Use your collection

Scan this help page to find information on the many ways you can use your collection:

Add data

Adding new records
Use the program's data-entry screen to add new data records to your collection.

Importing data from a CSV file
Bulk load data records into your collection from a comma-separated-values (CSV) file.

Importing data from an Excel spreadsheet
Bulk load data records into your collection from an Excel spreadsheet
Edit (and delete) data

Editing records
Use the program's data-entry screen to edit data records.

Deleting records
To delete a single record, pick Edit > Delete Record(s) from the menu. The currently selected record will be deleted (after confirmation).

Delete multiple records all at once ...

Reverting to an earlier state
Undo changes made through adding, editing or deleting records, by reverting your collection to an earlier state.
View your collection

The List tab
View your collection as a list of records.

The Image Gallery tab
View your collection as a grid of images.

The Item Details tab
View the details for a single item in your collection.

Field Profiles
Simplify switching among different views of your data by creating field profiles. A field profile defines a particular set of fields in a defined order.

Display a collection summary
Choose File > Summary from Recollector's menu to display a short summary of information about your collection. The summary identifies the name and the location of the collection file, the name of the Image Directory, the date the collection was last updated, and information on the currently chosen subset, if subsetting is currently in effect. In addition, if you have any fields whose data-type is currency, the summary will show the sum of currency values for those fields.

Note: When computing the sums for currency value fields, Recollector looks to see whether you have a number-type field whose name is Quantity* (exactly as shown here, with a capital Q and an asterisk character at the end). If such a field is found, then the value in that field is multiplied by the currency-field value when computing sums. This allows you to use a single record to record multiple copies of an item in your collection: As you change the value in the Quantity* field, Recollector will adjust the currency-value totals to reflect the number of copies you have of that particular item. If there is no Quantity* field defined, or the value in that field is empty, a quantity value of 1 is assumed.

View an example of the summary window ...
Sort, search and subset

Change the sort order of the records in your collection.

Find records that contain a particular value.

Create subsets of your collection: A subset consists of all records that meet a defined set of conditions.
Print, report and export

Print from the List tab, the Item Details tab, or print Item Details for all records.

Generate a compactly formatted printed report from your collection.

Export data from your collection, for import into another application, such as a spreadsheet program.

Exporting as a web site
Generate a web site from your collection. Recollector will generate a set of HTML files, one per record, along with an Index page. The full set of generated files, uploaded to a web server, creates a web site documenting your collection.

Exporting for download to the Recollector App
Transfer your collection to an iPhone, iPod touch, iPad or to an Android smartphone or tablet. These mobile devices can run the free Recollector App, a mobile companion to Recollector, that lets you take your collection with you on a mobile device.

Creating a collection template
Share your collection design with fellow collectors. A template is a fully functional collection, but with no data records. You can create a template from your collection and share it with other Recollector users.
Security: Backup, restore and copy; passwords and encryption

Back up a copy of your collection to another location on your hard disk or to a removable device.

Restore or Copy
Use a backed up copy of your collection to restore the collection to an earlier state, or to generate a copy of the original collection (perhaps on a different computer).

Passwords and encryption
Collections can be protected using a password. A password-protected collection is written to file with encryption, so that others cannot see your collection data (should your computer, with its data files, be lost or stolen).

Managing collections with multiple users
Collections are usually personal, with just one person managing the collection. But sometimes a small group is responsible for managing a collection, and more than one user will be making changes to the collection. To prevent collisions between multiple users trying to change the collection at the same time, Recollector offers a "managed access" facility that coordinates multi-user access to the collection.