prevent the object s inclusion in the loan e To change the status that reserves a exhibition item from approved to another value modify the EXHIBITION APPROVED entry in the System l Settin
462. press SHIFT F8 After refreshing the record the objects display in the Child section of the record Add Objects Through Activity Manager The Activity Manager can be used while in the Object Authority OR while in any of the Transaction Activities Add One Record to an Activity in Activity Manager v v cw v cw To add a record to the Activity in the Activity Manager Click on an Activity record in the Activity List section the pane on left side Click on an object record in the Object Set section the grid Hold the left mouse button down Drag the Activity object to the correct Activity Release the mouse button The object record will automatically be added to the Activity If you do not see your Activity listed verify that the Status for the Activity is set to open Add Multiple Records to an Activity in Activity Manager gt ww v v v ww v v v vw cw The Activity Manager can be used while in the Object Authority OR while in any of the Transaction Activities To add multiple records to the Activity Click on an Activity record in the Activity List section the pane on left side Click on an object record in the Object Set section the grid Hold the SHIFT key down Use the DOWN ARROW key or PAGE DOWN key or END key to select the appropriate Activity object records Release the SHIFT key Place the cursor on any highlighted area of the grid Hold the left mouse button down Drag the Objects
463. priate object records OR Hold the CTRL key down Click on each of the objects to be moved Release the SHIFT key Place the cursor on any highlighted area of the grid Hold the left mouse button down Drag the objects onto the Create New Records entry in the Location Activity folder Release the mouse button The Quick Add Location Activity form displays Complete the data fields to create new Location Activity records Click the OK Button After a few seconds a confirmation message displays lt X gt records processed Process Re Entry of Lent Objects Some museums process the return of traveling objects in the Entry Activity If you opt to do this at your institution follow the instructions below gt Select Activities Entry CTRL 8 26 22 CHAPTER 26 LOANS AND EXHIBITIONS ww v v v cw ww v v v vw cw Select Record Create Record from the menu Record or press F6 Enter a Receipt Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number Select Return as the Entry Type Finish entering data in the Parent section of the record Save the Parent section of the record Click in Entry ID field in the Child section or press F5 Create a new Entry object record by selecting Record Create Record from the menu or press F6 A temporary number will automatically be entered into the Entry ID field Access the Object Reconciler from the Entry ID field by se
464. pter may be turned on or off by the System Administrator and instructions in the documentation may not necessarily reflect the functionality at your institution 15 1 CHAPTER 15 MEDIA VIEWER Media Viewer The Media Viewer a flexible viewing tool that can be used to create groups of records save copies of digital images or send digital files to others 7 Browser ARM7700 BLDOD10 BLDOOO2 BLDOO03 BLD0004 BLD0005 Media Viewer To open the Media Viewer gt Select Tools Media Viewer from the menu When the viewer is opened it automatically displays any digital images related to the records in the current Activity or Authority File Display The Media Browser only shows images when it is first opened however you may use the browser to provide access to any digital file linked to Mimsy XG provided you have the corresponding system and network access To modify the File Types displayed gt Underthe Window Menu check or uncheck the type of record to include in the browser Navigation Clicking on an image document icon audio icon or video icon selects that file When a media file is selected the borders around the file will be outlined in blue If multiple images are selected they will all be highlighted blue and the current image will also be highlighted in red 15 2 CHAPTER 15 MEDIA VIEWER NAT3010 NAT3015 NAT3016 NAT3017 Multiple Selected Images with Current Image Highl
465. r 1975 4 5 1 6 1 Set of Six Place Settings 1975 4 5 1a c 1 6 Place Setting 1975 4 5 2a c 2 6 Place Settings CHAPTER 7 COMPONENTS ACCESSORIES amp RELATED OBJECTS Current Object Set When the Record Hierarchy window opens the Object Set pane displays the current query set from the Objects Authority Mimsy XG assumes that if the window is opened the user may want to attach new records If you wish to attach a record that is not in the list you may query for a different ID Number by clicking in the Object Set field Identify Hierarchical Elements The first step in creating a record hierarchy is identifying how the elements combine to represent a larger group Imagine that you wanted to create a hierarchical relationship for a tea service that has a teapot sugar bowl creamer cake plate and 6 place settings Each place setting has a saucer small cake plate and teacup The largest grouping is the entire service It will be identified as 1975 4 1 5 Entire Tea Service NOTE The definition of what constitutes a hierarchy and how elements are catalogued and numbered varies from museum to museum The examples in this manual are intended to highlight functionality The format of the ID Numbers and organization of the records are for illustration purposes only The service may be divided into 5 smaller groups Teapot Sugar Bowl Cake Plate Creamer 1 Set of 6 Place Settings Teapot 1975 4 1 7 4 CHAPTER 7 CO
466. r Condition Condition Date Location Location Date Valuation Valuation Date Note Condition Fields in Entry Activity Entering data in either of those two fields creates a corresponding Condition Activity record for the object Conservation Activity The Conservation Activity tracks any treatments applied to an object Since many institutions opt to use the Condition and Conservation Activities separately updating data in one area does NOT update data in another area Once a conservation treatment is complete you may wish to create a new Condition Activity record to reflect the general physical condition of the object 17 15 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES Just the Facts To create a new Conservation Activity record while in the Conservation Activity Click in the child section Create a new record Record Create Record from the menu or F6 Click in the Process field Enter appropriate data ww v v v Save the record File Save from the menu or SHIFT F10 HINT For treatments that occur in phases use the Details Flexi Fields to describe each stage of the process Special Features Conservation Activity The features and functionality in the Conservation Activity enable users to track conservation process link digital files and record data about accessories such as frames Auto Generated Job Number Mimsy XG may be configured to assign a sequential Job Number in a user defined format You are not req
467. r collection Use any combination of the 17 Activities and 11 Authorities to create a system that s totally your own Mimsy XG can be as big or a small as you want in fact the power of Mimsy XG lies in your ability to grant access to different parts of the system to each of the various user groups at your site By combining the different parts of the system in whatever way you choose you can customize how the software helps the staff at your museum work The screens and functions in Mimsy XG are designed to be streamlined and simple to use After you understand how just one module works you ll be ready to begin using Mimsy XG CHAPTER 1 WHAT S WHAT Modules Mimsy is divided into 2 sections Activities and Authorities Activities manage the day to day workings going on in and around the museum receiving donations organizing loans moving objects into different locations Authorities store interpretive information about objects and your institution Depending on your user privileges you may see all Activities and Authorities or only a few If you are not sure what privileges you have in the system ask your System Administrator Authorities The Authorities manage content They hold the who what when where and why At a basic level Authorities are simply big curatorial reference files that can be linked together Authorities save you time since you enter information about a topic once and then connect it to as many records
468. r in the Media Viewer Check the flag to show documents Documents will appear as icons Video in Browser This flag controls whether digital video files may appear in the Media Viewer Check the flag to show video files Video files will appear as icons Note Enter any Notes associated with the view in the NOTE field New View To create a new view Log into the System Module Select Manage View Setup from the menu Click the NEW VIEW button A list of existing views displays 30 10 CHAPTER 30 SYSTEM ADMINISTRATION Based on view Anthropology Collection Archives BH CCP default Francais Geology Collection Intern A OK Cancel Existing Views gt The view you pick as a model determines the Help Messages Hint Text Pop Up Lists Field Tags and Field Display order that will be used to create the basis of your new view gt The Name View window displays Enter the name of the new view eee Assign View Name Enter a name for the new view Click OK The new view is created NOTE this process may take a few minutes Click SAVE ww v v v wv Move to the View Properties module to configure your new view Delete a View To delete a view gt Click on the view name gt Press the DELETE VIEW button View Properties The View Properties control Field Order Field Tags Data Entry Field Type Required Fields Default Data Field Editing Rights Pop Up Lists Field Tags
469. r the Information Flexi Field may be configured on site At the time of installation the fields are set to Site ID Site Name and Site Class To adjust these values ask your System Administrator to modify the System Settings for the SITES table and check uncheck the Info Field flags for the corresponding fields Site Measurements Three dimensional measurements and weight are entered in the Site Measurement Flexi Fields We recommend reading the section Configuring Measurements in the System Module chapter in order to create the strings in the preferred format Create Measurement String to Copy Onto Main Page A string of the metric and or imperial measurements may be generated from the individual measurement fields To create the measurement string Click in the Measurement Flexi Fields TAB or click into the appropriate measurement field Enter the numerical equivalent of the measurement TAB or click into the corresponding measurement unit field Enter the unit of measurement v v v v vw wv Save the measurement by selecting Record Save from the menu or press F10 or click the SAVE button gt Anupdate message appears 4 19 CHAPTER 4 USING AUTHORITIES ll si The measurements have changed Do you want to update the anchor field to reflect the changes Yes No Measurement Update Message gt Click YES to generate a string for display in the Measurements Anchor field gt Repeat for all mea
470. rch Contains Contains finds records where a term occurs anywhere in a field You must use wildcards with this type of search EXAMPLE find all objects where the Related Person contains Rembrandt 13 11 CHAPTER 13 ADVANCED SEARCHES 9 ITEMS PEOPLE 3 Affiliation 3 Attribution Comment C Attribution Date 3 Attribution Source D Attribution Type 3 attributor D Begin Date 3 Certainty OK Cancel 3 End Date 3 Name C Note D Option D Option2 3 Options 3 Options Portion LUXUS Related Person Advanced Query Field within the Catalogue folder Field Operator Criteria rrEMS PEOPLE NAME contains v Rernbrandt and v Contains Advanced Search Not Equal To lt gt Does Not Equal Using Not Equal To lt gt finds data where values do not match at all EXAMPLE In the Object Authority show all objects that were NOT acquired as gifts 13 12 CHAPTER 13 ADVANCED SEARCHES 9 EJ Acquisitions 3 Authorized By 3 Create Date 3 Created By Bi Currency 3 Date Authorized 3 Date1 3 Date2 D Decision Reason 3 Exchange Rate 3 External File 5 Flag 3 Flag2 3 Funding Amount 3 Legal Date G Legal Date Text 3 Method Acquisitions Method Advanced Query Field within the Catalogue folder Field Operator Criteria ACQUISITIONS METHOD does not equal oif b Does Not Equal Advanced Search Greater Than gt Greater Than is usually used with nu
471. rd Drag the media file onto the Media Panel in the Media Authority gt Query for the record for the smaller media file gt Click in the Larger File field gt Press ENTER Type the path to the larger file OR gt Select Field Pop Up List from the menu or press F9 Navigate to the larger image and click OK Linking the images in this manner activates the link between the files so that clicking on the current image displays the next largest version Delete Break Link Between Media Files To break a link between two Media Authority Records Click in the Larger File field Press the DELETE key not SHIFT F6 Save ww v cw v Refresh Media in Activities Images Audio Video and documents may be attached to individual Activity records This option is especially helpful if there are images taken of a particular treatment or if there are installation instructions associated with a particular exhibition NOTE Media attached in this manner displays for a specific Activity record and will only display when the user is in that Activity with a particular Activity record open i e a conservation treatment on 2001 09 15 Media attached in this manner does NOT display in the Objects Authority Link Media to an Object Specific Activity Record To attach media to the Object record while in the Activity gt Click in the child section gt Open Windows Explorer or File Manager gt Clickon file CHAPTER 5 DIGITA
472. rds together in a hierarchy Instructions for creating a record hierarchy are detailed in the Record Hierarchy chapter CHAPTER 4 USING AUTHORITIES Object Identifying Info The three fields displayed under the Information Flexi Field may be configured on site upper left corner of the screen At the time of installation the fields are set to ID Number Category and Title To adjust these values ask your System Administrator to modify the System Settings for the OBJECTS table and check uncheck the Info Field flags for the corresponding fields Auto Generated ID Sorts When an ID Number is entered in Mimsy XG Mimsy XG automatically analyzes its structure and parses it into the ID Number Sort fields Sort fields are needed since computers do not recognize most museum ID Numbers as true numbers because they may have multiple decimals dashes and slashes For example if a computer tries to sort the following ID Numbers the list appear as follows gt 1988 1 gt 1988 10 gt 19882 If records are sorted on the ID Sorts the ID Numbers will display in the correct accession order gt 1988 1 gt 1988 2 gt 198810 If your museum has a specialized numbering system we recommend double checking the ID Sort parsing and modifying the sorts by hand if necessary Basic Object Entry The instructions below are one example of how users may enter object records and are intended only as a guide To create an Object Authori
473. re not sure of the preferred name for the specimen When using the Search for Term field to search the Taxonomy Authority Mimsy XG searches the current open branch of the Taxonomy If you are in the Aves hierarchy and search for Ranidae nothing is returned Running the same search across the full Taxonomy Authority returns a record under the Chordata classification If the search returns no terms and you are positive it exists try clicking on the Taxonomy Browser and re running the search To use the Search For Field to Search the Taxonomy Authority gt Open the Facility Browser gt Click or TAB into the Search For field gt Enter a full or partial term You may use wildcards For example Rana or Rana or 96Rana96 gt PressF8 or hit RUN There is no menu equivalent to this gt The Taxonomy Browser displays any matching terms the Taxonomy Term List upper right pane If there is no matching record Mimsy XG displays a message Your search retrieved no records Modify your criteria and try again The Taxonomy Browser will re display Taxonomy Tree If you highlight text before you open the Taxonomy Browser or search for a term within the Thesaurus the Taxonomy List displays any matching terms Search in Search for Chelonia Testudinoidea Terrapene Terrapene carolina Run IPHONE VITUIS 77 Chordata Vertebrata AVES PaSSerir rmmes WUSCIC 1 dn Terpsiphone viridis
474. re the record is flagged as Other REFERENTIAL BY LINK ID lt CONTACTS gt Displays all contacts linked to a People Authority record ADDRESS PEOPLE OWNER People Authority Names where the record is flagged as an Owner Fees configured for Loans REFERENTIAL lt DESCRIPTOR gt For Physical Descriptors displays all Descriptors assigned to a term EXAMPLE when Materials is selected as the DESCRIPTOR wood and silver display in the TERM Pop Up List RECONCILER M ID Opens the Object Reconciler PUBLICATIONS Publication Titles from the Publications Authority PLACES Place Names from the Places Authority PEOPLE lt VENUE gt People Authority Names where the record is flagged as Venues PEOPLE lt STAFF gt People Authority Names where the record is flagged as STAFF PEOPLE lt SPONSOR gt People Authority Names where the record is flagged as SPONSOR PEOPLE SOURCE People Authority Names where the record is flagged as SOURCE PEOPLE SOURCE BORROWER LENDER People Authority Names where the record is flagged as a SOURCE or a BORROWER or a LENDER PEOPLE lt SHIPPER gt People Authority Names where the record is flagged as a SHIPPER VESSELS Vessels from the Vessel Authority REFERENTIAL BY LINK_ID lt CONTACTS gt Contact Names associated with the People Authority record for the BILL TO Reproduction Requestor AUDIT BY SPLIT In Mimsy XG version 1 5 sites may restrict the Audit
475. record is attached to an Acquisition the ARY E NVL MAKER COLLE Description field in the child section of the Activity is automatically CTOR DATE_MADE D created from the following fields Title Maker Date Made and the ESCRIPTION Description if Title is empty Object Name is used If Maker is empty Collector is used ACQUISITION REJECTED rejected For Object Authority records where the Legal Status is PERMANENT COLLECTION When the Status field in the child section of an Acquisition Activity contains this setting a new record is inserted in the LEGAL STATUS table where CURRENT Y The new Legal Status value is controlled in the Text module in the Value Settings by the Acquisition Rejected Legal Status entry ACTIONS WARNING ON ST false Specifies whether the user should be notified of incomplete actions ARTUP upon logging into MXG If value false then no warning message displays If value true message regarding overdue actions displays upon login ACTION REQUEST CLOSED Closed When the Status field in the Parent section of an Acquisition LIST Activity contains one of these values the record becomes read only and does not appear in Activity Manager ACTION SEND MAIL false Enables the mail notification button on the Actions screen If set to true the SEND EMAIL button will be enabled and the user will be able to send an e mail to the given user s Email server information is managed in the pfile
476. ree fields displayed under the Information Flexi Field may be configured on site At the time of installation the fields are set to Scientific Name Common Name and Level Name To adjust these values ask your System Administrator to modify the System Settings 4 32 CHAPTER 4 USING AUTHORITIES for the TAXONOMY table and check uncheck the Info Field flags for the corresponding fields Thesaurus Authority Mimsy XG s Thesaurus has been set up in compliance with the American National Standards Institute ANSI guidelines for thesauri Furthermore it has been structured as a multi lingual thesaurus and can store foreign language equivalents for any term Managing Multiple Thesauri The number of Thesauri and the levels in each Thesaurus are defined in the System Module If you plan to create your own Thesaurus or load an existing Thesaurus you must configure these values before beginning data entry Linking Broader Terms Linking a Thesaurus term to a Broader Term automatically relates all of the records attached at higher levels of the hierarchy There are two methods for creating links to broader terms using the Thesaurus Browser and entering an exact term Detailed instructions for using the Thesaurus Browser are provided in the Thesaurus Browser section of the Data Entry Tools Chapter To link a Broader Term by using the Thesaurus Browser gt Click or TAB into the Broader Term Field gt Press ENTER to open a Pop Up
477. rements 4 20 Site ID Number 4 18 sorting by Site ID 4 19 Sites Authority 4 17 definition 1 3 Sorting 11 5 advanced sort 11 4 default sort 30 34 ID Number See ID Sort Fields See ID Sort Fields quick sort 2 10 11 4 Special Characters greater than gt 12 4 greater than equal to gt 12 4 hash mark 12 2 less than 12 5 less than equal to lt 12 5 underscore 2 7 wildcard 96 2 7 Special Search 30 25 Special Sorts 30 28 Special Validators 30 21 Spell Check 10 29 Splash Screen 2 2 Staff Role See Privileges Staffplus Role See Privileges Subjects Authority 4 26 4 27 definition 1 3 subject variations 4 27 System Settings 30 30 Table Settings 30 30 30 33 Table Tag 30 33 Taxonomy Authority 4 31 4 34 definition 1 3 linking broader terms 4 32 Taxonomy Browser 10 21 Text Defaults System Module 30 37 Theasurus Authority 4 34 Thesaurus Authority definition 1 3 Linking Broader Terms 4 34 Thesaurus Browser 10 12 10 17 10 12 10 17 10 12 10 17 Toolbar Icons 2 3 Transaction Activity Record Format 20 2 Undo Changes 3 5 for a field 3 5 for a record 3 5 for a set of records 3 5 Unlinked Objects 20 5 20 6 User Profiles 30 2 Valid Range 30 21 30 22 Validation 2 11 Validation Field See View Properties Valuation Activity definition 1 5 Value Activity add new record 17 6 17 18 add using Activity Manager 21 8 mass update records 17 7 Venues See Loa
478. resh record Add or view actions Add or view instructions restrictions Add or view copyrights Add or view notes Open Group Manager Toolbar Appendix 1 TOOLBAR APPENDIX Open Activity Manager Copy to Set Adds current child record to all records on screen Help open field definition LEL In Form View switches display to Grid View In Grid View switches display to Form View Toolbar Appendix 2 VALIDATION APPENDIX Validation Appendix Curly brackets indicate that the value from the field listed inside the brackets will be passed to the validator Square brackets indicate that the field within the brackets will be populated with additional data returned from the validator Angle brackets lt gt indicate that the value s contained within the brackets will be used to modify the behavior of the validator CREATE CHILD VALIDATOR VALIDATION Discontinued in 1 4 Replaced by Create Child check flag in View Properties Was used only for Parent fields that should trigger an insert into a child table flexi field Using this setting indicates that a record will be created in the corresponding child table when data is entered into the Anchor field CREATE OBJECT ON CHECK CHECK DATE ENTRY TYPE CREATE CHILD USING LIST CREATE CHILD NO PRIOR When the Linked Flag in the Entry Activity is checked a record for the o
479. rieved records will display No Records Found If your search criteria do not retrieve any records Mimsy XG displays the following message Your Search Retrieved No Hits Modify your criteria and try again If you receive this message gt Click the OK Button gt Mimsy XG automatically re displays your retrieve spec gt Click in a field to modify your search criteria and re run the query OR gt Select Search Cancel Search from the Menu or press SHIFT F7 gt NOTE sometimes you may get a message that no records have been retrieved even though you are certain the records are in the database If this happens check with your System Administrator to see if your view has a filter on it Filters 12 2 CHAPTER 12 BASIC SEARCHING hide certain records from standard searches e g only show records from the Permanent Collection not Deaccessioned objects If you have security rights to filtered records you may override the filter by putting a in the field where the filter has been applied and re running the search Run Last Basic Search To re run the last query gt Select Search Basic Search or press F7 gt Select Last Basic Search or press F7 gt The criteria from your last search display At this time you may edit the criteria or run the search as is Query Examples Basic Searches cannot search for two values in the same field To find records that contain two search terms in the same field u
480. ription D Flag2 D Flag3 D Flags D3 Home Location Ly ID Number LS I Draf Created By Advanced Query Field within the Catalogue folder CATALOGUE CREATED BY 1 Is One of Advanced Search Is Not One Of The Is Not One Of Operator is used to find records where the exact value in a field does NOT equal any of the values listed 13 16 CHAPTER 13 ADVANCED SEARCHES Q CI Acquisitions Dy Authorized By 3 Create Date Dy created By E D Currency Dy Date Authorized D Datei D Date2 ES D Decision Reason Dy Exchange Rate 3 External File D Flagi Dy Flag2 D Funding Amount D Legal Date Legal Date Text Dinstos Acquisition Method Query Field within the Acquisition folder ACQUISITIONS METHOD purchase exchange Is Not One Of Advanced Search Is Empty Use the Is Empty Operator to return records where there is no data in a field EXAMPLE find all records where there is Condition Activity record but no Condition Date 13 17 CHAPTER 13 ADVANCED SEARCHES 9 CI Condition Audit By 3 Audit Date D Component Accessory 3 condition 3 Conserv Request Date D Create Date 3 Created By 3 Current Record 3 Date1 3 Date2 3 Examined By 3 External File 3 Flag 3 Flag2 3 Flag3 Condition Date Advanced Query Field within the Condition folder Field O
481. rison Operators combines two comparison operators It is usually used with numbers or dates to find data where the records have a data value that is lower than OR is equal to the search criteria Between The Between Operator finds values that are in a range of values Between is typically used to find records that fall within a certain set of dates or numbers For example all objects created between 1970 and 1980 9 7 DATE MADE 3 Age 3 Attribution Comment 3 Attribution Date 3 Attribution Source 3 Attribution Type 3 Attributor 3 BP Date 3 Century o Cancel B Certainty 3 Context 3 Context Identifier 3 Date Text 3 Earliest Month Day 3 Earliest Year 3 Latest Month Day 3 Latest Year EX Date Made Earliest Year Query Field within the Catalogue Date Made folder Field Operator Criteria DATE MADE EARLIEST YEAR between 1970 and 1980 h Between Advanced Search Is One Of The Is One Of Operator finds records where the exact value in a field is in a list of values entered by the user Is One Of is typically used to retrieve a discrete list of records For example display all records where the Created By value is one of SELAGO SMITH KERR 13 15 CHAPTER 13 ADVANCED SEARCHES Fields 9 3 Catalogue Di Category 3 Condition 3 Condition Date 3 Create Date C fereated ey 3 credit Line Culture 3 Date Made 3 Date2 Desc
482. rom a single record to multiple records gt Select Field Duplicate Field to Set from the menu or Press CTRL SHIFT F3 Copy Flexi Fields to Another Record It is possible to copy the Child section of one record to another This is an excellent way to copy authority links from record to record or add loan venues To copy a Flexi Field Open the Flexi field Add all necessary information Select File Save from the menu or press F10 Select Record Copy to Set from the menu or press the Copy to Set icon ww v v v v Repeat for additional entries in the Flexi field NOTE the Copy to Set functionality works for one Flexi field at a time You must save the first entry and then copy it If you try to copy multiple entries at one time only the last entry will be copied to all of the records 10 27 CHAPTER 10 DATA ENTRY TOOLS Copy Flexi Fields or Grid View Fields in Current Record In Flexi Fields and Grid View Fields the previous field is pulled from the record displayed above the current row To copy the same field value from the same field in the previous row gt Select Field Duplicate Field from the menu or Press F3 Cut and Paste Copy and Paste Data may be copied from any field in the system to any other field by using the Copy and Paste functions Use the same actions to copy and paste data from any word processing program html document etc into Mimsy XG To copy or cut text then paste the
483. rom the Acquisition Activity Create the Acquisition Activity Record gt gt gt Select Activities Acquisitions Select Record Create Record from the menu Record or press F6 Enter a Ref Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number Add Donor Vendor Data gt gt gt gt Click the Sources Field The Sources Flexi Fields display Click in the first empty row of the first column Enter a name OR Select Field Pop Up List from the menu or press F9 for a Pop Up list of names in the People Authority TAB into the next field and enter the data Repeat as necessary 23 7 CHAPTER 23 ACQUISITIONS ACCESSIONS Attach Objects Click in ID Number field in the Child section If the object has an existing ID Number enter it otherwise assign a temporary number by selecting Field Pop Up List or press F9 Once you move by clicking or tabbing past the ID Number field Mimsy XG checks to see if the Object ID has already been assigned to an Objects Authority record In most cases a message reading lt VAR gt does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to select an existing ID Number displays If the message appears click YES This enables you to
484. rom the very beginning of Acquisition and Loan processes There are several advantages to using the Entry Activity for future deposits gt Using the Entry Activity automatically creates a detailed Objects Authority record for the object If this object is associated with other Transaction Activities using a full linked Objects Authority record may be preferable to an unlinked object with only a basic description gt Once an Objects Authority record has been created linked media can be attached This is helpful for creating reports where pictures of acquisition or loan candidates need to be displayed gt The Objects Authority Search Filter hides object records created through the Entry Activity that have not been approved for viewing Records for objects that are not on site can be filtered out from general view until they are ready for use gt Mimsy XG prompts users to create linked Acquisition or Loan Activity records The linking adds records to two activities at the same time Entry Acquisition or Entry Loan If you decide not to use the Entry Activity for future deposits you are able to create all Activity links and Objects Authority records at a later date using the Object Reconciler and or Activity Manager Special Features In Entry There are several special features in the Entry Activity to assist you as you process deposits 22 2 CHAPTER 22 ENTRY Pop Up Lists At the time of installation the Pop
485. roup Save from the menu or click the X in the upper right corner of the New Group window gt The Save Group prompt displays gt Click YES to save your new group gt The Group Name window displays Module Objects v o Cancel Group Name Window gt Use the dropdown list to select the module where the group will be available whether the images are of objects people etc 15 8 CHAPTER 15 MEDIA VIEWER gt Name your group and fill in any other group data gt Click OK Search For Images The Advanced Search tools are available within the Media Viewer To search for records use the same search strategies used elsewhere in the system For a review of searching see the Advanced Searches chapter To open the Advanced Query Window gt Select Group Open Query View Media Details To see additional information about the object and image in the Media Viewer P Select Window Details gt The Image Summary fields display File Group Tools Window Help ID Number Category Object Name Title NAT3016 NAT3017 NAT3018 Image Details gt Click on any image to display the identifying information in the Details window gt NOTE clicking the ID Number field in the Media Viewer automatically moves you to the corresponding record in the Object Authority e The Details Window displays up to 6 Object Authority fields and 2 Media fields To change the values display
486. rus gt Navigate to the correct term gt Click COPY to enter the exact term into the current field EXAMPLE clicking green glass enters the word green glass in the field OR 10 16 CHAPTER 10 DATA ENTRY TOOLS gt Click COPY HIERARCHY to build a data string with the corresponding Thesaurus term and the broader terms linked to it EXAMPLE clicking green glass enters the string Art amp Architecture Thesaurus Materials materials lt materials by composition gt inorganic material lt glass and glassmaking mixtures gt glass lt glass by composition or origin gt green glass in the field Link Record to Thesaurus Authority If you are in the Linked Terms Flexi Fields use the Thesaurus Browser to create an explicit link to a Thesaurus Authority record Creating a link to the Thesaurus Authority enables users to search on broader terms and retrieve any records linked to narrower terms For example searching for the broader term glass returns records linked to narrower terms such as green glass and fiberglass To link a record to the Thesaurus Authority Open the Linked Terms Flexi Field Select Record Create Flexi Record or press F6 or F12 Enter the Thesaurus Term or select it from the Thesaurus Browser ww v v v Select COPY TERM or COPY HIERARCHY Note both buttons have the same function for entry into child fields OR gt Press Link to Set to link the Thesaurus Author
487. s Subjects Species Thesaurus and Vessels the Linked Places Flexi Fields may be linked to the Places Authority Creating a link to the Places Authority enables users to search on broader place terms and retrieve any records linked to narrower geographic areas For example searching for the place term Canada returns records linked to provinces such as Alberta and Ontario To create a link to the Places Authority Open one of the Flexi Fields with links to the Places Authority Click or TAB into the Place Field Select Record Create Flexi Record or press F6 or press F12 ww v c v Enter the Place Name OR Select Tools Hierarchy Browsers Places Browser from the menu or press F9 Navigate through the terms in the Places Browser Click on the appropriate place term ww v v v Click COPY TERM or COPY HIERARCHY Both the COPY TERM and COPY HIERARCHY Buttons link the place and its broader places to the current record The System Administrator controls the display format for the Place field place term only or term plus hierarchy and regardless of which button pressed the places appear in the default format the next time the fields are accessed Detailed instructions for using the Places Browser are provided in the Places Browser section of the Data Entry Tools Chapter Link to Publications All Authorities have Linked Publications Fields This is the only section of a record where links to the Publications Aut
488. s you may need to expand the Data Panel in order to see more information particularly in longer fields To do so click on the small square button at the upper left corner of the data panel This will hide the Link Ledger and the Media Panel MIMSY xg Demonstration Database xg File Edit Field Record Group Search Tools Reports Activities Authorities Window Help 33S EME EY Or f 4H B8B i E 421 45 y M peto OBJECTS ID Number DEC2016 F Category DECORATIVE ARTS Object Name pitcher and bowl Expand Data Panel To go back to the standard Mimsy XG screen including the Link Ledger and Media Panel click on the square button again Multiple Values Are Parsed Out Many times you may have more than one value to enter in an anchor field An object may be created by two people manufacturer and designer or associated with multiple cultures If you want to enter multiple values in a single field we recommend using a semicolon to separate the distinct terms By using the semicolon Mimsy XG recognizes that the string contains more than one entry and automatically parses out the values into separate flexi field records Validation This Record is not in the Authority Many fields in Mimsy XG validate are checked against other areas of the system When validation occurs Mimsy XG checks to see if the value entered already exists in the Authority If it does exist Mimsy XG enters the data If the
489. s Aboard L C I Near France Gilbert A Milne black and white photograph sheet 10 x 8 in 25 4 x 20 32 cm View illustrating the personnel of the 9th Canadian Infantry Brigade landing from LCI L of the 2nd Canadian 262nd RN Flotilla on D Day stable Library OBJECT CONDITION HISTORY Condition condition Date Examined By purpose stable 1999 05 27 Apple Joe exhibition excellent 1990 04 27 Armstrong Joan insurance excellent 1980 Armstrong Joan acquisition Sample Print Screen for Object Specific Activity If the Child section is in Grid View when the record is printed approximately 4 columns from the child section will display The columns printed default to the fields displayed on screen so you may wish to re arrange the columns prior to printing If the record is in Form view all child fields will print Add Activity Records Activity records may be added in the individual Activities or through the Activity Manager For more information about Activity Manager please refer to the Activity Manager chapter of this manual Adding Object Specific Activity Records You will create a new Activity record for an object each time the activity information is changed While some users will refer to this as an update it is really a completely new record with the newest data available for the object Step 1 Display Object in Activity Location Condition Value etc When you move fro
490. s Browser will re display Place Tree The Place Tree displays the place terms managed within the Places Authority The standard installation of Mimsy XG does not include a pre built Places Authority however you may purchase the Getty s Thesaurus of Geographic Names TGN and have it loaded into Mimsy XG You may also build your own in house Places Authority The top level for each place displays in the Place Tree Click the place term to display any specific geographic areas linked to the current place term As you click on each level it will open or close accordingly each time refreshing to show the appropriate place terms at that level of the hierarchy Place List The Place List displays any Places Authority terms retrieved by your search Clicking on a place term automatically opens the Place Tree to the corresponding place term and displays a summary of the place information in the Place Definition pane Place Definition When you click on a place term in the Place Tree a summary of the record information displays in the Place Definition pane Place Variations Under the Place Definitions there is a listing of Place Variations Some users may wish to link variations to the record instead of the preferred term To link a variant name to the record gt Check the Use Variation flag gt Click on the Place Variation name e To enable or disable the ability to link a Place Variation to a record modify the I ALLOW VARIANTION S
491. s a SHIPPER the People Authority flag is updated PEOPLE If the field s Pop Up List is generated from the People Authority for names flagged as SOURCE SOURCE BORROWER LEND jor BORROWER or LENDER and a name is entered that exists in the Authority but is NOT ER flagged the People Authority flag is updated PEOPLE SOURCE If the field s Pop Up List is generated from the People Authority for names flagged as SOURCE and a name is entered that exists in the Authority but is NOT flagged as a SOURCE the People Authority flag is updated PEOPLE SPONSOR If the field s Pop Up List is generated from the People Authority for names flagged as SPONSOR and a name is entered that exists in the Authority but is NOT flagged as a SPONSOR the People Authority flag is updated PEOPLE STAFF If the field s Pop Up List is generated from the People Authority for names flagged as STAFF and a name is entered that exists in the Authority but is NOT flagged as STAFF the People Special Lists 2 SPECIAL LISTS Authority flag is updated PEOPLE lt VENUE gt If the field s Pop Up List is generated from the People Authority for names flagged as VENUE and a name is entered that exists in the Authority but is NOT flagged as a VENUE the People Authority flag is updated SITE NAMES Displays a list of Site_Name Site_Type from the Sites Authority SITES Displays a list of Site ID Site Name from the Sites Au
492. s a listing of Term Variations Some users may wish to link variations to the record instead of the preferred term cotton fiber cotton fiber cotton fibre iber cotton Term Variations To link a variant name to the record gt Check the Use Variation flag gt Click on the Term Variation name e To enable or disable the ability to link a Term Variation to a record modify the I ALLOW VARIANTION SELECTION LIST System Setting in the System Module to include the THESAURUS table 10 15 CHAPTER 10 DATA ENTRY TOOLS Copy Term Only After using the Thesaurus Browser to select the appropriate term click the COPY TERM Button to enter the term into the current field Copy Term enters the specific term you have selected and ignores the rest of the hierarchy string For example selecting Copy Term within the hierarchy Architecture Thesaurus Materials materials lt materials by form gt lt materials by physical form gt lt fiber and fiber products gt fiber natural fiber plant fiber cotton fiber enters cotton into a field Copy Hierarchy After using the Thesaurus Browser to select the appropriate term click the COPY HIERARCHY Button to enter the term and all of its broader terms into the current field For example selecting Copy Hierarchy within the hierarchy Architecture Thesaurus Materials materials lt materials by form gt lt materials by physical form gt lt fiber and fiber products gt fiber natural
493. s may be deaccessioned singly or in batches the Disposal Activity can accommodate both methods Loss Activity The Loss Activity is used to manage data about objects that are designated as lost or missing The fields related to loss are simple and straightforward what was lost who is responsible for the loss what course of action was taken etc Valuation Activity The Valuation Activity records describe changes in the value of an object including the basis of the evaluation the evaluator and why the object value was assessed Each time an object is reviewed a new Valuation Activity record is added Reproduction Request Activity The Reproduction Request Activity helps you to monitor and process requests for reproductions of items in your collection The Reproduction Request Activity is often used with the Object and Media Authorities Exhibition Activity Create Exhibition Activity records to maintain a running history of exhibitions hosted by your institution and exhibitions for which you have loaned out items An object must have an Object record before it can be attached to an Exhibition Activity record Loan Activity Items may be loaned to or from your institution for a variety of reasons including exhibitions research education or photography Through the Loan Activity Mimsy XG enables you to manage the complete loan process From the day a loan is proposed to the day that the last object from the last venue of an
494. s section add any restrictions View Setup Mimsy XG is designed so that the View assigned to a user controls the way that person accesses the system At the time of installation only 1 view default is available The default view is read only and may not be modified 30 8 CHAPTER 30 SYSTEM ADMINISTRATION Manage fehves sd View Number 17 Cultural History View Name Archives Curator Cultural History ee Curator Fine Arts Owner XGVIEWS gs EET Data Load pem default Language eng Entire Collection Left to right v Ethnography Images in Browser 7 Film Su Fine arts Audio in Browser Francais Docs in Browser Infodesk Video in Browser Natural History Note m Online Data Entry Public Arts Registration Registration ESL Summary Visitor xmigen r 1 1 Close L Save Undo New View Delete View View Setup Views control the way the screen looks and many of the field characteristics including the following functions Field Order and Display Field Editing Rights Field Tags Pop Up Lists ww v v wv Help Messages amp Hints The characteristics for each view are defined in the View Properties section of the System Module Before using any area of the system you must determine which view you will be working with NOTE the default view in the System is read only You may need to create a new view using the View Setup f
495. sage displays that the Place is not in the Authority File Do you wish to Continue answer Yes to continue without a link or No and leave the field blank To enter Date Made or Date Collected gt gt gt Enter the date value Open the Date Flexi Fields Check the Earliest Year and Latest Year values Adjust if necessary To enter Measurements v v v v v vw cw Open the Flexi Fields Click in a row Select Record Create Flexi Record or press F6 or F12 If needed adjust the Part Measured default Enter any measurements Use decimal format Press F10 to fire the measurement update trigger Answer YES to copy the measurements to the Measurement Anchor field To enter any additional Flexi Field data CHAPTER 4 USING AUTHORITIES gt Open the Flexi Fields gt Click in a row gt Select Record Create Flexi Record or press F6 or F12 Reminder if you are entering data in Linked Authority fields Linked People Linked Subjects Linked Events etc entry validates against the corresponding Authority You may be prompted to add the record to the Authority as part of this process See the Validation section of this chapter for additional instructions To add Location Condition Value Select Tools Activity Manager Click the lever to the left of the Activity Location Condition or Value folders Drag the object onto the Create New folder within the Activity Enter the Activity information
496. se an Advanced Search Equal To Please note that you don t actually enter the sign when running an Equal To Basic Search EXAMPLE find the plates in the collection OBJECTS SEARCH MODE ID Number Category Object Name plate Equal To Basic Search NOTE this is an exact search Records where the object name is Plates would not be retrieved To find plate and plates run a Contains search Contains Contains searches are different from Equal To searches in that they use wildcards to find records where the search term occurs anywhere in the field EXAMPLE find all records where the word earthenware appears anywhere in the Description 12 3 CHAPTER 12 BASIC SEARCHING OBJECTS SEARCH MODE ID Number Category Object Name Title Maker Place Made Date Made Collector Place Collected Date Collected Site Culture Materials Measurements Other Measurements Description earthenware Contains Basic Search not equal to lt gt does not equal Use Not Equal to find records where the records do NOT equal the search term Not Equal To searches require the hash mark EXAMPLE find all acquisitions that are NOT gifts ACQUISITION SEARCH MODE Decision Reason Method lt gift Legal Date Not Equal To Greater Than gt Greater Than retrieves all records where the value is greater tha
497. seeeees 18 3 Chapter 19 Hazard Activity us 19 1 Hazard Activity cessisse e eeeeee eene 19 2 Chapter 20 Transaction Activities 20 1 Transaction Activity Record Format 20 2 Objects Linked and Unlinked 20 5 Attaching Objects eeeeeeeeeee eere 20 7 Printing Records eeeeeeeeeeee eene 20 9 Chapter 21 Activity Manager 21 1 Activity Manager eeeeeeeeeeeeeen enne nnne 21 2 Activity Manager Components 21 2 Object Specific Activities Actions Instructions D ToC CR 21 7 Chapter 22 ENtry ssssssccsssssscsssccsssssscessesssssssoees 22 1 Overall Entry Process eeeeeeeeeeeeeeee 22 2 Using Entry for Future Deposits 22 2 Special Features In Entry eeeeeese 22 2 Just the Facts ccsscecssseecsssceesssseesssseeessseeeees 22 9 Chapter 23 Acquisitions Accessions 23 1 Overall Acquisition Process 23 2 Special Features 23 3 Begin with Entry Deposit Begin with Acquisition Activity d Begin with Object Authority 23 10 Chapter 24 Disposal Activity Overall Deaccession Process Read Only eeeeeeeeee 24 2 Just the Facts Process Disposal 2
498. shortcut key Toolbar Buttons The Toolbar displays a series of icons that have the same functionality as the Menu Bar Ge gm Toolbar Buttons 2 3 CHAPTER 2 GETTING STARTED To learn what a button does place your cursor over the button A hint will display For a full description of the functionality of each button refer to the Toolbar Appendix in this manual Data Panel The Data Panel is the part of the screen where data is updated and entered It contains all of the basic information for a particular Activity or Authority The System Administrator may configure the fields in the Data Panel in almost any order you choose Many fields contain special functionality to help you enter data quickly and consistently E OBJECTS Objects ID Number COS7005 Category COSTUME Object Name shirtwaist Maker Marshall Field and Company Title Purple silk shirtwaist Place Made United States Illinois Chicago Date Made c 1910 Collector Place Collected Date Collected Site Culture american Materials sik cotton metal Linked Terms Measurements adult woman Description Woman s shirtwaist originally designed to go with matching skirt as daywear Purple silk with watermark pattern ecru lace collar and cuffs black frog closure Sold through Marshall Field and Company Credit Line Purchased with funds from the Sarasan Kerr Acquisitions Fund Legal Status PERMANENT C
499. sions of utilitarianism have been propounded by J J C Smart and R M Hare Publish Y Flagi N Duplicate Subject Alert To stop data entry and delete the newest record gt Click YES To continue data entry on the new record with the same subject term gt Click NO Subject Variations Since all subject validation is performed against the Subject Variations listed for a record we recommend entering the preferred Subject as a variation as well as in the Subject field Subject variations may also hold historical terms alternate spellings or alternate languages any variation that a researcher might use for the term Subjects Identifying Info The three fields displayed under the Information Flexi Field may be configured on site At the time of installation the fields are set to Subject Category and Sub category To adjust these values ask your System Administrator to modify the System Settings for the Subjects table and check uncheck the Info Field flags for the corresponding fields Vessels The Vessels Authority manages information about any watercraft nautical materials or other maritime artifacts Unique Vessel ID Each record in Mimsy XG must have a unique Vessel ID before the record may be saved When entering a new record Mimsy XG automatically compares the new number to the 4 26 CHAPTER 4 USING AUTHORITIES existing records in the database If there is a conflict
500. sket Tray Granting Status Pending Approved Rejected Renewal History Note OK Copyright Manager If you wish to see copyrights for the single record displayed on screen click the Current Record circle If you have run a search and wish to review copyrights for all of the records click the Current Search circle The Regarding field contains identifying information indicating which record the copyright applies Clicking on a copyright in the summary section automatically displays the corresponding details in the detail section Add Copyright To add copyright information to a single record 14 2 CHAPTER 14 MANAGE COPYRIGHT gt Select Tools Rights from the menu or press CTRL SHIFT F2 or press the Copyright button gt Click the NEW button or press F6 NOTE If the form is blank you must explicitly create a new right The record will NOT be saved if you immediately begin typing in the blank form gt Enter appropriate data gt Click SAVE or press F10 gt Click OK to close the window To add copyright information to multiple records gt Select Tools Activity Manager from the menu gt Inthe left panel click the lever to the left of the Rights folder gt Intheright panel hold CTRL as you click on the records for which you will add the copyright When finished selecting records release CTRL Drag the records onto the Create New folder within the Rights fold
501. specifies what requirements the records must meet in order to be retrieved 13 5 CHAPTER 13 ADVANCED SEARCHES Relational Operator The Relational Operator dropdown list defines how multiple search criteria work together Criteria FURNISHINGS and AND specifies that all criteria must be met OR specifies that only one of the criteria in multiple rows must be met Relational Operator Connector Parenthesis Each row in the Search Builder is surrounded by parenthesis The parenthesis are automatically entered when a new row is added to the Search Builder but they can be added or removed by clicking to the left and or right of the row Field Operator Criteria cal equals zi Parenthesis The parentheses are used to tell Mimsy XG the order in which search criteria should be evaluated For example imagine you wanted to find all records where the Object Type was seat or chair and the Category Colonial Furnishings First you want to find all of the seats and chairs out of that grouping you wish to find the Colonial Furnishings The search would be configured as illustrated below Field Operator Criteria CATALOGUE ITEM NAME equals v seat e CATALOGUE ITEM NAME equals vienair 000 b and CATALOGUE CATEGORY1 equals Colonial Furnishings b an Criteria Order Example By placing parenthesis around the first two rows the user tells Mimsy
502. sssssssssssssssssssssssssssssssssssssss 30 30 System Settings cccccccccccccccccceesccccceeeeeeeee 30 30 Ledger Set osni esias 30 30 Table Properties sissit 30 33 I 30 36 Translation eese eene enne 30 38 iie pe M EE 30 41 Role Set Dissidia 30 44 Search SUPPOrt srusen iio iiae 30 48 Row Defaults cessent 30 48 Security vcd cache 30 53 Common System Module Questions 30 59 List Name Appendix eese crecen eene 1 Text Appendix 2 eoe ree erae e uten sae saam 1 Toolbar Appendix eeeeeeeeeee eene eene 1 Validation Appendix eeeeeeeeeeees 1 Special Lists erinnere oie 1 System Setting Appendix ceeeeeeeeeee 1 Valid Range Appendix eeeeeeeeees 1 Linik Appendix 13e iere dice ena ne eto ern enun 1 in p 1 CHAPTER 1 WHAT S WHAT Chapter 1 What s What Each person in a museum interacts with the collection in a different way Some of us have to know where objects are stored others want to look up a credit line or process a rights amp reproduction order Whether you organize loans plan exhibitions interpret objects or conserve them Mimsy XG can help you manage the information you need Mimsy XG is designed to accommodate all of the information you hope to enter about you
503. st field is automatically generated from all records in the People Authority where the Requestor flag is checked Contact The Pop Up List for Contacts depends on the name entered into the Request By field The list is automatically generated from the contacts entered for the person or organization in People Authority in the Contacts Flexi Fields Within the Contacts Flexi fields entries with the Active flag checked will appear in the pop up list Those entries that do not have this flag checked will not appear HINT if there are no contact names in the Pop Up List refresh the Activity record and use the Link Ledger to move to the People Authority record Enter the new contact data so that it will be added to the Contacts Pop Up List The Active flag must be checked 29 2 CHAPTER 29 REPRODUCTION REQUEST ACTIVITY Bill To Ship To If the contact has an address entered in the People Authority Mimsy XG automatically generates an address for entry into the Bill To and Ship To fields The user may overwrite these values HINT addresses entered into these fields do not update the People Authority record If you think you might re use this data refresh the Activity record and use the Link Ledger to move to the People Authority record Enter the new address data for the contact so that it will auto copied the next time the name is selected Fees The Fees field is a read only field displaying the total cost of an order There are
504. story of the condition of the object Special Features Condition Activity The Condition Activity contains several special features to assist in documenting the physical condition of an object over time Current Record Since Mimsy XG manages all of the condition changes for an object over its lifetime the Current Record flag is used to indicate which Condition Activity record describes the state of the object at the present moment There should only be one Current Record for an object at any given time When an object is evaluated Mimsy XG automatically checks Condition Date for the newly created record If the Condition Date is later than the date for any of the previous records without being in the future Mimsy XG automatically resets the Current Record flags to reflect the new data Creating a Condition Record for an Accessory Component Mimsy XG can also track condition information about the accessories and components of an object If you are recording condition information for accessories and components be sure to enter the name of the accessory or component in the Accessory Component field The Accessory Component field in the Condition Activity is connected the Accessories and Components fields in the Objects Authority Accessing a Pop Up List in this field displays any Accessories or Components related to the object If you add an Accessory or Component Condition Activity record the Link Ledger in the Object Authority will
505. suppresses all user folders except for the current user To see all shared groups click the SHOW PUBLIC GROUPS flag at the bottom of the Group Manager Window L Show all public groups CHAPTER 8 GROUPS Show Public Groups NOTE Users cannot see groups that other users have flagged as private when the Group List is accessed Finding Records in the Group List Filtering If you need to find a group but do not remember who created the group you may search for it using the Text To Find field This will filter the groups only showing groups that contain the text you are searching for You do not need to use the wildcard the sign is the wildcard Adding a filter means that the Group Manager only displays groups that meet the filter criteria If there are no Groups that match the filter then none are displayed Removing the filter and pressing F8 or hitting the Find button unfilters the list you don t need to close Group Manager to get the list back Text to find art Findnext 5 Current Set 4 Groups filtered C Objects LZ LAPPLEBY DecorativeArts 35 E TRAINING Cave Art 13 EJ WILLO Art Deco Objects 10 Decorative Arts 35 Visual Arts 6 Filtered Groups To Filter Groups Highlight the GROUP in the Group list Enter the term in the Text To Find field gt gt gt Hit FIND NEXT gt The screen will appear with GROUPS FILTERED instead of GROUP gt Open GROUPS
506. surements e The format of the measurement string can be adjusted on site To change the way the string is built ask your System Administrator to 1 modify the Display Site Measurement Format in the Text section of the System Module For detailed instructions on modifying this string refer to the Configuring Measurements section of the System Administration chapter Places Authority The Places Authority is a hierarchical Authority It contains information about geographic locations This Authority is designed to hold a single Places Authority classification system Place Hierarchy Browser The Places Authority contains the data that is displayed in the Places Hierarchy Browser Places Europe United Kingdom England London ireland London gt gt Europe United Kingdom England Isle of Man Jersey Luxembourg Macedonia Malta Monaca Northern Europe Portugal z the Roman province of Britannia in the early second Romania x century After the fall of the Roman Empire the Roman Russian Federation 3 city was virtually abandoned and a Saxon town named San Marino E i Lundenwic was established a mile or two west in the Serbia and Montenegro EIE Aldwych area in the 7th century AD The fortified Roman Slovakia Slovak Republic 3 Y City of London was reoccupied around the late Gth early Spain 10th century whereafter it resumed its role as England s Svalbard amp Jan Mayen Islands biggest city although not its capital Winchester serve
507. system will always open the viewer with a generic logon and users will be able to easily access reports To configure the pfile to run reports using the Crystal Reports Java Viewer gt Open the pfile It is typically on the server in the XGAPP folder 30 43 CHAPTER 30 SYSTEM ADMINISTRATION gt Look for the line which reads CR C Program Files Java jre1 6 0_07 bin java exe client cp M crviewer jar M ojdbc14 jar M crsupport lib CRLoad file lt filename gt pfile M pfile txt db xg username lt username gt pwd lt password gt gt CRisthe value that corresponds to entry in the Report Type field in System Module gt C Program Files Java jre1 6 0_07 bin java exe is the version and location of Java on the local workstation Modify this line if necessary gt Mcrviewer jar M Vojdbc14 jar MAcrsupportMibV CRLoad is the location of the crsupport folder and crviewer jar file gt file filename substitutes the filename when the report viewer is called gt pfile M pfile txt is the location of the pfile gt The remaining portion of the statement is the database name and user logon information db xg username username pwd password gt Many sites create a viewall user named Report with a password of Report With this configuration the system will always open the viewer with a generic logon and users will be able to easily access reports Role Setup There are 4 standard r
508. t Holder or a Maker PEOPLE CONSERVATOR People Authority Names where the record is flagged as a Conservator PEOPLE COLLECTOR People Authority Names where the record is flagged as a Collector PEOPLE lt BORROWER LENDER gt People Authority Names where the record is flagged as a Borrower or Lender PEOPLE lt AUTHORIZER gt People Authority Names where the record is flagged as an Authorizer PEOPLE lt APPRAISER gt People Authority Names where the record is flagged as an Appraiser EVENTS Event Authority Event Names OBJECTS LOANS Displays all Loans linked to an Object PEOPLE lt REPRODUCER gt People Authority Names where the record is flagged as a Reproducer OBJECTS object Authority Object ID Numbers MEDIA Media Authority Media ID Numbers LOAN VENUES CONTACT ADDRESS Contact Names associated with the People Authority record for the Venue LINK DESCRIPTION For future use GETFILE LOCATOR Opens the File Navigation window to link a digital file to a record FACILITIES Creates a string with the Facility name and 6 sub levels selected available in LOC_LEVEL1 LOC_LEVEL2 LOC_LEVEL3 Facility Browser when Copy Hierarchy is selected LOC_LEVEL4 LOC_LEVEL5 LOC_LEVEL6 FACILITIES Creates a string with the Facility name and 6 sub levels selected available in ACTUAL_LOC1 ACTUAL_LOC2 ACTUAL_ Audit Activity only LOC3 ACTUAL LOCA4 ACTUAL LOC5 ACT UAL LOC6 FACILITIES Facility Names EXH
509. t same entries you can enter the terms in a single Pop Up List then configure the other fields to share the same list When a field is configured to use the same Pop Up List as another field the List Name will contain the default list for the source field The following is an example of how the three fields mentioned previously can be configured to share the same list 30 17 CHAPTER 30 SYSTEM ADMINISTRATION Manage Save Cae JL z Properties List Values Help Table CATALOGUE v 7 ID NUMBER ID Number Position cn V CATEGORY Category E Field Tag Object Name wl Field Type Text Z v TITLE Title Required MAKER Maker checkboxiRadio Values PLACE MADE Place Made Default Value V DATE MADE Date Made Wis HaT iV COLLECTOR Collector e v PLACE COLLECTED Place Collected n m v DATE COLLECTED Date Collected v SITE Site poa 2 v CULTURE Culture a Z MATERIALS Materials d V MEASUREMENTS Measurements Saba V OTHER MEASUREMENTS Other Measurements List Name CATALOGUE ITEM NAME V DESCRIPTION Description Set uer INSCRIPTIONS Inscriptions Valid Range v MULTIFIELDS Multi Fields
510. tains data about everything from conservation documents and photos to slides to digital images to instructions for setting up an exhibition installation Any number of Media Authority records may be linked to an object activity or authority If the files are digital they may be instantly accessed from Mimsy XG People Authority Mimsy XG s People Authority contains biographical and contact information about individuals and organizations Some institutions use the People Authority as a tool to manage donor information others use it only for artists and manufacturers CHAPTER 1 WHAT S WHAT Other possible uses of the People Organization include collectors shippers conservators preparators staff and vendors Places Authority Data about geographical locations such as countries provinces and cities is managed in the Places Authority A location is considered to be a place if it has boundaries that have been defined and recognized by political bodies The Places Authority provides you with the ability to create a hierarchical relationship between places so that cities may be connected to counties to states provinces and so on Publications Authority The Publications Authority manages information about books and other bibliographic materials related to your museum Use the Publications Authority to track exhibition catalogues reference materials websites and any other sources that contain information about the collection or the
511. tation of records in the Places Authority In the Linked Places Flexi Fields use the Places Browser to create a link between the Places Authority and the current record In all other fields Birth Place Description etc the Places Browser can be used as a reference tool to lookup spelling and verify term definition Open the Place Browser To open the Place Browser gt Select Tools Hierarchy Browsers Place Browser Accessing the Places Browser does NOT automatically link terms to a record In most fields the Places Browser simply copies a place name or a places string into the current field If you wish to create hierarchical links between the Places Authority and other Mimsy XG records enter the terms in the Linked Places Flexi Fields in any Authority the Place Collected Flexi Fields in the Objects Authority or the Place Made field in the Objects Authority or Vessels Authority Place Browser Components The Place Browser has five main components the Place Term field the Place Tree a Place Term List Place Definition and Place Variations There are also two Buttons COPY and COPY HIERARCHY used to copy and link terms to the Places Authority 10 8 CHAPTER 10 DATA ENTRY TOOLS Search in Europe United Kingdom England L ondon Search for London Run uou Faeroe Islands London gt gt Europe United Kingdom England Gibraltar Guernsey Holy See Vatican City State Ireland Isle of
512. te 2005 01 19 Due Date 2006 09 28 Date Returned Return Confirmed By Renewal History Crate Number CR 9 Shipper Transaction Activity Record Parent Section 14 29 gt rll Ki ib The Parent section of the record is at the top It contains the information about the overall transaction Any data entered in this section applies to the general activity The Parent section display defaults to Form View LOAN Outgoing Loan vj Loan Number 2004 2 Institution Museum of Decorative Arts Contact Smith Anne Address 42659 Linden Street Chicago IL 60201 Requested By Rogers Sue Request Date 2001 05 01 Authorized By Evans Don Date Authorized 2001 09 28 Statue Lr Transaction Activity in Form View 20 2 x CHAPTER 20 TRANSACTION ACTIVITIES If you click in the Parent section of the record the Link Ledger displays any records linked to the Activity itself For example clicking in the Parent section and opening the Objects Authority folder is a quick way to see which objects are attached to the Activity Links Ga Authorities o Objects DEC2005 1 Paneled Wardrobe DEC2005 1 2 Colonial Revival Sidek DEC2008 Victorian Sideboard DEC2009 Renaissance Revival Side DEC2010 Empire Transitional Beds DEC2011 Federal Dressing Glass DEC2012 Rococo Revival Sofa DEC2013 Transfer Decorated Irons DEC2014 Earthenware Sugar Bowl DEC2015 Transfer Decorated Vvhiti DEC2016 Transf
513. te ID values may contain a combination of text and numbers Converting and Storing Longitude and Latitude The Sites Authority can convert and store information about latitude and longitude The user will flag whether the decimal coordinate or the parts are the primary coordinate The system converts decimal coordinates out to 6 decimal places The following fields have been added to the SITE COORDINATES table DECIMAL COORDINATE NUMBER DECIMAL IS PRIMARY CHAR 1 NOT NULL default N DECIMAL COORD TYPE VARCHAR2 100 To use these fields ask your System Administrator to add these fields to your View Site ID Sorts When a Site ID is entered in Mimsy XG Mimsy XG automatically analyzes its structure and parses it into the Site ID Sort fields Sort fields are needed since computers do not recognize Site ID values as true numbers because they can have letters multiple decimals dashes and slashes For example if a computer tries to sort the following Site ID records the list appear as follows 4 18 CHAPTER 4 USING AUTHORITIES gt 1988 1 gt 1988 10 gt 19882 If records are sorted on the Site ID Sorts the Site ID Numbers will display in the correct accession order gt 1988 1 gt 19882 gt 198810 If your museum has a specialized numbering system we recommend double checking the Site ID Sort parsing and modifying the sorts by hand if necessary Site Identifying Info The three fields displayed unde
514. te to the related Loan gt Drag the corresponding objects onto the Exhibition Add Group of Objects If you have created Groups of Objects Authority records as part of activity planning process these groups can be added to the Exhibition gt Select Group Group Manager from the menu or press CTRL SHIFT G gt Navigate to the related Group gt Click the LINK button Add One Object Objects may also be added to the Exhibition Activity record one by one gt Click in the Child section of the record or press F5 gt Select Record Create Record from the menu or press F6 to add an object to the loan gt Once you move by clicking or tabbing past the ID Number field Mimsy XG checks to see if the ID Number has already been assigned to an Objects Authority record gt Ifnoalert message appears it means Mimsy XG has linked the object to the existing Objects Authority record Mimsy XG uses the data from the linked Objects Authority record to enter an object summary in the Description field the Description field updates when the record is saved and refreshed gt Inallother cases the following message displays Entry ID does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to select an existing ID Number displays gt IFYOUCLICK YES
515. ted to this setting NOTE this is designed to alert the user to the fact that the object is already reserved LOANITEM IGNORE STATUS canceled Works in conjunction with EXHIBIT ITEM RESERVED and LOAN ITEM RESERVED When a single object is attached to two different exhibitions loans and the system checks for conflicts objects with this child status are ignored This is designed to ignore canceled or rejected items during the conflict check LOAN ITEM RESERVED STA under consideration When the Status field in the child section of a Loan Activity contains TUS this value users who attach the object to a different loan or exhibition with conflicting dates and assign this status to the item receive a warning message LOAN ITEM SUMMARY NVL TITLE TEM NAM When an Object Authority record is attached to a Loan the E NVL MAKER COLLE Description field in the child section of the Activity is automatically CTOR DATE MADE D created from the following fields Title Maker Date Made and the ESCRIPTION Description if Title is empty Object Name is used If Maker is empty Collector is used LOAN REJECTED rejected For Object Authority records where the Legal Status is PERMANENT COLLECTION When the Status field in the child section of a Loan Activity contains this setting the Legal Status value is updated to LOST LOCATION LOST When a record from the Object Authority is attached to a Loss Activity record a new Location Act
516. tem Module for that view When active the Default Query filter excludes any records that do NOT meet the search criteria EXAMPLE prevent users from viewing Object Authority records where the Legal Status is Deaccessioned 2 Field Operator Criteria Legal Status v doesnotequal v deaccessioned ana v Addanother Clearrow Clear all Save Criteria Tes Reset J Cancel Filter Out Deaccessioned Objects Restrict Editing of Groups of Records Manager Level Users may restrict editing rights to highly sensitive records in the database on a record by record basis using Security Groups Once a Security Group is created any user granted access to the group may edit the records in that Group Users who are not granted access may view the records but are not allowed to update them To Create a Security Group gt Login to the main Mimsy XG forms gt Create a group of records of the records that the user will be able to access or open an existing group Select Tools Record Level Security The Security Group Manager Opens Click the Create a Group folder ww v v v The Group Name window displays Enter the name for the group oo 0000000 0 0 Group Name gt Name the Group 30 55 CHAPTER 30 SYSTEM ADMINISTRATION gt Click OK gt The user logon window displays C ANDREA KWADELL User Logons
517. ter the sort is selected the Sort Name and Sort Value fields will display Click in Sort Value field Edit the entry as needed Click the SAVE button Delete a Custom Sort To delete a sort ww v v wv v Use the Existing Sorts dropdown list to select the sort After the sort is selected the Sort Name and Sort Value fields will display Click the DELETE SORT button Click the SAVE button To copy a Custom Sort to a different view ww v v v Highlight the document to copy Click COPY SORT Select the view s to which you wish to copy the document Click OK 30 29 CHAPTER 30 SYSTEM ADMINISTRATION gt Click SAVE Sequences This section controls the primary key values assigned to all of the records in the database It should only be used when directed by The Selago Design Help Desk System Settings The System Settings contain variables that trigger certain functionality in Mimsy XG To disable a System Setting change the setting to XXXXXX A definition of each of the System Settings is provided in the System Settings Appendix The New Setting button is only active if multiple values are permitted for the setting For example ACTION SEND MAIL may only be changed from True to False or vice versa For this setting the New Setting button is deactivated On the other hand EXHIBITION CLOSED LIST may have several values Thus the New Setting button is active The Delete Setting button has been deactivated sin
518. tered Activity gt gt In the Entry ID Field select Field Pop Up List from the menu or press F9 The Object Reconciler displays Navigate to the Activity Folder with the object you have just received Click the Reconcile button to link the entry object to the activity object 22 10 CHAPTER 23 ACQUISITIONS ACCESSIONS Chapter 23 Acquisitions Accessions In Mimsy XG an acquisition is considered to be one or more objects that are received or purchased from the same source s at the same time The Acquisition Activity describes the details associated with the accession process including which objects are considered who the donors or vendors are and when the decision regarding the objects was made In this chapter you will learn how to SS SSS SSS EEE EE a Start acquisitions with the deposit of objects or before they arrive on site Transfer acquired objects into the Objects Authority Automatically update the Legal Status of Objects Authority records for acquisitions Transfer objects between departments Mimsy XG supports a wide variety of acquisition processes If your collection does not follow formal acquisition procedures or you prefer to put this information directly into the Objects Authority you may simply add an object to the Objects Authority and enter the term Acquisition Candidate in the Legal Status field 23 1 CHAPTER 23 ACQUISITIONS ACCESSIONS Overall Acquisition
519. the Permanent Collection gt Ifyou are in the planning stages of a Transaction Activity for events like exhibitions or loans the list of objects requested may not match what eventually is approved Using unlinked records prevents creation of records for objects that never arrive at the institution ID Number Validates Against Objects Authority All ID Number values in the Activities are validated against the ID Number field in the Objects Authority ID Number Matches If the ID Number exists in the Objects Authority Mimsy XG automatically links the Objects Authority record to the Activity record ID Number Doesn t Match If there is no matching ID Number in the Objects Authority the following message displays VAR does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to select an existing ID Number At this point you have two options gt Click YES to continue data entry and treat the object as an unlinked object This means that it can only be attached to the current Transaction Activity record It will not appear in the Objects Authority and cannot be attached to any other Activity records gt Click NO to return to the grid to enter an existing ID Number A Pop Up List of existing ID Numbers where the first few characters of the ID Number match th
520. the Quick Add form Click OK 23 10 CHAPTER 23 ACQUISITIONS ACCESSIONS When A Decision Regarding An Object Is Made Enter approved in the Status field to update the Legal Status of the object to PERMANENT COLLECTION OR Enter rejected in the Status field to update the Legal Status of the object to REJECTED ACQUISITION When Objects Arrive On Site This step is optional gt v v v v vw cw When the objects arrive on site open the Entry Activity Select Record Create Record from the menu or press F6 Enter a Receipt Number Select Field Pop Up List from the menu or press F9 to auto assign a sequential number Click the Acquisition Radio Button A message reading Do you wish to generate a linked Acquisition Record Answer NO to the prompt to generate a linked Acquisition Activity Click in Entry ID field in the Child section Select Record Create Record from the menu or press F6 A Temporary Number will automatically be entered into the Entry ID field Backspace over the default and enter the ID Number for the object Once you move by clicking or tabbing past the Entry ID field Mimsy XG checks to see if the Entry ID has already been assigned to an Objects Authority record You should NOT get a message since the object already exists in the Object Authority Mimsy XG fills in the Entry Items fields with data from the corresponding Object Authority fields Select Fil
521. the Thesaurus Browser simply copies a term or a string of terms into the current field If you wish to create hierarchical links between the Thesaurus Authority and other Mimsy XG records enter the terms in the Linked Terms Flexi Fields Thesaurus Browser Components The Thesaurus Browser has five main components the Search in Search For Field the Term Tree a Term List Term Definition and Term Variations There are also two Buttons COPY and COPY HIERARCHY used to copy and link terms to the Thesaurus Search in Search for Field The Search in and Search for fields are used to indicate where you are in the tree and to search for values The Search in Field displays a text string corresponding to where you are currently located in the hierarchy Wheat ttt ara Search in TGM l ObjectsFibers Cotton Search for le otton Run Search In Search For Fields 10 13 CHAPTER 10 DATA ENTRY TOOLS The Search for field may be used to search for a given term within a Thesaurus Searching the Thesaurus is helpful when you do not know where a term falls within a hierarchy or are not sure of the preferred format for the term Thesauri i p Search in TGM VObjectsFibers Cotton Search for cotton Run ArT Objects cotton gt gt _TGMI Objects Fibers cotton gt gt Materials Materials by source plant fibre or material seed hair fibt cotton textile cotton gt gt Art amp Architecture Thesaurus
522. then the Term fields for all Descriptor values are concatenated in alphabetical order and entered into the Materials Anchor field Create Materials String in Step Order To create a Materials string of Descriptor values according to the value in the Step field gt Select Manage Table Properties gt Inthe left pane click Physical Descriptors gt Setthe Validator field to display materials flat ALL BY STEP The display materials flat ALL BY STEP Table Properties Validator configuration creates a Materials string in conjunction with the DISPLAY MATERIALS STRIP LIST System Setting If a Descriptor value does not occur in the DISPLAY MATERIALS STRIP LIST System Setting then the Term fields for all Descriptor values are concatenated based on the value in the Step field and entered into the Materials Anchor field Create Materials String using a Closed List A Closed List of Descriptors may be used to create a Materials string A Closed List identifies specific Descriptor values to be used the number of times the a Descriptor value appears in the string and the order in which the Descriptor values will be concatenated gt Select Manage Table Properties gt Intheleft pane click PHYSICAL_DESCRIPTORS gt The Validator field contains the string of values that will trigger an update of the Materials string EXAMPLE display materials flat material technique support builds a string if the Descriptor value material or
523. ther Activities the Activity name must be selected from the list Modifiers Required Yes Modifiers The module type value represented by the column name in curly brackets contained in angle brackets Do not change Examples LINK DESCRIPTION lt MODULE_TYPE gt Checks for scheduling conflicts based on the status assigned in the child section of the record Activates the System Settings for LOAN_ITEM_CONFLICT_STATUS LOAN_ITEM_RESERVED_STATUS and LOAN_ITEM_IGNORE_STATUS Modifiers Required No Validation Appendix 2 VALIDATION APPENDIX VALIDATOR VALIDATION Modifiers Object and Loan key values represented by the column names in curly brackets contained in angle brackets Examples LOAN ITEM STATUS lt M_ID LKEY gt OBJECTS ACTIVITIES MEDIA Value must equal a MEDIA_ID value in the Media Authority If ALLOW NO LINK modifier is included the validator will allow the user to proceed without a match Modifiers Required No Modifiers lt ALLOW NO LINK gt If lt ALLOW NO LINK gt modifier is included the validator allows the user to enter an Media ID in a Parent field even if there is no matching Media Authority record Entry into child fields is not allowed with unlinked records Examples MEDIA MEDIA lt ALLOW NO LINK gt OBJECTS Value must equal an ID NUMBER value in the Object Authority If ALLOW NO LINK modifier is included the validator will allow the user to proceed without a match Modifi
524. this chapter Below are brief instructions to help get you started Run a query Select Groups Group Manager In the right panel hold CTRL and click on the desired records or click SELECT ALL Drag the highlighted records onto the Create New Folder The Group Naming windows displays Enter the details about your group OR Run a query Select Groups Create a Group Enter the details about your group ww v v v Select Groups Add Add Item or CTRL F10 to add a record to your group Group Manager The Group Manager is a visual tool to help you organize records Text to find Find next current Search 681 Select all Delete all Current Set ID Number Category Title E 71000 ARCHAEOLOGY Clovis point Ei Create a Group T1005 ANTHROPOLOGY Ndebele woman doll T1007 CONTAINERS Yayoi Jar 71008 RECREATIONAL ARTIFACTS T3040 VISUAL WORKS Chilkat dancers pose in cere T5000 CONTAINERS Chumash Basket Tray T5001 MASKS Tsimshian Mask ID Number ANT1006 Category CONTAINERS Object Name ceramic vessel Maker Unknown Title Early Jornon pot Place Made Japan Date Made c 8 000 10 000 BC Culture Jomon Materials ceramics Measurements overal 14 1 4 in x 10 in 36 195 cm x 25 4 cm Description The Jomon people of Japan made the first known pottery in the world although some archaeologists believe that pottery developed on the Asian mainland This coil built pot
525. thority Open the Linked Media Flexi Fields Select Record Create Flexi Record or press F6 or F12 Click or TAB into the Media ID Field v v v v Type the filename OR gt Select Field Pop Up List from the menu or press F9 for a list of existing Media Authority records P Select a Media ID from the list Links between Media and Activities must be made from the individual Activities The Linked Activity flexi fields in the Media Authority are read only Link to People All Authorities have Linked People Fields For most Authorities this is the only section of a record where links to the People Authority are created In the Objects Authority links to the People Authority may also be made in the Maker Flexi Fields and Collector Flexi Fields gt Click the Linked People Flexi Fields gt Select Record Create Flexi Record or press F6 or press F12 gt Type the name OR CHAPTER 6 LINKING AUTHORITY RECORDS gt Select Field Pop Up List from the menu or press F9 for a list of existing people gt Select a name from the list Link to Places There are several areas of Mimsy XG that may be explicitly linked to the Places Authority gt Inthe Objects Authority the Place Collected Flexi Fields may be linked to the Places Authority gt Inthe Objects Authority the Place Made Flexi Fields may be linked to the Places Authority gt Ineach Authority Objects Events Facilities Media People Site
526. thority SUBJECTS Displays a list of all Subjects in the Subject Authority TAXONOMY Displays the Taxonomy Browser THESAURUS Displays the Thesaurus Browser VALUATION Displays a list of valuation valuation date from the Valuation Activity Typically used in Insurance and Indemnity VESSELS Displays a list of all Vessels in the Vessels Authority Special Lists 3 SYSTEM SETTING APPENDIX System Setting Appendix Setting Value at Time ACCEPT PARENTHETICALS false Specifies whether parenthesis should be stripped out during Authority validation or included as part of the validation process If value false then validation ignore the value in the parenthesis If value true validation includes parenthesis ACQUISITION APPROVED approved When the Status field in the child section of an Acquisition Activity contains this setting and the Accession Date is filled in a new record is inserted in the LEGAL STATUS table where CURRENT Y The new Legal Status value is controlled in the Text module in the Value Settings by the Acquisition Legal Status entry ACQUISITION CLOSED LIST closed When the Status field in the Parent section of an Acquisition Activity contains one of these values the record becomes read only and does not appear in Activity Manager In 1 4 and below this held a single term and was called ACQUISITION CLOSED ACQUISITION ITEM SUMM NVL TITLE ITEM NAM When an Object Authority
527. thout having to store the name in two places the name record and the link table The Virtual Field Actual Field entry is only used at sites that have customizations If you do not have a customized version of Mimsy XG you will not use this feature 30 15 CHAPTER 30 SYSTEM ADMINISTRATION Default Value The Default Value fills in automatically whenever a new record is made To enter a Default Value type in the value If no Default Value is entered the field will be empty Data defaults may also be one of the following functions FUNCTION USER For the logged in user FUNCTION SYSDATE For today s date FUNCTION EMAIL For the logged in user s email FUNCTION DEPARTMENT For the logged in user s department FUNCTION REAL NAME For the logged in user s real name in the USER screen of the admin module FUNCTION NEXT STEP lt KEYFIELD KEYFIELD gt This Function may only be used for the STEP column in Flexi field records It allows the Step column to auto increment by 1 when entering data in the Details flexi field Please replace the word KEYFIELD with the name of the foreign key column for the child table So for example if you want to set it up for MAKERS STEP you d have FUNCTION NEXT STEP lt MKEY MKEY gt In Conservation Details it would be FUNCTION NEXT STEP lt CONSKEY CONSKEY gt Allow Edit Check the Allow Edit flag if the user can update a particular field if it already has a value in it Allow Insert
528. tion The Exhibition Activity record provides the details regarding the exhibition you are planning and where you hope it will travel Exhibitions often include a mix of borrowed objects and elements of the Permanent Collection Identify Exhibition Objects In the initial planning stages of an exhibition you will likely create a wish list of objects from your Permanent Collection and objects you hope to borrow You may also begin to track accessories such as pedestals or other materials like large text panels transparencies and crates Create Loans When you decide that official Loan Activity records should be created for the objects in your exhibition move to the Loan Activity and create a record for each borrower or lender NOTE if you do not want to create Loan Activity records for the objects you may wish to use an Exhibition Option field in the Child section to enter the borrower or lender name Attach Loan Objects If objects have already been attached to an Exhibition Activity use the Activity Manager to drag them onto the correct Loan This saves data entry time and creates a link between the loan object and the exhibition Link to Transaction Activities Mimsy XG enables you to link two Transaction Activities together For example you might want to attach a loan to an exhibition To link Transaction Activities gt Open the Links Flexi Fields 26 2 CHAPTER 26 LOANS AND EXHIBITIONS 9 Links Linked M
529. tion enters names in First Name Last Name format modify the default to NATURAL in the System Module Mr Mrs Dr Sir Lady The name parsing algorithm recognizes string patterns that represent personal titles and salutations e The PEOPLE TITLE PARSE LIST Data Default identifies strings such as Sir and Mrs embedded in the Preferred Name field that will be automatically 1 entered in the Title field Contact your System Administrator to add or remove values from the default list Sr Jr Il amp Other Name Suffixes The name parsing algorithm recognizes string patterns that represent personal titles and salutations e The PEOPLE SUFFIX PARSE LIST entry in the System Settings section of the System Module identifies strings such as Sr and Jr embedded in the l Preferred Name field that will be automatically entered in the Suffix field Contact your System Administrator to add or remove values from the default list O B E PhD MD The name parsing algorithm recognizes string patterns that represent titles granted to you by a government or organization e The PEOPLE HONORARY PARSE LIST entry in the System Settings section of the System Module identifies strings such as PhD and MD l embedded in the Preferred Name field that will be automatically entered in the Honorary Title field Contact your System Administrator to add or remove values from the default list Automatic Sort Name When you create a record for a
530. tlx and ssceca tlx gt Open xgDict properties in Notepad gt The file will look similar to the one below 30 66 CHAPTER 30 SYSTEM ADMINISTRATION Sentry spelling Checker Engine xg Properties Tue Apr 02 13 40 37 EST 2002 REPORT UNCAPPED OPT false n IGNORE CAPPED WORD OPT false SPLIT WORDS OPT falseln IGNORE NON ALPHA WORD OPT truel REPORT MIXED CASE OPT falsel REPORT DOUBLED WORD OPT true D IGNORE ALL CAPS WORD OPT falsel ALLOW_ACCENTED_CAPS_OPT truenoo MinsuggestDepth 300 SPLIT_HYPHENATED_WORDS_OPT trueo UserLexicon3 T wil loughby ssce runtime lex accent t1x fileooo UserLexicon2z T willoughby sscE runtime lex correct t x filen UserLexiconls T willoughby sscE runtime lex userdic tlx filen suggestions typographicaln IGNORE MIXED CASE OPT falsenn STRIP POSSESSIVES OPT truel REPORT MIXED DIGITS OPT truel SUGGEST SPLIT WORDS OPT truel nD IGNORE DOMAIN NAMES OPT falseln IGNORE MIXED DIGITS OPT false n SPLIT CONTRACTED WORDS OPT falsen n Comparator Typographicalooo CASE_SENSITIVE_OPT trueo MainLexicon2 T willoughby sscE runtime lex ssceam2 clx file nn MainLexiconl T willoughby sscE runtime lex ssceam tlx filen Sample xgDict properties gt Editthe lines for UserLexicon3 UserLexicon2 UserLexicon1 MainLexicon2 and MainLexicon1 to point to the location of the dictionary files on the server The drive letter for the path to the files
531. ton Choose SELECTED TERMS or FULL LIST SELECTED TERMS will copy only the currently highlighted terms Select the existing view name to which you wish to copy At the Copy Complete notice click OK Click SAVE HINT if you are managing multiple views and an existing view contains entries you wish to copy over to the current view go to the other view and use the COPY TO functionality To edit a term gt gt Click on the Field Name for the list Click the EDIT button 30 20 CHAPTER 30 SYSTEM ADMINISTRATION gt Modify the term as needed gt Click SAVE To edit a term Click on the Field Name for the list Click the DELETE button Click YES in answer to the prompt ww v cw Click SAVE Special Validators Special Validators specify whether data entered into a field must meet certain criteria before the user may continue with data entry An example of a Special Validator is that a new Object Authority record must have a unique ID Number before it can be saved Special Validators should not be modified They are listed in the System Module for informational purposes only and should only be modified if directed by The Selago Design Help Desk Valid Range The Valid Range entries control whether the data entered into a field is appropriate based on data that has been entered into another field An example of a Valid Range is that the Start Date of a Loan must be before the End Date Refer to the V
532. traen era naa 2 21 Chapter 3 Add Edit amp Delete Records 3 1 Create a Record eene 3 2 Edit a Record eese 3 2 Save a Record eese 3 3 Delete a Record eene 3 3 HDI 3 5 Audit Trail aeee 3 5 Chapter 4 Using Authorities e 4 1 Objects Authority eeeeee ee eee eere eene 4 2 Events Authority eeeeeeeeeeeee eene 4 10 Publications Authority esee 4 12 Media Authority eeeeeeeeeeeee eere eene 4 13 People Authority eeeeeeeee eere eere 4 13 Sites Authority eeeeeeeeeee esee eene nnnne 4 17 Places Authority eeeeeeeeeee eere eere 4 20 Facilities Authority eeeeeeeee eere 4 22 Subjects Authority eese ceres 4 25 Vessels erento loei aae 4 26 TaXOTIOIiV ouest exe vcs evs di e di e e er 4 30 Thesaurus Authority e eeeeeeeeeeeeee 4 33 Chapter 5 Digital Files eere eere 5 1 Digital Files coit ryet eee rni e hoe rete ra gano 5 2 Media Authority Features eeeeeeeees 5 3 Creating Media Authority Records for Digital Media ARIETE E AANE DARII ERES EEES EAEE E TEES EET 5 7 Linking Thumbnails to Larger Im
533. try Brigade landing from LCI L ofthe 2nd Canadian 262nd RN Flotilla on D Day ESS v gt lt Condition Location Library v a OBJECT CONDITION HISTORY 4 4 0 0 gt Current Record 7j Condition stable Condition Date 1999 05 27 Examined By Apple Joe Purpose exhibition Component Accessory SS RS Status open Status Date 1999 05 27 Priority Value1 4 Priority Value2 2 Conserv Request Date 1999 05 27 Summary Qpjectis in stable condition and may be displayed under appropriate light levels Audit By Audit Date External File la Activity Record Parent Section The Parent section of the record is at the top It contains the identifying information about the object you are reviewing The data is pulled directly from the Objects Authority It is read only and may not be updated The Parent section display defaults to Form View 17 2 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES CONDITION ID Number HiS 4003 Category HISTORY Object Name photograph Title Troops Aboard L C I Near France Maker Gilbert A Milne Materials black and white photograph Measurements sheet 10x8 in 25 4 x 20 32 cm Description view illustrating the personnel ofthe 8th Canadian Infantry Brigade landing from LCI L ofthe 2nd Canadian 262nd RN Flotilla on D Day Condition Location Library Object Specific Activity in Form View If you click in the Parent section of the record the Link
534. ty record gt Select Record Create Record from the menu or press F6 gt Enter the ID Number To lookup the last number assigned in a series enter part of the number highlight and press F9 gt TAB out of the field gt Select File Save from the menu F10 To add a Maker or Collector gt Enter a name or press F9 for a Pop Up List gt Ifthe name you typed does not exist in the Authority a message displays 4 8 CHAPTER 4 USING AUTHORITIES Mimsy XG will either display a list of close matches or display a message indicating the list has no values there are no matches If the list displays and you see the correct name select it OR If the name is not displayed click CANCEL A message displays prompting you to add the name Answer Yes and follow the prompts to create the name or Answer No and leave the field blank To add a Place Made or Collected Enter a place or press F9 for the Places Browser If the place you entered does not exist in the Authority a message displays Mimsy XG will either display a list of close matches in the Places Browser or display a message indicating the list has no values there are no matches If the browser displays and you see the correct place select it OR If the place is not displayed click CANCEL Either leave the field blank or open the Places Authority add the new place then return to the Object and enter the Place data OR If a mes
535. ue does NOT appear in any of the repeatable values being searched The Does Not Exists Operator may be used with wildcards 96 Free Text The Free Text Operator is used to search fields that have been indexed using Oracle s InterMedia tool InterMedia indexes long text fields for faster record retrieval The standard Mimsy installation does not include any InterMedia indexes on fields If your System Administrator adds InterMedia indexes you must use Free Text to search these fields No other Operators may be used to search InterMedia fields The Free Text operator is used without wildcards Boolean Operators If your query has more than one search criteria uses more than one Comparison Operator you will need to use a Logical Operator to tell Mimsy XG how to process your request Logical Operators sometimes known as Boolean Operators allow you to apply multiple Comparison Operators during a single search The Comparison Operators are joined by using the Logical Operators AND OR and NOT The Logical Operators used in Mimsy XG are gt AND gt OR gt NOT When you have a combination of NOT and AND and OR operators the NOT operators are evaluated first next AND operators are evaluated then the OR operators are evaluated The chart below describes how each operator works Logical Operator Meaning Search Results 11 8 CHAPTER 11 SEARCH CONCEPTS AND find the records that satisfy the find al
536. ue to Venue Since there are so many ways to use the Mimsy XG Activities some functionality has been duplicated so that it exists in two places While this may seem repetitive to some it enables Mimsy XG to support a variety of exhibition and loan planning procedures In the interests of providing the most comprehensive documentation possible we have presented both Activities as if they are being used in together 26 1 CHAPTER 26 LOANS AND EXHIBITIONS Overall Process When planning loans and exhibitions you will create a Loan Activity or Exhibition Activity then add objects to each of them If you create your exhibition first you can then link it to a loan later or vice versa Also as borrowed objects arrive on site you can register them in the Entry Activity and link them back to the loan and or exhibition Decide to Use Linked or Unlinked Objects Loans and Exhibitions can be used with linked or unlinked records Linked records exist in the Objects Authority Unlinked records exist in the Activity only and cannot be used anywhere else in the system Since loans and exhibitions often deal with objects that are never included in the actual activity you will need to decide how you wish to manage object information while using these Activities If you think you will attach the same object to more than one Activity record i e a loan and an exhibition we recommend adding the object to the Objects Authority Create An Exhibi
537. uick Add Location Activity form displays Complete the data fields to create new Location Activity records ww v v v Click the OK Button 17 9 CHAPTER 17 OBJECT SPECIFIC ACTIVITIES gt After a few seconds a confirmation message displays X records processed Special Features Location Activity There are several special features in the Location Activity New Location Location Levels Pop Up Lists The Location Activity and Facilities Authority are designed to work together The Location Activity holds the data about where objects are stored and the Facilities Authority manages data about the buildings themselves Because of this relationship the Facility Browser with data from the Facilities Authority is used for the Pop Up List for the New Location Field FE i ox Search in Oakbrook Storage Facility Oakbrook Storage Facili Search for Run r3 Facilities Main Storage Facility Metropolitan Regional Art Museum Storage E Oakbrook Storage Facility EC lt Oakbrook Storage Facility levels 9 EBay 1 E Room A CAisle 1 EJ Cabinet 1 Facility Oakbrook Storage Facility gt C3 Cabinet 2 Facility Type physical facility amp C Cabinet 3 Address Linel 356 Smith Lane City Winnetka gt EI Cabinet 4 State Province Ilinois gt Cabinet 5 Country USA EI Cabinet 6 Postal Code 60614 Cabinet 7 Telephone 847 332 1200 amp C5 Cabinet 8 Fax 847 332 1
538. uired to use an auto generated Job Number and may leave this field blank or enter an alternate Job Number value if you prefer To assign the next auto generated Job Number gt Click in the Job Number field gt Select Field Pop Up List from the menu or press F9 e To configure an auto generated Job Number for the Conservation Activity modify the ID FORMAT CONSERVATION JOB NUMBER data default in the 1 System Module See your System Administrator to change the installation default Link to Condition Activity Users can automatically generate a Conservation record from the Condition Activity To move to the linked Condition record click in the parent section of the Conservation Activity record then use the Link Ledger to open the Condition Activity folder Within the folder there will be a linked record for conservation request lt Conserve Request Date gt Treatment of Accessories Components Mimsy XG can also track conservation work performed on any accessories of objects or any of its components To indicate that a record describes the treatment accessory or component and not the object enter the name of the accessory or component in the Accessory Component field The Accessory Component field in the Conservation Activity is connected the Accessory Component field in the Accessory Toggle Bar in the Objects Authority Accessory names entered in Accessory Toggle Bar in the Objects Authority will appear in the Access
539. uisition Activity Click in Entry ID field in the Child section Select Record Create Record from the menu or press F6 23 8 CHAPTER 23 ACQUISITIONS ACCESSIONS ww v v cw cw A Temporary Number will automatically be entered into the Entry ID field If you do not wish to use this number backspace over it and enter a new number for the object In the Entry ID Field select Field Pop Up or press F9 The Object Reconciler displays Navigate to the Acquisition Activity Folder with the object you have just received Click the Reconcile button to link the entry object to the acquisition object Once you move by clicking or tabbing past the Entry ID field Mimsy XG checks to see if the Entry ID has already been assigned to an Objects Authority record In most cases a message reading lt VAR gt does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to select an existing ID Number Click YES IF YOU CLICK YES Answering YES allows users to finish data entry for the acquisition candidate transfer the data to the Objects Authority by checking the Linked Flag and use the Object Reconciler to link the object to the existing Acquisition Activity record Continue adding Entry details for the Object When finished adding the details a
540. uld create two Multi Fields for the Category of NUMISMATICS Category NUMISMATICS Category Field If you entered NUMISMATICS in the Category field two rows would display in the Multi Fields Flexi Fields 9 MultiFields MultiField Value Seated image of Zeus Heracles s father holding an eagle Multi Field Values e You can create as many Multi Fields in the system as you want To create Multi Fields ask your System Administrator to add new row 1 defaults for the Catalogue table in Row Defaults section of the System Module Physical Descriptors Flexi Fields under Materials Physical descriptors identify how a material support or technique applies to a specific portion of the object The descriptors what facet is being described and the terms the value of the descriptor are pre configured in the System Module For example if the top of a box is inlaid with ivory and the sides are made of mahogany there would be two physical descriptor entries in the Flexi fields Creating A Record Hierarchy The Whole Part Flexi Fields are used to create multiple level hierarchical relationships between Object records in your database For example you may have a tea service in your collection This set is made up of 6 place settings a tea tray a sugar bowl creamer and a teapot It is possible to create Object records for the individual place settings the tray the sugar bowl and the teapot and then link those reco
541. ult Value for the Temporary_ID field in the Entry Items table in the View Properties of the System Module Objects Authority Validation Once an object is added to the child section of an Entry record Mimsy XG checks to see if the number has already been assigned in the Objects Authority If the ID Number matches an existing record Mimsy XG assumes you are processing the return of an object and links the Entry record to the existing object If there is no matching ID Number the following message lt VAR gt does not exist in the Objects Authority A record for the object will be added to the Objects Authority when registration is completed in the Entry Activity Click YES to continue with the ID Number you have just entered Click NO to select an existing ID Number Yes Continue with ID Number If you click YES you may continue to enter core data about the entry object in the Entry record At this point the object is treated as an unlinked object The object may be moved into the Objects Authority at any time by checking the Linked flag No Select an Existing ID Number If you click NO Mimsy XG expects that you are processing the entry of an object that has already been added to the Objects Authority By clicking no you indicate that you have mistyped the ID Number and need to re enter it After you click NO a Pop Up List of existing ID Numbers where the first few characters of the ID Number match the object being processed d
542. umber Select Field Pop Up List from the menu or press F9 for a sequential number if this feature is in use at your institution gt Enter a Borrower Name in the Institution field gt Finish entering data in the Parent section gt Select File Save from the menu or press F10 to save the Parent section of the record Add Loan Venues To enter a list of venues for the entire Loan Activity Click in the Venues field in the Parent section Open the Venues Flexi fields Click or TAB into the Venue field ww v v v Enter a name OR gt Select Field Pop Up List from the menu or press F9 for a list of People Authority records flagged as venues gt Repeat as necessary Link Outgoing Loan to Exhibition To a loan to an exhibition gt Open the Links Flexi Fields gt Clickor TAB into the Linked Module field gt Select Exhibition from the dropdown list 26 19 CHAPTER 26 LOANS AND EXHIBITIONS gt Click of TAB into the Linked To field Select Field Pop Up List or press F9 for a list of Exhibition Activities where the Status is open Attach Outgoing Objects in Loan Activity There are three basic ways to attach objects to a loan Add Objects Already Attached to a Related Activity If you are also managing an Exhibition Activity record in conjunction with the Loan Activity you can use the Activity Manager to drag objects from one record to the other gt Select Tools Activity Manager
543. ument Click OK Click SAVE To configure the pfile to run reports using the Crystal Reports OraclelC Viewer Open the pfile It is typically on the server in the XGAPP folder Look for the line which reads CR C Program Files Willoughby CRViewer CRModule exe lt filename gt xg lt USERNAME gt lt PWORD gt CR is the value that corresponds to entry in the Report Type field in System Module C Program Files Willoughby CRViewer CRModule exe is the path on the local workstation where the Crystal Viewer is installed Modify this line if necessary Address 5 C Program Files willoughby CRViewer Folders X Name Size Type Date Modified amp WebEx GJ UNWISE EXE 161 KB Application 9 28 2001 5 00 PM C3 Willeughby IwsG Report ico 3KB Icon 2 9 2005 1 05 PM e E INSTALL LOG 14KB Text Document 6 25 2008 9 34 AM amp C3 Mimsy XG NS CRModule exe 52KB Application 2 9 2005 1 08 PM Path to Crystal Viewer The remaining portion of the statement is the parameter with the actual report filename passed automatically between Mimsy XG when a report is selected from the Report Menu the database name and user logon information For more information on configuring reports please refer to the Mimsy XG User Manual lt filename gt xg lt USERNAME gt lt PWORD gt ZAAN Report Name from File Field DB Name MXG logon MXG password HINT many sites create a viewall user named Report with a password of Report With this configuration the
544. unctions in order to make the modifications described in this chapter View Number Each view is assigned a unique number by the system View Name The System Administrator assigns a unique name to any new view created in the system 30 9 CHAPTER 30 SYSTEM ADMINISTRATION Owner The ANACTORIA or XGVIEWS user owns all views This is the default owner and should not be changed unless directed by The Selago Design Help Desk Public At the time of installation all views are PUBLIC in that the system tables are accessible by all user logons This default should not be changed unless you have a customized system Language Mimsy XG is multi lingual and accommodates any number of languages that you wish to record The primary language associated with the view should be entered in the Language field For views in English the Language eng For views in French the Language fre Left To Right This flag controls the screen justification Check the flag for Left Justification for all fields Uncheck the flag for Right Justification Images in Browser This flag controls whether digital images may appear in the Media Viewer Check the flag to show images Images will appear as small pictures Audio in Browser This flag controls whether digital audio files may appear in the Media Viewer Check the flag to show audio files Audio files will appear as icons Docs in Browser This flag controls whether digital document files may appea
545. up Click on the Module where access is restricted If checked uncheck the flags for all related tables If only some logons using an Role are restricted from seeing fields it is typically easiest to create a custom view Only those who have access to the View will see the fields To do so gt gt gt gt gt ww v v v v Log into the System Module Select Manage View Setup from the menu Click the NEW VIEW button A list of existing views displays Select a model view The view you pick as a model determines the Help Messages Hint Text Pop Up Lists Field Tags and Field Display order that will be used to create the basis of your new view Click OK The Name View window displays Enter a name for the new view Click OK A window displays with a list of all Activities and Authorities Check or uncheck any modules that should be included in the new view Click OK The new view is created NOTE this process may take a few minutes Click SAVE To add or remove access to modules from an existing view ww v v v Select Manage View Properties Select your view Select the Parent table for the Module where access is restricted Check or uncheck all flags 30 54 CHAPTER 30 SYSTEM ADMINISTRATION Restrict Users From Viewing Records To restrict users from seeing certain records you may filter them out of the users View Adjust the Default Query filter in the Table Properties section of the Sys
546. ur System Administrator to modify the 1 CATEGORY1 setting for the Vessels table in the Row Defaults section of the System Module Physical Descriptors Flexi Fields under Materials Physical descriptors identify how a material support or technique applies to a specific portion of the Vessel The descriptors what facet is being described and the terms the value of the descriptor are pre configured in the System Module For example if the top of a box is inlaid with ivory and the sides are made of mahogany there would be two physical descriptor entries in the Flexi fields e You can create as many Physical Descriptors in the system as you want To create Physical Descriptors ask your System Administrator to modify the 1 configuration for the Vessels Physical Descriptors table in the Row Defaults section of the System Module Creating A Record Hierarchy The Whole Part Flexi Fields are used to create multiple level hierarchical relationships between Vessel records in your database Instructions for creating a record hierarchy are detailed in the Record Hierarchy chapter 4 29 CHAPTER 4 USING AUTHORITIES Auto Generated Vessel ID Sorts When a Vessel ID Number is entered in Mimsy XG Mimsy XG automatically analyzes its structure and parses it into the Vessel ID Number Sort fields Sort fields are needed since computers do not recognize most Vessel ID Numbers as true numbers because they may have multiple decimals dashes
547. used to insert child records FRACTIONAL DENOMINATO 16 pm whether fractions should be displayed as x 16 or x 8 R GROUP MANAGER ROLE LI MANAGER i list of roles whose members are allowed to delete groups and ST items from groups that are not their own IGNORE_PEOPLE_TERMS no ignore terms listed For names that are validated against the People Authority these values are completely ignored May be used for strings such as Unknown if you do not want a generic Unknown Preferred Name record in the People Authority This may not be applied to virtual fields IMAGE_BRAND_RIGHT_TYPE Copyright In the Media Browser it is possible to embed the RIGHTS RIGHTS_TEXT field in saved images and to access the image rights by right clicking on the image If Mimsy XG finds a rights record associated with the item that has a rights type that matches this value it pulls the RIGHTS_TEXT field for display in the Media Viewer The Rights right click menu item becomes active and System Setting Appendix 4 SYSTEM SETTING APPENDIX Setting Value at Time setting of Installation selecting it displays the rights text This same text is added to the image when it is saved INSURANCE CLOSED LIST closed When the Status field in the Parent section of an Insurance Activity contains one of these values the record becomes read only and does not appear in Activity Manager In 1 4 and below this held a single term and was called INSURANCE CLOSE
548. used to search Anchor fields and Parent sections of the records Use an Advanced Search to search fields when there are multiple criteria applied to a single field or the search criteria uses the OR Logical operator gt Find all Objects Authority records where the Materials field contains gold AND silver gt Find all Loan Activity records where the borrower is equal to Graham Gallery OR Graham Sylvia gt Find all Acquisitions where the Smith Family donated funds towards purchase but NOT the object itself gt Find all People Authority records where the Link Ledger contains ID Number 1999 H 269 Open Advanced Search To access Advanced Search features gt Select Search Advanced Search or press CTRL ALT F7 Advanced Search Form Advanced Searches use a special 3 section form to process searches Advanced Search Advanced Search History Search criteria 3 Public searches Catalogue Category like Yocast 3 My saved searches Recent searches SQL WHERE clause L3 t CATALOGUE CATEGORY like socost and nls upper CATALOGUE CATEGORY1 like 1 and 2 CATALOGUE CATEGORY like cost and CATALOGUE CATEGORY1 like 2 or CATALOGUE CATEGORY1 like i 3 CATALOGUE CATEGORY1 soundex cost and 3 or CATALOGUE CATEGORY like 4 or CATALOGUE CATEGORY1 4 EXHIBITIONS DATE exists and like 5 CATALOGUE CATEGORY1
549. value and Select Field Pop Up List from the menu or press F9 to get a list of matching ID Numbers gt Select File Save from the menu or press F10 After the Child record is saved Mimsy XG copies four pre configured fields into the Description field Users may overwrite this data if they wish To change the default fields copied see your System Administrator Attach Unlinked Object To add an object to an Activity if it does NOT have an Objects Authority record gt Click in the ID Number field gt All records must have a value in the ID Number field If there is no identifying number for the object please assign some type of identifier gt Click or TAB out of the ID Number field gt Mimsy XG displays a message reading lt ID Number does not exist in the Objects Authority Continue without a link gt Click YES gt Use the Description field to describe the object NOTE You can move an uncatalogued object into the Objects Authority by processing it through the Entry Activity and clicking the Linked Flag Add Group to Activity To attach a group of objects to a Transaction Activity record gt Press the Group Toolbar icon OR 20 7 CHAPTER 20 TRANSACTION ACTIVITIES v v v v Select Group Group Manager from the menu Navigate to the appropriate group Press the LINK button Press OK to close the Group Manager Window Press the Refresh icon or select Record Refresh this Record or
550. ve brown eyes Habitat Decidious forests with moist floors Range Distribution Maine to Florida Michigan Texas to Eastern Seacoast Taxonomy Definition Taxonomy Variations Under the Taxonomy Definitions there is a listing of Taxonomy Variations Some users may wish to link variations to the record instead of the preferred term Term Variations To link a variant name to the record gt Check the Use Variation flag gt Click on the Taxonomy Variation name e To enable or disable the ability to link a Taxonomy Variation to a record modify I the ALLOW VARIANTION SELECTION LIST System Setting in the System Module to include the TAXONOMY table Copy Term Only After using the Taxonomy Browser to select the appropriate term click the COPY TERM Button to enter the term into the current field Copy Term enters the specific taxonomy record you have selected and ignores the rest of the hierarchy string For example selecting Copy Term within the hierarchy Reptilia Chelonia Testudinoidea Terrapene Terrapene carolina enters Terrapene Carolina in the field Copy Hierarchy After using the Thesaurus Browser to select the appropriate term click the COPY HIERARCHY Button to enter the term and all of its broader terms into the current field For example xlicking Copy Hierarchy enters Reptilia Chelonia Testudinoidea Terrapene Terrapene carolina into a field 10 23 CHAPTER 10 DATA ENTRY TOOLS Link To Set The L
551. ve all occurrences of the word in the current record as is click IGNORE ALL gt To skip the rest of the field you are in click the IGNORE FIELD gt To add the word to the Mimsy spelling dictionary so that it is no longer considered an error select the dictionary name and click ADD NOTE we recommend that you select the userdictionary tlx file when you add terms gt Click CANCEL to exit the Spell Check 10 29 CHAPTER 10 DATA ENTRY TOOLS Find and Replace To search for the occurrence of a term gt Select Edit Find or press CTRL F gt Replace is only available in Grid View To replace the occurrence of a term while in Grid View gt Select Edit Replace in Grid from the menu 10 30 CHAPTER 11 SEARCH CONCEPTS Chapter 11 Search Concepts You can search query your database using two methods Basic Searches and Advanced Searches This chapter focuses on introductory query concepts for both methods that you may find helpful In this chapter you will learn about Definition of Search Types Basic and Advanced Introduction of Search Concepts Review of Search Operators gt lt AND OR NOT Instructions for Running A Basic Search To learn more about Basic and or Advanced Searches refer to the Basic Searching or Advanced Searching chapters of this manual CHAPTER 11 SEARCH CONCEPTS How Does A Search Work A search or query is a question that is sent to
552. ven object person or activity 14 1 CHAPTER 14 MANAGE COPYRIGHT Copyright Use the Copyright Manager to enter data about the right to reproduce a work image or any other potential piece of protected information The Copyright Manager stores multiple copyright statements for any Activity or Authority For example for digital images in the Media Authority you may wish to enter who owns the copyright the museum artist etc and the dates during which the copyright is valid Since several copyright statements may be applied to each record it is possible to manage rights for anything from educational use to commercial purposes Many times the copyright for an image or object is dependent on the artist or manufacturer In cases such as these it may be helpful to enter standard copyrights associated with the person in the People Authority These rights may then be applied to objects in the Objects Authority Copyright Manager Design The Copyright Manager is divided into two sections copyright summary and copyright details The summary section on the left displays an overview existing copyright data The detail section on the right contains the specific copyright information Current Record Current Search copyright Type copyright Holder Santa Barbara Museum of Art Right Copyright Santa Barbara Museum of Art Department of Anthropology From date To date Status Regarding ANT5000 CONTAINERS Chumash Ba
553. vidual 4 10 CHAPTER 4 USING AUTHORITIES event They create separate Event Authority records for the Olympic Games in 2000 and the Olympic Games in 1996 and so on Event Name Olympic Games 2000 Event Authority Record 1 Event Name Olympic Games 1996 Event Authority Record 2 Others consider the Olympic Games a single event that occurs over a period of time At these sites one Event Authority record is created and the individual games are added as Event Components Event Components are entered under the Event Name field EVENTS Event Name Olympic Summer Games Short Name Olympics Category Sports and Recreation Occurrence Type ongoing Event Began 1896 Component Begin Date End D 1996 Summer Games Atlanta Georgia United States 1996 facil 000 Olympic Summer Games Sydney Australia 2000 ml One Event Authority Record with Event Components Duplicate Event Names The Event Authority accepts duplicate event names If a duplicate event name is entered Mimsy XG displays a message alerting the user to the fact Battle of Waterloo is in use Is this a different record Event Name Battle of Waterloo Category Historical Event Began 1815 02 01 Event Ended 1815 06 01 Duration 5 Duration Unit months Description A battle in Belgium in 1815 in which the British defeated the French under Napoleon Bonaparte Napoleon abdicated as emperor a few days after this final defeat an
554. ween Departments If an object is deaccessioned by one department and accessioned by a different department it will be attached to 2 Acquisition Activity records Special Features The Acquisition Activity contains the following special features to help support the acquisition procedures used by your institution Read Only The Status field in the Parent section of the record controls the security status of the Acquisition Activity record When the Status is set to closed the entire Acquisition Activity record becomes read only e To change the Acquisition Activity Status field term that changes a record to read only modify the ACQUISITION CLOSED LIST data default l in the System Module This change may be made by your System Administrator Unique Ref Number Each record in Mimsy XG must have a unique Reference Number Ref Number or the record cannot be saved When entering a new Acquisition Activity record Mimsy XG automatically compares the new Ref Number to the existing records in the database If there is a conflict number already assigned Mimsy XG displays a message alerting the user to the problem The user must resolve the conflict before saving the record Automatic Ref Number Generated If an Acquisition Activity record is generated through the Entry Activity the Ref Number assigned to the Acquisition Activity will be the same as the Entry Activity Receipt Number You may enter a new Acquisition Activity Ref Number if
555. wser gt Navigate through the terms in the Facility Browser gt Click on the appropriate Facility Name gt Click COPY TERM or COPY HIERARCHY Both the COPY TERM and COPY HIERARCHY Buttons link the term and its related terms to the current record The System Administrator controls the display format for the Term field term only or term plus hierarchy and regardless of which button pressed the terms appear in the default format the next time the fields are accessed To break a link to a Broader Facility Click or TAB into the Broader Facility Field Hit the DELETE key on your keyboard Select File Save or press F10 v v v v Refresh the record Record Refresh Record or press F5 Once the record is refreshed the hierarchy will reflect the changed link Facility Identifying Info The three fields displayed under the Information Flexi Field may be configured on site At the time of installation the fields are set to Event Name Category and Display Date To adjust these values ask your System Administrator to modify the System Settings for the FACILITIES table and check uncheck the Info Field flags for the corresponding fields Subjects Authority The Subjects Authority manages information about keywords and topics related to the collection It is a flat Authority you cannot link a specific subject to a broader subject term For that reason some users enter Subject data in the Thesaurus Authority There are
556. y and prevent users from adding new names contact your System Administrator Source Contact The Pop Up List for Contacts depends on the name entered into the Source field The list is automatically generated from the contacts entered for the person or organization in People Authority in the Addresses Flexi Fields where the Active flag is checked HINT if there are no contact names in the Pop Up List refresh the Activity record and use the Link Ledger to move to the People Authority record Enter the new contact data so that it will be added to the Contacts Pop Up List Make sure that the Active flag is checked Address Auto fill The Pop Up List for the Address field is generated from the Contacts listed for the Source in the People Authority Automatic Entry of Total Items Field After objects have been entered in the child section and the record is saved Mimsy XG automatically updates the Total Items field with the number of child records attached to the Activity Assign Permanent ID Number The ID Number assigned to the object when the acquisition process first begins is often a temporary number If the object is accessioned and a new permanent number is assigned backspace over the ID Number and edit as necessary This update will be carried over to the 23 4 CHAPTER 23 ACQUISITIONS ACCESSIONS Objects Authority and the ID Sorts will be re parsed The new ID Number should be assigned after the Accession Date field is entere
557. y be used for the collection in general Crates display pedestals cases vitrines and frames are often considered to be accessories Condition Location amp Value of Accessories The location condition and conservation treatments associated with accessories may be recorded in the Activities Related Objects Relationships between objects may be interpretive or hierarchical Interpretive relationships usually define how one object has been adapted from or is a version of another object Hierarchical relationships specify how multiple objects are connected together to form larger units Interpretive Relationships Interpretive relationships identify a conceptual similarity between distinct objects They may include but are not limited to the following gt 3skeletons from the same species 1 child 1 adult male and 1 adult female gt A mold that is a maquette of a sculpture gt Two paintings of the same landscape In cases such as these you may wish to create an Objects Authority record for each object then relate them using the Linked Objects Flexi Fields ID Number Title Name Relationship Alligator mississippiensis skull Adult Female 9 Linked Objects Interpretive Relationship Entered in Linked Objects 7 2 CHAPTER 7 COMPONENTS ACCESSORIES amp RELATED OBJECTS Hierarchical Relationships Hierarchical relationships also called record hierarchies define unique units that make up a larger
558. you prefer To assign the next sequential Ref Number gt Click in the Ref Number field gt Select Field Pop Up List from the menu or press F9 23 3 CHAPTER 23 ACQUISITIONS ACCESSIONS e To configure an auto generated Ref Number for use in the Acquisition Activity modify the ID FORMAT REF NUMBER data default in the 1 System Module This data default may be reset each year so that the Ref Numbers assigned always contain the 4 digit year and the sequential gift number EXAMPLE 2003 1 Auto generated Ref Number values may be reset at any time For example when a new calendar year begins the root number year and accession sequence number order of gift may be adjusted to begin with the new year and the number 1 Source Data Donor Information Information about the donors vendors auction houses or other parties involved in an acquisition is managed in the Sources field in the Acquisition Activity Data entered into the Anchor field is automatically added to the Sources Flexi Fields Sources Willoughby Associates Limited Lenore Sarasan m Source Role Contact Address Willoughby Associates Limited donor Lenore Sarasan donor Donor Vendor Information The Source field validates against the People Authority where the Source check flag is checked Source Y NOTE Mimsy XG prompts you to create a record on the fly for any name that does not exist in the People Authority To limit this functionalit
559. ype as listed in the PFILE txt file In the File field press F9 to open a document window Navigate to the help document Click OPEN Click SAVE ww v v wv To copy help documents to a different view 30 24 CHAPTER 30 SYSTEM ADMINISTRATION Highlight the document to copy Click COPY HELP DOCUMENT Select the view s to which you wish to copy the document v v v v Click SAVE Special Search Criteria The Special Search functionality enables the System Administrator to create pre built searches for users to select in the Advanced Search window This is very similar to creating and saving a search in the forms however searches created in the System Module as Special Searches appear in the Advanced Search Field List instead of the top portion of the Advanced Search builder For example a Special Search for Donor Name created in the System Module would appear as pictured below 3 updated By 3 Update Date CJ ACQUISITIONS MEDIA C ACQUISITION ITEMS 9 CI ACQUISITION SOURCES 3 Address 3 Amount Paid 3 Contact 3 Funding Amount 7 OK Cancel 3 Note 7 3 Search for Donors 3 Source R 3 Role Audits I Condition Jj Conservation CJ Damage CF nienatch Sample of Saved Search To create a pre built search gt Navigate to the table which contains the field on which the search will be run EXAMPLE to build a search against donors navigate to ACQUISITION the ACQUISIT

MIMSY XG - Selago Design, Inc. Client Support Site

Contents

Download Pdf Manuals

Related Search

Related Contents