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
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
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Harvard Art Museums
32 Quincy Street, Cambridge, MA 02138
www.harvardartmuseums.org
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