The following is an ongoing piece of work based on the help overview supplied with the application software. We tend to take the view that once you have help on your machine it will very quickly become stale.

Putting it online enables us to update it at any time to add or amend as necessary.

Getting Started

Welcome to Collect-IT, the collection controller. You’ll find this page online at www.collect-it.biz but if you need it again then just press <Ctrl>H from any of the tree or property views.

To get you started we provide a few collection samples and templates. To have a look at these, select the File / Open menu option, drill-down into either the samples or templates, and pick one of the collections. At this stage it doesn’t really matter which one. The samples contain more information, whereas the templates will give you some idea as to how you can configure the software to your own collecting requirements. 

We suggest you have a play with one of the collections provided. However, so that you don’t do anything disastrous to it, make sure you save it straight-away into another name before you make any changes (File / Save Collection As).

In general, the menu options are replicated as toolbar button functions as well for ease of access. 

Mouse and Keyboard options can be found by clicking the keyboard button found at the bottom right-hand corner.

The application contains a number of tabs and views. These are outlined below, but in general, trees (at the left) show things, and the details of those things are shown in the property view (at the right).

My Collection Tab

Displays a split view of issues (at the top) and the items belonging to those issues (at the bottom) … i.e. the things you actually collect. Selecting an issue (i.e. clicking on it) in the tree will display those items you have in your collection which match that issue in the items tree below. You can expand each tree element to show as much, or as little information is you want. Double-clicking on one of the properties (the lowest level of the tree) will let you edit the details.

Selecting a tree element will display a set of properties in the right-hand property view. You can edit from either view.

Explorer Tab

Displays a number of tree views containing all the possible elements available to your collection, such as Types, Grades and Descriptors (which are just a customisable Type).

Selecting a tree element will display a set of properties in the right-hand property view. You can edit from either view.

Selecting the higher levels of the trees will display the general properties, such as captions associated with any element. Change these in the property view to configure your collection. There are no real limitations on configurability, including languages if you want.

The Explorer has two sub-tabs: Tools and Output

Tools Tab

Gives you a number of tools and allows you to create different views. Views are created via the Views drop-down button. These are a set of pre-defined functions that check (put a tick next to it) things which fall into that view. For example, selecting the Wants List view will check all those Issues that you need to complete your collection.

Once you’ve got a set of things “checked” in the Explorer tree you can generate different kinds of output by using the Output Tab.

Output Tab

By specifying which things to use, the level of detail required, the destination of the output and whether to include documents and/or images, you can create many different representations of your collection for all sorts of purposes.

Preferences

There are a number of preferences that affect the way the application looks and works. You can find these on the Preferences button within the Explorer / Tools tab.

OK, that’s it …

Application Name

The application name. This is not editable.

Application Version

The application version. This is not editable.

Auto Load Most Recent

If you only have one collection you can save time by setting it load automatically each time you start the application.

Auto Tidy Trees

Keep the tree views tidy by automatically collapsing trees you are no longer looking at.

Broken Link Foreground Colour

Change the foreground colour of elements with broken links. In theory a broken link should not be possible but we take the view that as soon as you say it can’t happen … it does.

Catalogue Reference

A catalogue reference up to a maximum of 50 characters.

Catalogue Revaluation Amount

As time goes by you will find that the price you have to pay for new and old issues changes. This has the effect of (hopefully) increasing your collection value, but also in the amount you will have to pay to complete or expand it. If you want to reflect this change in your collection you have two choices:

1)                   Amend the Catalogue Value of each issue 

2)                   Revalue some or all of your collection by applying a percentage increase to each issue

Option 1 is a manual process to be used when price changes do not follow any particular pattern.

Option 2 is an automated process to be used when a global increase/decrease of a percentage rate is more appropriate.

If you take option 2 then the calculated revaluation amount is stored in this field.

Catalogue Revaluation Date

If you have re-valued some or all of your issues by applying a percentage increase to selected elements, then the date that you did it is stored in this field.

Catalogue Template

The template used when generating a full catalogue list to Microsoft Word. This contains the basic heading and font descriptions.

Catalogue Value

The price you would expect to pay for an example of this issue.

Check Links on Open

When collections are opened there is normally a certain amount of validation goes on to check the integrity of the collection. For most collections the overhead in doing this is negligible and you would not notice it. However, for very large collections (20,000 + elements) this can increase the time it takes to open them considerably. If you are experiencing long open times then turn this option off.

The benefit of turning it on is that you will receive automatic warnings of anomalies when a collection opens. Turning it off means you will have to run the checks manually.

Childless Issues Foreground Colour

You can change the foreground colour of issues which have no child items to make them more, or less, apparent.

Collection

Describes the things you collect. You can give your collection a name and description, and even attach an image to it.

• Create collections for virtually anything
• Configure the language and terms used to describe your collection
• Structure collections to match reality (e.g. Albums, shoeboxes, etc)
• Create Wants Lists
• Create catalogues
• Estimate your collection value
• Revalue your collection based on annual increases
• Produce reports on the contents of your collection (e.g. for insurance purposes, conventions, etc)

Collection Elements

Every collection element has a set of properties which describe it in terms of the captions to be used, the display sequence of fields, heading formats, etc.

Since we have no idea what people are likely to collect, and hence how they would refer to them, we’ve made all these things completely customisable. Simply go to the Explorer and click on the top-most branch of a tree to display property values. Double-clicking (or selecting a property and hitting the <enter> key) will let you edit a property value.

Changing some values can produce “interesting” screen effects for a couple of seconds, but that’s simply the software doing in a few seconds what it would take you hours to do.

There are an additional bunch of settings that affect the software in general, rather than simply a collection. These are in the Preferences view accessible via the Explorer/Tools tab.

Collection Name

The name of the current collection up to a maximum of 255 characters.

Collection Revaluation Amount

As time goes by you will hopefully find that your collection increases in value. If you want to reflect this increase in your collection you have two choices: 

1)                   Amend the Current Value of each item 

2)                   Revalue some or all of your collection by applying a percentage increase to each item

Option 1 is a manual process to be used when price changes do not follow any particular pattern.

Option 2 is an automated process to be used when a global increase/decrease of a percentage rate is more appropriate.

If you take option 2 then the calculated revaluation amount is stored in this field.

Collection Revaluation Date

If you have re-valued some or all of your items by applying a percentage increase to selected elements, then the date that you did it is stored in this field.

Collection Type

Describe the things in your collection and provide templates for the language used when talking about them.

For example, we provide pre-defined Collection Types for Stamps, Coins, Covers, etc. If you collect coins there is no point talking in terms of stamps – it doesn’t make any sense. However, creating a collection with a Collection Type of Coins will automatically refer to coins and their associated terms.

Collections Root

When opening collections the default root folder is set to the folder you installed the software to. However, if your collections are based somewhere else you can set this option to point at the root folder and this will then become the default.

Comment

A free format comment up to a maximum of 255 characters.

Current Value

The current estimated replacement value of your collectable.

Customise Your Collection

Customise your collection by changing our default captions to something you prefer more, or which is more appropriate to your collectables. There are no real limitations on what you can change them to, however be sensible. Very long names, or names containing special characters or symbols can make the presentation very difficult to read.

Database Template

The database template used when creating a new collection.

Default Collection Type

The default collection type. All new collections will be of this type

Default Descriptor

The current default descriptor. All new descriptors will use this as the template when created

Default Grade

The current default grade. All new grades will use this as the template when created

Default Issue

The current default issue. All new issues will use this as the template when created

Default Issue Type

The current default issue type. All new issue types will use this as the template when created

Default Item

The current default item. All new items will use this as the template when created

Default Item Type

The current default item type. All new item types will use this as the template when created

Default Supplier

The current default supplier. All new suppliers will use this as the template when created

Derived Value Foreground Colour

Certain values are derived rather than being entered by you and held in the collection database. A good example of this is the True Value for each of your collectables. You can change the foreground colour of derived values to make them more, or less, apparent.

Description

A free format description up to a maximum of 255 characters .

Descriptor

A completely collector-defined way of attaching information to an item.

For example, you have your collection in a number of boxes. By saying which item is in which box you immediately know:

·         where a particular item actually is

·         the content of each box

·         the value of each box

If you find that descriptors are not adding a great deal to your collection, then you can turn them off via the Preferences.

Display Sequence 

Allows you to define the order in which the properties appear in the tree and list views, and the generated output. We set a default order but you can change this to suit your own preference.

If you leave a property out of the display sequence list it will not be shown in either the tree or property views. This effectively means that you are not using that particular property. To turn it on again, simply include it in the list of displayed properties.

External File Reference

You can save additional documentation in external files. These may then be viewed online and/or merged into the generated output (e.g. catalogues). Supported formats are Text files (.TXT) or Rich Text Files (.RTF).

External Reference

An external reference, for example a catalogue reference, up to a maximum of 50 characters.

Free Format

We provide a number of free-format fields to be used for whatever you want. These are text fields with a maximum size of 255 characters each. Each free-format field has an associated caption which you can also change.

Grade

The grade for the item. These are used to indicate the quality of items in your collection. For example, a stamp collector may want to differentiate between mint and postally used stamps, as this affects the value. Having used a grade you can then view items by grade (e.g. show me all mint stamps)  and generate output accordingly.

Grades are also used for valuing items and during the production of a Wants list.

If you find that grades are not very useful to your collection, you can turn these off via the Preferences.

Grade Factor

The grade factor allows you to reduce, or increase, the value of your collectables by applying a multiplier to the calculated value. Factors less than 1 will decrease the true value, whereas factors greater than 1 will increase the true value accordingly.

For example, a collectable with an estimated value of 10.00 and a factor of 0.5 would result in a true value of 5.00 (i.e. 10.00 * 0.5), whereas 10.00 with a factor of 1.5 would result in a true value of 15.00 (i.e. 10.00 * 1,5). Obviously factors of 1.00 would have no effect on the calculated true value.

You would normally use a grade factor less than or greater than 1 in cases where:

1)                   the item in your collection is sub-standard and you would like to replace it in the fullness of time (factor < 1) … but it still has a value, albeit not at the market price.

2)                   the item in your collection is above average and as such would attract a higher than average market price (factor > 1)

Image File

You can attach an image file to a collection element. This may then be viewed on demand, and/or included in the generated output. For example, you may want to add an image of your collectables which would then appear in a catalogue or wants list.

Please note that images are not scaled to fit the printed page and will be displayed in whatever size and resolution they were originally produced. Supported formats are .JPG, .GIF and .BMP

Include in Wants List?

You apply grades to each of your items to give an indication of the quality. When generating a Wants List for your collection the grade is taken into account. Any item which has a grade that  you have specified as being included in the collection Wants List is added to the list of issues which you need to complete your collection.  

So, even though you may have examples of a particular collectable, their grade (i.e. quality) may be such that you would replace them if you found a higher-quality replacement. Setting this option on their grade would then ensure they appear as candidates on your Wants List.

Internal Reference

The unique internal reference. These are not editable.

Is Default?

Indicates whether this is the default element of its type. Defaults are used as templates when creating new collection elements. The values stored on a default are copied into the newly created element.

Defaults are useful because they can save you time re-keying commonly used information. For example, if you always buy your collectables in mint condition from the same supplier and for the same price then setting these values on your default item will ensure that these are always copied when a new item is created (i.e. when you buy another one).

There must always be one default for each collection element

Issue Date

The date your collectable was first issued.

Issue

An issue is a general description of the “thing that has been made and released”. These indicate which issue an item belongs to. Issues may have many items, whereas an item will only ever belong to one issue.

For example, we have stamp issues consisting of one or more actual stamps released to the general public on a certain date. The issue is for that set of stamps on that particular date. Issues are useful when you collect more than one example.

If you find that issues are not adding a great deal to your collection, then you can turn them off via the Preferences.

Issue Type

Classifies an issue as being of a particular kind.

For example, a Stamp issue may be a Commemorative or Definitive issue type.

If you find that issue types are not adding a great deal to your collection, then you can turn them off via the Preferences.

Item

A general description of the “thing you actually have in your collection”.

For example, we have the 1d Black issue of 1840, but you may have a number of actual examples of these in your collection which have different plate numbers. These would be the items in your collection … i.e. the things you can touch and feel, and that actually have a value.

Item Date

The date associated with the particular item. Under normal circumstances an item would be expected to take the same date as its parent issue. However, you may find that an item in your collection has a date which is different to the general issue date. For example, a cover may bear the stamps of a particular issue, but actually be a commemorative cover with its own date, rather than a First Day of Issue. In this case the item would have a different item date.

Item Type

Classifies an item as being of a particular kind.

For example, a cover collector may have 2 covers … the first is a First Day of Issue, the second an Official Anniversary cover. They both have the same stamp issues, but have different item types … basically because they are different kinds of things.

If you find that item types are not adding a great deal to your collection, then you can turn them off via the Preferences.

List Background Colour

Change the background colour of the property list to suit your preference. Please be sensible as certain colour combinations can induce eye strain.

List Font

Change the display font of the property list to suit your preference. Please be sensible as some fonts may induce eye strain.

List Foreground Colour

Change the foreground colour of the property list to suit your preference. Please be sensible as certain colour combinations can induce eye strain.

List Template

The template used when generating a detail list to Microsoft Word. This contains the basic heading and font descriptions.

Long Name Format

The Long Name is the piece of text that forms the heading for each tree entry. Every collection element has a number of properties which can be selected to display in this heading. The trees sort in ascending alphabetic order (i.e. A to Z) based on the long name. 

We set a default Long Name Format but you can change this to suit your own preference. 

Note that we deliberately put dates into a reverse date order (i.e. Year first) to ensure that Long Names which contain dates produce a sensible display.

Mouse and Keyboard Controls

There are a number of mouse and keyboard options available to make life easier.

Mouse

Tree views:     

Double-click to edit the selected property

Use the right-hand mouse button to display the context menu for the element under the mouse pointer. In general the context menu options are the same as the toolbar button options (with one or two extras), but provide faster access.

Property view:

Double-click to edit the selected property

Keyboard

Tree views:     

The following keyboard shortcuts are available:

  <enter>                       edit the selected property

  <Ctrl><C>                   copy the selected element

  <Ctrl><D>                   delete the selected element

  <Ctrl><Delete>            delete the selected element

  <Ctrl><E>                   edit the selected property

  <Ctrl><I>                    add a new Item for a selected issue

  <Ctrl><Insert>             add a new element

  <Ctrl><N>                   add a new element

  <Ctrl><R>                   view the reference document for the selected element

  <Ctrl><V>                   view the image file for the selected element

  <Ctrl><X>                   go to the Explorer for the selected element

  <Ctrl><UpArrow>         collapse the tree

  <Ctrl><DownArrow>     expand all branches in the tree

  <Ctrl><LeftArrow>       tidy the tree

Property view:

The following keyboard shortcuts are available:

  <enter>                       edit the selected property

  <Ctrl><E>                   edit the selected property

Property edit:

The following keyboard shortcuts are available:

  <enter>                       accept all changes and exit

  <Esc>                        forget all changes and exit

  <Ctrl><B>                   browse for a file or folder

  <Ctrl><C>                   clear the current value

  <Ctrl><V>                   view an image or reference document

Output Window Background Colour

Change the background colour of the output window to suit your preference. Please be sensible as certain colour combinations can induce eye strain.

Output Window Font

Change the display font of the output window to suit your preference. Please be sensible as some fonts may induce eye strain.

Output Window Foreground Colour

Change the foreground colour of the output window to suit your preference. Please be sensible as certain colour combinations can induce eye strain.

Parent Issues Foreground Colour

You can change the foreground colour of issues which have child items to make them more, or less, apparent.

Premium

A monetary premium associated with your collectable. This will be over and above the normal market value. For example, a First Day of Issue cover would have a normal current value for that issue, but may have been signed by a famous person. The signed cover would attract a premium that unsigned covers wouldn’t have. The premium is taken into account when calculating the true value of your collectable.

Purchase Date

The date you purchased your collectable.

Purchase Price

The price you paid for your collectable when you bought it. The purchase price has no bearing on it’s current true value.

Recent File List

The recent file list records the collections you have opened most recently. These are recorded automatically and are available on the File menu for easy access but you can change the values here if required.

Show Inline Help

Inline help (which is basically the tips that appear in the transcript window as you move around) is by default shown automatically. You can however turn them off if they become invasive. Instead, the inline help button will light up if help is available.

Supplier

Contact and account details of (possibly regular) suppliers of items in your collection.

For example, I have a regular standing order of my collectable from Supplier A.

If you find that suppliers are not adding a great deal to your collection, then you can turn them off via the Preferences.

Supplier Account

Your account number with the supplier.

Supplier Address

The postal address of the supplier.

Supplier Country

The country of the supplier.

Supplier E-mail Address

The e-mail address of the supplier.

Supplier Home Page

The home page web address of the supplier.

Supplier Name

The name of the supplier.

Supplier Postal Code

The postal code of the supplier.

Supplier Telephone Number

The telephone number of the supplier.

Text File Editor

Output generated to a text file will produce a file in the collection folder and this file will be automatically loaded into the Text File Editor specified here. The editor is started with a simple “Editor.exe <filename>” command, so any editor capable of opening a .txt file should be successful.

Trace Level

Sets the current application trace level. Normally only used to diagnose problems.

Transcript Window Background Colour

Change the background colour of the transcript window to suit your preference. Please be sensible as certain colour combinations can induce eye strain.

Transcript Window Font

Change the display font of the transcript window to suit your preference. Please be sensible as some fonts may induce eye strain.

Transcript Window Foreground Colour

Change the foreground colour of the transcript window to suit your preference. Please be sensible as certain colour combinations can induce eye strain.

Tree View Background Colour

Change the background colour of the tree views to suit your preference. Please be sensible as certain colour combinations can induce eye strain.

Tree View Font

Change the display font of the tree views to suit your preference. Please be sensible as some fonts may induce eye strain.

Tree View Foreground Colour

Change the foreground colour of the tree views to suit your preference. Please be sensible as certain colour combinations can induce eye strain.

Tree View Selected Colour

Change the foreground colour of selected elements in the tree views to suit your preference. Please be sensible as certain colour combinations can induce eye strain.

True Value

The calculated true value of your collectable. This is the estimate of how much your collectable is really worth, and forms the basis for the valuation of your collection as a whole.

The calculation is based on the Current Value of an item, any Premium associated with it, and the Grade Factor representing the quality: 

            TrueValue = (CurrentValue + Premium) * GradeFactor

 Since the true value is calculated, it is not editable.

Using Descriptors

Turning off Descriptors will limit the control you have over your collection. Descriptors are useful for classifying the items in your collection. However, you may find descriptors not particularly useful, in which case you may turn them off.

Using Grades

Turning off Grades will limit the control you have over your collection valuation. Grades are useful for categorising the items in your collection by quality, and are also taken into account when generating Wants Lists. The only occasion where Grades may not be useful is if you always buy items of the same standard, for example mint condition.

Using Issues

Turning off Issues will limit the control you have over your collection. Issues are useful if you have variations of the items you collect. For example, as a cover collector you will have different postmarks for each issue. Issues are effectively a heading under which your collectables hang. 

However, if you find that issues are not particularly useful to you, you may turn them off and simply use a list of items instead.

Using Issue Types

Turning off Issue Types will limit the control you have over your collection. Issue Types are useful for classifying the issues in your collection. However, you may find issue types not particularly useful, in which case you may turn them off.

Using Item Types

Turning off Item Types will limit the control you have over your collection. Item Types are useful for classifying the items in your collection. However, you may find item types not particularly useful, in which case you may turn them off.

Using Suppliers

Suppliers are useful if for recording contact and account information on the people you deal with regularly for your collectables. However, you may find suppliers not particularly useful, in which case you may turn them off.

View Selected Colour

Change the background colour of selected tree views to suit your preference. Please be sensible as certain colour combinations can induce eye strain.