The key to setting up the perfect Blueprint is to determine what fields you need for your object information.
Blueprints give you the flexibility to add custom fields for your objects and projects, so that you’re not stuck with one-size-fits-all forms. Simply set up the fields you need, the way that you want to see them, and then make updates as your informational needs evolve.
Blueprint Basics
Blueprints are purpose-built forms for object data.
You set up custom fields for object data in Blueprints.
The Core Blueprint is for global fields; these are fields that apply to every object in your collection.
Add additional Blueprints with fields for object types, projects, and groups.
You don’t enter data in a Blueprint.
You do enter data on an object page.
When you view an object, your selected Blueprint generates the fields you see.
Adding a Field
There are two ways to add fields to a Blueprint. Under the Fields tab, you’ll see Presets and Types.
Presets
Presets are ready-made fields for standard object information like "Dimensions" and "Date." Simply click the + icon to add a preset field to your Blueprint.
Once you add a Preset field, you can still make changes. Double click the field to update it. Want to call the Dimensions field Frame Dimensions instead? Just change the label.
If you want to select a different field type (more about each type below), use the drop down.
Please Note: For some preset fields, we've added information to Notes about field type selection options. Feel free to delete this info and add your own data entry notes!
Types
Under types, you’ll see all the available field types. Click the + icon to add a field to your Blueprint. The field type you choose will be determined by what kind of object information you'll be entering on an Object page.
Toggles
For each field you add, you'll have the ability to toggle on options. These will always include: Required, Locked, and Internal.
Required:
- When toggled on, data must be entered in this field on the object page.
Locked:
- When toggled on, Locked prevents the adding or editing of information.
- It can be toggled on before information has been added to the field (for example, when info is not yet available).
- It can be toggled on after information has been provided to prevent further edits.
Internal:
- When toggled on, Internal prevents information entered in this field from being viewed or shared in Modules.
- When creating a PDF report, Internal fields will be indicated in red, as a reminder of the internal designation.
Notes
Open the Notes dropdown to add data entry notes, to-dos, or reminders. Your notes will display under the field on the object page. This is helpful, for example, for indicating a preferred format for dimensions.
Field Types
Now that we've explored adding a field, let's take a closer look at the available field types.
Remember that you set up your field in a Blueprint using the Blueprint Field Editor, and then you enter object data in that field on an object page.
Short Text
Short text is ideal for entering single words or shorter phrases of information. This is a free-text field type.
Long Text
This free-text field type is ideal for entering information with multiple lines of text. In this example, we've added helpful data entry notes.
You can also toggle on the ability to use Markdown (for example, for italicizing text). On the object page, you can style text using Markdown and then click the eye icon to preview.
Date
When you add a date field, you’ll be able to enter a specific date (MM/DD/YYYY) when providing information for an object. Remember, you can change the name of the field label. For example, we’ll call this one “Date Acquired.”
Number
When you add a number field, you’ll have the ability to customize the numbering system. Click Show Advanced Options to set a minimum, a maximum, and a step to indicate your desired increment. We’ll label this field “Audio Guide Stop Number.”
Auto-Increment
When you add an auto-increment field, you’ll have the ability to customize the numbering system. This field type is ideal for accession or collection numbers.
Let's add an auto-incrementing field labeled "Exhibition Number." Click Show Advanced Options to set up a template and numbering system.
It's important to plan auto-incrementing fields carefully before implementing, and with an eye toward future collection growth. We designed this field type with registrars and collection managers in mind. For more on how to customize an Auto-Increment field and plan and manage information, check out Field Study: Auto-Increment.
Select
When you add a select field, you’ll have the ability to create custom selectable options that will appear as a dropdown when entering object information. Let’s label this field "Mat Color" and add three options: "Gray," "Cream," and "Antique White."
Select (Multiselect)
If you’d like more than one selection to be allowed, toggle on Multiselect. For example, you might want to choose multiple options for a field labeled “Frame Status.”
DataSet
DataSets are controlled, selectable lists that help ensure consistency, eliminate misspellings, and make data entry simple. These can be used across any Blueprint in your Base. Check out Using DataSets to learn more.
Here’s a sample DataSet listing the Departments in the Museum of Objects:
When you use the DataSet Field type, you’ll be able to select one of your existing DataSets. Here, we’ll label the field “MoO Department” and use the “Departments” DataSet.
File Select
File Select will create a dropdown menu of object files on an object page. This is ideal for signaling a preferred image for a project. For example, when selecting a file that is “Approved for Exhibition Guide.”
Switch
The Switch field allows you to create a toggle switch that appears in the field on an object page. We’ll call this one “Currently on Display.”
Tags
When you add a Tags field type, you’ll be able to enter searchable keywords for your object. If you need multiple tags fields, remember you can give each one its own label.
Section Heading
Add a Section Heading to help group and organize your fields. You can toggle on the Collapse Fields Below option to automatically collapse the fields within a section on an object page.
Spacer
When you add a spacer, you’ll be adding an empty space to your data entry form. Let’s add a spacer between two fields.
Fields Across Blueprints
When you set up your Blueprints, whether it's the Core Blueprint, or a Blueprint for an object type, project, or group, you can add and arrange the fields you need. For more on Blueprints, check out The Art of the Blueprint.
Core Blueprint Fields
When a field applies to every single object in your collection, add the field to your Core Blueprint. This is ideal for fields like "Accession Number" or "Dimensions." Any additional Blueprints you create will automatically contain the Core fields. You'll be able to arrange Core fields, but you can't delete or edit them in your additional Blueprints.
Fields Used in Multiple Blueprints
What if you don’t need a field in every Blueprint, but you want it to appear in several Blueprints. For example, you might have a field called "Frame Dimensions" in your "Paintings," "Prints," "Drawings," and "Portraiture Exhibition" Blueprints. In this case, it's critical to be consistent when you label the field in each Blueprint (the field should use the exact same label).
In this example, if you enter Frame Dimensions for a drawing using the "Drawings" Blueprint, and then switch to the "Portraiture Exhibition" Blueprint, the dimensions you already entered will appear, since the fields have the same name.
Selecting a Field Type for a Field Used in Another Blueprint
If you have field labeled Date that uses a Short Text field type in one Blueprint, you won’t be able to add a field with that same label with a different field type in another Blueprint. You’ll receive a message advising you to select the field type already in use or to rename the field label (for example, you might decide to change "Date" to "Date to Post on Social Media" to differentiate it from the Date field already in use in another Blueprint).
Want to discuss Blueprint strategies and goals with us? Do you have questions about fields for your Blueprints? Get in touch!