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Linking a Depositor Record to an Accession Record

Linking a depositor record to an Accession record is done with the Accession record you want to link as the current record. The following instructions show you how to create a relational link between the current Accession record and a record in the Depositors database.

  • Click on the Depositor button in the side button strip

  • The Select Depositor dialogue box appears, as shown:

    A Select Depositor dialogue box has text entry boxes for the following fields: Contact, Depositor, Any text field and Record type, also Find, Save, Recall, Recall Last, Options and Cancel buttons.

  • Search for the relevant depositor, you may wish to search by Depositor name, in which case you need to ensure that you are typing your search criteria into the Contact field (the Depositor field is used for the organisation name) in the search dialogue box.
    • If the full text appears as you start typing; click on it to add it to the search dialogue box.

  • Click Find.

  • When one record is found a dialogue box asks if this is the correct record, click Yes to link the record.
    If more than one record is found you are asked to click on the appropriate record in an overview, and click OK. You will then be asked to confirm that this is the correct record; click Yes if it is or No to search again.

  • You are then returned to your Accession record

Here is a recorded demonstration showing how to link an existing depositor to the current Accession record, as described above. Please note that the demonstration will open in a new window.

  • Click on the Depositor tab at the top of the record to see the depositor record in the depositor database

  • Click on < Back in the side button strip to return to the Accession record

For reference, the steps shown in the demonstration are detailed below:

  • With the appropriate Accession record on screen; click the Depositor button on the button strip. The "Select Depositor" search dialogue box will appear.

  • Enter the appropriate term in any of the fields to search for the correct depositor.
    • Please note: When a list of terms that match your entry appear, you must click on the term to copy it to the dialogue box, rather than pressing Enter which will perform the search.

  • Click Find.

  • Once the required Depositor record has been retrieved, confirm it is the correct record by clicking Yes. The DepositorId is copied to the Accession record and the Contact and Depositor are shown at the bottom of the record.

Only one depositor may be added to each record, however more than one Intermediary may be linked to an Accession Record.

Changing or Removing the link to a Depositor

If you wish to change the linked depositor record for a different depositor, repeat the process as above to select a different depositor record to link to your accession record. The existing link will be changed for one to the new depositor record.

To remove a link to a depositor record, repeat the above process as though you were trying to link the same depositor again. At the point of linking a message will be displayed warning that there is an existing link to the Depositor record and asking if you wish to remove the link.