1. Introduction to KE EMu www.kesoftware.com

2. Unit objectives: Introduction to Windows Use the keyboard and mouse Use the desktop Open, move and resize a Windows screen Use a Windows menu Use a shortcut menu Use the tool bar Know and use the common Windows shortcut keys In this unit we will learn how to:

3. Desktop Start Button Task Bar Shortcut Icons

4. Windows screen Menus Tool Button Tool Bar Vertical Scroll Bar Status Bar Horizontal Scroll Bar Title Bar Task Bar

5. Unit objectives: Introduction to KE EMu In this unit we will learn: What are the KE EMu modules Overview of the attachment process

6. An attachment is an association between a record in one module and one or more records in the same or another module. The module to which the attachment is made is called the primary module. The module that gets attached to the primary module is called the attachment module. The field in which the connection is made is call the attachment field. An attachment field is a field in a module that can be linked to another module. It can be identified by the Add and View Attachment buttons next to the field

7. Unit objectives: Using KE EMu Log into KE EMu Use the Command Center Open and view multiple modules Use and navigate around a form window Identify the screen modes Quickly find a field in a form In this unit we will learn how to:

8. Login 1. Enter the Host name of the KE EMu server 2. Enter your User name and password 3. Enter service name, e.g. EMu (live system) EMutrain (training system 4. Click OK. To log onto KE EMu:

9. Command Center Lists the modules that you can access Enables you to open the KE EMu modules Enables you to access KE EMu Help Enables you to exit KE EMu Note: Not all modules may be displayed in the Command Center when it is first opened. Use the arrows at the top and bottom of the Command Center to scroll through all modules

10. Form Window Menus Tool Button Tool Bar Form Window Status BarData View Tabs Title Bar Summary Data

11. Navigating Use the Tab key to move the cursor forward one field, from the first field through to the last on the screen Use the Shift+Tab key to move the cursor back one field at a time Select a field by pointing and clicking with the mouse Click on a Data View Tab at the bottom of the Form window to view a different page of the form Select View>GoTo to move to a specific record Select Edit>Find a Field to move to a specific field To move around a form window:

12. Screen modes There are four screen modes: Search – allows you to run a search Display – displays results of a search Edit – allows you to edit records New – allows you to add new records The current screen mode is displayed in the left- hand corner of the status bar at the bottom of the screen.

13. Unit objectives: Searching Use a Lookup list Run a search in KE EMu What are the different display options In this unit we will learn how to:

14. Lookup Lists You can select a value for a field when running a search or adding a record Using a Lookup List saves typing, ensures correct spelling and helps you to select the right terminology, e.g.Sales assistant not Salesman Each Lookup List is assigned a permission status, which determines if you can add values to the list and whether you will be prompted to confirm the new value Lookup List values can be assigned to be: Persistent—remain in the Lookup List even if not used in a record Hidden—visible in Search mode but not in New mode A Lookup List shows a list of the values in a field.

15. Display options Details view displays all the available fields List view displays only a few fields. You can create your own List view and specify which fields you want to view Contact Sheet view displays thumbnails of available images KE EMu can display results in different views:

16. Basic searching Run a search over multiple fields in a single operation Modify a search by adding or deleting search terms Perform an additional search and combine the results of this search with those of the previous search using one of the following relationships: Merge (OR) Intersect (AND) Subtract (NOT) The KE EMu search function allows you to:

17. Unit objectives: Parties What is a party What are the common party types and their associated information tabs Person tab Organization tab Position tab Collaboration tab ULAN thesaurus tab During this unit we will learn:

18. Unit objectives: Adding, Editing and Attaching Add a new record into KE EMu Save a new record Understand record validation Edit an existing record Attach a record to a record in another module In this unit we will learn how to:

19. Adding a record 1. Click New to place the window in New mode 2. Internal Record Number (IRN) is automatically assigned and displays in the top right-hand corner of the new record 3. Enter the data for the new person, institution or venue. Be sure to visit every tab and enter a value into every field for which data is known 4. Click Save The record must pass validation before it is added to the database

20. Current and selected records Current record When in Display mode, the current record is the record displayed on the screen. When in List mode, the current record displays with a dotted box around it. The current record is the record used: To run a report for one record only To create a ditto record (used for copying data from one record to another) Selected records Selected records display in a blue box. Selected records are used when: A number of records are to be discarded A number of records are saved in a group A number of selected records are attached to another record

21. Attaching records You can attach records in two methods: Using the Attach button Using the drag and drop method

22. Unit objectives: Manipulating data Sort records Save your own sort criteria Edit a saved search Group records Save a results set Save your own search criteria Delete and discard a record Generate a report In this unit we will learn how to:

23. Sorting records Multiple sort criteria may be used, e.g. first by Organization, then Department, and so on You can sort in both ascending or descending order Search the database before sorting records Save your own sort criteria to be used with other result sets Assign permission to other users to use your saved sort criteria Each module can be sorted on any field within that module:

24. Groups Static group—a set of records from a previous search. The IRNs of these records are grouped together and the group can be opened and viewed even after the current session is over. You can add further records to this type of group. OR Dynamic group—the saved criteria of a search. This allows you to re-run the search again. The results set may differ each time you re-run the search as the data may have changed. A group may be: When you first create a group, only you have access to it. However, if required, you can give other users permission to open and view your saved groups.

25. Deleting and discarding records When a record is deleted, you remove the record permanently from the module’s database When a record is discarded, you remove it from the matching results. This record is not removed from the database. Deleting and discarding operations are very different operations:

26. Reports All KE EMu modules have at least one pre- defined report (e.g. the Parties module has List, Summary and Worksheet reports). Before generating a report, search and find relevant records to include in the report. The Crystal Reports viewer allows you to: Preview the report Select a printer and print the report Export the report in different formats, e.g. MS Excel, MS Word, HTML Save as a file Email the report to another user

27. Unit objectives: Multimedia resources View a multimedia resource in the Multimedia module View a multimedia resource that is attached to a record Add a multimedia record to the Multimedia module Attach a multimedia resource to another record: Using the Drag and Drop method Using the Attach button Save a multimedia resource to a file Print an image In this unit we will learn how to:

28. Multimedia Each resource in a module is a separate record in that database, i.e. a multimedia resource is a record in the Multimedia module. Multimedia resources can be attached to records in other modules. For example, you can attach a multimedia resource to a Parties record in the Parties module. Each multimedia record describes the multimedia resource, not the product or party to which it is attached.

29. Unit overview: Advanced features Understand the interface options Copy the data from one record to another record (ditto function) Create a party collaboration Save a multimedia resource to a partition Scan an image into the Multimedia module In this unit we will learn how to:

30. Interface options The following options apply system wide: Command Center display Language settings Multimedia Spell checking Editing Module caching on start-up Colors Some interface options may be set for individual modules. For example, the Show List views can be customized per module.

31. Copying a record The ditto record is the record that contains the data that you want to copy. This may be the current record or another record that has been saved in the Ditto list. To copy the data from a record to another new or existing record: 1. Select Edit>Ditto>Choose Ditto Record to select the ditto record or select Edit>Ditto>Change to Current to make the current record the ditto record. 2. Create a new record or move to the relevant existing record. 3. To copy data from all fields, select Edit>Ditto>All Fields. To copy the data from the ditto record into a specific field, select the field in the new or existing record and select Edit>Ditto>Current Field.

32. Creating a collaboration To create a collaboration: 1. Create a Person type parties record for each person who is to belong to the collaboration 2. Create a new Collaboration type parties record. 3. Attach all Person parties record to the Collaboration parties record via the Collaborator field.