Procedures allow you to record, manage, and track work processes related to objects. Examples include loans, restorations, conservation projects, exhibitions, valuations, donations, or acquisitions.

A procedure consists of a collection of objects and additional data specific to the process in question. Because every organization operates differently, you can configure procedures entirely to your own preferences.

Within KLEKSI, you can create and manage an unlimited number of different procedure types.


Why use procedures?
Procedures help you record activities related to objects in a structured way.

Examples of procedures are:

• Loans
• Restorations
• Exhibitions
• Conservation projects
• Donations
• Acquisitions
• Movements
• Research trajectories
• Insurance
• Appraisals

Each procedure can consist of its own registration structure with specific fields, documents, involved persons, and linked objects.


Create a new procedure type
Go to Procedures via the menu on the left.

1. Click on the + button.
2. Enter a name for the procedure type.
3. Click Next.

Examples of procedure types are:

• Loan
• Restoration
• Exhibition
• Research
• Donation

You can create an unlimited number of procedure types.

Optionally, you can link a procedure type to a term from a thesaurus. Go to the overview of procedure types and click 'Edit' next to the title of the relevant procedure type.

1. Click on Select Term.
2. Search for a suitable term via the Terminology Network.
3. Select the desired term.

This semantically establishes the meaning of the procedure type and makes it more interchangeable.


Setting up columns
Determine which data should be visible in the procedure overview. Drag them into the order you would like to see them in the overview of the relevant procedure.


Add columns

1. Click on Add Column.
2. Select one or more fields.
3. Confirm the selection.

These columns are shown by default to users who have access to the relevant procedure type.

Examples of columns could be:

• Name
• Status
• Start date
• End date
• Responsible
• Organization
• Number of objects

Setting up the structure of a procedure
A procedure can be arranged entirely according to your own wishes.

Every procedure has the same flexible structure as object types and selection lists:

1. Groups
2. Elements
3. Fields

This allows you to precisely define which data is required for a specific procedure.

Examples of fields are:

• Dates
• Text fields
• Selection lists
• Relationships
• Files
• Images
• Documents
• Contact details

Adding elements to the structure
On the right side, you see all available elements.

On the left side, you see the elements that are part of the current structure.


Add element

1. Click on Edit.
2. Drag an element from right to left.
3. Release the element at the desired position.

You can also use the move buttons.

With drag & drop, you can also determine the order of the elements.


Create new elements
Do you want to create a new element?

1. Click on the gear icon.
2. Open the overview of existing elements.
3. Click on the + button.
4. Create a new element.
5. Set read and write permissions if desired.
6. Save the element.

The element can then be added to one or more procedure types.

Start a procedure
Once a procedure type has been set up, you can start registering procedures.


Create new procedure
Under Procedures, click on the name of the desired procedure type.

1. Click on the + button.
2. Give the procedure a name.
3. Example: Objects on loan to Museum Thorn
4. Click Save.
5. The procedure is added to the overview.

Managing a procedure
Click Edit next to a procedure.

You can now:

• Fill in the details.
• Manage statuses.
• Add files.
• Take notes.
• Managing relationships.
• Linking objects.

All fields that you have configured within the relevant procedure type are available here.


Adding objects to a procedure
An important part of procedures is linking objects.


Linking objects

1. Open the procedure.
2. Click the + button next to the object list.
3. Use the search and filter options to find objects.
4. Click Add Object next to an object.

The object is directly linked to the procedure.

You can add an unlimited number of objects to a procedure.


Example: a loan procedure
A loan procedure may include, for example:

• Procedure details
• Borrower
• Contact person
• Start date
• End date
• Insurance details
• Transport information
• Linked objects
• Painting A
• Painting B
• Sculpture C

All information remains centrally available within a single procedure.


Export object list
Each procedure contains an overview of linked objects.

You can export this data via the export icon next to the title of the object list.

Supported export formats are:

• Excel (.xlsx)
• CSV (.csv)

With this, you can easily create reports, share object lists, or process data in other systems.


Important
Procedures are intended to manage work processes surrounding objects. They do not form part of the object registration itself, but record what happens to objects during a specific process.

Because procedures are fully configurable, they can be adapted to the working methods of both small heritage organizations and large museums, archives, and collection-managing institutions.