Web client - P40 Exhibition groups

An exhibition group defines a subset of items that can form the basis for one or more exhibitions.

Inclusion of items

Items can be included in the exhibition group in the following three ways:

An item can be explicitly selected and added to the exhibition group
An item can be added to the exhibition group via an explicitly selected title
An item can match one or more of the definitions created for the exhibition group.

Exclusion of items

Items can also be filtered (excluded) from an exhibition group by means of a set of item definitions. When IMMS determines whether an item belongs to an exhibition group, it first checks if the item is included by one of the three above mentioned ways. Then it checks whether the item is excluded, i.e. whether it should be filtered. If the item is excluded, then it will not belong to the exhibition group, even though it is included, e.g. by specifically selecting the item for inclusion. This means that exclusion has precedence over inclusion.

Note: Exclusion of items from an exhibition group has precedence over inclusion.

MAIN PAGE (P40): Exhibition groups

Element	Description
Search field	Only exhibition groups matching the search criteria entered are displayed in the table.
Table of exhibition groups	The following information is shown in the table Name Description Active The table can be sorted by the contents of all columns. Sorting is enabled by clicking on the specific column name you would like to sort by.

User with editing permissions
“Edit” button	Displays the “Enter details about the exhibition group” dialog box, showing detailed information about the selected exhibition group.
“Create” button	Opens the “Enter details about the exhibition group” dialog box to allow you to create a new exhibition group.
“Delete” button	Deletes the selected exhibition group.
“Exhibitions” button	Shows the standard report exhibitions, with active exhibitions for a selected exhibition group.
“Items” button	Shows the standard report items in an exhibition group, which shows the items belonging to a selected exhibition group.
“Start calculation” button	Starts the calculation of match between items and exhibition groups. The calculation takes a few minutes and runs in the background. When the calculation is complete the current configuration of exhibition groups will be in effect with regards to assignments.
User without editing permissions
“Show” button	Displays the “Enter details about the exhibition group” dialog box, showing detailed information about the selected exhibition group, but the information cannot be edited.

DIALOG BOX (P40.1): Exhibition group

This dialog box is used both for editing an existing exhibition group and creating a new exhibition group. The name and description of the exhibition group can be entered, and it can be activated/deactivated.

Element	Description
Name field	Name to identify the exhibition group.
Description field	A description of the exhibition group.
“Active” checkbox	Indicates whether or not the exhibition group is enabled. Disabled exhibition groups are excluded by default from the list of exhibition groups.

TAB #1 on the page "Exhibition group": Titles

Included titles. These titles are explicitly selected to belong to the exhibition group. Copies of this title will belong to the exhibition group.

Element	Description
'Add LMS list'-button	Opens the Import titles dialog box, allowing for import of one or more LMS lists.
'Add file list'-button	Opens a dialog, where it is possible to select a CSV-file with item IDs, that will be imported as the titles contained in the file. The file format is described here.
'Select all'-button	Select all titles in the list.
'Clear all'-button	De-select all titles in the list.
'Details'-button	Show details of the selected title. The button only works if exactly one title is selected.
'Delete'-button	Removes the selected titles from the list.

TAB #2 on the page "Exhibition group": Items

Included items. These items are explicitly selected to belong to the exhibition group.

Element	Description
'Add LMS list'-button	Opens the Import items dialog box, allowing for import of one or more LMS lists.
'Add file list'-button	Opens a dialog, where it is possible to select a CSV-file with item IDs, that will be imported as the items contained in the file. The file format is described here.
'Select all'-button	Select all items in the list.
'Clear all'-button	De-select all items in the list.
'Details'-button	Show details of the selected item. The button only works if exactly one item is selected.
'Delete'-button	Removes the selected items from the list.

TAB #3 on the page "Exhibition group": Item definitions

Here you can add item definitions to express a subset of items that belong to the exhibition group.

Element	Description
Table with definitions of the content of an exhibition group	The following information is shown in the table Department type Department Location Sub-location Item collection Item type Strategy Fixed branch Float code Age Classification
User with editing permissions
“Edit” button	Displays the Edit definition dialog box, showing detailed information about the selected definition.
“New” button	Opens the Edit definition dialog box, allowing you to create a new definition.
“Delete” button	Deletes the selected definition.
User without editing permissions
“Show” button	Displays the “Enter definition” dialog box, showing detailed information for the selected definition, but the information cannot be edited.

TAB #4 on the page "Exhibition group": Query expressions

Here you can add query expressions that define a subset of titles that will be added to the exhibition group. The query expressions are evaluated by an external system. The tab is only visible if the feature is enabled.

Element	Description
Table with query expressions	The following information is shown in the table Query expression
User with editing permissions
“Edit” button	Displays the Edit query expression dialog box, showing detailed information about the selected query expression.
“New” button	Opens the Edit query expression dialog box, allowing you to create a new query expression.
“Delete” button	Deletes the selected query expression.
User without editing permissions
“Show” button	Displays the “Edit query expression” dialog box, showing detailed information for the selected query expression, but the information cannot be edited.

Definitions of excluded items

Here you can add item definitions that express a subset of items, that are excluded from the exhibition group. When calculating the set of items belonging to an exhibition group, the excluded item definitions are applied to the exhibition group after items have been included, like a filter. In other words, if an item is included in the exhibition group (specifically selected, or included by item definitions), and it is also excluded from the exhibition group, then it will not belong to the exhibition group. Exclusion has precedence over inclusion.

Element	Description
Table with definitions of items that must be excluded from the exhibition group	The following information is shown in the table Department type Department Location Sub-location Item collection Item type Strategy Fixed branch Float code Age Classification
User with editing permissions
“Edit” button	Displays the Edit definition dialog box, showing detailed information about the selected definition.
“New” button	Opens the Edit definition dialog box, allowing you to create a new definition.
“Delete” button	Deletes the selected definition.
User without editing permissions
“Show” button	Displays the “Enter definition” dialog box, showing detailed information for the selected definition, but the information cannot be edited.

DIALOG BOX (P40.2): Edit definition

This dialog box is used both for editing an existing definition and creating a new definition. Definitions define a cross-section of items that can be used in the exhibition.

Please note: Items are first assigned to the exhibition group during the nightly run. This means that any changes to an exhibition group’s definitions are first reflected the following day. However, you can start the calculation manually by clicking "Start calculation" on the page Exhibition groups. The changes will take effect after a few minutes, when the calculation is complete.

Element

Description

Department type picklist

A department type can be selected here.

Department picklist

A department can be selected here.

Location picklist

A location can be selected here.

Sub-location picklist

A sub-location can be selected here.

Item collection picklist

An item collection can be selected here.

Item type picklist

An item type can be selected here.

Strategy picklist

A strategy can be selected here.

Fixed branch picklist

A branch can be selected here. If a float code is selected it is not possible to select a fixed branch.

Float code picklist

A float code can be selected here. If a fixed branch is selected it is not possible to select a float code.

Age range fields

A range for the age of the items (in days) can be specified. The age of an item is calculated based on its acquisition date.

Classification range fields

A range for the classification of items can be specified here.

“Items” button

Opens the “Matching items” dialog box, showing the items that match the criteria of an individual exhibition group item definition.

Please note: This calculation is run on the relevant definition and can be time- and resource-intensive. Results are only displayed if the number of results is less than the limit to the number of results that can be displayed (5,000). An exhibition group can function fine with a larger quantity.

Please note: Only items included in IMMS via the branch and department that are lendable via an item collection and have not been discarded or deleted are candidates.

DIALOG BOX (P40.3): Matching items

Element	Description
Item information table	The following information is shown in the table Item ID Classification Author Title Branch Location The table can be sorted by the contents of all columns. Sorting is enabled by clicking on the specific column name you would like to sort by.
“Details” button	Displays the “Item details” dialog box, showing detailed information about the selected item.
Front page image	If a front page image exists, it is displayed.

DIALOG BOX (P40.4): Import items

This dialog box displays a list of the LMS item lists that can be imported to an exhibition group.

Only lendable items that are included in IMMS are imported.

During the import, the items on the LMS list are added to the exhibition group’s list of explicitly selected items. After the import is done, the number of items that were added is shown. This number may be less than the number of items on the LMS list if one or more of the items on the LMS list were already selected for the exhibition group or were not lendable/included in IMMS.

Element	Description
Table of LMS lists	The following information is shown in the table List Quantity
“Import” button	Items from the selected LMS list are imported into the exhibition group. This selection cannot be canceled.
“Delete list” button	Deletes the LMS list. This does not affect items that have already been imported. This selection cannot be canceled.

DIALOG BOX (P40.6): Import titles

This dialog box displays a list of the LMS title lists that can be imported to an exhibition group.

During the import, the titles on the LMS list are added to the exhibition group’s list of explicitly selected titles. After the import is done, the number of titles that were added is shown.

Element	Description
Table of LMS lists	The following information is shown in the table List Quantity
“Import” button	Titles from the selected LMS list are imported into the exhibition group. This selection cannot be canceled.
“Delete list” button	Deletes the LMS list. This does not affect titles that have already been imported. This selection cannot be canceled.

DIALOG BOX (P40.7): Edit query expression

This dialog box has a text field for editing the query expression, and a button for testing the query expression.

Element	Description
Text field	Text field for editing the query expression.
"Test"-button	This button will test the entered query expression, by querying an external system. The number of titles that match the query expression are displayed to the right of the button. If the query expression is invalid an error message is shown.

File format when importing items and titles

When importing items or titles the file must have the following format:

        Header
        Item ID 1
        Item ID 2
        Item ID 3
        ...

Note: The content of the header text does not matter since it is not imported. The item IDs must be separated by newline characters.