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.

Folders 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.) it can be handy to keep them organized in a Folder. If you anticipate needing to create multiple or regular reports on a group of items, placing them in a Folder makes that process easier.  Folders can easily be deleted when the grouping is no longer needed. Some common uses for Folders include: * Combine quotes Web publishing - Entries organized into distinct themes* Grouping Entries to assign a project to a specific staff member or volunteer* Exhibition/Loan Management* Grouping a set of Entries together for a researcher === 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 Entries by that term. For example, you may have a named collection within your permanent collections called “Jane Smith Craft and 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. Examples:* Named collections, such as, "The Danielson Basket Collection" or the + symbol. A search for “blue jar”+tin will result "Rodriguez Family Collection"* General collections used by a specific institution eg: “Crafts and Decorative Art Collection,” “Egyptian Textile Collection,” or "Education Collection" === Category Profile ===The “Category” Profile field, included in entries all account types, enables you to classify your collection into hierarchical categories and subcategories that include both you define. An example of how the exact phrase “blue jar” hierarchical Category profile might be used would be to create a Category of "Paintings" with a subcategory of Portraits, and subcategories of Portraits such as well Couples, Women, Men, Children, etc. You can create hierarchical Category Profiles to as deep of levels as you need to ensure your collections are organized and categorized in ways that are of most use to you. Your named Categories are easily searchable at any level of your hierarchy. Learn more about creating and using the word “tinCategory Profile [https://support.catalogit.app/index.php/CatalogIt_Quick_Tips#Using_the_Hierarchical_Category_Profile here]. === 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 task assignments.” Some useful tags might be, "Needs more photos" or "Needs dimensions." You’ll find They exist in the blue glass jar with a tin lidupper 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 specific tag name.

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.

Once you've created them here they will be available to you when you are creating or editing an Entry[[File:Create-tag.mp4|600px]]

This soundless video demonstrates == 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's how:* From your Main Menu, select "Profiles"* Using either the process "Frequently Used" icons or the search bar, navigate to the particular type of creating Profile (Person, Location, etc.)* Select the specific Profile record you are looking for* Click on the three dots in the upper right (the Actions Menu) and using a Tag:select Usage Report

[[File:Create a TagFrom there, you can select the specific fields you'd like to appear on your report.mp4|600px|Create and Use A Tag]]

[[File:Editing -a Profile-profile.movmp4|600px|Editing a Profile record]]

== Changing a Person Profile to a Business an Organization Profile and Vice Versa ==You may find that a Business an Organization Profile was incorrectly created as a Person or vice versa. It is easy to fix that! Here's how:

* Search for "Person or BusinessOrganization" (this is a special type of Profile that is essentially like the "parent" Profile of the Person and Business 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."