I agree!
We just completed our own “how-to” regarding text entries. We don’t allow direct pasting into text entries from anything other than a plain-text editor used to first strip the native formatting from Word, email, PDF, web page sources.
Such practices have caused problems in the database from all the formatting characters that come along for the ride. Be careful!
Thanks,
Jeff
Jeffrey Smith
Registrar for Collections Information
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O: 202.633.0348
C: 202-340-4896
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From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Rupert Shepherd
Sent: Monday, January 6, 2025 2:54 PM
To: ListServ tmsusers <[log in to unmask]>
Subject: Re: [EXTERNAL] Re: Copy and Paste in TMS - Cataloging Guidelines
External Email - Exercise Caution
On the contrary - this is well worth stealing for our own users! 😉
Thanks,
Rupert
Rupert Shepherd, PhD FSA (he/him)
Collection Information Manager
E [log in to unmask]<mailto:[log in to unmask]>
T +44 (0)20 7747 5921
Mostly working remotely; calls to the number above should still reach me.
________________________________
From: The Museum System (TMS) Users <[log in to unmask]<mailto:[log in to unmask]>> on behalf of Kathleen Forrest <[log in to unmask]<mailto:[log in to unmask]>>
Sent: 06 January 2025 19:33
To: [log in to unmask]<mailto:[log in to unmask]> <[log in to unmask]<mailto:[log in to unmask]>>
Subject: [EXTERNAL] Re: Copy and Paste in TMS - Cataloging Guidelines
This Message originated outside your organization.
________________________________
External Email - Exercise Caution
Sorry everyone, I selected the wrong TMS user group! Please disregard!
Kathleen Forrest
On Mon, Jan 6, 2025 at 11:01 AM Kathleen Forrest <[log in to unmask]<mailto:[log in to unmask]>> wrote:
Dear TMS Users,
For those cataloging in TMS, here are some guidelines for copying and pasting text into the database for optimal display. While this example uses the Web Text field, these tips apply to all text entries and single-value text entries, such as Didactic Label, Exhibition History, Condition Description, Storage Requirements, etc. (fields that allow formatting like italics, bold, and indents).
How to Copy and Paste Text for Optimal Display
Paste as Plain Text - When copying text from another source (e.g., Google Docs or Word), always paste as plain text to remove any hidden formatting.
* On a Mac: Right-click and select “Paste and Match Style,” or use the shortcut Command + Shift + V
* On a PC: Right-click and select “Paste as Plain Text,” or use the keyboard shortcut Ctrl + Shift + V
Respond to the Security Prompt
* When pasting into TMS, a pop-up will prompt you to re-paste the text for security purposes. Simply paste it again using the same plain text method described above.
Apply Formatting Within TMS
* After pasting, use the formatting icons at the top-right corner of the field to add italics, bold, or any other necessary formatting.
Adjust Paragraph Breaks
* If you’re copying text from a PDF, watch out for extra line breaks. PDF text often includes unnecessary breaks, as shown below. Use Delete or Backspace to merge lines into paragraphs for better readability.
* [cid:image002.png@01DB604F.194E5B10]
Why This Matters
When text is copied from external sources, it often includes hidden HTML formatting (even from plain documents like Google Docs or Word). These residual tags can conflict with the formatting on the web or in other outputs like Crystal Reports, causing display issues. By following these steps, you ensure clean and consistent data without distracting formatting changes everywhere it appears: the FAMSF website, in Crystal Reports, and within TMS itself.
Examples
Here is text copied and pasted from a Google Doc (without using paste as plain text).
[cid:image003.png@01DB604F.194E5B10]
Here is the same text entry in "edit source" mode, which you can see by clicking on the </> icon at the top right. When you use edit source to look at the text, you can see the hidden html formatting that was copied over from Google Docs. These tags can interfere with display on the web and in Crystal Reports.
[cid:image004.png@01DB604F.194E5B10]
Please note that CI recently cleaned up some existing formatting errors in the Web Text field that was affecting display on the website for around 100 records. These edits will be reflected on the web after the next website update, which is scheduled for the week of January 20.
Thank you for helping to maintain the quality and consistency of our database content!
Best regards,
Kathleen Forrest
Collections Database Administrator
Fine Arts Museums of San Francisco
de Young \ Legion of Honor
682 365 8457
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