Sample Workflows and Extended Examples

Create a new acquisition

New_Acquisition.swf

Workflow illustrated:

1. From the Create New screen, select the radio button to the left of Acquisition and select Create.
2. Enter data into the form
   1. Dates can be entered in many formats; CSpace will autocorrect
   2. Person and organization names are linked to an authority and can be selected if they already exist, or added if they do not
   3. Currency values may only be entered as numbers (decimals are allowed)
3. Save the record

Create a new object, relate it to an acquisition

Acquisition_to_Cataloging.swf

Workflow illustrated:

1. From the Create New screen, select the radio button to the left of Cataloging and select Create. In this scenario, a template was chosen that contains a limited sub-set of Cataloging fields
2. Enter data into the form
3. Save the record
4. Via the right sidebar, search for an Acquisition
5. Select the checkbox to the left of the Acquisition record to relate it to the Cataloging record
6. There is no need to re-save the record after adding relationships

Creating object hierarchies

Create_Broader_and_Component_Objects.swf

Workflow illustrated:

1. From the Create New screen, select the radio button to the left of Cataloging and select Create
2. Add ID number 2013.001.0001a and save
3. Go to the object hierarchy section
4. Add ID number 2013.001.0001 with type "Work (separable part) in the Broader object field
5. Add ID numbers 2013.001.0001a.1 and 2013.001.0001a.2 with type "non-separable part" in the Object component field
6. Pivot to ID number 2013.001.0001a.2

Set the current location for an object

Add_Current_Location.swf

Workflow illustrated:

1. From a Cataloging record, click on the secondary tab for Location/Movement/Inventory
2. Select Add Record and then Create
3. Enter data into the form:
   1. Current location is required
   2. Location date is also necessary
4. Save the record
5. Add additional data into the record
6. Hard Save the record - note that it is now read only and can no longer be edited
7. Return to the Primary tab; the current location of this object is now listed under "Computed Current Location"

Set the current location for multiple objects

Current_Location_for_Multiple_Records.swf

Workflow illustrated:

1. From the Create New screen, select the radio button to the left of Location/Movement/Inventory and select Create
2. Enter data into the form and save ("soft" save)
3. From the right sidebar, search for and select Cataloging records
4. Related Cataloging records to the Location/Movement/Inventory record
5. Save the form again, use "hard" save to lock the data and relationships
6. Pivot to one of the Cataloging records to view the current location in the "Computed Current Location" field

Update the location for items going out on loan

Update_Location_for_Objects_on_Loan.swf

Workflow illustrated:

1. Go to an existing Loan Out record
2. Use the right sidebar to attach all objects going out on loan
3. Go to the Location/Movement/Inventory tab
4. Create a new L/M/I record with current location reflecting the Loan Out venue
5. Copy the L/M/I reference number to your clipboard
6. Click on the "show" button in the right sidebar to view all related Cataloging records as search results
7. Click on the "add to record" button to add all Cataloging records to the newly created L/M/I record
8. Search for L/M/I record; select the record and click Save, then Hard Save
9. Current location updated for all objects going out on loan

Add a person term to a record

Add_Person_with_NPT.swf

Workflow illustrated:

1. From the Create New screen, select the radio button to the left of Person and select Create
2. Enter data into the form; creating two values for the display name, one preferred and one non-preferred
3. Save the record
4. Return to the Create New screen, select the radio button to the left of Loan In, and select create
5. Enter data into the form
6. When the name created in Step 2 is entered into the predictive text interface, both the preferred term and non-preferred term are returned. The non-preferred term is below and indented from the preferred term

Upload and link to media

Media_Handling_Upload_and_Link.swf

Workflow illustrated:

1. From the Create New screen, select the radio button to the left of Media handling and select Create
2. Fill in all required fields and select the upload button
3. Choose the file and select Open
4. The file is added to the record; thumbnail derivatives are created
5. Next, remove the media from the record
6. Add a publicly accessible URL to the Link to external media field and select Link
7. File information is added to the record; thumbnail derivatives are created; the link is copied to the External URL field
8. Select the gray arrow to the left of the External URL field and pivot to the original file

Set preferred and non-preferred terms

Set_Preferred_Term.swf

Workflow illustrated:

1. From the Create New screen, select the radio button to the left of Person and select Create
2. Fill in the Display name for a new person (i.e. Samuel Clemens)
3. Fill in another Display name for a person, and select the radio button to the left to indicate that the second term is the preferred term for that Person (e.g. Mark Twain)
4. Save the record
5. Navigate back to the Create new screen, select the radio button to the left of Loan in, and select Create
6. Fill in all required fields
7. In any authority field, enter Samuel Clemens
8. Note that Samuel Clemens appears in the search results below and slightly indented to Mark Twain, the preferred term

Show and Add to record commands

Show_and_Add_to_Record_Commands.swf

Scenario illustrated:

Your museum holds a large collection of sculptures by Auguste Rodin. The Rodin Museum in Pennsylvania has requested a loan of five sculptures. You create a Group record and relate the cataloging records for the five works to it. After sending the list to your conservation department, they authorize the lending of four of the works.

Workflow illustrated:

1. From the Cataloging tab of the Group record, remove the relationship to the object not authorized by conservation
2. From the right sidebar of the Group record, select the Show button to list all related objects as search results
3. Once in the search results screen, select Add to record to add relationships between the object records and the Loan Out record
4. Navigate to the Loan Out record to confirm the relationships

Using anchors and wildcards with autocomplete