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Hi

Once upon a time I could open CSV files (that are dumped down when running reports) in Excel for simple viewing and interrogating, and occasionally editing data to test the impact of data changes on Crystal reports.

Now when I do this and save the changed data (as CSV file) something in the format changes and Crystal can't see any data in the file.  Excel seems to be adding extra quote marks around the already quote-marked data (when viewing in notepad after saving changes in Excel).

The version of Excel I am running is 14.0.6129.5000 (64-bit), as came bundled with Office 2010.

Has anyone encountered this before? And better yet, have you found a solution? I have tried Mac CSV and MS DOS CSV, but no dice.

Note: if I open the file in Notepad, rather than Excel, I can edit data and save and it works fine. But notepad is not a very nice way of viewing this data.

Mark

19-Sep-13 11:14:28
Many users would prefer list view when selecting attachments
Forum: Wishlist

No, KE have been totally quiet on this one. A shame - this is approaching two years old and would be such a MASSIVE improvement to EMu. I can't imagine who wouldn't want this change.

The National Gallery of Australia in Canberra is looking for a Collection Systems Officer to work on our Collection Discoverability project.  The successful applicant will provide assistance in the delivery of a range of functions associated with improving collection discoverability as related to the Gallery’s Collection Management System (CMS).

This is a 2 year full-time non-ongoing employment opportunity, at NGA Level 4/5.  All the juicy details are available on the NGA Employment page at http://www.nga.gov.au/AboutUs/jobs/employment.cfm. Please have a look if you are interested, and if you have any further questions please contact me, Mark Bradley, on +61 2 6240 6539 or mark.bradley@nga.gov.au

Applications must reach our Recruitment Officer no later than 25 July 2013.

It would be handy to have the currently selected list view displayed somewhere on the screen when in list view.

I switch views frequently, and often forget which view I had previously selected. I realise that the current view is the one highlighted when changing list views, but I like the idea of it being displayed on the list view screen.

Taking the idea further, if it were a drop down selector it would be convenient way to change list views.

Interesting... Trying to interpret your first line - "we have staff initials EMu login". Does that mean your EMu usernames are staff intiials? As in, you log in as "LSM" (rather than "lesliem" or equivalent)?

Staff such as Conservators and Art Handlers (Registration) need to attach their own parties record quite frequently. It would be really handy if they could press a keyboard combo to enter their parties IRN into those fields. The Parties IRN could be obtained via the EMu User Id field on the Address tab in parties.

20-Feb-13 17:34:03
Is anyone happily using EMu to manage mounting and framing?
Forum: Catalogue

Hi

This may be a little art gallery focussed, but given so many EMu users do collect artworks, perhaps someone has some ideas.

I'm looking for solutions on how to see if a work of art is currently mounted and/or framed, from the work of art catalogue record.

We can start from a Catalogue frame record, and query for the frame that is attached to a particular work record, and if the "Contains Artwork y/n" button is ticked. But users don't think that way. They want to look at a Catalogue record and see if the work is framed. I don't think there is a reverse attachment field displayed in our client. Does anyone else have this?

I'm also keen to find out if anyone is managing locations effectively. If a work is in a frame, and the work moves, it seems quite cumbersome to have to manually update the frame record's location as well - especially if you can't see if the work is framed from the Work record.

If you are using EMu to manage mounts and frames, and think EMu meets your needs, please feel free to chime in here or get in touch via privat emessage or email.

Thanks.

20-Feb-13 17:33:51
Is anyone happily using EMu to manage mounting and framing?
Forum: Catalogue

Hi

This may be a little art gallery focussed, but given so many EMu users do collect artworks, perhaps someone has some ideas.

I'm looking for solutions on how to see if a work of art is currently mounted and/or framed, from the work of art catalogue record.

We can start from a Catalogue frame record, and query for the frame that is attached to a particular work record, and if the "Contains Artwork y/n" button is ticked. But users don't think that way. They want to look at a Catalogue record and see if the work is framed. I don;t think there is a reverse attachment field displayed in our client. Does anyone else have this?

I'm also keen to find out if anyone is managing locations effectively. If a work is in a frame, and the work moves, it seems quite cumbersome to have to manually update the frame record's location as well - especially if you can't see if the work is framed from the Work record.

If you are using EMu to manage mounts and frames, and think EMu meets your needs, please feel free to chimw in here or get in touch via privat emessage or email.

Thanks.

Hi Thomas - we actually change the location of missing items to "TBL - To Be Located". Then when it is found again, we update the location to where it really is. We can then (though there is no policy dictating we do so) delete the internal movement history entry of TBL. A simple query fro all records located to TBL is qucik and easy. Couple this with updating your inventory table, for the inventory history, and I think your problem is solved.

That said, the ability to limit searches to just the 1st row of a nested table would be quite handy, I think.

Mark

We just upgraded to Windows 7 and can confirm this behaviour.
While not a showstopper, it would be nice to have it behave as per other applications.

I don't think that Duplicate Report Definition is a standard admin task. Or at least, we don't have it at the NGA, and I don't remember seeing it the NMA when I worked there.

I think the idea of a button in the Properties page (for Reports, List Views, etc) would be really handy.

Hi

Does anyone know how to force Crystal to include null groups - i.e. groups with no matching records? Even if only in Charts/Cross-tabs?

Example, I'm building a report from Catalogue module to show how many works are in a particular room (including inside holders in the room), grouping by object type (Work, Frame, Crate, Auxiliary Element) and length of stay in that location (1 year +, 6 months. 3 months, 1 month, 2 weeks, 1 week, 2 days).

I'd like to include a graph or cross-tab that will count each Object Type for each length of stay. But if there are no Crates in the data set I don't see that group. What I want to is see the group with a zero count. Same for the length of stay groups. At the moment, if there are no matches in the "3 months" group, that group doesn't show - when I want to see a zero count for that group.

In other systems I've used a "report NULL as zero" setting - but I can't see this in Crystal or EMu.

Any ideas?

08-Nov-12 10:48:28
the challenges of locating works made up of parts

Exactly...   If anyone else is reading this, please chime in, even if just to say "me too".

08-Nov-12 09:34:18
the challenges of locating works made up of parts

Hi Emma - no further developments here, and it is most definitely still a problem.

Here's a scenario where it causes major problems: our external valuations consultant needs the list of works on display. Not parts - the works themselves, so in the case of the desk with a key I mentioned above, parent and not the children . It is highly unlikley the key will ever be displayed, and therefore the parent will be located to SPLIT when the desk is displayed. As a consequence, we don't use SPLIT at all. We just locate all the parents to "PARENT - see child records for locations".  And that means it is not possible to retrieve a list of displayed parents without interrogating the children and somehow removing the parents from the list if they have no children in a display location. And therefore extremely difficult to create the list for the valuer.

I am starting to think that we need a field, perhaps just a tick box, called Displayed - and validation could be written to update this field so that if any of the child records are on display then they and their parent have this field ticked.

Surely other users have encountered this problem?

05-Nov-12 16:24:42
Looking for solutions on recording pest checks against works

Hi

I've looked at the Pest Trapping modules, and think they are great and hope to see that implemented at the NGA in the future.

But I'm wondering if any other institutions are using EMu to record the checking of pest infestation against collection items rather than traps. And if so, where/how?

Mark

16-Oct-12 12:59:20
Category: Using EMu

Made a cool discovery yesterday, thought I'd share. You can convert text boxes in Word to normal text very easily.

Control-Q is the shortcut for "remove paragraph formatting". This turns a selected text box into normal text (not in a text box).
Control-A selects a whole document, including text boxes.

Therefore, export a Crystal Report to MS Word RTF (not editable RTF), then Control-A, Control-Q, and presto, text becomes editable. Any images will be converted to "Behind Text" layout, with "other" as the horizontal alignment, meaning you can simply drag the images areound to reposition them where you want them.

Be warned, this is not a perfect solution. White spaces between the text boxes disappear, and all the text will align to the left margin. Knowing this in advance, for any reports that you know will be exported to word for subsequent editing, design your report with empty text boxes to create the necessary white space in your report. These convert to blank text boxes when you export, which then convert to empty paragraphs/lines when removing the text boxes. You will almost certainly need to do some manual formatting, but at least you will be close. An alternative to editable RTF, anyway.

Hope others find this useful.

Hi folks. Just checking in again.

Would auyone else benefit from a "random order" sort if it were included by default?

KE tech support have said (and I quote) "there are not many people for this issue on the EMu User Forum.  If there were more people contributing to this issue on the wishlist in EMu User Forum, it would make it happen faster."

Sadly it seems there are just not enough users engaging with this forum to add any weight to such requests.

Thias very issue has just come up again today.  As Mr Smith said above, movements of a list of objects to a shared lcoation (display space, etc) is really easy - but the movmeents from the one space to multiple destinations is really tedious.  A return to permanent location would be a godsend. We'd also need this in Locatiosn, to allow return to home of solander boxes etc.

Did anything ever eventuate with this? If not, KE - please please please?

Hi Adrian

I'm a bit intrigued by the Obejct Support tab, too. From you r comments, you also have separate Frame and Crate records in teh Catalogue module (as we do at the NGA)?  Or does this tab replace those other records?  The Location field for Crate had me wondering.

Mark
National Gallery of Australia

17-May-12 10:18:39
Job opportunity to join the National Gallery of Australia EMu Team
Category: Announcements

Hi all.

I've lost my officer, Deb Hill, to the National Library. We're now looking for her replacement. Job details below.

Collection System Officer
Registration
NGA Level 4/5
Position No. 7214
$59,309 to $70,227 pa

The occupant of this position is responsible for the on-going support and administration of the Gallery's Collection Management System (CMS) - KE EMu, including the user training program and user help documentation. This role includes maintaining appropriate data standards, development of reports and maintenance of the EMu intranet pages.

It is expected that the successful applicant will have demonstrated experience with EMu and understanding of the role of collection management systems in a Gallery context together with excellent organisational skills and experience in the creation and management of electronic information.

This is a full-time ongoing employment opportunity. Further information is available by contacting Mark Bradley on +61 (2) 6240 6539.

To be eligible for employment, you must be an Australian citizen or eligible to apply for Australian citizenship within a reasonable period of time. The successful applicant will be subject to a probationary period of employment and a security check.

Applications should address the selection criteria, which can be obtained by accessing the website www.nga.gov.au/jobs or by contacting the Recruitment Officer on +61 (2) 6240 6447.

Applications for this position must reach the Recruitment Officer by close of business 1 June 2012 at recruitment@nga.gov.au or facsimile +61 (2) 6240 6561 or GPO Box 1150, Canberra ACT 2601.

Is there a way to prevent non-Admin users from sharing groups (or sorts or list views etc) with "Everyone"?  We have too many users taking the easy option and just sharing with "Everyone", which slows down the group retrieval process significantly.

If this is not currently possible, please consider this a wishlist item.

04-May-12 09:22:08
Security tab for reports is inconsistently implemented
Forum: Wishlist

When building a Report, you don't see the list of fields to add until you click the add button. You only see the fields that are already included in the report.  So why does the Security tab in Report Properties for a record not operate the same way?

When you click on the Security tab it shows the added groups/users, but also retrieves and displays all the possible groups.users available. This takes quite a while, when quite often all I want to see is who already has access.  I think it would make more sense if Security tab operated the same way as adding fields, and would be more consistent with how /Security is implemented across the rest of the system.

This would also apply to Sorts, List Views etc.

Hi Karen - I agree, this would be really handy.

Or at very least, could we please have the length of eacg field included in the Field Help? It would be a tremendous help.

Hi Nancy - we don't have the same tabs as you, so perhaps screen shots would help?

We relocate the missing object record to a TBL "To Be Located" location, so basically the same approach as you.

We also use the stocktake fields on a "Status" tab. This tab is just a nested table containing Sighted By (link to parties), Date and Stocktake Status (llokup controlled). This allows us to record a history of stocktakes, rather than just the last sighting.  Not without issue - the table is at present limited to 10 rows and can't be updated en mass using bulk replace tool or import tool - though upgrade will hopefully fix these issues.

While I agree the TBL location is something we don't want, it is a part of an objects location history. Is there any issue with just removing the "Location unknown" entry from the history when/if the object shows up?

Digging this one out of the archives.  Are there any more takers for this?  Surely other organisations face the same issues?

17-Apr-12 13:33:55
A tool to instantaneously add records to a nominated Group name
Forum: Wishlist

Yeah - I was using a mis-typed module name "ecataloque" rather than the correct "ecatalogue" - q instead of g. Works fine with the correct module selected.

02-Apr-12 10:24:46
A tool to instantaneously add records to a nominated Group name
Forum: Wishlist

Yeah - Group yype = Static, module = ecatalogue, group name entered. But icon remains the little circle with the line through (a la no smoking sign). Odd..

scratch that. There was a single group where someone special (*ahem* me) typed in ecataloque rather than ecatalogue as the module. I was choosing the ecataloque entry for the static group drag/drop. Chose the correct lookup ecatalogue and drag/drop worked fine.

02-Apr-12 09:38:08
A tool to instantaneously add records to a nominated Group name
Forum: Wishlist

I just tried this - but no dice. The icon doesn't change when I drag over the static field.

Not a game changer for us - we don't give our general users access to the Groups module, as we have a hard time with users making movement and exhibition changeover lists in Groups, instead of in Movements of Events like they are supposed to.

30-Mar-12 11:06:27
A tool to instantaneously add records to a nominated Group name
Forum: Wishlist

What about a lookup list in a toolbar with an add button? You choose a group from the lookup list (so only groups for that module available) then click the add button to add current or selected records to that group? (mockup attached)
https://emu.axiell.com/images/agorapro/attachments/1394/mini_30032012-1104_groupadd.jpg

Might depend a bit on screen/window size - but so would the usability of the drag-to-group-window method, right?

Hi April - that's actually a very good idea. As part of a workflow management project we are reviewing how we document works on display, particularly in our permanent collection galleries. I will look at trying out your idea as part of that review. Thanks for your input!

Hi April - thanks fro your reply. We've not actually progressed at all on this. Just too many other projects on the go.

I like your use of Rights for the Credit Line - a novel approach. Though in the case of naming rights for a gallery space, there is no link (in our client) between rights and Locations to facilitate this. Do you have this?

Hi April - Accession Lots across multiple departments has always been a problem for the NGA too. Our workaround is to make seaprate Acc Lots records for each department. It's a hack, but we can't see any other way to do it.

Mark - NGA

Thanks April - that's fine, I think you've answered the question. And I like the approach you've taken, though I think our users would balk at having to create a record in yet another module to capture something so fundamental to our understanding of a collection object.

Thanks Nancy

I have found some success by exporting a list of IRNS to csv, opening in Excel, adding =rand() in a column and copying forumla to all rows, then sorting by that column. That's random enough for our purposes (though your comments on true randomness are interesting).  The issue is that Excel can't handle any more than 65,536 rows  (we're still on Excel 2003), so useless for large collectons.

It is possible for EMu to run a random selection - our stocktake script does it. I'd just love to see that implemented as a standard feature, which will only happen if enough clients want it. Sadly, we don't have the budget to fund this ourselves.

Happy holidays, all.

15-Dec-11 16:39:41
Category: Using EMu

Hi Kara - thanks for the reply, much appreciated.

You are correct, the RTF format does retain the layout, but loses the flexibility of (painlessly) editing afterwards, which is sadly quite important for this particular report.

I've had a go today at putting <startcolumns>, <endcolumns> and <columnbreak> tags in the report so that a macro can be written in word to apply the column formatting where we want it. Sadly the visual Basic part of it is beyond my skills. I've got someone else possibly looking into that, as it will be pretty much perfect if it works. Shame we can't do this through Crystal directly though.

15-Dec-11 11:39:17
Category: Using EMu

Hi folks
I'm trying to put together a report which has field data down the left side, with the relevant image to the right. No problem - in Crystal I have the image right-aligned in a details section which underlays following sections.

The issue is it needs to be edited afterwards, ideally in Word. However when exporting the "underlay following section" doesn't work - the image is displayed on its own row/line.  I guess what I would like to see would be a Word document with columns, text in the left column and image in the right. But I don't know how to do this, if it's possible. Anyone know how to achieve what I'm after?

I might see if I can somehow include a combination of characters in the report, and write a macro in word that will convert them to column breaks - but surely there's a better way?

Another option might be export to HTML, but I can't get the resulting html file to display the images. Any clues?

Mark

Anybody else keen for this? Anyone? Bueller?

07-Dec-11 12:39:43
Many users would prefer list view when selecting attachments
Forum: Wishlist

This is the best suggestion I've heard in ages. Nice one.
And I agree - if result count is only one record then show Details view, otherwise show list view.

21-Nov-11 14:57:00
Category: Using EMu

Unfortunately for us our Display Settings are switched off for normal users, so we require IT department help to change the screen resolution.

I dare not speak on behalf of the developer, but if the platform on which EMu is built is not scalable then there's probably not a lot that can be done about it. A web-based client solution would hopefully resolve this issue.

In the meantime, my mouse - a Microsoft Comfort Optical Mouse 3000 - included software to enable an extra button on the left, which by default launchers a magnify tool. As this is an operating system level tool, it doesn't change the rendering of applications - purely magnifies them by about 1.5x. I rarely use it, but comes in handy when showing somethign on screen to a group of people huddled around my screen. Might be worth a shot, as an interim measure?

We had KE build an admin task for us some time back, to generate a list of randomly selected catalogue records and save them as a group.  It was intended for generating stocktake lists, however it doesn't allow any filtering. It can include Crates, Frames, Aux Elements, works that have been returned to their owner, or worse, never were received in the building! And it's hard coded into an Admin task, so there's no flexibility.

This got me thinking: how good would it be to have a Random option for sorts? We can already choose Ascending or Descending. Adding Random to this would allow us to generate our own random lists, with whatever filtering we so desired.

Possible?

Update: since my original post I discovered that the report mechanism checks the access of the user running the report to the fields contained in the report definition. I think this was a feature that snuck in unnoticed in our last upgrade - though I might be wrong.

Anyway, for any field you don't want a user/group to see in a report, create a Column Access registry entry for that field that does not include dvDisplay and the data for that field will be reported as blank.

This is a sufficient solution for the issue I was facing. Just remember - hiding a tab is not the same as controlling access to the field.

11-Oct-11 12:29:05
The ability to "Ignore All" attached records during deletion.
Forum: Wishlist

I don't know if "Ignore all" is the right wording. Perhaps a tick box "do this for all records in selection" would be clearer?  Anyway, seems like a decent idea.

We'd find it really useful to be able to see who is running what reports, and how frequently each report is run. This would help immensely in cleaning up our 600+ reports.

I imagine this could be done by enabling audit trails on the Registry module, though the audit fils would get pretty big pretty quickly. Perhaps we need a partial audit trail on this module?

Hi Thomas - spot on re: the Control Key.   I actually pointed this out at a Canberra EMu User Group Meeting a year or two ago, and Alan Brooks suggested Ditto Tab might have been added after Ditto All, hence the simpler key combo to Ditto All.

Thankfully we won't have to worry about it after our next upgrade - HOORAY!  Thanks Bern.

If we could sweitch of Ditto All,  the field-by-field F9 would be sufficient. The problem is some of our users just use ditto all without thinking about what they're doing, despite plenty of requests not to. They don't know it's a problem until after it is done - sometimes days, weeks, months or even years later.

By disabling ditto all we can force them to think about it before they hit save. And that's what I'm hoping for with this wishlist entry.

Hi Karen

Yeah, definitely aware of Ditto Skip, and have employed this solution for lack of a better option. The thing is, sometimes users DO want/need to ditto certain fields, so switching them off is counter-productive. It's dittoing them when they don't mean to that is the problem, and that comes from using Ditto All and not checking the tabs before saving.  Removing Ditto All would solve this, as users could only ditto into fields on the visible tab.

Mark

11-Aug-11 12:53:52
Which museums are using the Thesaurus regularly?
Forum: Thesaurus

Hi Will - great idea. We (National Gallery of Australia) do not yet use the Thesaurus module much at all, but we plan to. We were very impressed with the work Te Papa have done in customising the Thesaurus module to enable contextual relationships in their online collection search, and have started heading down that same path. I'd definitely be keen to join the SIG.

Hi Will

Thanks very much for this. I have passed it on to our Asian Art curator, who I am sure will be thrilled.

Ta

Mark

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