The first loan

In this exercise you take a loan from a loan request into an exhibition and record it for loan management. At the end, the same object is in two projects, with a contract number, a loan period and a loan stage, and you have seen it in the kanban, in the calendar and in the history. The exercise takes about half an hour.

It uses the demo holdings: the project Leihanfrage Moderne 2026 (loan request, modern art) with the lists of three invented lenders, and the project Sonderausstellung 2026 (special exhibition). In your own instance, take a loan project and an exhibition from your institution.

1. Log in and open the loan request

1. Log in with your user name and password. If two-factor authentication is set up, also enter the code from the app.

2. Under Projects, open the project Leihanfrage Moderne 2026.

3. Type Rehe into the Quick search in the middle of the header and click the result Rehe im Walde II. The object opens in the Object tab, in the layout (input form) Leihanfrage.

Take a look at the object: inventory number SKH-0118, artist Franz Marc, lender Stiftung Kunstbesitz Hellweg from the address book. This is how it arrived with the lender’s list.

2. Take the loan into the exhibition

1. Above the object, open the Tools menu and choose Assign projects.

2. Switch on the toggle next to Sonderausstellung 2026 and click Save. The project you have open is marked as current project in the list.

The object has not been copied. It is now in both projects, as one record. Whatever you change in the exhibition, such as dimensions or images, is also visible to whoever works on the loan request.

3. Record it for loan management in the exhibition

1. Go back via Leave project & go to overview and open the project Sonderausstellung 2026.

2. Open Rehe im Walde II again with the quick search and choose the tab of the layout Leihverkehr (loan management). The exhibition has different layouts from the loan request. The values in them are the same.

3. Enter LV-2026-031 in Leihvertragsnummer (loan contract number) and leave the field. It lights up green briefly: saved. There is no save button; each field saves when you leave it.

4. Set Leihbeginn (loan start) to 1 March 2026 and Leihende (loan end) to 30 September 2026.

5. Under Leihvorgang (loan stage) choose Zusage (confirmed), and under Leihstatus (loan status) choose Entliehen (on loan).

Still: the Leihverkehr layout with loan contract number, loan start and loan end filled in, and loan status and loan stage above them.

If a field lights up orange instead, the value was adjusted when it was saved, for example a date that was converted to the stored format. In that case, check what was saved. Red means: not saved.

4. Record a doubt

The lender gave the confirmation by phone, and the contract has not come back yet.

1. Open the field menu for Leihvorgang: the ☰ icon next to the label, or right-click the field.

2. Set Hesitant and enter Zusage telefonisch, Vertrag steht aus (confirmed by phone, contract pending) as the Comment.

The annotation is now visible on the field to everyone who opens the object. A doubt is written down rather than guessed at, and the full-text search will find it again later (search scope Metadata).

5. Move the loan on in the kanban

1. In the view selector in the header, choose Kanban.

2. Choose Leihvorgang as the Board field. The columns are called Anfrage (request), Zusage (confirmed), Vertrag unterzeichnet (contract signed), Unterwegs (in transit), Eingetroffen (arrived) and Rückgabe (return). Rehe im Walde II is under Zusage.

3. The contract has arrived: drag the card to Vertrag unterzeichnet. This changes the value in the field.

Film: Kanban

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6. See the loan period in the calendar

1. Open the view settings (the cog on the right of the header) and choose Leihbeginn and Leihende under Calendar fields.

2. In the view selector, choose Calendar, display Day. It shows month sheets with one box per day; use the arrows next to Today to move to a month between March and September.

3. In the legend, click Pair with… next to Leihbeginn and choose Leihende. The loan appears as a bar that runs across the weeks from 1 March to 30 September.

7. Check what you have changed

In the sidebar, open the Editing History tab. As long as Rehe im Walde II is open, it shows only that object’s changes: loan contract number, loan start, loan end, loan stage, loan status, each with the old and new value, your name, the time and the project. You can undo each change there individually.

What is clear now

If a value such as the exhibition title should apply only in the exhibition and not in the loan request, the field needs a project-specific value. See Project-specific values .

Next

• The first Excel import : take over a lender’s list
• The first Word template : turn this data into an object sheet