Changes

== How to use "Collection" and "Category" Full-text Searching ==CatalogIt allows users to organize their collections From the search bar in many different waysAll Entries or in any Folder you can perform either a full-text search or a structured search. While you are able to be very specific with your cataloging through See the use next topic for a discussion 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.Structured Search

The “'''Collection'''” fieldWhen performing full-text searches, which is available in CatalogIt Museum and Organization accounts, is a repeating field that allows you can also add some structure 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 Collectionthe query.” 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 Here are identifying your collections as specifically as required. some helpful tips for executing more complex full-text searches:

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 * Spaces are treated as an "and related subcategories. For example" function, so if you are a collector of vintage household goods (like vintage crockery)search for Margaret Jones, 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'll get all results that include both Margaret AND Jones.

These * Use the vertical bar symbol, |, between words as an OR function, for example, if you are searching for everything that includes either a dog or a horse, your search would be dog | horse. * Use quotes around a string 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 quotes, like this, “blue glass” and your results will only include items that have the exact phrase “blue glass.” You can be as specific as you wish, for example, “blue glass jar" and if that exact phrase is used in an Entry, it will appear in the search results. * Use 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 search. * Combine quotes and the + symbol. A search for “blue jar”+tin will result in entries that include both userthe 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 -defined fieldswood 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." == Structured Searching == To perform a structured search, click on the "+" symbol on the right side of the search bar, and begin compiling your search criteria. Clicking "Advanced" after selecting the first level of search enables you to add more criteria to your search. === Concepts ======= Simple ====A simple structured search expression consists of three parts:* Property* Operator* Value (optional) Executing a simple structured search will find all Entries that match the search criteria expressed via the property/operator/value combination. Different property types use different sets of operators (i.e. string vs. number) and most operators require a value (the "Missing" or "Has" operators do not require a value). ==== Compound (Advanced) ====Compounds searches are simple searches that are joined by AND and OR logic to express more detailed and precise searches. Users You can create make compound searches as many profiles arbitrarily complex as needed required but use caution when doing so because it quickly gets confusing and complicated. “All must match” is the label used for AND. “At least one must match” is the label used for OR. Click the “Advanced…” button on the Search Builder popup after you've entered your first level of searching to ensure their collections are organized open the compound search builder and categorized create compound searches. === Searching by Classification === You can search on Classification in two ways : * equals (i.e. exact)* is-kind-ofClassifications in CatalogIt are hierarchical and form a tree. For example, many classifications are descendants of Object/Artifact and therefore are a “kind-of” Object/Artifact, such as Basket, Furniture, Firearm. The Art classification and its descendants are another robust hierarchy: Art, Painting, Work on Paper, Drawing, etc. ==== Equals ==== Searching using equals (=) will only match Entries that are classified as the exact Classification specified. For example, searching on Art will only find Entries classified as Art and will not match any descendant classes (i.e. sub-classes) like Painting or Work On Paper ==== Is Kind Of ====The “Is Kind Of” operator will find all Entries that match the specified classification or one of its descendant classes (i.e. sub-classes). If you “Is Kind Of” search on Art it will find anything classified as Art, Painting, Work On Paper, Drawing, Sculpture, etc. === Searching Locations ===Locations are repeating, hierarchical fields and have the concept of current (or most recent). The Location field maintains a history of the different places an object has been and the dates. If more than one Location exists, the “current” Location is the one with the most recent date. When displayed, Locations are sorted by date so the current Location will always appear first. Locations are also hierarchical and searching will semantically honor the hierarchy. For example, if an Entry is located in “Shelf #1” and “Shelf #1” is located in “East Gallery”, then searching on either “Shelf #1” or “East Gallery” will find the Entry. You can search locations in two ways: * current ("is currently in")* equals (“has even been in”) ==== Currently In ====Use the “currently equals” operator to find all Entries that are currently in the specified location either directly or via a direct or indirect parent relationship (i.e. hierarchically) ==== Has Been In ====Use the “equals” operator to find anything that has ever been in the location — i.e. it has a location in its history that matches the specified location. === Has or Missing Value ===With structured search, you can easily find all Entries that are missing a value for a specific property.  ==== Missing ====For example, let’s say it’s important that all Entries have a “Date Made.” To find all properties that don’t have a “Date Made” use the “Missing” operator. ==== Has ====In contrast, to find all Entries that have a “Date Made” use the “Has” operator. If having a value for a property is only important for specific kinds of classifications then create a compound (Advanced…) search and include the Classification in the expression. === No Media ===To find all Entries that are missing some kind of media attached (i.e. have no image, PDF, etc) then search on “Media Count = 0”. The “Media Count” property is near the bottom of the list below the update/create properties. === Not in Folder ===To find all Entries that have not been assigned to thema Folder (i.e. are only in All Entries) then search on “Folder Count = 0”. The “Folder Count” property is near the bottom of the Property list below the update/create properties.

With CatalogIt multiple users can view and edit the same account at the same time to collaborate on the Entries and Profiles. You An Account Owner can add and remove users and control the level of access each user has.

To add users to your account, an Account Owner just needs to send an email to [[support@catalogit.app]] with the email address of each person they'd like to add. We will add them as "read-only" users, and the Owner can then log in, go to Settings, then UersUsers, and change the level of access by clicking on the edit pencil next to the user. The access levels currently available are:

* Admin: Can do everything an Owner can do but cannot request that we add or remove collaboratorsusers, cannot change user access levels, and cannot manage the account's subscription.

* Docent: Can view all records but cannot edit or delete them. Can download images and other attached files. *Read-Only: Can view all records but cannot edit or delete them. Cannot download images or other media files, and cannot generate reports.