Creating, viewing and editing records

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Contents

Creating new records

Choosing an object catalogue type

Once you are signed in, clicking on the Create tab will show you seven different object cataloguing screens to choose from; Art, History, Natural Science, Archives, Photography and Multimedia, Library and Archaeology.  You can select which type of object record you want to create by selecting one.  You will then be taken to a cataloguing screen with fields to suit the cataloguing of that type of object. 

Image:Category art.png   Art

Image:Category archives.png   Archives

Image:Category archaeology.png   Archaeology

Image:Category history.png   History

Image:Category library.png   Library

Image:Category photography.png   Photography and Multimedia

Image:Category natural science.png   Natural Science

Choosing other catalogue types

In addition to cataloguing object records, eHive also supports the tracking of acquisition information in a separate file.

Image:Category acquisition.png   Acquisition Record

Acquisition records describe the acquisition of single objects or groups of objects. Read the overview of acquisition records for more information.

Using the fields

There are different types of fields available, for example pick list fields, number fields, text fields.  The Help icon on each section of the Create screen will take you to field specific help

For a full list of the fields available, see Create screens.

Using the object cataloguing screen

Once you are in your cataloguing screen you can then choose whether you want to see the full set of cataloguing fields (Detail Fields), the core set of fields (Core Fields), <span style="" />or only publically displayed fields in eHive (Public Fields).  You also have three tabs to record Acquisition, Administration and Conservation details about your object.  You can move freely between these tabs to see all of your object's data, you do not have to save before moving to another tab.

Uploading an image

To upload an image go to the Images section, which is the last set of fields at the top of your create screen.  Click on the Browse button to navigate to where you saved your image on your computer. Alternatively, you can type the digital filename of your image into the field.  

Images can be in jpg, tiff or bmp formats, or non-transparent gif or png formats. Each image should be less than 20MB. Ideally the images should be no less than 1000 pixels along the longest side. This is because all images in eHive can be clicked on to be viewed in a larger detailed view.  

When you have entered a digital filename in this field you can click the Upload button to upload the image.  This process of uploading the image may take a few moments to complete.  You can also enter in a caption for the photo in the Image Title field.  Users will be able to read the caption when they move their mouse over the image on the screen.  

If you have attached multiple images to one record, you can choose which one is the primary image by clicking on the Reorder arrow buttons beside the image.

For more detailed information on uploading and modifying images, see Adding images

Saving a draft of an object record

When you have finished typing in your data you have the option to save the record, or to save the record as a draft.  To save your record as a draft, click on the 'Save Draft' button.  Saving your record as a draft means you can return at a later date and review or modify the record content until you are finally satisfied with it and wish to save it.  

Viewing your draft object record

To view all of your drafts make sure you are signed in to your account and then click on the 'View my drafts' link from the Tools section on your homepage.

Editing your drafts

You can edit your drafts by clicking on the 'View my drafts' link from the Tools section on your homepage.  You will see all of your drafts listed here, to edit one simply click on the Edit link that accompanies it.

Saving a record

If you are satisfied with your record you can press the 'Save' button.  This means that the record is saved within your own account. When you click on the 'Save' button, you also have the option for publishing it.  If you do not want to publish your record at this point and want it to remain private within your own account, uncheck the publishing option check boxes and press Save. 

Publishing options when saving object records

You can save your record without publishing it by unchecking the publishing option check boxes and pressing Save. 

Publishing to a Community when saving

If you have set up a Community as a publishing default, then you will see that Community listed as a publishing option when you press Save.  Although you have the Community as your publishing default, you may change your mind at this point and uncheck the box beside it, and the record will not be published to that Community at this time. 

Publishing to eHive when saving

If you wish to publish the record to eHive, click on the Save button and in the resulting window check the Publish to eHive checkbox.  Press Save on this window.  

Viewing your records

To view all of your records, make sure you are signed in to your account and then click on the 'View my objects' link from the Tools section on your homepage.  If you have performed a search across all of eHive and your own records are amongst the results, they will appear in the results view with a darker shaded background so you will be able to discern them from other account holder's records.

Editing your records

You can edit your records by clicking on the Edit link that will appear beside your object records when you are viewing them in the Summary or Lightbox view.  This link will only appear when you are logged in to eHive.  You can also click on the 'Edit this record' link from Tools section to the right of the record when it is in the Detail view.

Create similar objects

You can use a saved object record as a template to create other similar records. For example, if you are cataloguing a series of screenprints by the same artist that contain a lot of similar information, you can use the Create a Similar Object option to save you some data entry time. The Create Similar Objects option is available in the Tools box when you're logged in and viewing a detail view of an object. This will copy data in all fields in your original record, except the Object Number.

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