Items

An item is one thing in your catalogue. The app names it after the collection type: an artwork, a vintage, a volume, a set, a watch. This page uses "item" for all of them.

Adding an item

Press + in a collection, use ⌘N on the Mac, or choose the New item action in the command palette. The form is titled after the type, for example New Artwork.

The form has these parts, from the top:

• Media. Drop images onto the form, or use Photos & Video, Files or, on iPhone and iPad, Camera. Each image gets a tile with a remove control. Videos show their length.
• Smart fill, when the type has one. Books offer Scan and Look Up for the ISBN. Vehicles look up a plate or VIN. LEGO looks up a set number or box barcode. Wine, Trading Cards and Art read a photographed label. On the Mac, Scan with… offers Continue on iPhone, Choose a Photo on This Mac… or Use This Mac's Camera. See Capture and scanning.
• Maker. Type a name and pick from the suggestions, or enter a new one. A new name creates a maker on save. After you save, a Same maker chip lets the next item reuse it.
• Identity fields. The type's own first-screen fields: title, production date, medium, edition and so on. See Collection types for each type's list.
• Collection, which collection the item goes into.
• Status: In Collection, For Sale or Sold. For Sale reveals an Asking price. Sold opens the Sale section.
• Acquisition: Method (Acquired, Gifted, Inherited, Commissioned, Found), the source such as Gallery / Seller, Acquisition date and Acquisition Price with a currency.
• Sale, for a sold item: Sale date, Buyer and Sale price.
• Quantity, for Wine & Spirits, Home & Contents and Stamps.
• Documents: Add Document attaches receipts, certificates and other files. See Documents and history.
• Specifications: the type's second-screen fields, collapsed by default.
• Insurance: the Insurance value. If you have used an insurance policy in a report, its summary shows here too.
• Location & Condition: a storage location and a condition of Not assessed, Excellent, Good, Fair or Poor. See Storage locations.
• Notes.

Press Save, or Save & Add Another to keep the form open for the next item. Cancelling asks whether to discard.

Entering values

• Money. Type the amount however you like: $1,200, 1 200,50, NZD 950, 950. Pick the currency from the menu beside it. A value with no digits is refused with Enter an amount.
• Dimensions. Height, width and depth with a unit of cm, mm or in.
• Edition. Choose Unique or Edition. Edition reveals the number and the size.
• Dates. Optional dates start as an Add button; press it for a date picker and use the clear control to remove the date again.

Drafts

A photo captured from the Camera tab or the Mac menu bar without details becomes a Draft. Whenever drafts exist, the New Item form shows a Drafts button with the count. Pick one and its photo lands in the form; fill in the rest and save. Drafts are also listed by Tidy Library.

The item page

Open an item to see everything about it. Press Edit to change fields in place and Done to finish. The page shows:

• The image gallery. Tap an image for the full-screen viewer with pinch to zoom and a page counter; Share sends the image out. Reorder images, set the primary image, Crop and, on iPhone and iPad, Annotate with a pen.
• Details: maker, nationality, medium, production date, dimensions, framed, edition, acquisition date, source and price, location, insurance value and collection. Watches and jewellery add Serial Number and Calibre. Books add Publisher, ISBN, Binding, Signed and publication date. Vehicles add VIN, Licence Plate, Odometer, WOF Expires and a reminder switch.
• Provenance, the ownership timeline, with Manage. See Values, condition and provenance.
• Service History on a vehicle, with Manage.
• Condition and Price History with Add Valuation.
• Active Loan or Loans, with Record Loan and Manage. See Loans.
• Document Library with Add and Manage.
• Notes.

The toolbar offers Print, Documents, History, Share, QR Code, a 3D Model menu, a Tags & AR menu and More. See below for what each does.

Videos

Attach a video from the Media section. Grid Preview Clip trims a short segment that loops on the item's card in the grid; the full video still plays from the item. Video Thumbnail picks the frame used as the video's poster. Settings ▸ General ▸ Video Size Limit caps how large a clip the app will accept.

3D models

The 3D Model menu offers Preview 3D, Share 3D, Import USDZ… and Remove 3D. On an iPhone or iPad with LiDAR, Scan in 3D… captures the object with the camera and builds a model. The preview on iPhone includes a button to view the model in your own space.

Tags, QR and AR

The Tags & AR menu offers QR Code, which shows a code that opens this item and prints a single label; NFC Tag on iPhone, with Write Tag and Read Tag; and Place on Wall on iPhone and iPad, which places the item on a real wall through the camera at true size. See Capture and scanning.

History

History lists every change to the item: edits, status changes, provenance, valuations, documents and images, each with a date. Deleting an item is logged too, so the history survives the item. See Documents and history.

Merging duplicate items

If the same item was entered twice, open the one you want to keep and choose Merge Another Record… from the More menu.

1. Pick the record to fold in. Items that look like duplicates are flagged Possible Duplicate.
2. The Differences screen shows every field where the two disagree, side by side, with a Recommended pick. Use Recommended for All takes every suggestion.
3. Under Images and Documents, untick anything you do not want to keep. Excluded images are removed permanently.
4. Press Merge into the keeper.

Valuations, condition reports, provenance, exhibitions, loans, tags and collection memberships from both records are combined automatically.

Deleting an item

Delete on the item page asks for confirmation. Deleting removes the item and unlinks its files. Tidy Library and every bulk delete take a backup snapshot first, and Backups can roll the library back.