Hi Kathleen-

We use flex fields to manage similar internal workflows for loan and gift
processes. Having a set group of fields for each kind of activity works very
well for us, and we can be sure that no steps are forgotten!



We also have custom reports that we run to track the progress of these
activities so that we can easily see where we are in the workflow. Steps
are color coded to indicate when action is needed, etc. For loans, we also
supplement progress with Text Entries, since the flex fields are more
limited than those in the Objects module (we're on TMS2012). I've attached
a couple of images of what our fields look like, as well as some reports we
use to track progress (with sensitive info redacted). Feel free to contact
me off list if you have any questions regarding how we set the fields up or
CR programming.



Best,

Angie



Angela Steinmetz, Registrar

JWSC LLC - Art Catalogues, Technology, and Research

212 South Marion Street, Suite 5  Oak Park, IL 60302

(708) 445-9101 <file://localhost/tel/%2528708%2529%20445-9101>

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On Wed, Jun 8, 2016 at 2:32 PM, Kathleen Kennelly <
[log in to unmask]> wrote:

> Hello,
>
> I've been meeting with our Collections Management staff to discuss using
> TMS to track internal workflow/work orders related to loans/shipping.
> The information they would like to track is as follows:
> Internal recall/delivery of crates
> Internal packing preparation
> Internal packing/unpacking
> Internal shipping- delivery/pickup
> Staffing needs, dates, times, locations, crate info, etc. for each stage
>
> I thought shipment steps might be a good place to track this information
> as it relates to shipments.  However, after mocking up a record some of the
> feedback I received is that it is too cumbersome to have to enter so many
> steps.
>
> Is anyone else tracking this sort of information in TMS? If yes, would you
> be willing to share your process with me?
>
> Thanks in advance!
>
> Kathleen Kennelly
> Collections Information and Database Specialist, Digital Infrastructure
> and Emerging Technology
> 617-384-6762
> [log in to unmask]
>
> Harvard Art Museums
> 32 Quincy Street, Cambridge, MA 02138
> www.harvardartmuseums.org
>
>
>
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-- 
Angela Steinmetz
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