Documents and history

Attaching documents to an item

Every item has a Document Library. Add files from the Documents section of the item form, or with Add on the item page. Any file type works: PDFs, images, scans, spreadsheets, text.

Each document has:

• A title, which you can rename.
• A type: Receipt, Certificate, Appraisal, Catalogue, Agreement, Video or Other. The item page groups them as Invoices, Valuations, Certificates and Other.
• Notes.

Tap a document to preview it without leaving the app. Swipe or right-click to Delete it.

Documents also link to the records they support. A valuation can point at the appraisal, a loan at its agreement, and a provenance entry at a bill of sale.

Files imported from a folder are typed from their names: receipt, invoice and tax become Receipts; cert and authentic become Certificates; apprais and valuation become Appraisals; catalogue becomes Catalogue; agreement, loan, provenance and contract become Agreements. See Importing.

Where documents are stored

Documents live in your iCloud Drive alongside the catalogue, so they reach every device that syncs. A device downloads a document the first time you open it. Settings ▸ Sync ▸ Download Everything fetches every image and document ahead of time. See iCloud sync.

Documents in reports

The Collection Report can list each item's documents, and the For Sale extract can append them. See Reports.

Auditing documents

On the Mac, Actions ▸ Audit Documents… checks every document link, reports files that are missing or empty, and refreshes the recorded file sizes. It can also look for files in the previous app's folders and offer to bring them across, with a confirmation at each step.

Repair Broken File Links on the same menu re-points documents and images whose files have moved.

Change history

Every item keeps a history of what changed and when. Open it with History on the item page.

Entries are grouped by kind, each with an icon:

Kind	Examples
Created	The item was added
Edited	Details changed, with the fields named
Deleted	The item was removed. The entry survives the item
Status	For sale, sold, reserved
Document	A document was added, renamed or removed
Provenance	An entry was added or changed
Valuation	A valuation was recorded
Image	An image was added, replaced or removed

The history is a readable timeline rather than a record of every keystroke. A run of quick edits in a short period collapses into one entry.

The Change Log report prints the whole library's history as a PDF. See Reports.