Data Collections

This Knowledge Base topic includes the following sections:

• Map features

• Chart features

• Searching for assets

• Viewing search results in a data collection

• Understanding filtered results

• Grid features

• Filtering records in a data collection

• Navigating data collection pages

• Adding assets

• Editing an asset

• Ordering assets

• Placing digital orders

• Adding attachments

• Downloading attachments

• Updating and downloading survey coordinates

• Generating reports

• Retention

• To navigate a map, you can click the Zoom In and Zoom Out buttons. Or you can hover over a map and scroll up and down to scroll in and out.

• To reposition a map, hover over the map, left click, and then drag your mouse.

• To display map layers, click the 2D, 3D, and Well buttons.

• Click 2D to display seismic lines in a map.

• Click 3D to display seismic surveys in a map.

• Click Well to display wells in a map.

• To display information on an asset, click the Polygon button. Then click the left click button on your mouse to mark points in the polygon. Double click to enter the end point. The information for the asset displays in the grid below the map.

• For example, to display information about a well in a map, click the Well layer button, draw a polygon around the well, and then filter columns on the grid, if necessary.

• Click Delete to remove the polygon and to see all of the assets in the grid. For example to see all of the wells, on the Wells page, unselect the layer buttons in the map. All the of the wells you can access display in the grid.

• To display a well on a map from a grid, click the Show On Map button.

• On each data collection page, a sunburst chart provides a quick overview of an asset.

• For example, on the Well data collection page grid, click to display the chart, which includes records for the well. You can navigate through the hierarchy to related data including well cores, samples, slides, fluids, well logs, etc. The icon turns green: .

• The appearance of the chart depends on the asset you select on the grid.

• The legend on the right of the chart displays the Record Count.

• You can select an asset in a chart and click View Details the associated data collections page opens and displays only the records related to the selected asset. This makes it easier to work with related records without navigating an entire data collection. For example, you can view the well cores associated with a specific well and then edit the records or add them to your shopping cart.

• The Sunburst Results indicator displays when a data collection page is displaying filtered results from a chart. Close the Sunburst Results indicator to clear the filtered results and display the complete data collection.

• Viewing chart results

  When you navigate through a chart and open an associated item, the data collections page displays only the records associated with your chart selection. For example, if you select a well and then view its well cores, the Well Core data collection page displays only the well cores associated with that well. And a Sunburst Results indicator displays to show that the collection is filtered.

  1. Navigate through the chart to find the information you want to view.

  2. Select an associated item.

  3. Click View Details.

  4. The associated Data Collections page displays the records related to your chart selection.

  5. To display all records in the collection, close the Sunburst Results indicator.

• Click the Export All to Excel button to generate a spreadsheet of all the metadata associated with a specific well, seismic survey, or line. You'll receive an email notification when the report is ready in your Download Inbox. To make the spreadsheet easier to read, open the spreadsheet in Microsoft Excel and press Ctrl+A to select all the cells. Then, on the Home tab, click Format, and AutoFit Column Width.

• To view the details of an asset, click the asset or click Actions menu to the right of the asset and select View. The asset's details page displays. Click to expand and to close.

• To edit the details of an asset, click Actions menu to the right of the asset and select Edit.

• You can move a column in the grid by dragging and dropping the column heading.

• You can click a column heading in the grid to sort a column in ascending or descending order. You can also remove the sort from a column.

• You can Lock and Unlock columns in the grid.

• You can Hide and Show Columns in the grid.

• You can click and drag to the right of a column heading make a column wider or narrower.

• To find assets, you can Filter and then search within columns in the grid. In the column heading start to type the filter criteria and the results will display any item that contains the filter criteria. For example, if you filter the Country column by the AR, ARGENTINA will display. Click to remove the filter.

• On the Well Logs page and other pages, you can click the View Image icon or the View Images icon to view any image(s) of the asset.

• To display a well on a map from a grid, click the Show On Map button.

• On the Seismic Surveys page grid, to display a geospatial coordinates .json file for a survey, click the Show On Map button.

• On the Seismic Surveys page grid, to display any seismic lines for a survey, click the Open Seismic Line View button. The line displays on the Seismic Line page.

• On the Physical Media page grid, if an asset has a Barcode, to display all of the assets with that barcode, click the Barcode link. For example, if the contents of 20 CDs are stored onto a USB drive with a barcode and you click the Barcode link for the USB drive, the Physical Media page will display all of the assets with that barcode.

• Any modifications you make to a grid are unique to your view of the grid and are not shared with other users.

Use filters in the grid to narrow the records displayed in the current data collection. Global Search searches across all data collections, while filters apply only to the collection you are viewing.

1. Open the data collection you want to view.

2. In the grid, locate the column you want to filter.

3. Click the Filter option for the column.

4. Select or enter the filter criteria.

5. Apply the filter.

6. The grid displays only records that match your filter criteria.

7. To return to all records, clear the filter.

Tip: Use Global Search when you don't know which data collection contains the record. Use filters when you're already viewing the appropriate data collection and want to narrow its records.

Global Search is a powerful and intuitive tool that lets you search across all your inventory collections from a single search bar. By entering keywords or tags, you can quickly find the assets you need. And you don't need to specify a metadata column, which provides more flexibility and ease of use.

1. In the Search field enter a single search term and then press Enter or click the Search button. A search term can be up to 15 characters long.

2. You can also search by multiple search terms. Enter up to five search terms for assets. Each search term can be up to 15 characters long. After entering a search term, enter a comma, and then press Enter or click the Search button.

Access Unify | Energy searches through the field information of assets and displays exact matches in Search Results. For example, if the keyword is Canada, the Search Results page will display any assets with the term Canada in a field.

3. You can filter the results by asset, like Well Core.

4. You can also display global search results in the associated data collections page. On the Search Results page, click Go To Collection. This makes it easier to work with specific records without navigating the entire collection. For example, you can search for specific well logs, display the results on the Well Log data collection page, and then perform actions on the well logs.

5. The Global Search Results indicator displays on the data collections page to show that the page is displaying filtered search results. Close the Global Search Results indicator to clear the search results and return to the complete data collection.

Search Tips

• Enter complete search terms. Don't enter partial terms, plural terms, or other variations.

• You can search by numbers and dates. Dates have to be in this format MM/DD/YYYY. For example, 12/31/2012.

• Access Unify | Energy doesn't support wildcard searches. Access Unify | Energy also will not search for these terms: a, an, and, are, as, at, be, but, by, for, if, in, into, is, it, no, not, of, on, or, such, that, the, their, then, there, these, they, this, to, was, will, or with.

• You can enter search terms with or without capitalization. For example, you can search for Canada or canada. The search results will be the same.

• If a record is edited, it can take up to 12 hours for Search Results to display the updated information.

1. Perform a Global Search.

2. On the Search Results page, locate the type of asset you want to work with.

3. Click Go To Collection.

4. The associated Data Collection page displays your search results.

5. The Global Search Results indicator shows that the grid is displaying only records from your search.

6. To display all records in the collection again, close the Global Search Results indicator.

Indicator	Why it displays
	You displayed a data collection from Global Search results.
	You displayed related records from a chart.

Close either indicator to display the complete data collection.

The table below describes the navigation features that help you navigate some data collection pages.

You can add an asset, like a well.

1. On the top right, click Add.

2. On the Add page, enter the asset information.

3. Click Save.

You can add or change file information to make finding assets easier. For example, you can correct information about a well core.

1. Click the Actions menu to the right of the asset and click Edit.

2. On the Edit page, update the asset information.

3. Click Save.

You can order a physical asset by adding an available asset to your cart. For example, you can order a well core.

On the Data view page grid, available assets display a blue cart , assets already in your cart display a green cart , and unavailable items display a gray cart.

1. On a Data page grid, filter and select the asset(s) to order. Or in the map, draw a polygon around the asset(s) to order.

2. Click the Add Selected To Cart button on the bottom left: .

3. Click the blue shopping cart button on the top right: .

4. The Checkout page displays assets by asset type.

5. You can apply the same Order Type for each asset type. For example, you can order the Original of a well core. Or you can select different order actions for an asset. NOTE: Orders have to be of the same Order Type. For example, you can order multiple originals but not a mix of originals and copies.

6. Complete the fields, and then click Submit.

7. The Orders page displays and Access Unify | Energy sends you an email order confirmation with an order number and other information.

8. You can filter the Orders page grid. For example, you can filter on the Status column.

9. To download a detailed order spreadsheet, click the Attachment icon for a physical or digital order. The spreadsheet displays the order details and associated metadata. To make the spreadsheet easier to read, open the spreadsheet in Microsoft Excel and press Ctrl+A to select all the cells. Then, on the Home tab, click Format, and AutoFit Column Width.

10. You can also click View Order for more information.

11. On for order details page, click Download for a PDF copy of the order.

12. On the Orders section of the Dashboard you can review your organization's order by month, including your orders.

In some data collections you can order digital records that are stored outside Access Unify | Energy. For example, one seismic stack may include hundreds of digital files. You can place one order for all of these files.

The Place digital order option is available for:

• Digital-only data collections, such as seismic field and seismic stack.

• Digital records in collections containing both physical and digital records, such as drawings.

In the Drawing data collection, the Media column identifies whether a record is physical or digital. The Place digital order icon displays when the Media column displays DIGITAL.

1. Locate the record in the record grid.

2. Click the Place digital order icon. The record is added to your shopping cart, and the icon turns green: .

3. Click the Shopping Cart icon.

4. Enter the required Ordering Info.

5. Click Submit.

6. The Orders page displays and Access Unify | Energy sends you an email order confirmation with an order number and other information.

On some data collection pages, you can upload attachments for an asset. For example, you can upload an image of a well core.

You can upload TIFF, TIF, PNG, PDF, JPEG, JPG, DOC, DOCX, PPT, PPTX, MSG, EML, BMP, and GIF files. The maximum file size per upload is 50 MB. And the maximum total file size per upload is 300 MB. And you can only upload six files at a time.

1. In the grid, select the asset.

2. Click the Upload button on the top right: .

3. Drag the file to upload or click Browse Files and select the file(s) on your computer.

4. Click Open.

5. Click Upload. A message displays: "Upload Successful."

6. In the grid, the asset displays an attachment button: .

7. Click the attachment button to open the attachment in the Document Viewer.

8. You can also download attachments.

On some data collection pages, you can download attachments for an asset. For example, you can download an image of a well core.

1. In the grid, select an asset that displays an attachment button: .

2. Click the Download button on the top right: .

3. Select the file(s) to download.

4. Click the Download button . Access Unify | Energy downloads the file to your local Downloads folder.

On the Seismic Surveys page, you can add and download a geospatial coordinates .json file for a survey.

1. Click the Actions menu to the right of the survey and click Update Coordinates.

2. Drag or browse to upload the geospatial coordinates .json file for the survey.

3. The grid displays an icon to indicate a survey has coordinates. To display the survey coordinates, click the Show On Map button.

4. To download a geospatial coordinates .json file for a survey, click the Actions menu to the right of the survey, and then click Download Coordinates.

On some data collection pages, you can export the results in the grid to a .CSV file. For example, on the Well data collection page, you can filter the grid for a specific Country, and then generate a report of wells for that country.

1. Click the Export Results button on the bottom left: .

2. You can export All Results in the grid, Selected Results in the grid, or Filtered Results in the grid (if you've applied filters to the grid).

3. Click CSV. Access Unify | Energy downloads the file to your local Downloads folder.

You can manage and review retention for physical records in a Bulk Box data collection. This information helps your organization track retention decisions, assign records for review, and maintain supporting governance information.

1. To apply retention, open the Bulk Box data collection.

2. Locate and open the bulk box you want to update.

3. Select a Retention Status.

4. If the record requires further assessment, assign it to the appropriate reviewer. They will be sent an email notification.

5. Enter any review notes or supporting retention information.

6. Enter the litigation hold and destroy date information, if applicable.

7. Save your changes.

Retention information displays on the Bulk Box data collection page:

Retention information also displays in Bulk Box record details:

Access Unify | Energy maintains an audit history of retention decisions and changes. You can use this history to review activity and track how a record progressed through the retention review process.