Props/Sets Utilities

 
 
The Props / Sets Utilities form allows you to access the lookup tables for all the drop-down boxes on the Props / Sets screen.  It also allows you to update Current and Storage Locations for selected Props / Sets.
 
 
 
Data Audits
 
The Audit Forms are designed to let you find values that have been entered in the Lookup Tables above - that might be duplicates or values entered in error (i.e. "Blakc" instead of "Black".  You may view the list of entries and then view / edit the actual Costume or Prop records to correct any errors.  There are audit features for several tables.
 
 
 
 
Set New Current Location for Selected Current Location
 
This utility will allow you to select a new "Current Location" for a group of costumes based on the value in the Current Location now. 
 
For example:  If you have checked in 200 props and want to change the Current Location from "Checked-In" to "Storage" you can use this utility to do it for you.  Just select the Current Location you want to search for (i.e. Checked-in) and enter the Current Location you want the records to be switched to ("Storage")  Then select the records you want changed (or click Select All) and click Update.
 
 
Update Current Locations for Selected Props/Sets
 
This utility will allow you to select a new "Current Location" for a group of Props/Sets you select by entering the Tag ID (or scanning the barcode).  Once you have selected the records to update select the new Current Location and click Update.
 
Update Storage Location for Props/Sets Pieces
 
This utility will allow you to update the Storage Location for a group of records.  Select the records by entering the Tag ID (or scanning the barcode).  Once you have selected the records to update select the new Storage Location and click Update.
 
Update Storage Location for Props/Sets - Search Text
 
This utility will allow you to update the Storage Location for a group of records based on the value you type in.  The program will search the Props/Sets records in the  Name and Props/Sets Description fields.  Once you have selected the records to update select the new Storage Location and click Update.  ***  Be careful - this update has no "Undo" feature and it is easy to make a mistake and then have to review all your costume records to be sure they are correct.
 
Setup Folder for Photos
 
This utility allows you to set up the folder names for your Props/Sets (and other modules)  photos.  When you go to load a photo into a Props/Sets Record the program will look to the folder that is listed here.  This saves you time in searching through your computer to find the photos you want to link to your costume records.
 
** If you want the computer to remember the last folder that you used for a selecting a photo you can enter the following code in the Photo Path field (instead of the path):  %CD%
 
Update Costume Tag ID Sorting
 
The Theatre Inventory Database has a sophisticated system for sorting the TagID's.  Since some TagID's include letters or symbols it is challenging to have the records sort correctly.  When Props/Sets records are added, copied or renumbered the program will automatically update the sorting information.  If you would like to be sure that your records are sorted correctly you can run this utility.
 
 
Props/Sets Lookup Tables - These are the tables that are used for the drop-down menus on the Props/Sets Pieces screen.  You may add / edit / delete any value.
 
Please note that if you delete a value that is used by a Props/Sets record the Props/Sets piece record will not have a value for that field.  For example - if you delete the Color "Black" from the list -  all Props/Sets that had the color "Black" selected will have a blank in the Color field.