How do I create a Catalog List in Web Edition?

  • Updated

Applies to: Web Edition

Catalog Lists are helpful when you want to work with groups of collection records. Once you have records on a list, you can perform a number of different actions. These include global location changes. marking records as inventoried, putting records on exhibit, and sharing records with the optional Public Access add-on. You can also view thumbnail images, export to CSV, or print reports. 

Create a Catalog List: 

  1. From the Navigation bar, select "Catalog Lists & Inventory" from the Catalogs drop-down menu or click the "Catalog List" tile on the Home screen.
  2. Click the "New List" button.
  3. Enter a List Name, then use the authority file to select a List Category. By default, the List Manager will be the name of the person logged in and creating the catalog list. This can be changed to any active user account.
  4. Click "Add New List".

Now that the list is created, you will be returned to the Catalog Lists & Inventory - Query screen. Since your list is the newest, it will be the first record in the grid.

Add records to a Catalog List:

  1. On the Catalog Lists & Inventory - Query screen, click the list name link to open the list.
  2. Click "Edit".
  3. To add records using a filter, click "Add Records" to build a filter statement. You can add all records selected by that filter by clicking "Add All Records Selected by Filter" or check only the records you want to include on the list and then click "Add All Checked Records".
  4. To add records from another list(s), click "Append Records". Check the box next to the list(s) you want to add records from, then click "Append Records".
  5. Once you have finished adding records, click "Save".

Records can also be manually added to a list(s) from the catalog record's Lists accordion. While in Edit mode on a catalog record, open the Lists accordion and click "Add this catalog record to a list". Check the box next to the list name(s), then click "Add this catalog record to selected list(s)" and save the record.

Catalogs Lists is just one of the program areas where you can create and add records to lists. You can also add records from search results from the Full Catalog Search, Search by Lexicon, and the Catalogs' Query screens. You can view the User Guide topic at https://museumsoftware.com/we/AddCatalogRecordstoCatalogList.html for more information about adding records from these areas.

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