Creating, viewing and editing records
From eHive
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.
Art
Archives
Archaeology
History
Library
Photography and Multimedia
Natural Science
Choosing other catalogue types
In addition to cataloguing object records, eHive also supports the tracking of acquisition information in a separate file.
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), 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. In the current beta version of eHive, images must be JPEG files. 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 as 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 wihout 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.
