Amending Inventory Quickbase

If the object record you are amending has been inventoried, the Inventory Visual QB database needs to be updated.

  • Log into Quickbase - login details with KM

  • Select the Visual Materials Inventory QB

  • Select the Artworks tab

  • Turn off the New style option (slide button at the top of the screen, below the tabs)

  • Search on the i number to see if the item has been inventoried, or the Inventory number if you have it.

  • If there is an entry, select Grid Edit (pencil icon at top of screen, below the tabs)

Existing Sierra records that have i numbers & item records

  • Edit the Title/Brief description field with the new title. If any other fields have been edited in the record that are covered by Inventory, ensure that data is also amended in Quickbase.

  • Under Cataloguing Info / Metadata Work Comments (top right of Cataloguing Info section) add: ‘title amended on [DATE of amendment]’

  • Save

Uncatalogued objects

  • Add the i number under Iconographic number

  • Keep the Inventory number in the record

  • Under Part Numbered, from the drop down menu select Phase 2 - item records created

  • Edit the Title/s or Brief Description (245) entry to reflect the title on Sierra

  • Under Item/s on Catalogue?, select yes

  • Under Metadata comments add Catalogued + initials of cataloguer + date catalogued

  • Add any other notes under Additional notes / queries

  • Save

If you are unable to login to QB, send details of the changes you have made (including the i number) to the Inventory team [email protected]

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