How to use record skeletons in Inmagic Genie to save time when cataloguing

by Jonathan Jacobsen Wednesday, August 09, 2017 8:15 AM

Inmagic DB/TextWorks has long had a popular feature called 'record skeletons.' They're a great way to save and add consistency and accuracy to data entry. 

Here's how they work: Suppose you're cataloguing a group of materials that all share some data in common. This could be as simple as books, written in English and published in 2017. Or it could be a series all with the same title, author, publisher, date, subjects, etc. and only the subtitle or volume number changes.

In both of these cases, when filling in a data entry form, you'd be filling in some fields with the same values over and over again.

Why repeat work when there are tools to save time?

The Duplicate Record feature in DB/TextWorks is handy when you have the first record finished and want to duplicate it. But this copies all the fields, and you then need to change or remove fields that are different in the next item you're cataloguing.

This is where 'record skeletons' are useful. A record skeleton is a set of values to populate in select fields in a new record, such as:

Material Type = Book

Language = English

Publication Date = 2017

Long-time DB/Text users are well versed in these features, but what if you manage your library with the Inmagic Genie system?

While record skeletons are not a feature of Genie itself, there's a reasonably easy way to add them, using browser extensions know as 'form fillers'. These tools work just like a record skeleton, storing default values for fields, but within your browser, rather than in Genie itself. So, you might have one profile (a set of fields) for books, another for journals, another for internal corporate reports, etc.

When cataloguing an item in Genie, you pretty much just just click on your form filler extension and choose a profile and the appropriate fields will be filled in. 2 clicks and you're done!

To set up a profile, you can populate the fields you want in the skeleton, then save the profile. You can also, in some cases, access an editor, such as shown below, for fine-grained control.

A form filler could be used in any module in Genie. Orders would be another good place, for example.

Of course, it's most useful if you have many similar items to catalogue. For more unique items, there's no time savings over just cataloguing as per usual, one record and one field at a time.

Depending on the form filler you choose, you may want or need to consolidate all your Catalogue fields into a single tab (the default is 4 tabs: Biblio 1, Biblio 2, Physical and Serials) so that the form filler can populate them all at once. This is easily done by editing the MyEditScreens.config XML file in Genie. 

Since the different profiles you set up are stored in your browser, if you have colleagues who also catalogue, you'd want to export the profile from the form filler and import it into their browser. You might store a master exported profile on your network somewhere so that anyone who needs it can get it. Many of the form filler extensions have export and import ability.

One form filler extension we recommend is Autofill for Chrome (shown above).

Andornot would be happy to help you select, install and configure a form filler extension for your browser and your Genie instance. Just mailto:#mce_temp_url# and we'll tell you more.

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