Changes

Below are some helpful tips to execute more precise searches in See the CatalogIt. Soon CatalogIt will support “structured search” which will allow much greater precision in querying your collectionsBasics section for the type of search desired* [[CatalogIt_Basics#Full-- in the interim these tips should provide a good boost.text_Searching|Full Text Searching]]* [[CatalogIt_Basics#Structured_Searching|Structured Searching]]

* Use quotes around a string of words to find Entries that include that exact string. If you are looking for that blue glass jar== Using Folders, Collections, for exampleCategories, type and Tags ==We are frequently asked about the phrase enclosed difference between these and how they should be used. There is lots of flexibility in quoteshow Folders, like thisCollections, Categories, “blue glass” and your results will only include items that have the exact phrase “blue glass.” You Tags can be as specific as you wish, for example, “blue glass jar" and if that exact phrase used. There is used in an Entryno right or wrong way to use them, it will appear in but the search resultsfollowing outlines how we think about using them and things to consider when using each.

* Use === Folders ===Folders are any assembly of Entries you wish to group together into the + symbol between words "thumbnail grid" format. They are immediately accessible groups of Entries- right from your Main Menu. Items in a Folder do not need to find 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 that include all of those wordscan be moved from one Folder to another and can exist in as many Folders as needed. If Folders are also the level at which you type in blue+glass, your results will only include 'll be publishing to the entries web when you are ready for that include , so if you think you'd want to publish a group of items by a particular artist to the word blue AND the word glass. You can string together several words this way web as a group, you'll want to narrow keep them in a searchFolder.

* Combine quotes and the + symbolFolders are great for workflow-type projects- if you think you'll be generating reports or working with a group of Entries over time (creating an exhibit, loan, etc. A search for “blue jar”+tin will result ) it can be handy to keep them organized in entries that include both the exact phrase “blue jar” as well as the word “tina Folder.” You’ll find the blue glass jar with If you anticipate needing to create multiple or regular reports on a group of items, placing them in a tin lidFolder makes that process easier.

== Creating Tags ==Tags are a special class of Profile that Folders can easily be thought of as "post-it" notes which you can attach to your Entries. Some useful tags might be, "Needs more photos" or "Needs dimensionsdeleted when the grouping is no longer needed."

To create your Tags, follow these stepsSome common uses for Folders include:* from the Main Menu (the three horizontal bars in the upper left) select "Profiles"* select the "Tags" icon* click on the + button in the upper right to create your Tags.

Once you've created them here they will be available * Web publishing - Entries organized into distinct themes* Grouping Entries to you when you are creating assign a project to a specific staff member or editing an Entry.volunteer* Exhibition/Loan Management* Grouping a set of Entries together for a researcher

This video demonstrates the process === Collection Profile ===The “Collection” Profile, which is available in CatalogIt Museum and Organization accounts, is a repeating field that allows you to separate your overall collections into distinct groups that you create and assign. The Collection Profile enables you to easily associate a group of creating Entries by that term. For example, you may have a named collection within your permanent collections called “Jane Smith Craft and using a Tag:Decorative Art Collection.” These same items may also be in your overall “Craft and Decorative Art Collection.” CatalogIt allows you to associate an entry with multiple collections to ensure you are identifying your collections as specifically as required. Your named Collections are easily searchable by that specific term.

[[FileExamples:Create * Named collections, such as, "The Danielson Basket Collection" or the "Rodriguez Family Collection"* General collections used by a Tag.mp4|600px|Create specific institution eg: “Crafts and Use A Tag]]Decorative Art Collection,” “Egyptian Textile Collection,” or "Education Collection"

== De-duplicating and Consolidating Profiles = Category Profile ===It is very common The “Category” Profile field, included in all account types, enables you to have multiple Profiles (iclassify your collection into hierarchical categories and subcategories that you define.e Person or Place) that represent An example of how the same entity but have different spellings and need hierarchical Category profile might be used would be to be consolidated into create a Category of "Paintings" with a single representationsubcategory of Portraits, and subcategories of Portraits such as Couples, Women, Men, Children, etc. The "Replace" feature is designed You can create hierarchical Category Profiles to as deep of levels as you need to de-duplicate ensure your collections are organized and consolidate multiple Profiles into a single Profilecategorized in ways that are of most use to you. Your named Categories are easily searchable at any level of your hierarchy.

From Learn more about creating and using the appropriate Category Profile list page[https:* click and view the Profile you want to eliminate* select ''Replace'' from the "Actions" menu* find and select the replacement Profile and click Replace* edit and delete the unwanted Profile//support.catalogit.app/index.php/CatalogIt_Quick_Tips#Using_the_Hierarchical_Category_Profile here].

Here's === Tags ===Tags are a special class of Profile that can be thought of as "post-it" notes which you can attach to your Entries- they are particularly handy for quick video that shows task assignments. Some useful tags might be, "Needs more photos" or "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 the entire process:specific tag name.

[[File:== Creating Tags ==Tags are a special class of Profile Replacethat can be thought of as "post-it" notes which you can attach to your Entries.mp4|600px|Replacing Profiles]] Some useful tags might be, "Needs more photos" or "Needs dimensions."

== Changing a Person Profile to To create a Business Profile and Vice Versa ==You may find that a Business Profile was incorrectly created as a Person Tag while editing or vice versa. It is easy to fix that! Here's howcreating an Entry, follow these steps:* Click click on your Main Menu and navigate to Profilesthe "tags..." icon in the upper right corner* click the + button in the Edit Tags popup screen* Search for "Person or Business" (this is give your Tag a special type of Profile that is essentially like the "parent" of Person name and Business Profiles)if you wish, a description[[File:Pers or bus profile.png|thumb|left]]* click Create

== 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 the parent Profile of the Person and Organization Profiles)  * From within "Person or BusinessOrganization" you can search for any Person or Business Organization Profile- search for the Profile you'd like to change

* 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

Here's a quick , soundless video- take a look!

Here's a quick , soundless video showing how to create hierarchical places- take a look!

CatalogIt Personal Accounts include up to three users; Museum, Organization , and Conservator Accounts include five 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, whether you would like them to have Owner, Read-Write, or Read-Only capabilities.

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.

* Click on Name "Account Profile" under Account Settings* Change Enter the name and click you would like your account to have in the Account Name field* Click "Save."