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From See the CatalogIt Basics section for the type of search bar in All Entries or in any Folder you can perform either a fulldesired* [[CatalogIt_Basics#Full-text search or a structured search.text_Searching|Full Text Searching]]* [[CatalogIt_Basics#Structured_Searching|Structured Searching]]
To perform a structured search== Using Folders, click on Collections, Categories, and Tags ==We are frequently asked about the "+" symbol on the right side difference between these and how they should be used. There is lots of the search barflexibility in how Folders, Collections, Categories, and begin compiling your search criteriaTags can be used. Clicking "Advanced" after selecting There is no right or wrong way to use them, but the first level of search enables you to add more criteria following outlines how we think about using them and things to your searchconsider when using each.
When performing full=== Folders ===Folders are any assembly of Entries you wish to group together into the "thumbnail grid" format. They are immediately accessible groups of Entries-text searchesright from your Main Menu. Items in a Folder do not need to be of the same classification. The Folder can be specific, you for instance, "Paiute Twined Baskets" or general, such as "Things in Grandma's Hutch." Entries can be moved from one Folder to another and can exist in as many Folders as needed. Folders are also add some structure the level at which you'll be publishing to the query. Here web when you are some helpful tips ready for executing more complex full-text searches:that, so if you think you'd want to publish a group of items by a particular artist to the web as a group, you'll want to keep them in a Folder.
* Use quotes around Folders are great for workflow-type projects- if you think you'll be generating reports or working with a string group of words to find Entries that include that exact string. If you are looking for that blue glass jar, for example, type the phrase enclosed in quotesover time (creating an exhibit, like thisloan, “blue glass” and your results will only include items that have the exact phrase “blue glassetc.” You ) it can be as specific as handy to keep them organized in a Folder. If you wishanticipate needing to create multiple or regular reports on a group of items, for example, “blue glass jar" and if placing them in a Folder makes that exact phrase is used in an Entry, it will appear in the search resultsprocess easier.
* Use Folders can easily be deleted when the + symbol between words to find Entries that include all of those words. If you type in blue+glass, your results will only include the entries that include the word blue AND the word glass. You can string together several words this way to narrow a searchgrouping is no longer needed.
* Combine quotes and the + symbol. A search Some common uses for “blue jar”+tin will result in entries that Folders include both the exact phrase “blue jar” as well as the word “tin.” You’ll find the blue glass jar with a tin lid.:
* Use the + === Collection Profile ===The “Collection” Profile, which is available in CatalogIt Museum and Organization accounts, is a repeating field that allows you to separate your overall collections into distinct groups that you create and - symbols togetherassign. A search The Collection Profile enables you to easily associate a group of basket + -willow will result Entries by that term. For example, you may have a named collection within your permanent collections called “Jane Smith Craft and Decorative Art Collection.” These same items may also be in all of your baskets overall “Craft and Decorative Art Collection.” CatalogIt allows you to associate an entry with multiple collections to ensure you are identifying your collections as specifically as required. Your named Collections are easily searchable by that did not include the specific term "willow."
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== Using the Search Function ==
* Use the Web publishing - symbol Entries organized into distinct themes* Grouping Entries to assign a project to exclude terms. A search within your "All Entries" of -wood would result in all a specific staff member or volunteer* Exhibition/Loan Management* Grouping a set of your Entries that did not include the word "wood."together for a researcher
Examples:* Use Named collections, such as, "The Danielson Basket Collection" or the "Rodriguez Family Collection"* symbol as General collections used by a specific institution eg: “Crafts and Decorative Art Collection,” “Egyptian Textile Collection,” or "wild cardEducation Collection" suffix === Category Profile ===The “Category” Profile field, included in all account types, enables you to classify your collection into hierarchical categories and subcategories that you define. A search An example of harris* will result in entries that include how the name Harrishierarchical Category profile might be used would be to create a Category of "Paintings" with a subcategory of Portraits, and subcategories of Portraits such as well as HarrisvilleCouples, Women, HarrisonMen, HarrisburgChildren, etc., You can create hierarchical Category Profiles to as deep of levels as you need to ensure your collections are organized and categorized in ways that are of most use to you. Your named Categories are easily searchable at any other words level of your hierarchy. Learn more about creating and using the Category Profile [https://support.catalogit.app/index.php/CatalogIt_Quick_Tips#Using_the_Hierarchical_Category_Profile here]. === Tags ===Tags are a special class of Profile that start with can be thought of as "post-it" notes which you can attach to your Entries- they are particularly handy for quick task assignments. Some useful tags might be, "Needs more photos" or "HarrisNeeds dimensions." They exist in the upper right corner of your Entries, so they are "outside" of the rest of the data pertaining to the Entry. Tags are easily searchable by the specific tag name.
== Creating Tags ==
You may find that an Organization Profile was incorrectly created as a Person or vice versa. It is easy to fix that! Here's how:
* Click on your Main Menu and navigate to Profiles
* Search for "Person or Organization" (this is a special type of Profile that is essentially like the "parent" Profile of the Person and Organization Profiles)
* From within "Person or Organization" you can search for any Person or Organization Profile- search for the Profile you'd like to change
* Select the Profile and click the Edit pencil
[[File:Subscription-add-users.mp4|Adding Users to your Subscription|600px]]
== Reducing or Compressing the Size of a PDF File ==
Sometimes a report generated from CatalogIt that includes images which is then printed to PDF results in a very large file- these can be difficult to email or otherwise share. Adobe Acrobat offers a free, easy-to-use tool for compressing large files [https://www.adobe.com/acrobat/online/compress-pdf.html here on their website].
== Process Templates ==
