Diversity Collection

Transaction Sending

In the sending tab page of the transaction window you can create the covering note for a sent sample. 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.

To add a specimen to the list, you can use a barcode scanner. The code detected by the scanner will be displayed in the field behind the symbol and entered in the list below. If no scanner or barcode is available, use the combobox underneath, enter the first letters of the accession number of the specimen and select your specimen from the drop down list. In case your scanner is reading only parts of the barcode try to adjust the timer interval - click on the scanner button to open a window as shown below.

To restrict the selection of the specimens and parts of the specimens, you can check the Restrict to collection ... and Restrict to material ... options. To remove a specimen from the list, use the button under the specimen list. If you want to see the details of a specimen, choose it in the list and click on the button. Click on the scanner button to create the document as shown below. The upper list shows the parts on loan while the parts in lower list are returned to another institution. For more details about the upper list see chapter transaction.

Diversity Collection

Transaction Confirmation

On this page you may create an inquiry letter for a package sent, e.g. if a parcel was sent to a loan taker and no confirmation that the parcel reached its destination was returned so far.

With the button choose the schema you need. 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.

Diversity Collection

Transaction Forwarding

Specimen on loan may be forwarded to another institution. A forwarding can only be part of a loan. Select the loan of which the specimens should be forwarded and add a new transaction as a child of the loan. Then set the type of this new transaction to forwarding as transaction type.

... and use the button to move the selected specimen from the initial loan into the list of forwarded items (see below).

Diversity Collection

Transaction Reminder

If a loan or forwarding is due to return or a loan taker did not meet the deadline, you may create a prompt note here.

With the button choose the schema you need. 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.

In the upper right list the missing specimen and at the lower right list the returned specimen are listed.

Diversity Collection

Transaction Return

If a loan is returned, a child transaction of the type return is created, containing the returned items of the superior transaction. To do this, choose the loan in the tree and add a new transaction as child as shown below. Then set the type of this new transaction to return.

The state of the specimen will always be kept with the loan and you can add return incidents as long as there are specimens on loan. A return incident can only be part of a loan transaction. To transfer items into the return transaction, you have two options: can mark the items in the [loan list]that should be transferred and click on the button or click into the [text field] rightof the icon and use a barcode scanner. To remove an item of the return list, mark it in the [list of returned items] and click on the button. 

To you may create a notice of arrival here. With the button choose the schema you need. 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.

Diversity Collection

Transaction

Request

There are 2 ways to enter a request for a loan.

• You are a CollectionManager and want to insert a foreign request. This request may be the starting point of a loan. To add a corresponding loan to the request, choose the request in the hierarchy and click on the copy botton. A loan depending on the request will be added.

• You want to place your own request in a collection. In this case you must be granted the role Requester (see Loginadministration for further details). The grants are given by the CollectionManagers for their collections. To enable a user to place requests choose Administration - Transaction management - Loan requesters ... from the menu. A window will open as shown below.

As a CollectionManager you may give requesters access to the collections you manage. Click on the < or > button to add or remove collections from the list for which a user may place a request. If the option Include subcollections is chosen, a user is able to request specimens stored in subcollections of the administrating collection. To give you an overview of the subcollections the hierarchy of the collection is shown in the tree below the list.

If you are a CollectionManager and there are requests for your collections, the administration menu will contain a Loan requests ... entry. Choose it in order to open a window listing the requests for specimen in your collections.

If you have entered a request for specimen in a foreign collection, the administration menu will contain a  My requests... entry. To inspect your request choose this entry from the menu to open a window as shown below. The window will show your requests and loans from foreign collections.

To enter a new request click on the button. Use the button to search for specimen in the collection and the button to remove unwanted specimen from your list.