Changes

== Using Folders, TagsCollections, CollectionsCategories, and Categories Tags ==We are frequently get asked about the difference between these and how they should be used. There is lots of flexibility in how Folders, Tags, Collections, and Categories can be used. There is no right or wrong way to use them. The , but the following outlines how we think about using them and things to consider when using each. CatalogIt allows users to organize their collections in many different ways. While you are able to be very specific with your cataloging through the use of authoritative classifications, we recognize that you may organize your collections in ways that are specific to you, and with the “Collection” and “Category” fields, you are able to do just that.

* Organization Folders are any assembly of Entries you wish to group together into the "thumbnail grid" format. They are immediately accessible groups of Entries- right from your Main Menu. Items in a Folder do not need to be of the same classification. The Folder can be specific, for instance, "Paiute Twined Baskets" or general, such as "Things in Grandma's Hutch." Entries can be moved from one Folder to another and Navigation* Web publishing* May be easily deleted can exist in as many Folders as needed* Use folders . Folders are also the level at which you'll be publishing to the web when you are ready for that, so if you think you'd want to publish a group of items by a particular artist to assign the web as a project group, you'll want to keep them in a specific staff member or volunteer* Exhibition/Loan Management* Create folders for researchersFolder.

Folders are great for workflow-type projects- if you think you'll be generating reports or working with a group of items Entries over time (creating an exhibit, loan, etc.) it can be handy to keep them organized in a Folder. Folders are also the level at which you'll be publishing to the web when you are ready for that, so if you think If you'd want anticipate needing to publish create multiple or regular reports on a group of items by a particular artist to the web as a group, you'll want to keep placing them in a Folder. Entries can exist in as many Folders as you need them to. Folders are immediately accessible groups of Entries- right from your Main Menumakes that process easier.

The “Collection” Profile, which is available in CatalogIt Museum and Organization accounts, is a repeating field that allows you to break up separate your own collection overall collections into distinct groups that you create and assign. The Collection Profile enables you to easily associate a group of Entries by that term. For example, you may have a named collection within your permanent collection collections called “Jane Smith Craft and Decorative Art Collection.” This These same item items may also be in your overall “Craft and Decorative Art Collection” and Collection.” CatalogIt allows you to include associate an entry with multiple collections to ensure you are identifying your collections as specifically as required. The Collection Profile is a user-defined field. Users can create as many Collection Profiles as needed to ensure their collections Your named Collections are organized and categorized in ways that are of most use to them. A "Collection" Profile is a handy way to relate a group of items together - and any Entry can be part of multiple Collections. You can relate items easily searchable by the artist into a collection, then if/when you need to, search for that Collection and add the items to a Folderspecific term.

* Named collections eg: , such as, "The Danielson Basket Collection" or the "Rodriguez Family Collection"* General collections used by a specific institution eg: “Crafts and Decorative Art Collection” or Collection,” “Egyptian Textile Collection,” or "Education Collection."

The “Category” Profile field, included in all account types, enables you to classify your collection into hierarchical categories and subcategories that you define. This is a An example of how the hierarchical field that allows you Category profile might be used would be to create categories and related subcategories. For example, if you are a collector Category of vintage household goods (like vintage crockery), you are able to create a category called “Household Goods” and "Paintings" with a subcategory of “Kitchenware”Portraits, and a second subcategory subcategories of “dinner service” for cataloging your vintage soup tureenPortraits such as Couples, Women, Men, Children, etc. The Category Profile is a user-defined field. Users You can create as many hierarchical Category Profiles to as deep of levels as needed you need to ensure their your collections are organized and categorized in ways that are of most use to themyou. Your named Categories are easily searchable at any level of your hierarchy.

The "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 can be used thought of as a method to "post-it" notes which you can attach objects to subjects your Entries- they are particularly handy for quick task assignments. Some useful tags might be, "Needs more photos" or types used "Needs 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 that institution eg: “housewares” “vintage kitchenware” “Modern Furniture”the specific tag name.