Changes

From See the CatalogIt Basics section for the type of search bar in All Entries or in any Folder you can perform either a fulldesired* [[CatalogIt_Basics#Full-text search or a structured search.text_Searching|Full Text Searching]]* [[CatalogIt_Basics#Structured_Searching|Structured Searching]]

To perform a structured search== Using Folders, click on Collections, Categories, and Tags ==We are frequently asked about the "+" symbol on the right side difference between these and how they should be used. There is lots of the search barflexibility in how Folders, Collections, Categories, and begin compiling your search criteriaTags can be used. Clicking "Advanced" after selecting There is no right or wrong way to use them, but the first level of search enables you to add more criteria following outlines how we think about using them and things to your searchconsider when using each.

When performing full=== Folders ===Folders are any assembly of Entries you wish to group together into the "thumbnail grid" format. They are immediately accessible groups of Entries-text searchesright from your Main Menu. Items in a Folder do not need to be of the same classification. The Folder can be specific, you for instance, "Paiute Twined Baskets" or general, such as "Things in Grandma's Hutch." Entries can be moved from one Folder to another and can exist in as many Folders as needed. Folders are also add some structure the level at which you'll be publishing to the query. Here web when you are some helpful tips ready for executing more complex full-text searches:that, so if you think you'd want to publish a group of items by a particular artist to the web as a group, you'll want to keep them in a Folder.

* Use quotes around Folders are great for workflow-type projects- if you think you'll be generating reports or working with a string group 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 quotesover time (creating an exhibit, like thisloan, “blue glass” and your results will only include items that have the exact phrase “blue glassetc.” You ) it can be as specific as handy to keep them organized in a Folder. If you wishanticipate needing to create multiple or regular reports on a group of items, for example, “blue glass jar" and if placing them in a Folder makes that exact phrase is used in an Entry, it will appear in the search resultsprocess easier.

* Use Folders can easily be deleted when 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 searchgrouping is no longer needed.

* Combine quotes and the + symbol. A search Some common uses for “blue jar”+tin will result in entries that Folders 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 Web publishing -wood would result in all of your Entries that did not include the word "wood."organized into distinct themes* 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." == Using Folders, Tags, Collections, and Categories ==We frequently get asked about the difference between these and how they should be used. There is lots of flexibility in how Folders, Tags, Collections, and Categories can be used. There is no right or wrong way to use them. The following outlines how we think about using them and things to consider when using each. 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. === Folders ===* Organization and Navigation* Web publishing* May be easily deleted as needed* Use folders Grouping Entries to assign a project to a specific staff member or volunteer

* Create folders for researchers Folders are great for workflow-type projects- if you think you'll be generating reports or working with Grouping a group set of items over time (creating an exhibit, loan, etc.) it can be handy to keep them organized in a Folder. Folders are also the level at which you'll be publishing to the web when you are ready Entries together for that, so if you think you'd want to publish a group of items by a particular artist to the web as a group, you'll want to keep them in a Folder. Entries can exist in as many Folders as you need them to. Folders are immediately accessible groups of Entries- right from your Main Menu. === Tags === * Post-It notes* Process management* Workflow Tags can be created and deleted as needed.researcher

The “Collection” Profile, which is available in CatalogIt Museum and Organization accounts, is a repeating field that allows you to break up separate your own collection 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 collection collections called “Jane Smith Craft and Decorative Art Collection.” This These same item items may also be in your overall “Craft and Decorative Art Collection” and Collection.” CatalogIt allows you to include associate an entry with multiple collections to ensure you are identifying your collections as specifically as required. The Collection Profile is a user-defined field. Users can create as many Collection Profiles as needed to ensure their collections Your named Collections are organized and categorized in ways that are of most use to them. A "Collection" Profile is a handy way to relate a group of items together - and any Entry can be part of multiple Collections. You can relate items easily searchable by the artist into a collection, then if/when you need to, search for that Collection and add the items to a Folderspecific term.

* Named collections eg: , such as, "The Danielson Basket Collection" or the "Rodriguez Family Collection"* General collections used by a specific institution eg: “Crafts and Decorative Art Collection” or Collection,” “Egyptian Textile Collection,” or "Education Collection."

The “Category” Profile field, included in all account types, enables you to classify your collection into hierarchical categories and subcategories that you define. This is a An example of how the hierarchical field that allows you Category profile might be used would be to create categories and related subcategories. For example, if you are a collector Category of vintage household goods (like vintage crockery), you are able to create a category called “Household Goods” and "Paintings" with a subcategory of “Kitchenware”Portraits, and a second subcategory subcategories of “dinner service” for cataloging your vintage soup tureenPortraits such as Couples, Women, Men, Children, etc. The Category Profile is a user-defined field. Users You can create as many hierarchical Category Profiles to as needed deep of levels as you need to ensure their your collections are organized and categorized in ways that are of most use to themyou. Your named Categories are easily searchable at any level of your hierarchy. Learn more about creating and using the Category Profile [https://support.catalogit.app/index.php/CatalogIt_Quick_Tips#Using_the_Hierarchical_Category_Profile here].

The "Category" === Tags ===Tags are a special class of Profile that can be used thought of as a method to "post-it" notes which you can attach objects to subjects your Entries- they are particularly handy for quick task assignments. Some useful tags might be, "Needs more photos" or types used "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 that institution eg: “housewares” “vintage kitchenware” “Modern Furniture”the specific tag name.

* Search for "Person or Organization" (this is a special type of Profile that is essentially like the "parent" Profile of the Person and Organization Profiles)