In the case of text fields that are not equippped with a fixed word list or a thesaurus, the same situation is often documented by different spellings. Considering the volume of data, the occurrence of one or the other misspelling cannot be ruled out. All this can lead to difficulties when it comes to search and output of data sets.
With the functions of the module Search & Replace, you can easily find and correct these cases in all text fields of MuseumPlus.
Please note the following!
The cleanup of data with the BeeCollect Toolbox requires a good knowledge of the data structure of MuseumPlus. Please be aware that the contents of the BeeCollect Toolbox are changed without regard to linked thesauri or fixed word lists. This is desired because only by doing so an effective data management (e.g. after a data migration) is possible. However, the appropriate functions should always be used with caution.
To define the field in which to search and replace
The first step to data cleanup is to select the field to be corrected. This selection is made by the following input:
The field Module specifies the MuseumPlus module which contains the field to be edited. The list includes all modules currently supported by the BeeCollect Toolbox.
The data table, which contains the field to be edited, is selected in the Table field.
This information is difficult to obtain directly in MuseumPlus. One option is to press the key combination <CTRL> -I while the cursor is in the target field. An information window opens, in which the internal table field name of the field is displayed. The first three letters of this name are the abbreviation of the corresponding table. A translation of the abbreviation into the full table name can be found here.
Select data field
In the Field field, all the text and memo fields of the table are offered for selection, regardless of whether the entry in the field has been restricted with a fixed word list or a thesaurus in MuseumPlus.
The only special case are type fields: for these fields, only one of the type entries configured for the corresponding module is allowed as a new value, since otherwise MuseumPlus would no longer work correctly.
To specify conditions for selecting the records to be cleaned
[Translate to English:] Im Modul "Search & Replace" können Sie die Auswahl der zu bereinigenden Datensätze nach unterschiedlichen Kriterien einschränken. Folgende Optionen stehen hierfür zur Verfügung:
Select Object Groups
In the field Object group, you can specify that the records to be cleaned up should belong to a specific object group. To make an appropriate selection, proceed as follows:
- Set the checkbox in front of the field Object group
- Click the button with the magnifying glass icon to the right of the field Object group
- In the dialog box that appears, select the required object group either by double-clicking or by selecting and confirming with the Ok button
The name of the selected object group is now stored in the field Object group.
If you want to remove this assignment again, please click on the button with the x symbol to the right of the Object group field.
Define field-specific properties
In the fields Filter 1, Filter 2 and Filter 3, you can select database fields for which you want to define criteria for the selection of the records. To specify a criterion in one of these checkboxes, you must first set the checkbox in front of the respective field name. To do this, simply click on the checkbox with the mouse. Then you can define the desired filter field in the selection field. In the input field to the right of the selection field, you can then define which field content the records should contain, so that they are included in the selection.
In the field Tasks / Collections, you can specify that the records to select are from one or more collection or task areas. To select an appropriate area, click the checkbox before the corresponding name. If you do not make a selection at this point, the matching data records from all areas are copied into the selection.
To perform a search according to your selected criteria
To search for records matching the entered criteria, click the Start button. The matching results are listed in the form Edit of the module Search & Replace. They are displayed in the section Search results of the form Edit using a table with the following columns:
Displays all distinct field contents that occur in the target field of the selected record set.
- Number of items
Shows how often a certain field content occurs within the selected data set.
Under the list of search results, the field Total number of values shows the number of distinct contents found.
Please consider the following fact.
With the actions described so far in the module Search & Replace, no changes are made to the data stock. In this respect, performing a search without replacing is also very well suited to gain an overview of the vocabulary used in a field.
Once the search results are displayed, the criteria you entered for the search are no longer visible. You are now in the Edit form. However, the entered search criteria are still available in the background. If you want to recall them, please click on the button Search in the top left corner above the workspace. You are then returned directly to the Search form. Here, if necessary, you can modify your search criteria and perform a new search. To return to the existing search results without a new search, please click the Edit button in the upper left corner of the window.
To replace selected field contents
The list of search results is the basis for replacing selected field values with other content. To replace field contents, the Action area is available at the bottom of the Edit form. By default, the Replace values setting is enabled. If the point is set in the corresponding radio button, a replacement process can be defined using the fields Old value and New value.
To define the field content to be replaced, proceed as follows:
- In the list of search results, select the field value you want to replace.
- Click the button with the x-icon to the right of the hit list.
The selected term is now transferred to the replacement field Old value.
You then have two options for specifying the value that should replace the old contents. You can enter the desired value directly in the New value field. On the other hand, you can also use the list of search results as a basis. For this second variant please proceed as follows:
- In the list of search results, select the field value to replace the old content.
- Click the button with the checkmark icon to the right of the hit list.
The selected term is now transferred to the replacement field New value.
To finally complete the replacement process defined in the fields New value and Old value, please click the Replace button at the bottom left of the workspace.
To save groups of records for later use
In addition to the possibility to replace field contents, the module Search & Replace also offers the option to assemble the found records into an object group. To use this function, the option Create object group must be activated in the Action area of the Edit form. This disables the fields Old value and New Value. Furthermore, an additional column with a checkbox appears to the left of each hit in the list of search results. To ensure that all records with a specific field content are copied into the object group, please tick the check box in front of this field content. You can select one value, several or all of the field contents found.
In order to create the prepared object group with all representatives of the selected values in MuseumPlus, please click on the Create button. This opens a dialog box that provides you with the following three options:
- Attach to existing object groups
This option allows you to attach the selected records to object groups already present in MuseumPlus. To do this, select the desired object group from the list of displayed candidates and click the Append to selected button at the bottom of the dialog box.
- Overwrite existing object groups
This option allows you to insert the selected records into an existing object group, thereby deleting the existing records. To do this, select the desired object group in the list of displayed candidates and click on the button Overwrite selected at the bottom of the dialog box.
- Create new object groups
This option allows you to create a new object group and insert the selected records there. Click the Create new button at the bottom of the dialog box. Then, in the Task field of the appearing input area New object group, enter the desired task assignment and assign a name for the new object group in the Name field. Optionally enter a description for the object group in the Comment field. To create the new object group in MuseumPlus, click the Create button at the bottom right of the dialog box.
All help topics for the BeeCollect Toolbox
- First Steps
- Search & Replace
- Change Object Groups
- Change Artists/Participants
- Export XML
- Privacy & Data Security
- License & Liability