Adding Catalog Records to an Accession

There are two ways to add new catalog records to an accession: from the catalog record screen or from the accession record screen. It is also possible to link an existing catalog record to an accession. For more information about options available when adding new catalog records, see Catalog Record Add Options.

Add New Catalog Record to an Accession from the Catalog Screen

1. Click "New Record" on a catalog query screen or on an existing catalog record
2. Select the appropriate catalog
3. To link to the accession record, click the down arrow for Accessn/Loan and begin typing the Accession No. When you select an accession number, a link will be created between the accession record and the new catalog record.
4. Populate the required fields: Object ID and Object Name
   • You will need to select an Object Name from the Lexicon (See Using the Lexicon)
5. Fill out any additional fields if desired
6. Click "Add New Record"
7. Fill out any additional fields on the full record page that comes up
8. Click "Save" in the Edit Bar at the top of the screen

Add New Catalog Record to an Accession from Accession Screen

This creates a basic catalog record that you can fill in later with more details, so it is helpful if you want to catalog items quickly.

1. Click "Edit" in the Edit Bar on the Accession record
2. Click the Catalog Records Accordion bar to expand it
3. Click "Add New Catalog Record"
   
   
   
4. Select which catalog you want to add the record to
5. Populate the required fields: Object ID and Object Name
   • You will need to select an Object Name from the Lexicon (See Using the Lexicon)
6. Fill out any additional fields if desired
7. Click "Add New Record"
8. Click "Save" in the Edit Bar at the top of the screen
9. You can then click the hyperlinked Object ID to view the record and add any additional information to the catalog record

Link Existing Catalog Record to an Accession

Use these steps if you need to connect an existing catalog record to an accession record. By filling in the Accessn/Loan field with the Accession No from the accession record, the catalog record will be linked to the accession and display on the Catalog Records Accordion of the accession record.

1. Locate the desired catalog record

2. Click "Edit" in the Edit Bar at the top of the catalog record

3. Click the pencil icon to the right of the Accessn/Loan field

4. Click the down arrow for Accessn/Loan and begin typing the Accession No. When you select an accession number, a link will be created between the accession record and the new catalog record.

5. Click "Save" in the Edit Bar at the top of the screen