228
edits
Changes
Jump to navigation
Jump to search
no edit summary
* Use the * symbol as a "wild card" suffix. A search of harris* will result in entries that include the name Harris, as well as Harrisville, Harrison, Harrisburg, etc., any other words that start with "Harris."
== Using Folders, Tags, Collections, and Categories ==
We 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 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.
=== Folders ===
* Organization and Navigation
* Web publishing
* May be easily deleted as needed
* Use folders to assign a project to a specific staff member or volunteer
* Exhibition/Loan Management
* Create folders for researchers
Folders are great for workflow-type projects- if you think you'll be generating reports or working with a group of items 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 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. Entries can exist in as many Folders as you need them to. Folders are immediately accessible groups of Entries- right from your Main Menu.
=== Tags ===
* Post-It notes
* Process management
* Workflow
Tags can be created and deleted as needed.
=== Collection Profile ===
The “Collection” field, which is available in CatalogIt Museum and Organization accounts, is a repeating field that allows you to break up your own collection into distinct groups that you create and assign. For example, you may have a named collection within your permanent collection called “Jane Smith Craft and Decorative Art Collection.” This same item may also be in your overall “Craft and Decorative Art Collection” and CatalogIt allows you to include 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 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 by the artist into a collection, then if/when you need to, search for that Collection and add the items to a Folder.
Examples:
* Named collections eg: The Daniel Peter Basket Collection
* General collections used by a specific institution eg: “Crafts and Decorative Art Collection” or “Egyptian Textile Collection”
=== Category Profile ===
The “Category” field, included in all account types, enables you to classify your collection into categories and subcategories that you define. This is a hierarchical field that allows you to create categories and related subcategories. For example, if you are a collector of vintage household goods (like vintage crockery), you are able to create a category called “Household Goods” and a subcategory of “Kitchenware”, and a second subcategory of “dinner service” for cataloging your vintage soup tureen. The Category Profile is a user-defined field. Users can create as many Category Profiles as needed to ensure their collections are organized and categorized in ways that are of most use to them.
The "Category" Profile can be used as a method to attach objects to subjects or types used by that institution eg: “housewares” “vintage kitchenware” “Modern Furniture”.
== Creating Tags ==
