My Art Collection 3.0 FAQ




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

Manage multiple collections in My Art Collection 3.0 Professional

To manage multiple collections please do the following:Create a new Collection:1. Go to File/New and save a new collection file to your hard drive. Name it something unique so you know what it is. Opening a collection file:1. Go to File/Open and locate the collection file on your computer to open.NOTE: the program comes with a default collection file that will once every time you open the software.
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Managing Passwords in My Art Collection 3.0 Professional

All data files will open without the need of a password. To turn password protection on do the following:1. Go to File/Change Password2. In the Old Password field type: "admin"3. In the New Password field type your NEW password. 4. Confirm your New Password.5. Click OKYour file will now require a password to access the data. NOTE: Once you reset your password we can not help you get into
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How do I upgrade from My Art Collection 2.0 to My Art Collection 3.0?

Launch My Art Collection 2.0Go to File/ Save a Copy As and save a copy of the MyArt.MA2 file to your desktop. Importing to Version 3.0Install My Art Collection 3.0  Launch My Art Collection 3.0Go to File/Import from My Art Collection 2.0/3.0When prompted locate the file MyArt.MA2 on your desktop. You data will be converted. The data will be imported.
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How do I move My Art Collection 3.0 to a new computer?

On the OLD computer. Launch the My Art Collection 3.0 on your old machine. Go to File/ Save a Copy As and save a copy of the MyArt.fmp12 file to your desktop and save it as MyArt_TodaysDate.fmp12 Move the file from your OLD computer to your NEW computer. Once on the NEW computer: Install My Art Collection 3.0 Download the MyArt_TodaysDate.fmp12 to the new computer. Launch My Art Collection 3.0 Go
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How do I copy My Art Collection Professional collection files to my iPhone, iPod touch, or iPad via FileMaker Go?

My Art Collection Professional now has the ability to work with your collection file on an iPhone, iPod touch, or iPad using the Free FileMaker Go 13 app. Please download the FileMaker Go 13 app on each iOS device before continuing.Transferring FilesImportant: When you transfer a file to your device, you are creating a copy of the original file. Data changes made on your device are not synchronized
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Why are my Art List line items colorized?

My Art Collection will colorize line items 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 are scrolling.  To turn this feature
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How do I batch load a folder of images?

To batch load images, go to File/Batch Import a Folder of Images. Select the folder of images you wish to import. A new record will be created for each image.
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Can upgrade directly from My Art Collection 1.0 to 3.0?

Answer: No. 1.0 data files can not be imported to 3.0 directly. If you want to upgrade from 1.0 to 3.0 please contact us. You will need to upgrade from 1.0 to 2.0 first and then to 3.0.
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How do I upgrade from My Art Collection 2.0 to My Art Collection 3.0?

Launch My Art Collection 2.0Go to File/ Save a Copy As and save a copy of the MyArt.MA2 file to your desktop.Install My Art Collection 3.0Launch My Art Collection 3.0Go to File/Import from My Art Collection 2.0/3.0Choose to import from 2.0Choose to replace existing records or add new records to existing.When prompted locate the file MyArt.MA2 on your desktop.The data will be imported.
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Adding One New Record at a Time

Adding One New Record at a TimeWhen you first begin using My Art Collection 3.0 you will want to create new records for your collection. There are two ways of doing this.Step 1: Add a New RecordCreating a new record is easy to do. From either the List or Detail layouts click the "New Record" button to create a new record. Step 2: Enter Item Details for the Overview TabEnter the items detail
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How To bulk delete records.

To bulk delete records you can use the Find Feature in combination with, Records/Omit Multiple and Records/Delete Found Records feature.To do what you need...Please Back up your MyArt.fmp12 data file first.1. Unsort your art list if it is sorted. For instance, if you imported 4000 good records on top of 4000 bad ones, the good ones will be after the bad ones. Unsorting them will place them in the order
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How to Batch Load Images

How to Batch Load ImagesTo batch load images, go to File/Batch Import a Folder of Images. Select the folder of images you wish to import. A new record will be created for each image.
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Saving a report as PDF OSX

How to Save My Art Collection Files as a PDF using OSX.Q: How can I share my database with images? Can I import the images into Excel? What is the relationship between My Art Collection and FileMaker?Our product was built using FileMaker as the engine. We use software that lets us build applications using FileMaker as the engine to our product. Filemaker is a database platform like Mac and Windows
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How to Sum Total Acquisition Costs

How to Sum Total Acquisition CostsUse the find feature to locate and isolate groups of records. You need some way to identity records as a group so an example might be to right click in the Medium field and choose Find Matching Records for Mixed Media. That will find and display only records with Mixed Media in that field. Once you have the group of records you want isolated you will need to export
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Unable to Export as XLS

Use the File/Export Records command. 1. go to File/Export Records.2. Select the file type.3. Set the Dropdown on the left to be Current Table (MyArt)  and Choose fields to move to the right. to be in your excel file.  4. Click export. 5. Open exported file in Excel.
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Upgrading from one version of My Art Collection 2.0 to another.

Upgrading from one version of My Art Collection 2.0 to another.There are three versions of My Art Collection from which to choose.  You may want to upgrade from one to the other. On the My Art Collection version from which you are upgrading:● Launch the version of My Art Collection from which you are upgrading.● Go to File/Save a Copy As and save a copy of the MyArt.MA2 data file to your
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How to Isolate a Found Set to Generate a Report

To isolate a found set for a report you will do the following:1. Go to The Art List. 2.Click the Find Button.  3. Add your search criteria.4. Hit the Return/Enter Key.5. Your search will be returned.6. Go To Reports.7. Choose a report. 8. When asked if you want to build a report for All or your Current found set Choose "Current"
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Utilizing Bar Codes to Record and Find a Stored File

Utilizing Bar Codes to Record and Find a Stored FileWe don't print bar codes out of the system, but a bar code reader is just an input device like a keyboard. If you have barcodes you can scan them into the tracking number field and store the number from the bar code there. Then you can find a file the same way by entering Find mode and scanning the bar code into the tracking number field and hitting
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Refining a Search for a Specific Record

Refining a Search for a Specific RecordIn general, when searching in files with a lot of records, it is most efficient to search in a specified field using the Find mode rather than than using the generic Search bar located at the top right of the screen.  The generic search function searches all fields at once, which can be slower.  Doing a search in a specific field such as "Artist"  or
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How can I transfer my data from an old computer to my new computer?

How can I transfer my data from an old computer to my new computer?On the old Computer:● Launch My Art Collection 2.0● Go to File/Save a Copy As and save a copy of the MyArt.MA2 data file to your desktop. (Name the MyArt.MA2 data file MyArt_TodaysDate.MA2 or something else unique).● Move the MyArt_TodaysDate.MA2 data file to the new computer's Desktop.On the New Computer:● Install My Art Collection
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What Should I Do if the Program Crashes or a File Becomes Corrupted?

If possible revert to a backup copy that was made before the file became corrupt. If you do not have a back up, here are instructions on recovering.IMPORTANT: Please add the MyArt.fmp12 data file to your normal back up routine. Your data is valuable and proper back ups will help ensure it's safety against corruption or hard drive failures. It is best to back up to a source other then
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How to Create a Report to be Printed on Another Computer or Printer

How to Create a Report to be Printed on Another Computer or PrinterTo create a file out of a report to print on another computer or printer, save the report as a PDF.On the Mac OSX operating system you can do that that by clicking print and choosing the Save as PDF option. On Windows, if you do not have a PDF Conversion Program, try a free PDF software download. http://www.cutepdf.com/products/cutepdf/writer.asp
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Printing Reports: Instructions

Instructions for Printing Reports. 1. To show all records in the report click the "Show All Records" button.2. Next, go to the Reports Tab to view and select a report. 3. Click the Run Report button next to the report.4. Select the options and customization if applicable for the specific report. 5. When asked choose All to print all records in your collection.   
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What is the Tracking Number and How is it Used?

The tracking number is for your own use, to be used as a numbering system.It defaults by placing a random unique number in that field upon record creation.  However, you can type into the field and manually override the default number as you wish. If you are choosing to override with a sequential number, that is fine. If you choose to change a number and wish to update all records at once
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Opening Files from Another Version of My Art Collection

Opening Files from Another Version of My Art CollectionA file from the Professional Version can't be opened directly by an Advanced or Standard Version and vise versa. You need to use the File / Import a Copy of My Art Collection 2.0 to see advanced data on the Professional Version, for example. So, on the Pro if you don't want to import the data into your default file you need to create a new collection
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How to Create a Report from Existing Records.

How to generate selected artwork's report for print and mail purposes.How to customize the report in terms of view and details.Use the Check Box feature on the Art List to check off the records on which you want to report if it isn't something simple like all records from one Artist. Before you report on them, isolate those records first with a Find command. The easiest way to do that is to hold Control
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How Do You Use the Close Window Function?

> The operating system window close feature on both Windows and OSX does not function from either the upper left (OSX) or upper right (Win) in Version 2.0. Use the Window/Close drop down option or short cut to close a window.>
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How Do You Open a Document File in Advanced and Professional Versions?

> The Documents section stores any type of file. Because the file types are so vast we do not have readers in the software itself to read the all file tyope. To read the file you must export the file to your computer and then open in the application in which it was created.> > To export a Document file and open it do the following.> > 1. Click on the file in the Art Detail/Documents
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Adding One New Record at a Time

When you first begin using My Art Collection 2.0 you will want to create new records for your collection. There are two ways of doing this. Pasted Graphic 1 Step 1: Add a New Record Creating a new record is easy to do. From either the List or Detail layouts click the "New Record" button to create a new record. Pasted Graphic Step 2: Enter Item Details for the Overview Tab Enter the items detail by
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If the Artist Information changes for an artist, how do I update all of the records that share the same artist information at once?

Answer: If you have art records with the same artist and you change a field and want all records to update, then use the Sync Artist Data feature to update all the records at once. Note the Sync artist Data button will only appear if you have 2 or more records with the same artist name.
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How many art records will the software hold?

Answer: This depends on if you will include images or not and how you choose to include the images. If you do not include images you should be able to hold millions of art records. If you include images at a low resolution (72dpi) then you should be able to hold 10 to 20 thousand art records. If you include images but choose to save only a reference to the image (it is an option when importing images)
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Can I edit the Currency of the application?

Answer: Yes. To do so go to Settings 
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How do I import an Excel file to this software?

Answer: To Import data from an Excel file...1. Launch My Art Collection (full or trial) and choose the File/ Import Records/File option.2. Choose the file type to import. 3. Choose your file.4. Use the field mapping feature to map your data to the available fields. Slide the fields on the right to match your data on the left. Note, if you don’t already have it, add the field title to the first line
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How do I do a custom sort?

Answer: To do a custom sort by any field, choose the "Records" drop down from top menu bar and select"Sort". An interface will appear that allows you to choose the fields and setting to sort by. Make your selecting and select the "Sort" button.
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How do I delete a record?

Answer: To be safe it is best to make a back up your data file in case of an accident. To do so simply choose the "Save a Copy As" option under the "File" menu located at the top left of your screen. Save the file as "MyArt-Back Up" in a folder on your hard drive or other storage devise in case something happens to your working file.To delete a record. 1. Go to the record you wish to delete by clicking
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How do I print a report?

Answer: Select the "Report" Button located to the upper right of the "Art List " or "Art Detail" layouts.Once in the "Report" layout choose a report to run by selecting it's "Run Report" button. Choose the option for the report that best fits your needs.A message will appear. " To print, choose the "Print" option from the "File' menu above...." Choose "OK"The report will appear.To edit your page set
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How do I resize my images using iPhoto?

Answer: Resizing your images is easy with iPhoto.1. Import your images from your camera to iPhoto.2. From your library, select which photo(s) you want to resize. If you want to resize a group of photos you can do so by selecting multiple photos at one time or selecting all in an Album. 3. From the “File” menu at the top of your screen, select “Export.” Make sure the new window
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How do I batch load my images at once?

Answer: Creating multiple records automatically is easy to do and makes the inventory process much faster.  To create multiple records automatically…1. Take one digital picture for each of your pieces of art and place them in a folder on your hard drive. (It is highly recommended that you resize the images to 400x600 before importing.) You can add other pictures such as details later on
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