Adding and Managing Images and Files

Images, documents, audio recordings, and videos help tell the story of your collection. CatalogIt supports a wide variety of media types and enables you to attach them to both Entries and Profiles.

There is no limit to the number or size of files you can attach. However, larger file types—such as high-resolution TIFF images—can use storage space quickly. For many workflows, JPEG images provide excellent quality while using significantly less storage and are often easier to share and publish. It is important to also keep in mind that video files are typically large. Depending on your plan type and size, you may need to add storage to your account.

Supported File Types

CatalogIt supports virtually any file type. Commonly uploaded formats include:

When you upload a file to CatalogIt, the original unaltered file, with its original file name, type, and format, is securely stored and remains available for download at any time. Many file types can be viewed directly within CatalogIt, while others—such as OBJ, DWG, and SVG files—must be downloaded and opened using software on your device.

Adding Images and Files

You can attach media when creating a new Entry or Profile, or later while editing an existing record.

Add Media to a New Entry

To create a new Entry with media:

1. Click the orange + button in the lower-right corner of the screen.
2. Select one of the available media options.

Depending on your device, you may see the following options:

• Photo — Upload an image from your device.
• File — Upload a document, audio file, video, PDF, or other supported file type.
• Video — Upload a video from your device.
• Camera — Take a photo or video directly from the CatalogIt mobile app.
• No Media — Create the Entry without media and add it later.

Add Media to an Existing Entry or Profile

To add media to an existing record:

1. Open the Entry or Profile.
2. Click the Edit pencil icon.
3. Add files by either:
   1. Dragging and dropping them into the media area, or
   2. Clicking the image or file icons in the toolbar.

Managing Images

After uploading images, you can:

• Set the primary image used as the thumbnail
• Reorder images
• Move images within the image set
• Delete images
• Edit image information

To manage an image:

1. Open the Entry or Profile.
2. Click the Edit pencil icon.
3. Select the image you want to modify.

When an image is selected, you can:

• Edit the image
• Delete the image
• Move the image within the set
• Move the image directly to the beginning or end of the image sequence

Note: The image placed in an Entry’s first slot is automatically set as the thumbnail.

Video Resource — Add, Move, and Delete Photos from an Entry

Editing Images

CatalogIt includes built-in image editing tools for basic adjustments.

To edit an image:

1. Open the Entry or Profile.
2. Enter edit mode.
3. Select an image.
4. Click the Edit Image pencil icon.

Available editing tools include:

• Rotate
• Crop
• Zoom in
• Zoom out
• Replace image
• Revert to the original image

You can also update image metadata, including:

• Title
• Caption
• Description
• Alt Text
• Filename

Video Resource — Image Editing in CatalogIt

Adding Image Descriptions with the Describe Image Assistant

The Describe Image Assistant uses AI to generate image descriptions that can support cataloging, accessibility, labels, and other documentation workflows.

To use the Describe Image Assistant:

1. Open the Entry or Profile.
2. Enter edit mode.
3. Select an image.
4. Click the Describe Image Assistant icon.

Optional Context

You may provide additional information about the image before generating a description. For example:

• Side view of sculpture
• Detail of maker's mark
• Reverse of framed artwork
• 1932 Wedding Portrait
   

Description Length Options

Choose the desired description length:

• Short — Approximately 20 words
• Long — Approximately 100 words
• Custom — Between 10 and 200 words

Once you click Describe, the assistant analyzes the image and generates a description.

Review the generated text carefully and make any necessary edits before saving. Because descriptions are generated to fit the selected word count, they may occasionally end mid-sentence or omit details important to your workflow.

Video Resource — Using the Describe Image Assistant

Downloading Images and Files

CatalogIt always preserves your original uploaded file.

1. To download an image or file:
2. Open the Entry or Profile.
3. Select the image or file.
4. Click Original in the upper-left corner to download the original file.

You can also use the download menu to select an alternative format or size.

Available options include:

• Original
• Original as JPG
• Large
• Small
• Thumbnail

Video Resource — Downloading Your Original Image