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Featured Shared Catalog
Entering Collection Information
How to create collections and items in NeoCollect, including importing item information from an Excel spreadsheet.
Welcome to NeoCollect.
As you saw in the Overview
video, NeoCollect is the new way for collectors of fine and decorative
arts, antiques and other valuable collectibles to manage and showcase
their collections, to connect with other serious collectors and to share
To get started using NeoCollect,
you first create a new collection, provide whatever description you
would like, and decide whether to keep the default Private setting,
so only you will be able to view it, or mark it Public for others to
To add an item to this collection,
click on the Add an Item button, begin by entering basic item information
such as the title and upload the representative images and other
Again, decide whether to keep
the default Private setting, so that only you will be able to view this
item, even within a publicly viewable collection, or mark the item Public
for others to appreciate.
If you set up more than one
collection, or sub-collections within your overall collection, an item
can be included in more than one collection, such as this Tiffany medal
that is also a school award medal, this item will then be displayed
in both collections.
Each item can be assigned a
status such as currently owned, previously owned, owned but available
for sale or trade, and you can even include rare items that you do not
own but would like to acquire.
By linking this collection
to a NeoCollect community, such as Medal Collectors, you can include
your wanted and for sale items in a classified listing section of NeoCollect
for others to browse, to help you build and refine your collection.
You can then enter the physical
details such as the item’s composition, dimensions and weight, the
condition and history of prior ownership, detailed descriptions, information
about the various artists and others who created the item, and the private
information for only your use.
Many of these NeoCollect input
fields contain handy drop-down menus where you can choose from among
a limited number of repeated used descriptive terms, while others allow
you to enter whatever numbers or text makes sense.
Some fields are set up to for
rich text, allowing you to type the text in various formats and include
links to other items in your collection and even other relevant internet
You can then save the item
to your NeoCollect collection and add another, or save it and go back
to the item listing, or all the way back to the collection to see how
the item looks in its new NeoCollect setting.
If you made a mistake or later
decide to enter additional information, you can always go back to view
what you entered any change anything, or fill in new fields.
If you need to track information
that doesn’t fit into any of the pre-defined fields, you can create
a custom item type. To access this feature, click on Settings
and then Customized Item Types.
If you currently keep an inventory
of your collection in another program such as Microsoft Excel, you can
upload a spreadsheet file. Just click on “import items into
this collection from a spreadsheet” and you’ll be prompted to choose
a file to upload, then click the Upload and Review button. You
simply indicate which columns correspond to which NeoCollect input fields,
and un-check any rows you do not want to import. Then, click the
Import Items button. The entire set of information is automatically
moved to the correct fields.
NeoCollect is also set up to
let you export your collection and item data into XML computer code
in the VRA Core 4.0 standard, a format developed by the Visual Resources
Association. Some of the most advanced museums and archives use
this format to exchange computerized collection information.
Your NeoCollect collections
and items are organized in a tree hierarchy, much like the file system
on your computer’s hard drive.
You can set up and reorganize
your collection however you like, moving sub-collections and items around
in the hierarchy. When viewing one of your own collections, you
can use the handy green arrows to change the order of items.
Once you have entered several
items into NeoCollect, you can arrange selected items in a slide show
or shared catalogue.
You can also invite others
to collaborate with you in creating a catalogue, each contributing items
and information which can be shared more broadly on NeoCollect and eventually
published in physical book form.
This NeoCollect pilot website
is currently set up for medals only, but we will soon be adding templates
for tokens, ancient coins, and eventually for a broad spectrum of fine
art, antiques and other valuable collectibles.
You’re now ready to start
using NeoCollect to manage and showcase your collection, connect with
other serious collectors and share your expertise.
Please e-mail or call us if
you need help or more information.