Changes

Throughout the CatalogIt screens are special descriptive fields called Profiles. Profiles allow you to capture and maintain standardized and reusable information- a controlled vocabulary- about a wide variety of things such as a person, place, material, or technique. Once you’ve created a Profile, for example, of a person or a company that made an item in your collection, that profile is available to you to use again anywhere in your account. Profiles additionally also add depth and detail to your entries- they relate entries to one another by these things that they have in common. A Profile can even relate to another profile, such as a person that is related to another person, or people to a particular place. As you are creating or editing an Entry, the Profile fields are easy to identify, as they always have an ellipsis after the name, such as, "Artist...," "Material...," or "Color..."

As you create more Entries , you may wish to organize them into groups based on the type of item, workflow, locations, exhibits, etc. In CatalogIt, these organizational devices are called Folders and are displayed in the “Thumbnail Screen” described below. An You can place an Entry can be placed in multiple Folders and make edits made to an Entry it from within any Folder will apply , saving these changes to the Entry in every Folder location.

'''Folder:''' any assembly of Entries you wish to group together. 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.". Items can be moved from one Folder to another, and can exist in as many Folders as you need them to be in. Folders are also the level of publishing to web.

[[File:Video-Help.svg|20px|frameless|link=How-To Videos#Creating_your_First_Entry_in_CatalogIt]] Watch our "[[How-To Videos#Creating_your_First_Entry_in_CatalogIt|How to Create an Entry]]" video

* Next, choose a photo. You can use a photo you’ve already taken or if you're using a smartphone or tablet with a camera feature, you can take a new photo. Note that you can also create your Entry with a pdf, Microsoft Word or Excel file or with no image at all (you can always add images later).

* Continue to edit the Entry and proceed through the data entry fields as far as you want. Aside from the photo and the name/title, all information is optional so only enter as much additional information as you wish.

* When you are done, click “CREATE” in the upper right corner.

* You will return to the thumbnail view, with your new Entry displayed.

* If you don’t have a photo available or time to take a photo you can create a “New Blank Entry” directly from the Actions Menu. This allows you to begin a new Entry without a photo- you can always add photos later.

[[File:Video-Help.svg|20px|frameless|link=How-To Videos#Editing_an_Entry]] Watch our "[[How-To_Videos#Editing_an_Entry|How to Edit an Entry]]" video

* Click on the Entry from your thumbnail screen to view the Entry.

* Click on the pencil icon in the upper right corner to enter “edit” mode

[[File:Edit entryEntry.png|frameless]] * Scroll through the available fields and enter the data you wish. When you are finished, click “SAVE” in the upper right corner. == How to use "Collection" and "Category" ==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. 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 “'''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.  These are both user-defined fields. Users can create as many profiles as needed to ensure their collections are organized and categorized in ways that are of most use to them.

[[File:Video-Help.svg|20px|frameless|link=How-To Videos#Photo_Editing_in_CatalogIt]] Watch our "[[How-To_Videos#Photo_Editing_in_CatalogIt|Photo Editing in CatalogIt]]" video === To add a new photo: === * Click on the Entry from your thumbnail screen to view the Entry.

* Click on the Entry from your thumbnail screen to view camera icon in the Entrylower right corner. You can select a pdf file, a photo or even multiple photos you’ve already taken, or if you're using a smartphone or tablet with a camera feature you can take a new photo.

Click on the pencil icon in the upper right corner to enter “edit” mode[[File:Add Photo.png|frameless]]

Click on * If are taking a photo with your smartphone or tablet, you will be given the camera icon in option to use the lower right corner. You can select a pdf file, a photo you took or even multiple photos to retake it. Once you’ve already selected or takena photo, or if you're using may add a smartphone title to the photo in the field above the photo and/or tablet with a camera feature you can take a new photodescription in the field below it, for example, “Top View” or “Artist’s Signature.”

Add photo.pngIf are taking a photo with your smartphone or tablet, you will be given the option * You can then continue to use edit the photo you took Entry or to retake it. Once you’ve selected or taken a photo, you may add a title to the photo in the field above the photo and/or a description click “SAVE” in the field below it, for example, “Top View” or “Artist’s Signatureupper right corner.”

You can then continue to edit the === To move photos and pdf files in an Entry or click “SAVE” in the upper right corner.: ===

To move photos and pdf files in an * Click on the Entry:from your thumbnail screen to view the Entry.

* Click on the Entry from your thumbnail screen pencil icon in the upper right corner to view the Entryenter “edit” mode.

Click * Scroll down to the photo or pdf you wish to move and click on the pencil icon in the upper right corner to enter “edit” modeimage. This will open a blue bar with icons representing your action options.

Scroll down to the photo or pdf you wish to move and click on the image. This will open a blue bar with icons representing your action options[[File:Move Photos.png|frameless]]

=== To delete a photo or pdf in an Entry:=== * Click on the Entry from your thumbnail screen to view the Entry.

* Click on the Entry from your thumbnail screen pencil icon in the upper right corner to view the Entryenter “edit” mode.

Click * Scroll down to the photo or pdf you wish to delete and click on the pencil icon in the upper right corner image to enter “edit” modeselect it for further action. This will open a blue bar with icons representing your action options.

Scroll down to the photo or pdf you wish to delete and click on the image to select it for further action. This will open a blue bar with icons representing your action options[[File:Delete Photo.png|frameless]]

* Click on the Entry from your thumbnail screen to view the Entry.

* Click on the pencil icon in the upper right corner to enter “edit” mode.

* Click on the trash can icon in the lower left corner. You will be asked if you are sure you wish to delete the Entry- note that once it is deleted, it cannot be retrieved. If you wish to delete it, click “DELETE”.

[[File:Delete entryEntry.png|frameless]]

A Folder is any assembly of entries you wish to group together. Items in a Folder do not need to be of the same classification. A Folder can be specific, for instance, "Paiute Twined Baskets" or general, such as "Things in Grandma's Hutch," or they can relate to processes, such as “To be Cataloged.” Entries can be in multiple Folders at the same time. Publishing to the web in CatalogIt is also by Folder, so keep in mind things you may want to eventually display as groups and create Folders for them. === To create a new Folder: === * Click on the Main Menu in the upper left corner of the thumbnail screen. * Choose “New Folder…”. * Enter a name for your new Folder. * Add an optional description for your Folder. If you are publishing to the Web, this description will appear on the website. * “Leaderboard Visible” is turned on by default. The Leaderboard keeps a count and a sum of the value of the Entries in your Folder in the lower left corner of your thumbnail screen. You can turn On or Off either of these two Leaderboard variables by checking or unchecking the box beside the variable name, or you can hide the Leaderboard entirely by clicking on the toggle switch next to the “Leaderboard Visible” label. * When you are finished, click “Create” in the upper right corner. === To add Entries to a Folder: ===

To create a new * Select an Entry that you'd like to add to the Folder:

* Click on the Main Menu Edit pencil in the upper left right corner of the thumbnail screen.to enter Edit mode

Enter a name for * Select the Folder(s) you'd like your new FolderEntry to appear in.

Add an optional description for your Folder. If you are publishing to * Click Save in the Web, this description will appear on the websiteupper right corner.

“Leaderboard Visible” is turned on by default. The == Hide or Show the Leaderboard keeps a (which presents count and a sum of the /or value of ) on the Thumbnail Screen ==* From your All Entries in your (or any other Folder in ), click on the lower left corner of your thumbnail screen. You can turn On or Off either of these two items Leaderboard variables by checking or unchecking the box beside the variable name"Actions Menu", or you can hide the Leaderboard entirely by clicking on three dots in the toggle switch next to the “Leaderboard Visible” labelupper right corner.

When * Select "Edit Folder"The lower part of this screen includes the items that can be shown or hidden on the "Leaderboard", that blue bar. You can make the whole Leaderboard hidden by clicking on the blue dot or you are finished, click “Create” in can show or hide the upper right cornerCount and/or Value.

* Click on the Main Menu in the upper left corner of the thumbnail screen.

* Choose "Settings."

* Next, select "Default Settings."

* Choose your new default settings. Your currency will automatically display based on your selection and new dimensions and weights you enter will default to your selected setting. Units of measurement or currencies you’ve already entered will not change and going forward, you have the freedom to enter measurement data in units other than your default settings. CatalogIt will also automatically honor your local settings, so dates will display in the format customary for your country.

== Email, Password, Account Name and Other Settings ==

* Click on the Main Menu in the upper left corner of the thumbnail screen. * Choose “Settings.” * Choose the Setting you would like to change and follow the prompts on the next screen. == Creating a Subscription ==If you've exceeded 50 Entries, it's time to subscribe! To subscribe, you'll need to be at your computer (this is one function in CatalogIt that isn't available from a mobile device). Follow these steps: * Log in from your desktop or laptop computer. * Click on the Main Menu in the upper left corner of the thumbnail screen. * Choose "Settings" * Choose "Subscription" == Adding Collaborators (Users) to your Account ==With CatalogIt multiple users can view and edit the same account at the same time to collaborate on the Entries and Profiles. You 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 Collaborators, and change the level of access by clicking on the edit pencil next to the user. The access levels currently available are: * Owner: Can do everything. Can manage account-level settings: subscription, default settings, and name, and can request that we add or remove users. * Admin: Can do everything an Owner can do but cannot request that we add or remove collaborators, cannot manage subscription. * Read-Write: Can add/update/delete single Entries. Can add, update, delete, and replace Profiles. For bulk operations, can add only, cannot update (i.e. replace or delete). Cannot manage account-level settings or web publishing settings.

Choose “Settings* Editor: Can create and edit Entries and Profiles but cannot delete them. For Bulk operations, can add only, cannot update (i.e. cannot replace or delete existing data). Cannot publish new or existing Entries to the web (i.e. cannot make a non-shared Entry public, cannot create a new Entry in a published Folder, cannot move an existing Entry into a published Folder).”

Choose the Setting you would like to change and follow the prompts on the next screen*Read-Only: Can view all records but cannot edit or delete them. Cannot download images or other media files, cannot generate reports.

* Click on the Main Menu in the upper left corner of the thumbnail screen.

* Choose “Help” and select the topic you need assistance with.

If you don’t see the topic you need help with, please feel free to email your question to contact us at support@[https://www.catalogit.app/support CatalogIt Support]