Yep, sounds like a very good idea. I had a go at this a while ago with
Exhibitions/Loans related reports, but gave up! I should try again.
Which fields are you sorting on?
Thanks
Jon
-----Original Message-----
From: Carole Campbell [mailto:[log in to unmask]]
Sent: 09 December 2002 17:58
To: [log in to unmask]
Subject: Re: Sorting Object and Loan records within the Exhibitions
Module
Hi,
We have set up many of our reports to prompt users for the sort order
with parameters. We then setup formulas to control the sort based on
how they answer the prompt. I am listing the possible sort orders in
the prompt question, but it would be nice if the drop-down list control
feature found in Crystal would work in TMS.
We had found that trying to maintain all the various forms of a single
report was getting too hard. With this approach we only have to
maintain one report.
Thanks.
Carole.
Carole Campbell
Associate Registrar for Collections Management
J. Paul Getty Museum
1200 Getty Center Drive, Suite 1000
Los Angeles, CA 90049
[log in to unmask]
>>> [log in to unmask] 12/09/02 08:13AM >>>
Object Packages are a useful way to generate lists of exhibition records
on the fly, and resort them. First, call up the exhibition record, and
go to related objects. Make an object package of those related object
records. Then, call up the object package in the objects module using
advanced query, which allows you to determine the sort order. Make a new
object package of the sorted records, which curators can use to view
their lightboxes, and immediately print using screen shots.
The key to success here is getting users so comfortable and fast with
whipping up an object package, that they will be equally comfortable
deleting it rather than let it linger, becoming increasingly outdated
and clogging up the back of the refrigerator. Incorporating the date of
the package in the package name helps you identify those that have gone
a bit stale. (I must have Thanksgiving leftovers on my mind!)
Regarding the combining of object packages that Scott from Seattle
mentioned, I've had success combining packages by using the Event Module
as sort of a holding area. I set up an event for whatever project I'm
working on, add the relevant packages into them, go to the related
object records, and make a new package. Then I delete the event record,
since it has served my purpose, but doesn't have any enduring value.
Convoluted, yes. But quick and reliable.
Frances
p.s. I'm testing the Silver Bullet this week, and will let you know how
it is working...
*************
Frances R. Francis
Registrar
High Museum of Art
1280 Peachtree Street, NE
Atlanta, GA 30309
tel: 404/733-4480
fax: 404/733-4502
email: [log in to unmask]
-----Original Message-----
From: Jonathan Thristan [mailto:[log in to unmask]]
Sent: Monday, December 09, 2002 6:50 AM
To: [log in to unmask]
Subject: Re: Sorting Object and Loan records within the Exhibitions
Module
Yes, point taken, but we've writen various 'big' reports in the
Exhibitions area. The sort of issue I'm refering to occurs when, for
example, somebody phones a Curator with a query about an object in the
process of being loaned-in to Tate and the Curator doesn't have an up to
date copy of the appropriate report to find the information they need.
For a big exhibition with 200+ loaned objects, scrolling down a list
sorted by an arbitary Object ID is time consuming - ditto Loan IDs. And
where the burden of entering all of this data in the first place falls
to the same Curators (an additioanl workload for them...) who can't get
the information back out, then frustration follows.
At the moment, the Exhibitions module of TMS doesn't support the ongoing
activity of organising an Exhibition as well as it might. Possible
work-arounds include linking reports via a Media record and refreshing
these periodically, or scheduling reports to run nightly and serving via
intranet or, again, a Media record.
-----Original Message-----
From: David Parsell [mailto:[log in to unmask]]
Sent: 06 December 2002 19:12
To: [log in to unmask]
Subject: Re: Sorting Object and Loan records within the Exhibitions
Module
If you write reports in Crystal Reports, you can sort TMS data almost
any way you choose.
Also, CR saves the messy work of exporting and manipulating the data in
excel since you can easily review the report on screen after you query
the appropriate data.
CR is extremely powerful. I rarely have the need to export TMS data for
manipulation in another program.
However, CR does require a commitment, especially to learning how the
TMS tables are linked.
I suggest taking the Gallery Systems CR class to learn TMS table linking
and CR.
David Parsell
Yale University Art Gallery
At 05:25 PM 12/6/2002 +0000, Jonathan Thristan wrote:
>Hello TMS Users!
>
>At Tate we use TMS to record details of all of our Displays and
>Exhibitions. Curators and Registrars both agree that the inability to
>specify sort orders (via a drop down?) for the lists of Object and
>Loans within the Exhibitions module is a major drawback of the system.
>It tends to mean that users view exhibitions information via reports
>(e.g. for exhibitions a report exported into excel, sorted according to
>need), rather than via standard forms. Unfortunately, at Tate it has
>also made some members of staff reluctant to use the system. Has
>anybody else encountered this issue? Any thoughts?
>
>Regards
>
>Jon
>
>
>Jon Thristan
>Tate
>Systems Manager
>E: [log in to unmask]
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