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13-Aug-10 10:56:33
a way to enable access to hi-res image files without importing them
Forum: Multimedia

Hi Will

Forbes Hawkins at Museum Victoria gave me the impression that MV are (or were) loading their masters in to EMu, and running a scheduled sript to prevent them from being considered as the "primary" image.

If Warren's suggestion above does not 100% satisfy you, then perhaps track down Forbes.

Had trouble posting images last time, let's try again.

Our Venues tab in Events has been customised to include Vistor Numbers.  This would not be needed if there were a separate sub-event record for each venue, as we could just use the stats tab.

Does anyone else do this visitor stats stuff? If so, how have you tackled this?

Thansk Scott. I think we'd do something similar, though need to work out if we'd want contact details visible for both the source and the destination as we do presently - see pic.

06-Aug-10 10:17:05
The text that you searched for is coloured red in List View
Forum: Wishlist

I think that's a pretty good suggestion.

Howdy folks

Off the shelf, EMu's External Movements module does not allow the documenting of movements between two external sites; for example, between two venues for a travelling exhibition.

EMu only has a single field, Source/Destination, the meaning of which is determined by the Movement Direction field, incoming or outgoing. This only allows documenting movements to and from the gallery/museum, but not between sites.

I know some users have sub-classed EMu to manage this.  If you are one of them, I would love to see screenshots of how you have tackled this problem.

And if you are in the same boat as us, please post in here and let us know. It might be something that ought to be changed in the default package.


04-Aug-10 15:39:37
Category: Using EMu

I only know how to change the font - some of which are bigger than others. No control over the size though.

Mark - NGA

Hi folks - long time no speak.

Our NGA Travelling Exhibitions team have reached out to me for help this week. Basically, they are hoping to replace their current reporting excel spreadsheet solution with an EMu based solution.

There are a few obstacles for using EMu for Travelling Exhibitons for us:

1. Object Lists change from venue to venue. Does this mean we should be creating a separate Loan record and a separate Event record for each venue?

2. The visitor stats on Venue tab in Events does not allow for month-by-month reporting, unless you enter each calendar month as a separate row in the the Venues nested table, and that's a pretty confusing eay of looking at a venue list.

3. External Movements cannot track transfers between two external sites.

1 and 2 are prob best left to a different thread, but if anyone would care to share their solutions to these problems I would love to see what you've done. Nancy, I am very interested in your implementation of Exhibition Objects for this purpose.

[Edit - there is now a separate forum for External Movements]

As far as point 3 goes, we need the "transfer" or "external" option. KE have disappointingly not not taken up this issue, despite it being raised by several clients.

Scott, Nancy, anyone - would you be so kind as to share with me/us, either here or in email, screenshots of your External Movements modules and how they are used to capture transfers between external sites? I would like to refer to them in drafting our user spec.

Cheers all


Instructing some of our less confident users to delete a row in a nested table is causing some confusion. The word "delete" frightens them.

Example, removing an object from an External Movement record. When telling a user that to remove an object from the truck run they should delete the row, the response has been "Oh, I thought I'm not allowed to/supposed to delete records".

Perhaps deleting a row could be re-labelled as "remove attachment" or "remove row" to allay this confusion?

Anyone else encountered this?

Mark - NGA

This is a a good suggestion.

Mark - NGA

Hi folks

A pretty simple suggestion - but we'd find it really useful. When scrolling really big lists sometimes you know roughly where in the list you want scroll to. But it is difficult to know how far you have scrolled.

Perhaps a little pop up could appear to show the row number? Kind of like scrolling to a "chapters" in a PDF or similar file.

Mark - NGA

I like the idea of Load Capacity for Locations. I'm not aware of anybody asking for it, but it could be very handy to document that.

Thanks Scott and Nancy.

I have already asked KE (several months ago) for further information on the Exhibit Items module, as I know the NMA and MV use it (and Te Papa?). Alas, so far I have not been given anything.

Scott - screenshot of movements would be great. Could you attach here for beneift of others?
I'm wondering if this might be a worthwhile change to the base version of EMu, rather than lots of us requesting this change separately, and thus incurring costs separately.



This topic relates more the External Movements (emoveemnts) than to Events, but there is no Ext Movements forum.

The design of EMu's External Movements module is such that a movement is either inward or outward. There is a shared purpose field, Source/Destination, which only has meaning when considered alongside the value in the Movement Direction field.

So how then can we track movements between venues for travelling exhibitions?

Presently our TravEx team use EMu only to a very minimal extent, and I feel we might be abelt o make their workflows far more efficient if this shortcoming in EMu is addressed.

Basically, I think we need separate fields for source and destination, and the Movement Direction needs to have three values: "inward", "outward", and "between venues". This would help us immensely.

Has anyone else come across this problem? And how have you resolved it?

Warm regards

Mark Bradley - NGA

SecDepartment_tab exists in most/all modules, including Groups. It is the field by which the Security Registry settings apply the appropriate filters.

The example KE give in their help system of how to apply Record Level Security based on Department is below:

Key 1 User
Key 2 user1
Key 3 Table
Key 4 Default
Key 5 Security
Key 6 Edit
Value SecDepartment_tab=Fine Art

This means that user1 is effectively only permitted edit to records where the SecDepartment_tab contains Fine Art. Because Key 4 is "Default" rather than a specific module, this means that any record in any module can be edited by user 1 so long as that record has a Department = "Fine Art".

If I am reading you correctly you want to filter out certain narratives from the results based on the narrative record's department field. The Department field (SecDepartment_tab) is a nested table, and therefore requires a nested select query.

I don't know the syntax, but the conept in simple SQL:

SELECT irn_1 FROM enarratives
WHERE irn_1 = '11'
AND SecDepartment IN (SELECT SecDepartment FROM SecDepartment
WHERE SecDepartment = 'Fake Department')

To demonstrate this within EMu using Show Search:

select all
from enarratives
where true and
SecDepartment contains '"Fake Department"'
irn = 11

Hope this makes some sense... I'm not an SQL coder.

Mark - NGA

21-Oct-09 11:00:00
Forum: Wishlist

A good suggestion, Karen. Registry setting for conditionally colouring a row is a good call.

Alternatively, a hardcoded column either left or right of the customisable list view columns could perhaps be added by KE, containing the 4 icons that can apply to a record? That way could see in all list views if a work is (in our case) published to web or has hazards.

Mark - NGA

21-Oct-09 11:00:00
Category: Using EMu

Hi William and all

The NGA paid KE to build a script that runs through Admin tasks. No issues with Catalogue records already having attached multimedia, and the script can attach multiple images to one Catalogue record.

Basically all the images are named with the Catalogue irn. So 22456.jpg, 22456_a.jpg, 12345_recto.jpg, 12345_verso.jpg, etc. I then FTP these to the server and run the script via an Admin task. The script allows me to specify a Creator (our bulk loads are usually from our Imaging department), and whether or not to publish the image to the web.

We occasionally run into problems where filenames are given special characters, spaces, etc. And there is often some manual re-ordering of the images in Catalogue to put the primary one top left so as to be the focus thumbnail

But on the whole this process works nicely.


Hi Will

Interesting idea. Obviously EMu is built on the expectation that a Multimedia record will have only one use/purpose.

One idea - how about adding fields to the Multimedia tab in Catalogue. One could be "relationship", and the other could be "score" or "relevance" (a percentage?). Example: "features in" and "35". Together these could define the relationship to Catalogue of each attached MMedia record, which could then be filtered on the web.

Could even redesign the Multimedia tab in Catalogue as a nested table in with columns for Thumbnail, Title, Creator, Type, Format, Identifier, Description, Relationship and Score. This would be too wide to be useful at a glance, but perhaps some of the columns are unnecessary.

Would be great if the _command centre_ showed this information, though. I often have both Prodcution and Test environments open. So some obvious way of seeing which is which would be fantastic!

Mark - NGA

Hi Will

We don't use Permanent Location much at all here at the NGA. Storage space is at a premium, and available space tends to be fairly quickly filled.

If we did use Permanent Location I would very much support your suggestion.

Mark - NGA

23-Apr-09 09:00:00
Forum: Wishlist

Hi Karen - I think this is a good suggestion, as people do use "Everybody" as a shortcut to choosing individuals or specific groups. (Though thankfully a recent cleanup and training here has helped reduce the numbers)

Mark - NGA

22-Apr-09 09:00:00
Topic: Optional
Forum: Wishlist


A few users here have expressed frustration about accidentally closing a module window (or closing the wrong one), and asked if there can be a pop up to say "are you sure you wish to close window [abc]".

While you can't prevent user error, I can see some merit in having such a pop up to prevent accidental closure.

Personally I would find it irritating to have to answer an "are you sure" everytime I closed a window (would be a bit like using Vista!) as I am sure many others would too, so it would have to be an option in the client.

Anyone else like this idea?

Mark - NGA

Thanks Thomas, and Scott.

Simon King from the National Museum of Australia actually followed similar steps to you, Thomas, to help resolve this.

For any other readers, the issue was as Thomas pointed out - the para breaks in the Notes data were both Carriage Return AND Line Feed, and the quote marks were open and close quotes, inserted by Microsoft Word mind-reading function.

It can be fixed using just Word and notepad. Here's how:

1. Saved the RTF to Text format, and a file conversion options box pops up.
2. Change the End Lines With option to "End with LF only" - i.e. end with line feed, not line feed + Carriage return.
3. Tick the "allow character substitution" which replaces the open and close quotes with regular quote mark character.
4. (possibly unnecessary) reopen the text file in word, do a find replace, substituting commas for tabs, then save.
5. Change the filetype extension from .txt to .csv

The CSV file can be opened in Excel and checked.

No solution to the missing end quotes issue - that was just the result of manually inserting quote marks around 4000+ records! and was easily picked up when running a test import of the CSV.

Thanks again all for your help.

Mark - NGA

Ta Scott.

Looking at the Text doc in Notepad, I see this:

170172 “Inkahoots notes:
The trial of Sir Joh Bjelke Petersen in 1991 was a source of much mirth amongst the politically active left in Queensland. When an advertisement appeared in the Courier Mail placed by the Friends of Sir Joh for the sale of old election posters to raise money for his upcoming court costs, it was too much for the Corporate Art Terrorists to resist. Very little of the original artwork for the advertisement needed to be altered in order to change its meaning so completely. However, the identities of the Terrorists have been protected to avoid the possibility of copyright prosecution. [Inkahoots to ANG, 16 February 1993 RB files].”
162187 “Another impression held by the Newcastle Region Art Gallery was acquired in 1961 (1961.18) and is impression ‘10/16’.”
162470 “Title confirmed by the artist [email to NGA, November 2007].
40793 “Same print as Acc. No. 92.1246”
40773 “”
40775 “”
40778 “”
40795 “The exhibition was held at Peter Bray Gallery, 435 Bourke Street, Melbourne, 27 April - 6 May 1954”
40779 “”

The only one of these that is in paras is the top one, 170172.


And further information - the original text file was created by building a Crystal report and exporting the results to Editable RTF.

The Crystal report had the IRN (bolded) in Details A section, and then the Notes in Details B section below it, with a line drawn (at either the top of Details A or bottom of Details B) to separate the records.

ok - forum stripped out the white space, so that last post didn't work the way I wanted. Please imagine a column break bewteen the IRNx and Notes_Para_Xa fields.

Thanks guys.

I tried this morning to follow Tom's advice, of saving from Word to Text and then renaming to CSV and opening in Excel. Not sure of the options to choose on saving as text though. Options are:

Text Encoding: Windows (default / MS Dos / Other (choose from list, default is Western European Windows)
options: Insert Line Breaks y/n
End Lines with: CR-LF / CR only / LF only / LF-CR

If I accept the defaults, then open the text file in Excel (either doing Open With directly or opeingin into Excel Import Wizrd) I am seeing the same results - the IRN is fine, the tab is correctly considered to be a column break, but each carriage return nested in the Notes data is interpretted as an end-of-record break.

So my excel sheets looks like

IRN1 Notes_Para_1a
IRN2 Notes_Para_2a
IRN3 Notes_Para_3a
IRN4 ""

Hope you can visualise that.

I can post a sample of data - just not sure of the best format to post it in!

Mark - NGA

Ok - that didn't quite work. The format of the documents is

IRN (in Bold) ->Tab Notes entry (including para marks), then a para to end the record.

Hope someone can help me out.

Hi folks

I'm going nuts, need some help.

A curator wanted to take home a word doc to do some edits to Notes fields for seeral thousand Catalogue records. I created this doucment, pulling just the IRN and the Notres fields. The Curator has now returned the Word Doc, with edits, ready for me to import back into EMu using the Import Tool.

The problem is, some of the Notes fields contain carriage returns/paragraphs and these are to be retained at the Curator's request. When I try to convert the word document over to Excel to make a CSV file the carriage returns are interpretted as an end-of-record marker, with the new para of the Note appearing in the IRN column of the next row.

I have the document currently in the format of
IRN "[Notes]"

I put the notes within quotes, hoping this would parse the carriage retuens between as simple line breaks, but no joy.

Can anyone advise me on how to convert this Word doc into a format that I can import to EMu, with full acceptance of the paragraph/carriage returns in the Notes Field?


Mark - NGA

Wouldn't it be nice to pass a user's login name and their group to a report, so that you can then run some sort of security control within the report itself?

We have some pretty nifty reports, such as our Flexible List report which allows users to essentially build their own report from a rang eof fields. This 'one-stop' approach is great as this way the user's don;t have to worry about remembering which report form a list of 50 or more is the one they need.

However, this approach does open up some problems. For example, if some users want classified fields such as Object Rating (a measure of the significance of a work of art) or Valuation added to the report, these fields then become visible to any user with access to the report. Effectively this gets past the EMu registry security controls.

I know we could make multiple versions of the report to suit the security requriements - but this becomes a pain in the neck to manage, and largely undoes the point of having the one-stop report int he first place.

Passing username and group over to the report would at least allow some basic security controls to be embedded in the report.

This could also allow other nifty features such as : "prepared by {user name}" to be included in the report.

What do you think?

Mark - NGA

Hi Karen - a good suggestion, especially given the confusion between user privilege "groups" and saved list of works "groups".

Trying to explain to the less technical staff memebers how to share groups with groups can generate a lot of blank looks.

Mark - NGA

I think this would be an excellent feature, Karen.

I know this is an old issue, but I think both your suggestion, Karen, and the change Te Papa have had made to their Catalogue MMedia tab are excellent. I think they should be standard inclusions in the KE package.

21-Oct-08 11:00:00
Category: Using EMu

Gosh - long time no reply from me!

Thanks both for your replies.

Beth - I wish it were that simple, bbut we do have many records with multiple creators, and each has a differnt role. Worse - the long-established data-entry model here is to leave the Creator Role blank unless otherwise required. So a Printer, Publisher, etc will have a role, but we rarely if ever enter "Artist" - the assumption is a blank role means "Artist". Something I am hoping to change, but facing much resistance.

My Googling indicates that it is not possible to sort or group by results from a subreport, even if passed to the main report by a Shared Variable. Happy to be proven wrong, but I think it goes against the whole concept of relational database models.

Will, your suggestion is about as good as it will get, I think. The only hassle is that some users want the report sorted by Date Created, Creator, Accession Number, Location, etc. And your solution means I'd need to have repeated report definitons in EMu for each sort (though they could probably all point to the same Crystal rpt file). At this stage it's the only option I can think of, which is a shame as our reports lists are already very long and overhelming.


Mark - NGA

20-Dec-07 11:00:00
Category: Using EMu

Hi Kara - sorry I didn't respond to this earleir, but this solution worked brilliantly. Thanks so much.

30-Oct-07 11:00:00
Category: Using EMu

Hi - does anyone have a reliable method for sorting a Main Report by the results of a subreport in Crystal?

For example, a Print work has multiple Creators: an Artist , a Print Workshop, and a Printer. These are enteed on our Creator tab in Catalogue module, as a nested table which includes the Role.

To report this we add a subreprot to pull back information about these Creator fields.

I have trouble sorting the main report by the Artist. I need a way to say: Sort {main report} by results of subreport where Creator_role = Artist or Blank.

A how-to on this would be really useful.


25-Sep-07 09:00:00
Category: Using EMu

Oh - we are on 3.1.1, so no import tool yet.


Not sure if this little "wishlist" item relates to other institutions or not, if a solution already exists that I am not aware of or if it has been built into a newer version (the NGA is still on 3.1.1).

But I'd like to see a "revert field values to the most recent attached record values" tool.

This would apply in the Catalogue, on tabs such as Valuation, Location, Condition check, Frames History, etc. It might relate to other modules too. Essentially anywhere that there are fields in the module which are copies of values in attached records stored in a nested table showing history.

To illustrate, in our system if somebody incorrectly updates a Location in Catalogue, I can open up the attached Internal Movement record and edit the entry there, but this doesn't update the Catalogue-housed Current Location and other related fields. The Current Location field will always show the most recently added entry regardless of what the movement history nested table says, as it takes its data from the attached Int Movement record at the time of saving.

If we edit directly in the Catalogue fields, a new Int Movement record is created and linked back to the Catalogue record, so I then have to delete that.

If we could just delete the incorrect record from the attached module, then click a button to update the Catalogue fields with the previous (and now most recent) record form the history table it would be so much better.

Hope my attached screenshot helps clarify what I mean.

Anyone else think this could be handy?

28-Aug-07 09:00:00
Category: Using EMu


I'm running a report for loans which includes valuation information.

The conversion amount is entered in EMU (3.1.01) as ".403191", and when I run the report and check the CSVs, this is the value that appears.

However, when I browse dara in Crystal ( the data is rounded to 0.40. This makes our foreign $ value and Aus $ amount non-sensical.

It's not a size-of-field issue, and I've checked the formatting options. When I set up the formatting to display 6 decimal places for nubmers, the report shows "0.400000"! So somewhere between the CSV and Crystal the number is being rounded to 2 dec places.

Can anyone else replicate this?

Mark Bradley

Hi folks.

I have two questions to ask. Would love to hear your answers.

1. How are the rest of you dealing with Accession Lots where the list of works is to be split across multiple departments?

For example, a lot might contain, in our case, an Australian painting AND an International painting. To keep purchase and other such information separate for each department our curators currently have to enter one Accession Lot for each Department relevant to the Lot.

2. How do you handle the fact that different works in one Accession Lot require different Credit Lines?

Example: a group of works on loan from another gallery might contain ten works, and each has a unique credit line. A condition of the loan is that these credit lines are displayed on the wall labels for the exhibition. As the credit line is a single field per Accession Lot, and not per work, we resort to adding a different credit line for each work! Clearly this is hopelessly inefficient, especially for very large loans.

I am hoping that some of you will have already encountered and conquered this problem and might pass on some tips on how you went about it.


Mark Bradley
National Gallery of Australia

My mind spins out of control after the first 5 minutes of tryign to thnk this stuff through. It's a real doddle.

One thing that I think we need to rule out is adding a nested table a la Movement History feeding off Internal Movments module. The concept is sound: each new address entered creates a new "sites" or "addresses" record, with a date range, and this is enterd into an Address nested table in Parties. BUT... and it's a big BUT ... as David Smith mentioned above, to do this would cause some serious issues for reporting. For example: a Loan record has an attached Object record, and that has an attached creator Party record, and that Party has attached multiple addresses. Loans -> Catalogue -> Party -> Address is four layers of attachments, which would require a subreport within a subreport to work effectively in Crystal. And we all know that's not possible.

The front-runner solution at this stage seems to be the one Janeen suggests, where new fields are created in Loans module (for example) which are auto-filled from the address at the time of the party selected for the loan. This would be a bare minimum solution though, as there is nothing in the parties module to store any ties to this historical address if needed later on.

Hmmm... This is quite the problem, isn't it?

22-Aug-07 09:00:00
Category: Using EMu

Oh - I should add that I can get around this problem by choosing export 'value as text' in EMu, but I am puzzled as to why the data is being rounded without my saying so...

22-Aug-07 09:00:00
Category: Using EMu

Thanks Tracy - i just tried this, but no joy, I simply ended up with "\n" in serted in the text. Unless I'm doing it incorrectly. I tick "Regular Expression" but that didn't help.

I think the the wildcards and special characters (like the ^$ outlined above) are used to find the terms to replace, not in the "replace with" box. Surely there's a way to insert special characters in the "replace with" box?

20-Aug-07 09:00:00
Category: Using EMu

Hi Will - I'm just reading through some Eu"users emails in search of answers to other problems, and I noticed this one sitting there with nor replies.

I am no smarter than you, for my mind melts down at about the same point as yours when tackling this very issue. The hierarchy of holders to locations works in reverse (holders in holders in holders in locations), and that is sadly unworkable in reporting as far as I know.

If the hierarchy could be reversed back to a top-down or left-right structure, with holders being suffixed rather than prefixed, I think this would be a much simpler solution. How this then affects the Summary Data is the next challenge, as I think people like seeing the holder in location working in reverse.

No answers, but a strong vote of support on having EMu changed to remedy this issue if that's what it takes.

Mark Bradley

20-Aug-07 09:00:00
Category: Using EMu

Hi Will. I am striuggling with this problem as well.

Scenario: we have a report created by my predecessors and our reports consultant. It runs from the Events module, and shows information about catalogue items (artworks) associated with events, grouped by event. I have been asked to add a parameter to this so that users have the option of sorting either via Accession Number or by Creator.

But I can't for the life of me work out how to do it, using any of the methods you have listed. If we can create a variable that can be sorted on in the main report it would solve many problems.

This is related also to an issue I have with Creator Roles. We have multiple creators for works in many cases, and each is given a role (Artist, Printer, Print workshop, Publisher, etc) in the nested table in the Catalogue module. Sometimes we need to report these roles out, but this requires a subreport to a subreport, and we all know this cannot be done.

It's driving me crazy. Has anyone else got any tricks that can help us out with these problems?

17-Aug-07 09:00:00
Category: Using EMu

Is there a way to enter carriage returns into the "replace with" data? I'm trying to replace the blank Provenance field for some works, but the new value is in three parapgraphs. How do I insert line breaks?

Hi folks.

I'm looking into how the National Gallery of Australia use the Parties module, and I’m coming across a few problems. To solve this I am drawing up a spec for changes to our Parties module, but I think I'm addressing issues that might be faced by other organisations too. Thus I'm keen to find out who else has these problems and how they address them.

1. Address history.

There is no address history function in EMu. But there is a need in our organisation to keep record of address history in an easily discoverable way. One example is Loans records - we need to be able to see the address a loaned artwork was shipped from or to at the time, not the current address for that party record.

Our current practice whenever a party changes address is to create a duplicate party record, change the address to the new one, and retire the previous one.

How do you handle changing addresses in your organisation?

2. Multiple addresses.

We have many parties who have more than a physical and a postal address. For example artists who have home, studio, gallery, agent/dealer etc. To cater for this we need to create several parties records, and this can make searching for and attaching to those records confusing.

So any other EMu users have this same problem? And if so, how do you keep it simple for the end user?

Any discussion welcome.

mark.bradley at

Hi Perian.

In our version of EMu the Catalogue field (and thus the registry Level 6 Key) is "MulTitle_tab". Not sure if this is standard or customised for the NGA though.

This can be found out by clicking the contextual help arrow (top right of screen) and then clicking on the field where you drop the dragged multimnedia record in when making the attachment.

Mark Bradley
Assistant Registrar (Documentation)
National Gallery of Australia

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