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02-Mar-17 10:27:28
EMu V4.3 and lower: the Contact Sheet view has buggy paging issues
Forum: Multimedia

Hi Karen,

We experience the same issue with thumbnail view here and have investigated it several times in different versions without a fix. I believe (in our case at least) the issue stems from images being stored on a SAN rather than in the EMu server itself. The Thumbnail view is completely unusable on a slow connection such as a VPN.

We noticed it was not such an issue in test where images are stored in the EMu server.

Like Kara, we have been working around this with reports and adding thumbnails to our list views.

Cheers,
Rowena

Hi all,

I'm trying to find a simple (non VB code) way to display thumbnails in excel reports constructed using the quick copy and paste from list view method.

When copying and pasting as csv into excel, the thumbnail that is displayed in EMu's list view gets converted to the file path where the multimedia is temporarily cached. (C:\Users\rcraick\AppData\Local\KESoftware\Cache/33/442/MM_33442.jpg)

Is there a clever way to replace this filepath with the image/thumbnail so the thumbnail is visible in excel?

We use this type of quick one-off report when external contractors (non emu users) need to update data in such a ways that I can re-import it into emu - so retaining the strict csv format is essential (which doesn't occur when using the "save as .xls" from crystal viewer.)

Thanks for any suggestions!

Rowena

03-Feb-16 17:03:36
Wish list - I'd like to be ability to specify how many precoordinated terms are added from...
Forum: Thesaurus

Thanks for the leads, Will

If the presenter of the Thesaurus Paper from the North American User group is out there... and is willing to post it here / or PM me their paper that would be wonderful! (The papers are not published on this site yet )

We are preparing to implement the changes in our next upgrade, so would love to hear from those who are currently using it.

Thanks,
Rowena

Rowena.Craick[at]artscentremelbourne.com.au




03-Feb-16 16:57:34
Wish list - I'd like to be ability to specify how many precoordinated terms are added from...
Forum: Thesaurus

Thanks for the leads, Will

If the presenter of the Thesaurus Paper from the North American User group is out there... and is willing to post it here / or PM me their paper that would be wonderful! (The papers are not published on this site yet )

Thanks,
Rowena

Rowena.Craick[at]artscentremelbourne.com.au




03-Feb-16 11:38:49
Wish list - I'd like to be ability to specify how many precoordinated terms are added from...
Forum: Thesaurus

When the Thesaurus Precoordinate registry entry is set to "True" the entire hierarchy is entered as a prefix to the chosen term.   

"For example, if chosen term C has a broader term B which has a broader term A, this Setting will result in the following text being displayed when C is chosen: A-B-C."

Whilst it is useful to know where in the hierarchy a specific term belongs - I don't want to see ALL the broader terms. It would be better to specify exactly how many broader terms are precoordinated.

For example; if using term F, we might want to see its broader term E (but don't want to see A, B, C or D).

Currently the Precoordinate entry adds very cumbersome terms (especially in Getty Hierarchies). For example - selecting the term "Public art" in AAT adds the value:

"Top of the AAT Hierarchies | Associated Concepts Facet | Associated Concepts | concepts in the arts | genres in the arts | art genres | Public art"

It would be useful to be able to specify the number of levels in the hierarchy that are precoordinated - and this might need to vary depending on the thesaurus.    For example: For APT thesaurus I may want to precoordinate 1 term, but for AAT, 3 might be required.

Has anyone discovered a way to solve this already, or developed a custom solution for this with KE?

Would anyone else find a more specific registry entry useful?

Many Thanks,

Rowena

Rowena Craick
Collection Systems & Documentation Registrar
Arts Centre Melbourne

15-Jun-15 12:05:15
Contact Sheet Report
Category: Using EMu

Hi Leslie,

I've done something similar to the contact sheet-style view.

You can do this by putting your multimedia field in its own section, then enabling multiple columns in the section:

Section Expert> Tick "Format with Multiple Columns" > adjust column size to fit width of images.  (Size will depend on how many images across you want)

The column option was not available in earlier versions. I'm running V12.3

Cheers,

Rowena

Hi Ian,

Thanks for providing a detailed specification of the proposed changes and how they will affect existing Thesaurus users. 

We have relatively recently started using the module with Getty Thesauri, APT and our own custom Performing Arts specific hierarchy.

In setting this up I found the current dissociation between the hierarchy tree view and the term itself very cumbersome to work with, so I'd be delighted to see the implementation of the Archive Viewer which would solve this issue. Anything that standardises or provides more uniform and intuitive operation the user interface is a plus for us.   

I think the IRN attachment would also contribute to this streamlining of UI functionality and is preferable to the current data transfer / LUT method - which as pointed out can result in ambiguous data unless the full hierarchy string is included. The IRN attachment concept is definitely preferred - as it will support entity awareness online, and provides the specific context for the attached term.

Currently our Thesaurus fields (Subjects, and Media Category) are combined with a LUT, and contain additional non-thesauri terms. Can you confirm if these columns would need to be split into a thesaurus attachment field, and any legacy data that is not derived from a thesaurus migrated to a column with a LUT (such as keywords or similar)? 

Recognising these changes will require some manual work to identify and link non-unique values and non-thesauri terms, I'm certain the resulting benefits in the way the module functions will be worthwhile.

With regard to the user options to set default search types - as with any function in EMu, the ability to configure and adjust from the client side is always welcome feature.

Thanks to the institutions above for leading the development efforts and to KE for being prepared to roll these developments out to the rest of the user base - much appreciated!

Cheers,
Rowena Craick
Collection Systems & Documentation Registrar
Arts Centre Melbourne

09-Oct-13 12:33:28
User defined colour-coding based on record value or status in List View
Forum: Wishlist

I've had 2 separate users ask me recently if it's possible to colour code a record in List View based on its status or a paticular value in a field. (Users rely on this in spreadsheets and miss the quick visual reference when using EMu in List View)

EMu already has some handy colour coding functionality for mandatory fields - and we already use the Image Display symbol to help alert users to a particular value - but these functions only apply in Details View. I've also tried adding formulas to crystal reports - but this is a fairly limited solution.

It would be great if a user could specify a particular field and assign their own background colour according to the value that's been entered (perhaps in a similar dialogue box to building or list view, or as an extension to the existing colour coding tab in Options?)

Situations where this would be handy would be tracking approvals or acceptances, rights clearances, or pending acquisitions, overdue loans, installed versus proposed Exhibition Objects etc.

Would anyone else find this handy?

Rowena Craick

Collection Systems & Documentation Registrar
Arts Centre Melbourne

Hi April,

Arts Centre Melbourne has been using Narratives for about 6 years now to record all our public research enquiries.

We document the enquirer's contact details, the type or category of enquiry (arts agency, general public, education etc) and copy all email correspondence into the NarNarrative Field, or summarize the phone call.

Our research officer also adds a total number of objects viewed - which provides monthly reporting stats on how many objects have been accessed, and for what purpose and in which areas of the collection.  We use the Title field to add a research enquiry number (eg RS2012.001) - to easily distinguish these Research Enquiries from the other Narratives (for web, object labels etc). This has all been done without customising the Narratives module.

Hope that helps!
Cheers,
Rowena

Rowena Craick
Collection Systems & Documentation Registrar
Arts Centre Melbourne

Thanks for the info Karen

We do similar thing - when a Party changes address we add a new record. I'm very interested to hear you are entering biographical info into the Thesaurus module! Is this for web optimisation?

I'm now attempting to classify our parties data in 2 ways; by defining records in record status field as either an "Authority Record" which is a biographical record used for linking to Catalogue/Narratives, or a "transaction record" when parties are created for the purposes of linking to any other module when name and contact details are required.

(Arts Centre Melbourne doesn't have the Transaction Module either - in this context I'm refering to all other modules that use addresses or contact details as part of a transaction; such as a Loan or Accession, Rights Licence.)

What is proving tricky is retrospectively trying to untangle poorly defined party records and merge duplicates, it cannot be done in bulk! I'm hoping with some better definitions about record type we can prevent further data quality issues arising.

Thanks,
Rowena

Hi Karen

The multiple addresses and address history issue is obviously still a big problem for some- so thanks for adding another suggegstion to the mix. 

Recently I discussed this Parties address problem with KE and one possible (custom) solution was to add the address fields to transaction modules. When a link is made to a party record, the address data is copied over to address fields that reside in the transaction record - allowing it to become fixed (and edited) in the transaction record. The benefit of this solution is it makes reporting much easier!

I think the Smithsonian [? please correct me here if I'm wrong!] have introduced something similar which copies the address upon link, then locks down the address in the transaction/loan module once a transaction is completed or record closed. [This was presented at the London meeting demo sessions...]

This approach would require considerable customisation to the various modules where address based transactions occur (Conservation, Loans, Accessions etc)  and doesn't  provide a very consistent solution to recording address histories across the whole system. But it does appear to solve the issue of reporting agianst a particular transaction.

An automated Address Module that records previous addresses against dates in a similar way to valuations and condition histories might be a useful in conjunction with the above data transfer method which would solve the reporting problems. 

I'd love to hear more suggestions as to how people are handling this issue internally - How do you define an Authority Party record - Do you update records or create new records when a parties address changes? How do you classify records when there are multiple current/active records for a single party?

Perhaps this could be a dedicated session at a future User Group meeting if there is enough interest... if we can find a solution that benefits most users it could be brought in as standard release to prevent us all customising in different ways.

Bern can you tell us more about your proposed solution that has been tentatively discussed for a future upgrade?

Rowena Craick
Collection Systems & Documentation Registrar
Arts Centre Melbourne

Hi Karen & Mark,  +1 from me
This issue has come up at a couple of meetings in the past - particularly in relation to finding unattached Multimedia Records. An admin tool that could search for records with no attachements in all modules would be incredibly handy for cleaning up!

Cheers,
Rowena Craick
Collections Systems & Documentation Registrar
Arts Centre Melbourne

30-May-12 10:07:34
Category: Using EMu

Hi all,
We're having issues with the built-in KE Powerpoint report rendering images differently. Some appear fine, but the vast majority are showing up as a blur. It seems to be related to the resolutions we have available in Multimedia.

I've looked at the VB script in the report which says: 
' the following size are assumed and guessed...
'
uWi = 600
uHi = 200
'uHi = 300
sWi = 720
'vPo = 30
vPo = 75

Can anyone familiar with VB please interpret what resolution the report needs/prefers to render our images correctly? Does the report pull the Master image or a resolution?

I've tried specifying resolutions on the Multimedia tab of the Report Properties box with no success. 

Thanks VB people  =)
Rowena

30-May-12 10:05:56
Category: Using EMu

Hi all,
We're having issues with the built-in KE Powerpoint report rendering images differently. Some appear fine, but the vast majority are showing up as a blur. It seems to be related to the resolutions we have available in Multimedia.

I've looked at the VB script in the report which says: 
' the following size are assumed and guessed...
'
uWi = 600
uHi = 200
'uHi = 300
sWi = 720
'vPo = 30
vPo = 75

Can anyone familiar with VB please interpret what resolution the report needs/prefers to render our images correctly? Does the report pull the Master image or a resolution?

I've tried specifying resolutions on the Multimedia tab of the Report Properties box with no success. 

Thanks VB people  =)
Rowena

Hi John,

We had a very similar situation. The Archive Tab appears when your publication Type selected is "Archived Resource" - this tab has a location link.

I adjusted our registry settings slightly so that the tab switching accepts "Archived Resource / Library Holding" as the type. All the books we physically hold copies of are catalogued here (rather than on the Book tab - which supports referencing information about books that are NOT in our library collection.)

We're also not using this module as our primary book cataloguing tool - we're importing records from the National Bibliographic Database Trove where we can quickly and efficiently do copy cataloguing and receive a scheduled quartely export of our data. The Resources link in the Tools menu is also configured to link directly to the Trove online record for that item whicvh may have eBooks or other content attached.

Cheers,
Rowena Craick
Collection Systems and Documentation Registrar
Arts Centre Melbourne
https://emu.axiell.com/images/agorapro/attachments/2062/mini_Bibliography-Archive-Tab-with-Location-and-Resources-Link.png

Thanks very much David - that should do the trick!

Thanks very much David - that should do the trick!

Although its possible to apply a background colour for fields which are Mandatory, it would also be handy to set a different background colour for Web exposed fields. There would need to be some sort of configuration menu so Admins could build a list of current fields that are visible to the organisations website - perhaps in the same way that you select fields to build a report or sort.   

We already use the handy Image Display "On Web" to alert users that a record is live on the webiste, but it would also help to warn users at a field level to help focus data clean up efforts and prevent inapproriate dtaa getting entered in Web fields. Since not all of our web fields are mandatory fields we can't rely on that function.   

Rowena Craick
Collection Management System Administrator
Arts Centre Melbourne

24-Nov-11 11:50:07
Many users would prefer list view when selecting attachments
Forum: Wishlist

Totally agreed Karen! This is a really frustrating problem; I've configured numerous list views to help people select the correct attachment record when there are multiples possible attachments available - but if a record opens in Details View it always confuses people. (Particularly if the details on the first tab appear to match - eg parties or Right)

A helpful solution for KE to build in would be to always default to List view when launching attachment modules - or to only open details view if a single attachment record is found.

It would be nice to receive a notification or alert when an object catalogue record is attached to a date dependant activity record (Event / Loan / Conservation) where the dates overlap.

We've encountered a couple of instances where Objects have been attached to multiple Event records for display at the same time. Though its possible to see if an object is already scheduled for use on the reverse reference tabs, it would be helpful to not have to check every record manually for a clash of dates.

Eg: This object is currently scheduled for Loan between 01/01/2011 - 00/00/2011 (see IRN x). Do you want to attach to current Event record anyway? Y/N

Hi Thomas,

I agree this can be a little frustrating sometimes - I usually open a second session of EMu while the long operation is running. This solution obviously effects the number of user licenses available which may be a problem for some organisations.

Cheers,
Rowena

08-Nov-10 16:19:52
Is anyone using AccLots as an acquisitions planning tool?

Hi Mark,
We've implemented a process to track offers of material in the Accession Lots module prior to their approval/rejection by the Committee. We based the approach on the general workflow used by the Loans Module - using a Lot Processing Status field that easily identifies the record throughout the approval process. (Offer Pending / Declined / Accessioned / Offer Withdrawn).

Adding a new Lot Processing Status field meant we had to sub-class the Accession Lots Module. So we also took the opportunity to add other useful processing fields like Gift Agreement Sent (Y/N); Gift Agreement Signed (Y/N); Quantity and Location Comments. The Lot Processing Status field was used in combination with another field (Acquisition Identifier) that allowed the curator handling the offer to provide an additional layer of detail (eg; ready for submission to the committee, pending further assessment of material etc).

These fields are used to provide monthly reports about offers that need to be followed up as a priority. Another benefit is that we are now keeping records of the material we are not collecting – which is likely to be very useful in the longer term in an organisational context.

The major benefit of this system has been to design the Acquisition Proposal Submission Document as an EMu Report (the detailed proposal for the committee) – thus forcing the complete information known about the material to go directly into the Accession Lot record in the first instance, (rather than relying on someone to summarise and transfer the information into the record after its been acquired or attaching a separate word document which contains the detail – it centralises the detailed info in the Accession Lot records where users are expecting to find it. (We even had to extend a number of field lengths to support the extensive descriptions that were being added!)

Cheers,
Rowena

14-Oct-10 09:41:39
Crystal can't support Subreport within Subreport... now what?
Category: Using EMu

Thanks for the reply Christelle, I had also arrived at this solution through a bit of trial and error over the weekend and hadn't yet posted the solution - so good to know I found the correct way in the end!

There appears to be a restiction in the order you apply groups in the EMu Reports window. I had the Attached Objects, their Notes and Sections in a single group in my original report. When I attempted to update the report to include a new group for dimensions inside this Objects group it wasn't possible.

In the end, I built the report from scratch - and by chance I applied the inner most grouping first (Dimensions) and then applied the Objects group over the top of them - which finally gave me the appropriate groupings
Cheers,
Rowena

07-Oct-10 11:07:45
Crystal can't support Subreport within Subreport... now what?
Category: Using EMu

I spoke too soon, the solution to one thing always seems to reveal another problem...

By using the Attached Objects Ref Key from the AttachedObjects.csv as the primary table and linking out to the other tables from there (Events, Dimensions from Catalogue etc) it prevents grouping the Attached Objects Table with the Notes and Event Section.

Which means Object Notes and Event Sections can only be displayed in the report if they correlate to an Attached Object key. (However we often have data in the Notes or Event Section Column without an Attached Object)

Is there a different join type in crystal, or a different Grouping in EMu that would support display of the entire Object+Section+Notes table while still allowing the Dimensions Subreport from the Attached Objects?

screenshots of linking structure attached:

http://www.kesoftware.com/components/com_agora/img/members/421/Events-Linking-example.JPG

Thanks again,

06-Oct-10 16:36:04
Crystal can't support Subreport within Subreport... now what?
Category: Using EMu

Thanks for the quick reply Mark,

The alternative starting table certainly makes all the difference.

After un-grouping the Attached Objects in the EMu Report window to allow grouping on Dimensions instead, this report is finally behaving nicely!

Eternally grateful... :)
Rowena

05-Oct-10 17:21:00
i'd like to skip a replace entry, but keep it in the current session
Forum: Wishlist

Hi Karen and Mark,
Both excellent suggestions which would really make a huge difference to repetative clean up tasks across multiple fields. Having spent the last few months of my life in that little replace window cleaning up for web publication, this feature would be very welcome indeed!
Cheers,
Rowena

05-Oct-10 17:12:46
Crystal can't support Subreport within Subreport... now what?
Category: Using EMu

Has anyone discovered a way around the crystal limitation of not being able to put a Subreport inside a Subreport? The data structure I'm trying to report on is:
1. MAIN RPT = Event Module Record (Eg: An Exhibition)
2. SUBREPORT = Objects Attached to the Event (Catalogue records)
3. Table of Dimensions from within one of the Catalogue Records
                > ROW 1; Framed HxWxD mm
                > ROW 2; Unframed HxWxD mm

Unfortunately the csv’s to not contain correlating keys that would allow me to link both 2 & 3 directly to the Main report as separate(equal) Sub-reports.  If I flatten the table of dimensions using the table as text function or group the dimensions with Catalogue Records the dimensions data comes out as “Framed Unframed, H H, x W W, x D, D”  Has anyone managed to devise a formula to re-order this data?

One work-around suggested on the crystal forums was to use a hyperlink at the 3rd layer, however this isn’t really appropriate for the report where I need all the data visible at once.
Many Thanks -
Rowena

Thanks Alex - it helps to wish outloud! That should do the trick nicely.

Cheers,

Ahhh - much easier :) Thanks very much for that one Dave!

Still trying to think of ways to classify particular Party records for particular connecting uses...

For example; we have Parties records with biographical info which are used to connect to Creator field in Catalogue. Other Party Records are used for contact info and address information. These records would only get connected to Accessions, Loans, Movements etc.

"Wouldn't it be nice if..." when connecting to Parties via another module, only certain party records would be searched and available for attachment. Perhaps this is a suggestion for the other thread with the wish list for the next version. It would be helpful if Parties attachment fields in other modules could direct you to specific party records with a particular status, using record level security or partitioning similar to Multimedia module???

For now it looks like the interim solution will be adding record status keywords to the Parties Source field as a temporary tidy up and asking cataloguers to rely on this in a list view when selecting records to attach.

R

Thanks Ben - that has indeed solved my problem of calling up the Venors as a Parties set, a handy trick to use elsewhere too.

On to the clean up now...

Cheers,
Rowena

PAC are about to attempt to contact all of our Donors in relation to a collection relocation. This will require a major clean up of the parties module (eeek!) and I'd be very interested to hear how others manage the status of party records.

Obviously this is a long running issue given the other Parties threads here. It appears a common policy is to leave Party records attached to Accession/Loans unchanged and create new party records when an address is updated.

My plan is:

1. Collate and refine a Group of Accession Records

2. Export to excel as a csv (the attached set of Source/Vendor party records cannot be opened as a corresponding bulk set, each party record must be opened individually via the field link unless someone knows of a clever way around this other than reporting from accessions or showing the reverse attachment???)

3. Update the csv to include current addresses and new contacts for organisations

4. Import the csv to create new parties and flag all with a Record Status of "Active Contact" and assign to a mailing group. This will avoid having to change the address of records associated with an Accession, but will cause massive duplication!

How do other instiutions identify the status of Party records? I'm concerned that in future these "Active contact" records may get linked inadvertantly to catalogue or Accession/Loan records. I'm considering using record security to hide the entire set so no future linking occurs.

Any ideas or advice much appreciated

Cheers,
Rowena
Rowena Craick
Collections, Research & Exhibitions
the Arts Centre

Hi Alex & Karen

Yes, at the Performing Arts Collection this is on my list of developments for our next upgrade.

Perhaps the good folk at KE have already considered including this as a standard in 3.2.5???

--
Rowena Craick
The Arts Centre, Melbourne
Rowena Craick
Collections, Research & Exhibitions
the Arts Centre

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