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Eloquent Archives Basics

Move forward and back through these basic steps for adding, editing, and searching for records in Eloquent Archives. [Note: The screens may look different depending on which version of EA you are using.]
by

Eloquent Systems Inc

on 25 June 2013

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Transcript of Eloquent Archives Basics

Eloquent Archives Basics
Adding, editing, and searching for records
main menu
1. Log in
2. Work on a single descriptive record at any level
3. Work on several file level descriptions at once
4. Work on several item level descriptions at once
5. Work on several item level photograph descriptions at once
Default user names:
archivist (limited menu)
sr archivist (full menu)
If you want to create or edit more than one file level description at a time, use the batch screen for folder lists here.
If you want to work with multiple item level descriptions at once, click here.
Click here to create new item level descriptions for photographs specifically, or edit existing ones.
If you want to work on descriptive records -- create a new one, edit an existing one, or browse existing ones -- start here. Select your standard of choice and click.
This is a blank form. You can:
(1) Start working on a new record
I am a new record title...
Enter keywords here...
(2) Search for existing records -- to edit or browse
Note: You only have to fill out fields marked with a *. All others are optional.
Or click Full Search to go to the Advanced Search screen.
This is a text field.
Type a string here.
This is the Advanced Search screen.
Enter whatever parameters you need to search. Click Search when you're done.
This is a look up table. Type a string then click Find. Select the desired reference from the pop up window.
Title keyword...
conboy
Tag the record(s) you want and click Take.
A new window opens with your search results.
When you are done filling out the form, click Save.
Other options are Delete, Clear, and Preview.
Preview displays a summary of your work.
All files on this page will belong to the same parent series or collection in the 'Forms part of' field.
This is the Eloquent Spreadsheet form. It allows you to work with multiple records at one time.
File details are entered here in the spreadsheet area. Each row is for a single file; each column is for a particular type of information.
File 1 Title
.5cm
1
1952 - 1987
Records Series ABC
Similarly all files on this page will belong to the same container.
Box 123-456
File 2 Title
1953 - 1987
2
.3cm
queen city yacht club
Tag and take the parent series.
Or click Create to make a new parent series on the fly.
(1) Select the parent series and/or container.
Type in keywords and click Find.
(2) Enter new file record descriptions in the spreadsheet area.
Create new file level descriptions
Import descriptions from an existing spreadsheet using Excel Import.
OR
Members
1971 - 1973
1969 - 1973
Visitor Register
When you click Excel Import, you will be asked to select an excel file to upload.
(1)
(2)
Map your spreadsheet's columns to Eloquent spreadsheet's columns using the dropdowns.
This is a preview of your spreadsheet.
Your excel spreadsheet's data has been transferred to Eloquent's spreadsheet.
Add more data or modify the transferred data as necessary.
(3)Click Save
queen city yacht club
(1) Select the parent series and/or container
Type in keywords and click Find.
Edit existing file level descriptions
Tag and take the parent series.
(2) Select the child files to edit
Click Search
Tag and take files to edit.
The spreadsheet is populated with the file descriptions you have selected.
Edit or add more data as necessary.
(3)Click Save
For more information on these and other topics visit the Eloquent Digital Library:
http://gencat.eloquent-systems.com/esi_library_public.html

Click 'Invert' to select all
Create new item level descriptions for photographs
(1) Select the parent file, series, or collection
Type in keywords and click Find
emile wenger
Or click Create to make a new parent on the fly.
Tag and take the parent file from your search results.
(2) Attach digital images if available by clicking Select files
A new window opens. Click Add files to browse for your image files.
Click Start upload.
Your images have been uploaded to the spreadsheet form.
(3) Add descriptive information to your images.
North Vancouver skyline
2008
Click on the image icon to view the uploaded image.
Edit existing item level photograph descriptions
(1) Select the parent file, series, or collection
Type in keywords and click Find
city engineer
Tag and take the parent file
(2) Select the child photographic items to edit
Click Search
Tag and take items to edit
The spreadsheet is populated
with the items
you have selected.
(3)Edit or add more data as necessary.
(4) Click Save
(4) Click Save
You can also perform a number of actions on your results using the Go! menu: Create reports, Flag as popular, or Export
dorothy
Authorities are managed in a separate look up table.
To link them to your descriptive record, you must either:
(1) Search for an existing authority record
Or
(2) Create a new one
Tag and take an authority heading
Click on the document icon next to an authority heading to see its details.
The numbers in () tell you how many records this authority is associated with.
Fill out the authority detail and click Save to return to your descriptive record.
Create new item level descriptions
rouge valley
(1) Select the parent file, series, or collection
Type in keywords and click Find
Or click Create to make a new parent on the fly
(4) Click Save
Tag and take the parent file from your search results
(2) Attach digital images and documents if available by clicking Select Files
Note: Only .jpg or .gif files will display as thumbnails. All other file types should be attached under Documents.
Note: Only .jpg and .gif files should be attached as Images. All other file types should be attached as Documents.
A new window opens. Click Add files to browse for your documents.
Click Start upload.
(3) Add descriptive information to your items.
Dominion Day 1968
July 1, 1968
Your documents have been uploaded to the spreadsheet form
Edit existing item level descriptions
(1) Select the parent file, series, or collection
Type in keywords and click Find
valley park
Tag and take the parent file
(2) Select the child item descriptions to edit
Click Search
Tag and take items to edit
The spreadsheet is populated with the items you have selected.
(3) Edit or add more data as necessary
(4) Click Save
Note: Your menu option may be called 'Enter/edit image lists(batch)'. If you don't have either a Photograph or an Image batch option, use the Item batch screen.
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