In this step you provide the details and data for your first item.
Tip: It probably helps to think of this step as a first draft, rather than the final, polished text of a book. Once your first item is saved, you can add, delete and change the details later. Most collectors start simply, or use our "off the shelf” template to get going. So don’t worry about trying to get it “perfect”!
There are 4 parts - Core Fields (required), Custom Fields (optional), Description (optional) and Object Status (optional). Apart from the Core Fields, everything else is optional, and you can skip if you want.
This is how the page first appears when you begin:
The first three Core Fields are required, and must be completed.
3.1 Object Title
This is the title for this item, and will appear in large type at the top of the page of the completed item.
3.2 Object Type
In a simple word or two, what is this object? This field is used to help other users find relevant items, so use simple search terms.
This may partly duplicate the Object Title, or be quite different, it doesn't matter
Example: Keep it simple; Vase, Corkscrew, Cigarette Card, Chair etc
3.3 Object ID
Every item in your collection requires a unique reference number. In a museum, this is often called the Accession Number. It can be numeric, or a combination of letters, dots and numbers. If you have previously catalogued your collection – perhaps on a spreadsheet or a database, you may have worked out a reference numbering system that uniquely identifies each item. If so, use it here.
On the other hand, if you have never catalogued your collection before, it is unlikely you have ever thought about this. Don't worry. Just click the box Generate an Object ID for me, and we'll do it for you – with 0001 of course!
Designing a good numbering system is worth a bit of thought. You can find more help in "Designing an Object ID numbering system" here (link needed)
Core Fields - Here is a completed example:
If you wanted, you can now click the Preview Item button at the bottom of the page to see your finished item. But to add details and further information about this item, continue here.
Custom Fields are optional. If you don't want any Custom Fields, skip to Description.
Here's where you put classification categories such as "Manufacturer", "Size", "Country of Origin" and “Date”. If you imagine cataloguing your collection using an Excel spreadsheet, these are the headers you would use at the top of each column.
These Custom Fields will appear for every item, and become your standard template.
Don’t worry about getting it perfect first time. We guarantee you will think up better ideas later - we all do! It is easy to edit your template later. The important thing now is just to get started, so you can see what it looks like.
3.4 Select a Pre-built Template
To get started, select a pre-built template from the list:.
These pre-built templates are intended to give you a starting point with ideas, which you can then edit as you wish:
- Click on the dropdown list button to view different templates.
- Choose one that is a good starting point.
3.5 Create your Custom Template Fields
Once you have selected one of the pre-built templates as your starting point:
- Edit it to exactly how you want - change field labels, change field types, and set formats. Add extra fields if you want more categories, and delete them if you have too many.
- If you want to start again, click Clear.
You can have as many custom fields as you want. A simple structure might have one or two, and an advanced structure fifteen. As mentioned earlier, the aim is not to be perfect first time, but to just get started - You can add more fields later, so start simply.
Tip: Every collection is different, and you will certainly think up more categories later. There are hundreds of possible Custom Field Names, but here are examples other collectors have used:
Manufacturer, Condition, Value, Period, Country of Origin, Dimensions, Rarity rating, Reference Book Details, Card Number, Pottery, Designer, Team, Brand, Markings, Price guide, Location, Player Name, Catalog Number, Provenance, Related Links, Glaze Type, City, Scale, Boxed, Material used, Colour, Era, Artist, Maker and Grading!
For each Custom Field, the three step procedure is the same:
- Field Label - give the field a name
- Field Type - select a field type
- Field Format - add any formatting details
3.5.1 Field Label
Edit, or type in a field label - eg "Condition", "Manufacturer", "Date", "Size", "Country" etc
3.5.2 Field Type
Select a Field Type from the list (or leave it on Text, the default). There are 7 field types. Each has a different purpose, and useful in different ways. Text is the default selection, and the best all-purpose field. It is likely that most of your fields will be Text.
Here is a brief description of each field type:
Input any alphanumeric data (text and numbers) you want. A good general purpose field.
Drop Down List
Creates a list of terms that can be used, and you select from the list.
Only accepts numbers, and means you can find and sort data by a number range.
Only accepts dates, and means you can find and sort data by a date range.
For rating on eg a scale of 1 to 7. You can sort by highest to lowest rating.
Do not use
Map (Google Maps)
Links to Google Maps, and displays a small map in a rectangular box.
Allows you to create clickable hyperlinks to cross reference internally to other items in your collection and link to external websites and URLs
Click on the detailed Help Page here (add link) to see more details about each field type.
3.5.3 Field Format
If you selected a Number, Date, or Ratings field type in Step 2, you can provide more details about how you would like your data formatted. To do this, click on the blue Format button that appears next to the Field Type.
A dialog box will open, enabling you to add more formatting details:
There are two other Custom Settings for every field.
3.6 Field Privacy Setting
Public Field - all visitors can see this data
Private Field - this data is hidden. You are the only person who can see this data.
- Usually, a field is public. You would change the setting to Private for data such as value, or where it is stored.
- To change the setting, click on the icon, and it will toggle Public / Private
- You can only see private data when you are logged in.
- In Private mode, the text will change to red
3.7 Search Filter Setting
This is an advanced setting. We recommend you leave this on the Default setting for the moment. You can always edit your template later if you want to.
Search Filter On - this field will appear as a searchable field on The Collection page
Search Filter Off - this field will not appear as a searchable field on The Collection page
This Setting is explained in more detail here (add link)
This is an example of a completed Custom Template:
3.8 Add Custom Data Values
Now you have created your Custom Template, click on the second tab Add Data Values to add the data for your first item. You can toggle backwards and forwards between the two tabs as you wish.
Each of the 7 field types allows for a different type of data entry. Follow the prompts for each box to add your data. You can leave any field blank if there is no data for this first item.
Here is an example:
If you have now finished adding your data, you can now click the Preview Item button at the bottom of the page to see your finished item. But to optionally add a description, continue here.
Add a Description
This section is optional. If you don't want a Description, skip to the next section.
- Use this field to describe anything not already covered by the custom fields. Typically, this might be a more extended or detailed notes that only apply to this item.
- This is a Rich Text Format box - You can format the text, add headings and links
- You can copy and paste text from elsewhere, then format it here.
Example of completed Description field:
Object Status & Privacy
This area is optional, and set to recommended defaults. We suggest you do not make changes unless you are confident you know what you are doing. You can always edit this item's details later.
Object Privacy - you can hide items, so they are only visible to you, the collection owner.
Highlights Tour - you can showcase your best items by adding them to your "Highlights Tour".
Object Status - "Have" is the only option at this point. You can set other options later.
This Setting is explained in more detail here (add link)
When finished, click Preview Item >
Start Your Collection - Step 4 - Preview & Save your first item