Entry Records

An Entry Record is the first formal document created when an object arrives at the museum before a decision about acquisition has been made. This covers loans for consideration, gifts under review, purchases being examined, and temporary deposits. Entry records exist separately from Accessions — they can later be converted into an Accession or returned to the depositor.

Creating an Entry

1. Navigate to Collections > Entries in the sidebar.
2. Click New Entry.
3. Fill in the required details:
   • Entry Number: Auto-generated based on your museum’s convention, or enter manually.
   • Entry Date: The date the objects arrived.
   • Entry Type: Choose from Loan for Consideration, Gift for Consideration, Purchase for Consideration, Temporary Deposit, or Examination.
   • Depositor: Link to a Contact record for the person or organisation depositing the objects.
   • Owner: If the legal owner differs from the depositor, disable the Owner same as depositor toggle and select a separate Contact.
4. Add the Object List — record each object with a name, quantity, condition, and estimated value.
5. Set the Temporary Location to indicate where the items are being held.
6. Click Save.

Statuses

Status	Description
Active	Objects are in the museum’s temporary custody.
Converted	The entry has been formally converted to an Accession.
Returned	The objects have been returned to the depositor.

Converting to an Accession

When the museum decides to formally acquire the objects:

1. Open the Entry record.
2. Click Convert to Accession.
3. Review the pre-filled Accession form (details are carried across from the Entry).
4. Complete any additional required fields and click Save Accession.
5. The Entry status changes to Converted and is linked to the new Accession.

Returning Objects

If the museum decides not to retain the objects:

1. Open the Entry record.
2. Click Return Objects.
3. Fill in the return details:
   • Return Method: In Person, Posted, Courier, Collected, or Digital.
   • Return Condition: Notes on the object’s condition at time of return.
   • Tracking Number: If using a courier.
4. Click Confirm Return.

The Entry status changes to Returned and the action is fully audit-logged.

Signatures

Entry records support digital signatures for depositors, owners, staff, and witnesses. This provides a legally meaningful record of receipt.

Collecting a Signature In-Person (Canvas)

1. Open the Entry detail page.
2. Navigate to the Signatures tab.
3. Click Add Signature and select the role (e.g., Depositor, Staff Receiver).
4. Enter the signer’s name and have them draw their signature on the on-screen canvas.
5. Click Submit.

Uploading a Signed Form

If a physical form was signed and scanned:

1. Click Add Signature → Upload Signed Form.
2. Upload the PDF or image via the standard file uploader.
3. Assign the role and signer details.
4. Click Submit.

Remote Signing via QR Code

For depositors who are off-site:

1. Click Add Signature → Request Remote Signature.
2. Select the role and enter the signer’s name and email.
3. The system generates a unique, single-use signing link and a QR code.
4. Share the link or QR code with the signer (via email, SMS, or display on-screen).
5. The signer opens the link on their own device, reviews the entry summary, and draws their signature.
6. Once submitted, the signature is captured and the link is invalidated automatically.

Remote signing links expire after 24 hours by default (configurable up to 14 days).

Receipt PDF

A printable receipt can be generated for the depositor as proof of lodgement.

1. Open the Entry detail page.
2. Click Download Receipt (PDF icon).
3. The system generates an A4 PDF containing the entry details, object list, and any collected signatures.

Permissions Required

• View Entries (entries_read): View the entries list and individual records.
• Create Entries (entries_create): Initiate a new entry record.
• Update Entries (entries_update): Edit entry details and collect signatures.
• Delete Entries (entries_delete): Remove an entry record (cannot delete converted entries).
• Convert to Accession (accessions_create): Required to convert an entry into a formal accession.