Tips and Tricks




    |   Art Collection Management Software for Mac, Windows, and iOS

Inserting Videos Into My Art Collection 3.0-Tip #6

You can store videos in the program under the Documents page.   Advanced and Pro Versions ONLY


Step 1. Click to import.


Step 2. Choose Other when asked for file type. 


Step 3. Insert a movie file. 


Step 4. To view the video click the file to export it. To automatically open it after export, check that option and it will open ready to view. 







Inserting From Index Tip #5

There is a little known feature in My Art Collection that can be very handy called Insert from Index. What's its good for is that you can paste text you have already written in any field just by clicking a few buttons. 


Put your courser in any text field and press the Command key + i at once. 




Doing this will bring up a View Index field and all text you entered in that field for all records will be displayed. Next choose your text and press the paste button and that text will be entered. 





Colorizing Your Line Items in My Art Collection 3.0-Tip #4



My Art Collection will colorize line items in your Art List based on their status. Red means that the item's status is set as sold, Green Means the item's status is set to On Loan, Orange means it is set to Stored and Black means the item's status is set to displayed. This is handy for being able to tell at a glance the status of each line item in your collection when scrolling.  



Since that feature was in introduced in My Art Collection 2.0 we have received requests to also allow for the turning on or off of that feature.  Now in 3.0 you can do just that. To turn this feature on or off , click the Settings button.



Once in the General Setting control panel, toggle the feature on or off as you wish. 


Transferring Your Data in My Art Collection 3.0-Tip #3

One of the most commonly asked questions we get in support is from customers who bought a new computer or want to share their collection with an other My Art Collection user and need to transfer their collection.  With My Art Collection you can easily import data from a collection file. Here is how that is done. 

On the computer that has the most recent collection.

1. Open My Art Collection 3.0
2. Go to File/Save a Copy as and save a copy of the MyArt.fmp12 data file to your hard drive or flash drive.



3. Move the file to the computer you wish it share the collection with. 
4. Launch My Art Collection 3.0 on the other computer.
5. Go To File/Import form My Art Collection 2.0/3.0


6.Click 3.0


7. Click replace Records if you'd like to replace the existing collection or add records if you'd like to add records to your collection.




Your data will be imported. 

Search Like A Pro in My Art Collection 3.0-Tip #2

Now that you have your collection organized, you are going to want to find what you want when you want it.  Performing searches in My Art Collection is probably the most used feature of all and luckily for you it is also easy as well as powerful. 

Here are three of the most common ways to search like a pro:

1. Quick Find

Sometimes you just need a quick and dirty search. Not too complicated, and to the point. If that is your desire then the Quick Search is the first arrow in your search quiver. So if you need a one word search and you don't know the exact field you want to find it in this is a great start as it will search all fields at once and give you back results.

Pros:  It is easy.  Great for general searches to try and locate an item.

Cons: Could take a while if you have a lot of records. It casts a big net and looks at every field at once. So if you are looking for a keyword that is generic and that could be found in any field, you could end up with a list of records that is more then you need. 




2. Individual Field Find



If you want something specific and you know how to get it then the field search is for you. Accessed by putting your curser in the any searchable field of choice and then right clicking (Windows) or Control + Clicking (Mac.)  The field search is a powerful and easy way to Find Matching/ Constraining items or for Extending the found set. 



Pros: Fast, easy and very accurate. Great for searching for a specific group of records for a report.


Cons: You have to know what field you want to search in. 




3. Custom Find

If you want something REALLY specific like all Acrylic Paintings from Ted Ellis created in 2014 then the Custom Find is for you. It is the most powerful way to find a specific item in your collection. You can be very specific about what you want to search for.  


It is accessed by View/Find Mode or clicking the Find Button.





Once in Find Mode you can create a new find with one search request like the field find with multiple fields at once... 



Pros: Extremely powerful and very detailed. Great for searching for a specific record or group of records with multiple criteria.  Endless ways to customize the search.


Cons: You have to know what field or fields you want to search in. 


You can even save common finds for making your reoccurring searches quick in the future.  





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Syncing Multiple Records in My Art Collection 3.0 Tip #1


Do you have multiple records by the same artist and want to make a change to the address of the artist all at once? If so use the new "Sync Artist Data" button on the Artist Screen.


To do that:

1. Go to the Art Detail Screen.
2. Go to the Artist screen.
4. Click on the ""Sync Artist Data" button then click on the "Sync Artist Data Now" button and your records will all be synced.




NOTE:  If the record you are on has an artist with multiple art records in your collection the "Sync Artist Data" button will appear. If there is only one record associated with that artist no button will display.


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