Item Legacy Tutorial: Build and Maintain Your Collection Inventory

Narrated with a local synthetic voice. Demonstrated with fictional inventory in an isolated local Item Legacy app. On-screen QR codes point to that local demo, rather than a production item link. Current application screenshots illustrate the updated workflows; clicks are not recorded in those regions.

Transcript

Begin with one object you can recognize. Item Legacy keeps the details you record, photographs, documents and value history together in a private item record. Start with what you know, and add sourced detail as you learn more. Open Collections and choose New collection. If the list is empty, choose Create collection. Give the group a clear name, then submit Create collection. A collection groups related objects; each item holds its own details. From the saved collection, choose Add item, or use Add Item in the navigation. Enter a clear item name, check the collection and quantity, and add the details you know. Keep Purchase cost separate from Current estimated value, or Estimated total record value for an active template that uses record-total value. Read the valuation guidance for the active template. Save, then reopen the record to confirm the values you entered. Use Collectible template to choose General Item or a specialist template. The fields shown first are useful starting points; every specialized field is optional. Relevant details and Recommended Details adapt to the entries you make. Open Show More Collectible Details, or Show More Banknote Details, for the rest. Use General Item for a camera, household object or another item that needs standard details without a specialist field set. Record its name, condition, location, acquisition information and the evidence you hold. Leave uncertain information open. For a banknote, start with Country / Issuing Territory, Denomination, Issue Year, Note Type, Grading Status and Serial Number when known. Note Type recommends relevant historical or modern details. Grading Status controls grade, submission and problem fields; changing it preserves prior values. For example, record an ungraded German emergency note without inventing a professional grade. For coins and bullion, start with Item Type, Country / Issuing Territory, Denomination, Year / Historical Date, Metal / Material and Grading Status. Add mint marks, references and measured metal details where relevant. For example, record a silver bullion coin with its sourced fineness and weight. A saved grade or certification number remains owner-recorded information. For a watch, begin with Brand, Model, Reference Number, Watch Type, Movement Type, Production Year and Authentication Status when known. Add optional case measurements, strap details and sourced service history. For example, describe a manual-wind dress watch and attach an owner service note clearly identified as an owner account. For jewelry, record Jewelry Type, Maker / Brand, Explicit Metal Classification, Construction Classification, Gemstone Presence, Recorded Weight in Grams and Authentication Status when known. Applicable stone and material details follow your choices. For example, record a gold-colored ring as unknown metal until you have evidence; its appearance does not establish gold content. For a non-card sports object, begin with Collectible Type, Sport, Subject / Player, Team / Organization, Year / Season / Era, Signature Presence (owner recorded) and Item Authentication Status (owner recorded). Signature and authentication details depend on your entries. For example, record a signed baseball as an owner-recorded signature claim with its supporting document, without declaring it verified. For a trading card, start with Year, Manufacturer / Brand, Set / Series, Card Number, Player / Subject, Sport / Game and Condition Graded. Add parallel, rookie or grading details when they apply. For example, record an ungraded card by its printed set and number. Private serial and certification references need review before export or sharing. For an artifact or relic, begin with Object / Artifact Type, Period / Era, Date / Dating Description, Recorded Culture / Civilization, Recorded Country / Region of Origin and Primary Material. Add sourced attribution, provenance, conservation and context without making the date more precise than the evidence. For example, describe a bronze vessel as an attributed object with the source and uncertainty retained. For art, begin with Artwork Type, Artist / Creator Attribution, Medium / Technique, Support / Material, Creation Date / Dating Description and Original / Reproduction / Edition Status. Add measurements with units and applicable edition or attribution detail. For example, describe a signed print as a recorded attribution, with the edition text and supporting evidence. For books, start with Author / Principal Contributor, Publisher, Publication Date / Dating Description, Edition Statement, Printing / Impression Statement, Binding / Format and Language. Add applicable jacket, signature, association and provenance detail. For example, transcribe an edition statement exactly; a first-edition claim needs its supporting source. Comics keep their existing workflow. When changing a saved template, read the preservation notice, then choose Use template and keep details if it is the change you intend. Previous entries remain available for review; photos, documents and value history stay attached. Previously entered details are retained history, not current template attributes. Review any value-basis warning before adopting a template. Saving a new item assigns a number within your account, displayed with a hash sign, such as number twelve. Ordinary edits keep that number. Deleting an item can make its number available for another item. The displayed number is separate from the UUID in the private item address; it is not a permanent global identity. Print labels for one item, selected items, a collection, or a set. Print Label is available with Collector or higher. Each QR opens an existing private record and still requires sign-in and access. For one item, open its saved page and choose Print Label. Start with the existing item number and private QR, then choose the information that helps you identify the item. Label contents has five choices: Item number, Item name / title, Short description, Collection name, and Set name(s). The QR is always included. Empty fields are omitted, and unavailable choices are disabled. These choices leave your saved item unchanged. When one item belongs to more than one set, turn on Set name(s). Set names to print lets you include All assigned sets or choose one saved assignment. Check that the names shown are the ones you want on this label. Choose 1-inch sticker for a 25.4-millimeter square, 2-inch sticker for a 50.8-millimeter square, or Cardstock for 88.9 by 50.8 millimeters. A larger size gives text more room. Review the preview after each change. The preview is enlarged for detail. Long text may be shortened, and a notice can flag characters that cannot be printed. If the selected fields do not fit, choose fewer fields or a larger label. Review the result before downloading. Choose Download PDF to save the individual label, or Open PDF to review it. This export places one label on a Letter page, with cut marks and a calibration ruler outside the label. To print several item labels, open All Items. Select individual items, use Select this page, or use Select all for the current results. The all-items choice follows your current search and filters across every results page. Selections stay selected as you change pages. Changing the search, filters, or sort clears the selection, so make those choices first. Check the selected count before opening Print labels. You can also use Add by item numbers. Enter saved positive numbers separated by commas or spaces, then choose Add items. Each entry accepts up to 400 distinct numbers, and the total selection can reach 10,000 items. In All Items, added numbers can be outside your current filters. Open Print labels and choose the label contents and size for the selection. Empty item fields are left off. Set name(s) includes every set assigned to each item in an All Items batch. Each selected item prints once, in selection order. Choose Generate print sheets. Large selections are divided into PDF parts with up to 400 labels each. The page can hold eight ready PDFs at a time. Save every ready part before using Clear saved PDFs, then generate the remaining parts. The preview shows the first sheet; open each PDF to review every sheet. The sheet layouts use US Letter paper: 80 one-inch labels, 20 two-inch labels, or 10 cardstock labels on a full sheet. Use full-sheet adhesive or cardstock and cut on the guides. These layouts are not aligned to pre-cut label templates. For a collection box, shelf, or folder, open the collection and choose Print collection label. Collection name is selected by default, with the private QR included. Add Short description if it is recorded, choose a size, and review the label. A collection label links to the collection itself. For separate labels for the items inside, choose Print item labels. All Items opens with that collection selected; review the filters, choose the items, and prepare their individual item labels. On a saved set, choose Print set label. Start with Set name and the private QR. When recorded, you can add Short description, Parent collection name, and Reference / catalog number. Choose from one to 400 whole-number copies of the same set label, then Generate print sheets. For the set’s individual items, use Print assigned item labels. The list follows checklist order and includes assigned items. Empty requirements and suggested matches are excluded. Select all assigned items to use that order, or make your own selection. Each selected item prints once, with its own private item link. Only items assigned to this set can be added by item number. Refresh the page after new assignments; label preparation checks that chosen items still belong to the set. For group labels, changing the size, contents, or copies clears generated PDFs. Open the new PDF and check every sheet. Item, collection, and set labels each open their own existing private page. Scanning still requires sign-in and access. Printing leaves your item numbers unchanged. Those numbers belong to your account and may be reused after deletion. Renaming a collection or set keeps its QR destination; deleting it makes that destination unavailable. Deleting an item makes its old private link unavailable. A reused item number does not redirect that old link. A QR label does not verify the object’s authenticity. Print at Actual Size or 100 percent and turn Fit to Page off. Check the 50-millimeter ruler, then test one label and scan it while signed in before printing more. Check the text, cut guides, and destination on your own equipment. Confirm that the scan opens the intended saved record before printing a larger batch. Choose clear photographs from your device. You can select multiple photos within the four-megabyte total limit for the batch. Wait for the upload to finish, then reopen the saved image and check that it is usable. Include useful angles and identifying details. Review every photo before exporting or sharing a report, because text privacy controls cannot conceal information inside an image. Add one supporting document at a time, up to four megabytes, with a clear filename. Wait for the upload, then open the saved file. Describe its source and limits. An owner note is not a professional certificate, service invoice or authentication. Retain your original files separately. Open All Items, then Search and filters. Search recorded text, select the filters you need, and apply them. Template-specific filters depend on the selected template and field. Check active filters if a record seems missing, then open the result and confirm the saved details and photo. Value is an estimate recorded for the item; Cost records what was paid. They answer different questions. Read the currency shown with each amount. New entries use USD; existing or imported records can show another currency. Review quantity and the active template’s value basis before comparing totals. A recorded estimate is not an independent appraisal or a guaranteed selling price. Coins & Bullion version one uses a manually recorded total Value for the full quantity. Its metal details do not calculate automatic Melt. Automatic bullion valuation belongs to eligible legacy USD coin and metal records. For one of those records, review its metal details, choose Use automatic bullion valuation in Edit item, and save. To update existing eligible legacy records after changing prices, save the spot prices, then choose Recalculate all melt values. Saving prices alone does not recalculate them. Open Reports and select a report available to your account. In Report Studio, choose records by name and saved Item number. The same account-local reference appears in Dossier registers and item details. Review the scope, the active template’s value basis, and every photograph before sharing. Record-total Value already includes the full recorded quantity; do not multiply it again. Check the preview, acknowledge the current photo set when required, then choose Generate / Print PDF. Check the saved PDF itself. Open Import & Export and choose the export scope you need. Download the CSV, open it in a spreadsheet, and check the expected rows. The source_item_number column is an informational account-local reference. Photo and document counts are not the original files. Keep originals and review private details before sharing the export. A CSV import creates new records. Item numbers are assigned by the destination account, rather than restoring numbers from the spreadsheet. The import does not restore the original UUID links or attached photographs and documents. Check the imported records and their new numbers after completion. CSV export is a separate copy of item data. Cloud Backup is a different service. Open Settings, then Backup & Data, and check the actual status and completed recovery point. Enabled access is not proof of a completed backup. A compatible native snapshot preserves original UUIDs and positive, nonconflicting item numbers; an older snapshot without item numbers may receive new assignments. Restore requests require approval and recovery checks. Do not delete records to test a restore; ask support when status needs attention. Return to the same saved item when you learn more. Update sourced details and review the saved result. Use the current Customer Guide for instructions and available plans. Begin with what you know, and keep a record you can maintain.