Completing an Entry Record
The Entry Number Field
The EntryNumber field is a mandatory field in the Entry Record. If you try to save an Entry record without an EntryNumber you will receive an error message providing that the record validation options have been set.
The Entry Number field is a Serial Number Field. To complete the field automatically, place your cursor in the field and press the INSERT key on your keyboard. Calm will complete the field with the Serial Number. The serial number may be modified using the Serial Number facility in the Admin program. Alternatively you may type the Entry Number into the field manually.
The entry number may be compiled of numbers and/or letters, but must be unique. You may not have more than one Entry record with the same Entry Number. Calm will use the Entry Number field to uniquely identify your record and to link the Entry record to records in the catalogue database if required.
Entry Date
The EntryDate field is used to record the precise date on which an object entered the museum.
The EntryDate field is of the Calm Date field type. The system date from your computer may be added to the EntryDate field automatically by placing the cursor in the EntryDate field and pressing the INSERT key on your keyboard. Alternatively if you require a different date you may type the date into the field manually. The date must be typed in the format defined for the system date in your Windows Control panel, for example this is often DD/MM/YYYY.
NB: Calm will take the date from your system, if your system date is in US format, you may wish to have it altered in order to use the UK date format here.
Entry Reason and Entry Method
These fields are picklist fields. They have been defined by default as "pop-up" picklist fields. Therefore if you double click with your mouse in the fields, or begin typing into the fields, the picklist will appear. Click with your mouse on the required picklist option or use the arrow keys to select an option and the RETURN key to insert it into the field. Picklists may be customised, removed or changed to "drop-down" format using the picklist facility in the Admin program.
Entry Note
The Entry note field is used to describe in detail the object or objects entering the museum. It is a Wrapped Text field and is designed to contain paragraphs of information. You may type up to 64,000 characters into this field, or copy and paste text from a Word document into the field.
Number of Objects
This field is used to document the number of objects that make up the entry in question. Usually each entry form will refer to one object and therefore the numeral "1" should be typed into this field. If the number of objects on the entry form is greater than one you may type a number greater than "1" here.
The NumberofObjects field is used later when you transfer your Entry into the Catalogue database. When you do this Calm will automatically create records in the Catalogue database, based on your Entry record.
Calm will use the number you type in the NumberofObjects field to tell it how many catalogue records to create later. For example if you type the number “3” in the NumberofObjects field Calm will create 3 catalogue records when you transfer the Entry into the Catalogue database.
Museum Rep
This field is used to record the identity of the Museum Officer who dealt with this Entry. You may type your name or initials into this field.