Managing Accessions

The Accession module handles the formal receipt of objects into the museum’s custody, recording the transfer of legal title and establishing provenance before items are individually catalogued.

:::note [TODO: Add Screenshot of Accessions List] :::

Creating an Accession

1. Navigate to Collections > Accessions in the sidebar.
2. Click the New Accession button.
3. Basic Details: Fill in the essential information:
   • Accession Number: Follow your museum’s numbering convention (e.g., 2024.1). The system can provide a preview of the next logical number.
   • Date: The official date the items were acquired or title was transferred.
   • Source: Link the accession to a Contact record (Donor, Vendor, Bequestor).
4. Workflow Status: Newly created Accessions are typically set to Proposed until formally approved.

:::note [TODO: Add Screenshot of New Accession Form] :::

Linking Items

An Accession record acts as a “grouping” mechanism for newly arrived items.

• Link multiple Item records to a single Accession to maintain a shared legal history.
• The Accession Detail page will display an Inventory list of all linked Items.

:::tip [RESERVED: Placeholder for bulk linking items to accessions guide] :::

Approvals & Workflow

Larger acquisitions typically require internal authorization.

• Request Approval: Use the “Submit for Review” button to notify your supervisor.
• Audit Trail: Every status change and approval is recorded in the history log.

Permissions Required

• View Accessions (accessions_read): Allows viewing the list and individual records.
• Create Accessions (accessions_create): Required to initiate a new acquisition record.
• Manage Accessions (accessions_update): Required to edit details or change statuses.
• Approve Records (approvals_manage): Required to formally approve or reject a proposed accession.

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