The transfer of a specimen between collections is handled with transactions. There are two prerequisites to use transactions in DiversityCollection. You are required to be in the user group CollectionManager (see UserAdministration) and the collections in which you have the right to handle transactions must have been assigned to you is shown in the CollectionManagers section.

Historical development

To create charts for the historical development see chapter Charts.

Visibility of transactions

A specimen may be involved in diverse transactions between collections like loan, purchase, gift or exchange. The transactions are shown in the tree for the parts of a specimen and symbolized with e.g. an icon. For specimens which are still on loan an icon is shown while a returned loan is symbolized with an icon (see image below). A data embargo will be symbolized with an icon. If there are older accession numbers linked to a specimen involved in a transaction, these numbers can be documented together with the entry of the transaction of the respective part of the specimen.


To customize the sequence and format of the transactions shown in the tree, choose Administration -> Customize display ... from the menu and see the chapter customize for further details.

As an administrator you can edit and add entries to the Standard comments for transactions click on the button in the header. For details see chapter customize.

If you are a CollectionManager, you may take a look at the details of a transaction. Select the specimen part in the tree and click on the button which will be shown in the details next to the name of the transaction. This will open the window for the transactions as described below.


To edit the transactions choose Administration - Transactions from the menu. A window will open as shown below. In the tree at the top the relations between the transactions are shown. To create a transaction dependent on another transaction choose the superior transaction in the tree and click on the button in the panel right of the tree. With the button you may create a copy of a transaction. To delete a specimen from the list click on the button. To transfer all selected specimen in an existing transaction choose Data -> Transfer -> To transaction... from the menu and choose the transaction where the specimen with all their parts should be included. In two following dialogs you may restrict the transferred parts to a certain collection or material category. The data for the transactions is stored in the tables Transaction and CollectionSpecimenTransaction.

The ID of the transaction is shown in the header. Behind the ID the button may appear in case of missing units in parts which e.g. for the creation of sending letters may cause unexpected results. Click on the button to open the maintenance for fixing this problem. With the button you can send a feedback to the software developer. To view the history of a data set click on the button. A window with the history will open. For more details see the section History. The  button will open the settings for the transaction. The button opens a table editor for the selected transactions. For large hierarchies the retrieval from the database may be time consuming. To hide the hierarchy use the botton resp. to show the hierarchy. The list for the specimen may be shown or hidden   .

Data entry

On this page you may edit the data of a transaction. Every transaction is linked to an administrating collection (symbolized by the key ) and can be edited exclusively by CollectionManagers of this collection. To appoint managers choose Administration - Managers from the menu.


The transactions can be organized in a hierarchy as shown in the image above, if e.g. you wish to keep together all loans to a certain institution. To create a transaction of an inferior transaction choose the superior transaction in the tree and click on the button in the panel at the right side of the tree. To create of copy of a transaction, use the button and the button to delete it. If you want to change the position within the hierarchy, select the transaction and click on the button. A window will open where you can select the new parent. Depending on the type of transaction you have up to 3 dates, e.g. for a loan you have a begin date, an end date and in case of a prolongation an end date of the prolongation.

There are the following types of transaction:

Transaction type   Description
embargo Temporary data embargo for specimen that should not be published within the specified period
exchange the exchange of specimens between institutions
gift the gift of specimens to an institution
inventory the inventory of specimens within an institution
loan the loan of specimens of an institution to an external loan taker
permanent loan permanent loan of specimens of an institution to an external loan taker
permit permit or certificate for the collection of specimen
purchase the purchase of specimen by an institution
regulation a regulation concerning a specimen in a collection
removal a removal of a specimen from a collection
return a complete or partial return of a loan
transaction group an entry to organize your transactions

The fields display in the Details tab will vary with the type of the transaction as e.g. an embargo does not need any address information. For the addresses use the links to the module DiversityAgents as shown in the image above. You may optionally enter a collection and the program will then use the corresponding address as described below. As the recipient of e.g. a loan may not be entered in DiversityAgents, you can enter the name of the person directly in the To-address. The use of the collection as a reference in the From and To section is deprecated. Please use a link to the module DiversityAgents instead. If you need these controls please open the settings and select the Show all address fields option.


Common notes

On the tab pages for generating documents you need to specify a xml-schema for your document. Click on the button to choose one of the predefined schemas or create your own. To edit the schema files (*.xslt) you may use a text editor or software like e.g. EditiX. If you do not specify a schema for your form (i.e. the field for the path of the schema is empty - see below), you will see the XML output created by the database as shown below.


To choose a schema click on the button and select a schema from the list. DiversityCollection contains several ready to use schemas in the folder Transaction - Schemas - Sending.


Feel free to change these schemas according to your own needs (editors are available e.g. from Choose the schema you need and click on the button to create a document. To print the document use the button. To store the current document for later reference in Documents click on the button. An example for a document is shown below.

Sending list

The specimens will be listed with their accession number, an optional label of the part, the material category and if available the country and the collection year to ensure discrimination in case a specimen contains more than one part. If available a permit will be shown at the last position (see image below).

In the sending list - to see the details of a permit - click on the line containing the permit. The details will for the permit will be shown as in the example below.


Finding addresses

The addresses used for the documents are taken from the module DiversityAgents, where addresses are stored. Therefore the entries must at some point be linked to an entry in this module. The program will try to find an address as shown below: First the transaction partners (from ... and to ...) will be checked. If no address is available (e.g. if the transaction partner is not linked to an entry in DiversityAgents), the program will try to find an address in one of the superior transactions from the transaction partners found there. If no address exists in these transactions, the program will try to get an address from the collections. Therefore, a transaction partner linked to DiversityAgents is only necessary if either there are no addresses for the collections or you wish to use a different address. The search path as described is summarized in the image below.   

No Access

If the data contain datasets, where you have no access to, this will be indicated as shown below.    

The access to the data rely on the result of the view TransactionList, combining the transactions with missing administrating collection and those where the current user is a member of the group CollectionManager with allowance for the collection where the transaction is administrated. Transactions within a hierarchy to which the user has no access will be displayed with gray titles .