Data Lists are functions that allow you to keep track of the movement of physical books and files and also the digital files uploaded to the Document Library.
Each site has its own data lists, and there are 7 different kinds of data lists such as Book on Loan, Daily Movement of File, Incoming, Outgoing Courier, Outgoing Despatched, Outgoing Mail and Outgoing Selfcollect.
The following tutorial will be labelled with Admin and Site Manager) and Collaborator, Contributor, and Consumer) to differentiate which function can be accessed by which roles.
{primary} Depending on the role you have as a site member, some functions will be unavailable to you. Learn more about roles in Site Member.
The Book on Loan data lists will keep track of the movement of the books added to the site. The Book on Loan and the Book Request are closely related to one another. The relationship is such that if a book request is created and is approved, a data list record for book on loan will be created.
In the video, it will walk through the steps to update, view, delete and export the report on the data list.
The Daily Movement of File data lists will keep track of the movement of physical files added to the site. The Daily Movement of File and the File Request are closely related to one another. To create a data list record for daily movement of file, a file request must be created and is approved.
The video will demonstrate how to manage a data list for Daily Movement of File.
The Incoming Data List will keep track of the incoming files that are added to the Document Library. Watch the video to learn more on how to manage the Incoming Data Lists.
The Outgoing Courier data lists keeps track on the outgoing files that come from the Document Library. These files are sent to the courier and this is the record that keeps track of their movement.
{info} There are 3 formats to export the report which are PDF, CSV and DOCX. You can preview the PDF file before downloading but the rest will immediately download upon Export.
The Outgoing Despatched data lists keeps track of the movement of outgoing despatched files that come from the Document Library. These files that are despatched will also keep the record of the receiver of the despatched files and their address.
The following video will demonstrate how to manage the Outgoing Despatched data list.
The Outgoing Mail data lists keeps track of the movement of outgoing mailed files that come from the Document Library. The means of despatch and the mail rate will also be stored within the record.
{info} There are 3 types of means of despatch, which are Normal Mail, Registered Mail and AR Registered Mail. If you choose the AR Registered Mail, you are required to fill in the AR number.
Watch the video on how to manage the Outgoing Mail data list.
The Outgoing Selfcollect data lists will keep track of the movement of outgoing selfcollected files that comes from the Document Library.
Watch the video on how to manage the Outgoing Mail data list.