Create record

Add new record

Click Add button in the section Records from the left panel of the Team Homepage or Inventory page (in that case the Inventory will be pre-filled)

Step 1 - Parameters

1. Fill the boxes in the section Parameters (only Category and Tags are optional)
2. The record is set as Private by default. Switch to Public if needed. Optional parameters can be added to be filled:
   • Search and pick the parameters in the box from the section Optional parameters and fill them accordingly
   • Or use a saved template
3. Click Create new record button on bottom right to go to next step

Step 2 - Stock

1. Select the location(s) by ticking the box on the right
   Tick only the final location(s) in the tree (i.e.: if your record in located in Fridge A/Box 1 tick only Box 1.)

2. Stock number can have different format
   • Option 1 - location is a box: select the spots to store your record(s) (number of spots will correspond to the quantity). For each spot you can add a volume and/or a custom identifier (optional) by clicking the option below the Locations tree.
   • Option 2 - location is not a box: enter the quantity of your record.
3. Click Add stock button on bottom right to go to the next step.

Step 3 - Attachements

This step is optionnal. Files (images, Word, Excel, PowerPoint, PDF) can be attached to your record. Click on the icon to open your files directory or drag and drop the file into the window.

Step 4 - Permissions

By default, your team members can see and edit the record. You can change the permission for your team members (unless they are administrator) and add permission to user(s) from other teams: type their name in the box Add permission to on top and choose their level of access.

Duplicate a record

In case the new record to enter has similar details (or only few changes) than an existing record, you can use the Replicate option in the overview page of the record .

1. From the Listing Click View button on the right of the record of interest
2. Click Duplicate button on the top
3. Add the collection date and pick the location .
4. Parameters are pre-filled, change the values if needed
5. Add additional parameters in the section Optional parameters if needed
6. Click Create new record at the bottom of the page
7. Complete steps 2 to 4 as described above

Change access permission to a record

By default, added records are set as see and edit to all team members. Other permissions are available to restrict access to the record:

• see and edit allows full action on the record: see and edit the parameters, see the location and remove stock.
• see everything allows to see the parameters and location and remove stock. However, the parameters cannot be edited.
• see only parameters is the more restrictive permission. It only allows to see the parameters of the records. Location is hidden, stock cannot be removed and edition is unavailable.

Choose the permission for the members when you add the record or change anytime in the record overview by clicking Permissions button.

Add permission to other users

You can give access to your record to someone not in your team.

Give permission when you add the record:

1. Click Add button in the section Records from the left panel of the Team Homepage or Inventory page. Enter the details of the record.
2. In the Permissions section (Step 4), search the name of the user by typing it in the box on top and choose a permission
3. Click Save permissions

Give permission to an existing record:

1. Click Permissions button at the top in the overview of the record
2. Search the name of the user by typing it in the box on top and choose a permission
3. Click Save permissions

Use an Excel file to import records

See import records with Excel sheets

Private/Public records

Private records are visible by the team only.

If you switch to Public, the record become visible in the Public records listing to all users in the server.

The details of the record are visible but the location remains hidden. Users from other teams can contact you if they are interested in your record.

Pick location for the record

• Option 1 - location is a box: select the spots to store your record(s) (number of spots will correspond to the quantity). For each sport you can add a volume/weight and identifier (optional).
• Option 2 - location is not a box: enter the quantity of your records.
• Option 3 - location is currently unknown: do not fill the location and go the Step 3. The record is saved as draft and you can update the location later in the overview of the record.

Add attachment(s)

This step is optionnal. Files (images, Word, Excel, PowerPoint, PDF) can be attached to your record. Click on the icon to open your files directory and select your file.

Save as draft

If you don’t know the location of your record yet, don’t fill the location panel and and go the Step 3. The record is saved as draft and you can update the location later in the overview of the record.

View the draft records in the Inventory listing by ticking the filter on the top.

Edit the location from the overview of the record:

1. Click View button on the right of the item
2. Select Add stock in the Locations panel
3. Add location and save

Receive record from other team

When records are transferred to you from another team, a notification appears in the Team Homepage. All the records received are listed.

1. Click Recover button to add the record into your inventory.
2. Select the Inventory where you want to store the received record.
3. Select the parameters to allocate for the details of the record. In case the parameter does not exist in your workspace you can choose to clone the parameter.
4. Choose the location of the record.