== Searching for Entries Using the Search Function ==
Below are some helpful tips to execute more precise searches in CatalogIt. Soon CatalogIt will support “structured search” which will allow much greater precision in querying your collections-- in the interim these tips should provide a good boost.
* Combine quotes and the + symbol. A search for “blue jar”+tin will result in entries that 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 - symbol to exclude terms. A search within your "All Entries" of -wood would result in all of your Entries that did not include the word "wood."
* Use the + and - symbols together. A search of basket + -willow will result in all of your baskets that did not include the term "willow."
* 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."
== Creating Tags ==
Tags are a special class of Profile that can be thought of as "post-it" notes which you can attach to your Entries. Some useful tags might be, "Needs more photos" or "Needs dimensions."
To create your Tagsa Tag while editing or creating an Entry, follow these steps:* from click on the Main Menu (the three horizontal bars "tags..." icon in the upper left) select "Profiles"* select the "Tags" iconright corner* click on the + button in the upper right Edit Tags popup screen* give your Tag a name and if you wish, a description* click Create Once you've created your Tags they will be available to create you when you are creating or editing your TagsEntries. This soundless video demonstrates the process of creating a Tag. [[File:Create-tag. mp4|600px]]
Once you== Creating a Report from Profiles ==Generating reports from your Profiles, such as a list of all of your records related to a particular Person or a Location, can be very handy. It is easy to do. Here've created them here they will be available s how:* From your Main Menu, select "Profiles"* Using either the "Frequently Used" icons or the search bar, navigate to you when the particular type of Profile (Person, Location, etc.)* Select the specific Profile record you are creating or editing an Entry.looking for* Click on the three dots in the upper right (the Actions Menu) and select Usage Report
This video demonstrates From there, you can select the process of creating and using a Tag:specific fields you'd like to appear on your report.
== Editing a Profile==You may find that a Profile you've used has a typo or that you'd like to add additional information to it. It is easy to edit a Profile. Here's how:* From the Main Menu, select "Profiles"* Using either the "Frequently Used" icons or the search bar, navigate to the type of Profile you'd like to edit (a Person, Place, etc.)* Search for the record you'd like to edit and select it* Click the edit pencil in the upper right corner and make any changes you'd like* Click "Save" Here's a quick video that shows the entire process (note: this video does not have sound): [[File:Create Editing-a Tag-profile.mp4|600px|Create and Use A TagEditing a Profile record]]
== De-duplicating and Consolidating Profiles ==
* edit and delete the unwanted Profile
Here's a quick , soundless video that shows the entire process:
[[File:Profile Replace.mp4|600px|Replacing Profiles]]
== Changing a Person Profile to an Organization Profile and Vice Versa ==
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" of 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
* At the top of the Edit page you'll see a drop-down menu- click on it and you'll see that you can change the type
* Be sure to click "Save" in the upper right corner when you are done
Here's a brief video showing the process (Note- this video has no sound):
[[File:Change-person-to-business.mp4|600px|Change a Person Profile to a Business Profile]]
== Downloading your Original Image ==
* Click the "Download" icon in the upper left corner
Here's a quick , soundless video- take a look!
[[File:Download Image.mp4|600px|Download an Image]]
== Using the Hierarchical Category Profile ==
You can use the Category profile to create your own, customized hierarchical categories within your collections. Here's how:
* While editing or creating an Entry, at the "Category..." property, click the "+" button at the right
* Give your new Category a name, and if you wish, a description and even "also known as"
* Attach it as a "Subcategory of..." a "parent" Category you'd previously created, or create the new Parent category
* Click "Create" in the upper right-hand corner.
Here's a short video demonstrating the process- take a look!
{{#evt:
service=youtube
|id=https://youtu.be/gRG-yRyyTpQ
}}
== Creating Hierarchical Places ==
* Click "Create" in the upper right-hand corner.
Here's a quick , soundless video showing how to create hierarchical places- take a look!
[[File:Hierarchical Places.mp4|600px]]
This generates a new Entry that is nearly identical to the first one- you’ll need to give the new Entry a name and add its own images and condition assessment. If your account has auto-numbering enabled (either Accession numbering and/or Entry/Object ID numbering), CatalogIt will auto-assign the next number for this new Entry.
== Adding Users to your Account ==
CatalogIt Personal Accounts include up to three users; Museum, Organization, and Conservator Accounts include eight users. To add users up to the amount included in your Account, simply send an email to support@catalogit.app and let us know the email addresses of the users you'd like to add, and for each of them, the access level you'd like them to have (you can see descriptions of the levels available [[CatalogIt_Basics#Adding_Collaborators_.28Users.29_to_your_Account|here]]).
If you have already subscribed and would like to add users, here's how:
* Log in to your CatalogIt account from a computer (this function is not available on mobile)
* Click on the Main Menu (the three bars in the upper left)
* Scroll down to "Settings"
* Select "Subscription"
* Select "Add Subscription" (you are adding a subscription for your additional users)
* Check "Additional Users"
* Add the number of additional users you would like. Here you can select whether you'd like to pay for them monthly or annually.
* Click Next and complete the credit card information.
Once you've finished, send an email to support@catalogit.app and let us know the email addresses of the users you'd like to add, and for each of them, whether you would like them to have Owner, Read-Write, or Read-Only capabilities.
Here's a brief video showing how to add users (beyond the users included) to your existing subscription.
[[File:Subscription-add-users.mp4|Adding Users to your Subscription|600px]]
== Process Templates ==
[[:Media:Sample_Gift_Agreement.doc|Download Sample Gift Agreement]]
== Changing the name of your Account ==
CatalogIt defaults to naming an account with the email address of the user that created it. Giving your Account an "official" name is important if you want to invite others to collaborate in it, so they aren't accessing an account named with your email address. Additionally, if you will be publishing your account to the Web via the CatalogIt HUB, your Account name will be the title of your HUB page. The Account Owner (the person who created the Account) has the ability to change the name. Here's how:
* Log in to your account
* Click on the Main Menu (the three bars in the upper left)
* Scroll down to "Settings"
* Click on Name under Account Settings
* Change the name and click "Save."
Note: changing the Account Name won't affect your login credentials.