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--- pergamonmu:lookup:advanced_lookup [2017/08/07 12:07]
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-====== General Item Manager Layout ======
+To be linked.
-As with many of the dialogs within Pergamon, the %ITEM% Manager dialog follows a standard pattern in order to ease end-user learning of the system.
-The left-hand side of the dialog contains a basic filtering system and a list of %ITEMS% within the database. On selection of an %ITEM% in the list, the details of the %ITEM% are displayed in the larger right-hand area.
-===== Continually Displayed Fields =====
-The standard fields at the top of this section continually display the human-readable identification code of the %ITEM%, the title, and whether or not the %ITEM% is currently active. For non-traditional libraries, the unique human-readable identification number (HID) may be of any type, defined locally, however traditional library environments will know this field as an 'Accession Number'. If librarians feel more comfortable with this traditional name, it can be modified within the language files either on initial installation, or afterwards.
-===== Tabbed Pages =====
-The bulk of the information about the %ITEM% is presented on a number of tabbed pages that can be displayed by right-clicking the title of each tab. As far as possible, each page only displays relevant and related information.
-The This Copy page displays information that is unique to this particular physical instance of the %ITEM%, while the everything onwards from %ITEM% page displays information that is relevant to any copy of that %ITEM%. For example: the title, displayed on the '%ITEM%' page is shared with all copies of that %ITEM%; the location however, is unique to a single, specific copy of that %ITEM% as it exists in the library.
-The Options page displays any dynamic indexes that have been created but which have only a single selection possible. The Publisher of a book for example, would fall into this area as no two publishers can publish the same book at the same time.
-The second dynamic indexing page, simply titled Indexing displays dynamic indexes that may have no, one or many selections possible. These dynamic indexes may include keywords, subjects, and contributors.
-The Associations page displays any associations between this %ITEM% and others in the catalogue.
-===== Command Buttons =====
-The command buttons along the base of the dialog allow the user to update the %ITEM% if it has been modified, start any advanced editor that is available for this media type, and perform any operations in regards to the core record.
-====== Unique and Core Fields ======
-All %ITEMS% within the Pergamon database are comprised of two separate records - the unique record and the core record. Each record may also be comprised of various components, but as far a possible all areas of both records are presented together for editing as seamlessly as possible.
-===== Unique record =====
-The unique record component contains information which is specifically connected with an individual %ITEM% as stored within the library. Two copies of the same book for example, would each have its own unique record and therefore have their own HID, whether each copy is active, information about where it is located, and even what state the copy is in (for example, normal or damaged).
-===== Core record =====
-The core record component contains information which would be the same for a range of %ITEMS%, regardless of how many copies exist in the library. Two copies of the same DVD for example, contains the same content, has been published by the same publisher, has the same actors and directors, and has the same certification.
-As this information will always be the same between these copies, regardless of how many copies are stored in the library, only a single core record is created and is shared between each database %ITEM%.
-While it is possible that only a single copy of any particular %ITEM% may be within the database, this single copy will still consist of a unique and core component.
-====== Grouping System ======
-In the 'Ptolomy' release of Pergamon, by default all %ITEMS% are displayed by Series in the left-hand filter list. Any %ITEMS% that do not belong to a series are displayed individually, while all %ITEMS% that belong to a series are grouped within folders.
-Depending upon whether the %ITEM% Manager has been called from a menu, or as a result of selecting an individual %ITEM% in a search or similar function, the grouping system will either display all %ITEMS% grouped in this manner, or only %ITEMS% that match a particular pattern. In either case the details of the %ITEM% will not be displayed until an individual %ITEM% has been selected from list.
-====== Bookmarking ======
-The %ITEM% Manager possesses an area in the top right-hand corner of the dialog marked 'Bookmark' and is accompanied by a [+] and [-] button. These command buttons provide the bookmarking features of the dialog.
-Selecting the [+] bookmark button will record a bookmark for the currently displayed %ITEM% in the database. This bookmark will be displayed whenever the main [Bookmarks] menu is selected. Bookmarking %ITEMS% in this way provides a fast-access facility to %ITEMS% of special note (such as partial completed %ITEMS%, or %ITEMS% that need a investigation) without needing to perform a more lengthy search or record the HID of the %ITEM% physically on note-paper.
-In order to remove the bookmark, the %ITEM% Manager must be displayed with the %ITEM% selected (the bookmark can simply be selected from the [Bookmarks] menu to display the %ITEM%). Once displayed, select the [-] button to remove the bookmark.
-====== Media Types and Advanced Editors ======
-Each %ITEM% is assigned a media type that reflects the physical nature of the %ITEM% to which the record relates. Media types can include various types of traditional book, cassettes, discs, training materials and a wide range of other actual physical %ITEMS%, or even virtual %ITEMS% such as electronic files.
-Each media type however, is individually configured within the Lookup Manager with a range of additional information that will implicity affect the way in which the %ITEM% is processed within the database. Some of this information relates to the way in which the %ITEM% may be circulated within the Pergamon circulations system, but also includes the name of any advanced editor that is available.
-If the media type selected specifies that an advanced editor is available, it can be accessed by selecting the [Advanced Editor] command button at the base of the dialog. If an advanced editor is not specified, the button will not be visible. On selection of the Advanced Editor button, the current %ITEM% information is temporarily replaced with a special set of fields that are unique to that type of %ITEM%.
-A book for example, may provide the ability to record the contents information; A DVD may provide the ability to record the various scenes that are present on the disc; while a music record for an MP3 file may provide the ability to record the introduction, play and fade durations.
-====== Attachments ======
-%ITEM% attachments are available from [Edit Attachments] button on the [%ITEM%] tab of the %ITEM% Manager. Tha attachments dialog provides the ability add and remove five types of attachment to the %ITEM% record: Abstracts (bulk text), document references, images, audio files and video files.
-A full explanation of the attachments dialog is available on the relevant help file page.
-====== HID (Accessin Number) Formats ======
-An HID (Human readable ID) is the unique number or sequence of Alphanumeric characters that uniquely identify an individual %ITEM% within the Pergamon database. While it is possible to enter these formats manually, keeping track of the last number used externally to Pergamon, a much easier and convenient method is built into the %ITEM% Manager dialog itself.
-HID Formats can be created via the Lookup Manager that allow the user to specify:
-  * A set of prefix characters
-  * A body length (using a series of '0' characters)
-  * A set of suffix characters
-  *
-When creating a new %ITEM% record, either enter a hash (#) or question mark (?) character rather that your own unique number, then complete the rest of the record. When saving the new record into the database for the first time using the [Update] button, a new and unique number is automatically generated based upon the current database content.
-Entering a simple hash or question mark will generate the next available number based upon the first HID Format identified. If several HID formats have been created, perhaps for different types of %ITEM%, enter the prefix followed by the hash or question mark character - in this case the specific HID format identified by the prefix will be used as a preference.
-====== Serial Numbers ======
-The serial number field of an Pergamon %ITEM% is a number or set of alphanumeric characters that represent the all copies of an %ITEM%. In terms of a tranditional library therefore, the serial number would be an ISBN; while for a mechanical component, it may by a part number.
-Because most numbers of this type are issued at an industry level, they have validation systems built into them. The standard ISBN for example, is based upon a division-by-11 checksum where the last digit is the calculated checksum figure (which is why it is the only character in the number that can be 1 to 9, or an 'X'). To ensure that a number is typed in correctly, Pergamon has a built-in validation system that examines the number once it has been typed (and the cursor leaves the field) and reports what type of serial number has been found.
-If Pergamon reports that the format of the serial number is unknown therefore, the user can be sure that the number has been typed incorrectly, or the format is really a non-industry standard format that (currently) Pergamon is not aware of. Currently, the Ptolomy release of Pergamon understands the following standard formats:
-Tranditional ISBN
-Tranditional ISBN embedded (such as within EAN)
-ISBN-13
-ISBN-13 embedded
-Additional local or special formats can be added internally or via external scripting mechanisms - contact Esferico for details.
-====== Option Indexing ======
-The Option Indexing page displays all of the dynamic indexing types that have been created with the focus '%ITEM% Indexing' and which have been flagged as 'Single Use Only'.
-During editing, all possible items within the index are displayed containing checkboxes that can be checked or unchecked so that the user can set the required option. Once the item has been edited and updated, all non-selected indexing options are removed from the display to enhance clarity.
-Typical 'Option Indexes' types include %ITEM% Publisher and Vendor (supplier).
-In order to create a new index within any of the types, ensure that the required type is selected then right-click the [+] symbol to the right of the current page. This command button will display the Manage Index Items dialog through which a new entry can be created.
-====== Dynamic Indexing ======
-The general Dynamic Indexing page displays all of the dynamic indexes that have been created with the focus '%ITEM% Indexing' and which has not been set to 'Single Use Only'.
-The folders containing the dynamic indexes are displayed in the list box but containing only those index phrases that have already been attached to the item, rather than all possible options. This is because dynamic index types of this nature tend to possess a very high content.
-In order to add, or even create new items in the type, ensure that the folder for the type is currently selected and then right-click the [+] button on the right-hand side of the current page to display the Manage Index Items dialog.
-In order to remove an item from the index type, ensure that the required item is selected in the list and right-click the [-] command button on the right-hand side of the current page.
-====== Associations ======
-A number of associations can be made between %ITEMS% within Pergamon. An association is made by selecting the Association type on the Associations page, and then selecting the [+] command button. Similarly, to remove an association, select the %ITEM% in the Associations list and then select the [-] command button.
-Within the Ptolomy release of Pergamon, there are six types of association currently supported:
-===== %ITEMS% sharing the same core record =====
-The initial state of this list is generated automatically simply from the fact that several unique %ITEMS% may share the same underlying core record. In most cases therefore, it is not necessary to manually add %ITEMS% to this list.
-It is however possible, to create %ITEMS% within this list manually using the [+] command button. Doing so will allow the user to specify a new HID, and create a basic and unconfigured new %ITEM% sharing the same underlying core record.
-===== Previous and Follow-On %ITEMS% =====
-Previous and Follow-On %ITEMS% allow the end-user to specify a logical flow between %ITEMS%. In most cases, this flow will directly relate to the normal progression of %ITEMS% within an established series however there are also other reasons why a logical progression may be made, including the creation of reading lists.
-An association need only be made in a single direction - the reciprocal association is made automatically. If a follow-on link is made between 'The Fellowship of the Ring' and 'The Two Towers' for example (the first two books of 'The Lord of The Rings'), examining the record for 'The Two Towers' will reveal a 'Previous' link to the 'Fellowship of the Ring' already in place.
-===== Contains and Contained Within %ITEMS% =====
-This associations list allows %ITEMS% to be given a heirarchical structure. This system can be used for example, to group a number of books together that are contained within the same 'boxed' set, or a number of DVDs that have been shipped within the same outer case.
-In the same way as the Previous / Follow-On association type, only one side of the association is required. Placing one %ITEM% within another automatically places a reciprocal reference in the other %ITEM%.
-===== See-Also %ITEMS% (other reasons) =====
-The See-Also %ITEMS% association type is a catch-all list that provides a method of associating %ITEMS% together for reasons other than those defined elsewhere.
-====== Persistent Menu Options ======
-he Manage %ITEMS% dialog contains a number of persistent menu options that are accessible via [Manage %ITEMS%] > [Options...]. Checking or un-checking any of these options will remain in force until manaually reset, even if the user logs out of Pergamon and shuts down the workstation.
-Persistant menu options are recorded on a per dialog, and per user basis.
-===== Always in core edit mode =====
-Whenever a record is selected, the details displayed on the right hand side of the dialog are automatically placed into core edit mode - the core record can be edited without the user needing to manually select [Edit Core Record].
-This mode can be dangerous however, for users who are not fully familiar with the Unique / Core record system. This persistant option should only be used by those who are aware of the consequences of editing a core record. The option is particularly useful however, for libraries that principally contain unique records and do not have shared core records.
-===== Automatically edit a new record =====
-Any newly created record is automatically displayed and placed into edit mode. The cursor is placed into the first logical field, and the first tabbed page is brought to the front - in this way, editing of the record can take place using only the keyboard, with movment between fields possible using the [TAB] key.
-===== Persistant dialog dimensions =====
-The current location and size of the Manage %ITEMS% dialog is recorded at the point at which it is close. When the dialog is reopened, the recorded location and size are restored.
-===== Open indexes with content\\
-Open options with content\\
-Open associations with content =====
-Any of the tabbed pages that contain option, index or associations lists automatically have their contents expanded if a contained type possesses any content. Note that even if automatically expanded, the Options list will display only the currently selected option if not in Core edit mode.
-How to...
-====== Creating a New item ======
-To create a new %ITEM%, enter the %ITEM% Manager then choose [Create new %ITEM%] from the [Manage %ITEMS%] menu (or press [F5]). On selection, a new %ITEM% is created in the database with a default HID based upon the current date and time.
-Note that at this point, the new %ITEM% is fully created in the database but is not yet 'active' - this is deliberate so that the %ITEM% can be configured correctly before being made available to library users. In order to make the %ITEM% available, edit the %ITEM% when complete, check the [Active] checkbox and update the %ITEM% in the database.
-===== Creating a new unique %ITEM% =====
-When creating a new unique %ITEM% in the database (i.e. something that never existed in the database before, or as any other copy of the same %ITEM%), progress through each tabbed page and complete the fields required. When finished, select [Update] to save the changes into the database*.
-On creation of an %ITEM% for the first time, Pergamon will report that a new core record has also been created. As soon as this occurs, the core record is also available to any other unique %ITEMS% being created - the [Active] flag reflects only the unique part of the %ITEM%.
-***Note**: It is often useful to update the %ITEM% more often than at the end of data entry, and possibly even place a bookmark, to prevent loss of the data entry due to external influences such as power failure. Remember however, that if the record is updated then the core component of the %ITEM% will become protected - if further editing of that record is required, the core record must be re-opened (see Editing an %ITEM%)
-====== Creating a copy of an existing item ======
-Two methods can be used to create a new copy of an existing %ITEM%.
-===== Creating a copy through [Asssociations] =====
-The first method is to display an existing copy of the %ITEM%, then use the [Associations] tabbed page to create a new %ITEM% in the [%ITEMS% Sharing the same core record] list. This method will create a new %ITEM% in the list (within the same Series sub-group, if the original core record was within one), and can be edited by selecting the new record from the list.
-===== Creating a copy from a new %ITEM% =====
-The more conventional method of creating a new copy is to simply create a new %ITEM% as normal. Once it appears in the list, it should not be immediately edited. Instead, select the [Core Record] drop-down button towards the bottom of the dialog and choose the button option [Attach to Core Record]. A dialog will be displayed allowing the user to select which core record is required.
-Once selected, the new %ITEM% is attached to the underlying core record and then redisplayed - any index options, associations and other field selections of that core record will therefore be immediately displayed. At this point, the only additional work required is to make modifications to the [This Copy] tabbed page in order to reflect unique information for this individual %ITEM%.
-====== Editing an existing item ======
-In order to start the editing process of a record, locate it in the left-hand list of %ITEMS% then select it in order to display its details on the right-hand side. If the record is new and currently has no underlying core record, all of the fields on all tabbed pages are immediately available for editing. If the record has been previously updated however, the core record will be protected when first displayed.
-===== Editing unique fields =====
-Fields which are part of the unique part of the %ITEM% record are always available for editing. These fields include the HID, whether the %ITEM% is active, and all fields on the first tabbed page titled [This Copy].
-In order to edit these fields, simple modify the fields to what is required and select the [Update %ITEM%] command button to save the changes into the database.
-===== Editing core fields =====
-Because any %ITEM% actually consists of two components - the Unique record and a link to an underlying Core record - an additional step is required before the core fields can be edited. The reason for this is to prevent accidental modification of information that is shared by a number of different %ITEMS%. At the very least, the additional step is designed to make the user think before editing a core field and therefore having wider effects than expected.
-In order to make the core fields accessible, select the [Core Fields] drop-down command button towards the bottom of the page and choose the [Edit Core Record] option. Once selected, all of the core fields become available* and can be edited.
-When editing is complete, select [Update %ITEM%] to save the changes into the database. Note however, that once the changes have been saved, the core record is once again protected even if the persistant menu option [Always in core edit mode] is checked. In this mode, if further editing is required then it must be reselected from the left-hand list, even if the details are already displayed.
-===== Aborting an edit =====
-If changes have been made to an %ITEM% - either in the unique fields or core fields - the changes can be aborted simply by selecting another record in the left-hand list. A warning will be displayed indicating that changes have been made - if the changes are required, select to save them. If the changes are not required, select to abandon them. In either case, the newly selected record will then be displayed.
-*Note: This process can be automated using the persistant menu options of the Manage %ITEMS% dialog. In order to make the core fields immediately accessible when an %ITEM% is selected, select the menu option [Manage %ITEMS%] > [Options] > [Always in core edit mode]. The setting change will remain in effect, even between sessions, until manually changed.
-This option should only be enabled however, for experienced users who are fully aware of the consequences of modifying core records.
-====== Removing an existing item ======
-In order to remove an existing %ITEM%, locate it in the left-hand list of %ITEMS% then select it in order to display its details on the right-hand side. Select [Remove %ITEM%] from the menu in order to begin the removal process.
-===== Validation =====
-Before removal takes place, the Manage %ITEMS% dialog will validate the removal request. Part of this validation involves checking functional areas of the database to ensure that the record is not currently in use. Once it has been confirmed that this is not the case, the %ITEM% is removed from the database.
-If the %ITEM% is still in use for any reason, removal will be refused.
-===== Removing the core record =====
-Once the unique record has been removed from the database, the Manage %ITEMS% dialog checks the database to see if there are any more unique records utilising the underlying core record. If no other unique records are attached to the core record, it too is removed from the database.
-====== Editing advanced Fields ======
-Some %ITEMS% are created for media types that have advanced editors. In order to edit these additional fields, select the [Advanced Edit] command button in the bottom right of the dialog. The editing page will be temporarily placed into advanced edit mode. In order to return the page to normal, select the same command button that will have changed to display [Simple Edit].
-Note however, that the Advanced Editor fields are attached to the Core record. As a result, the [Advanced Edit] button will not be available unless the dialog is in core editing mode.

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