FAQ: Sorting and editing your database

Why doesn't the program sort correctly on the Issue Number field?

The program DOES sort correctly on the Issue Number field. If the sorting is not correct, you are probably sorting on the Issue field, which is a text field, and therefor sorted alphabetically.

The Issue Number field is a number field, so it is sorted numerically = correct.

Note that the "Issue" field is a combination of the "Issue Number" field AND the "Issue Ext" field, provided for easy addition as a column. BUT the Issue Ext field is a text field so the Issue field is a text field too. This means the Issue field is sorted alphabetically.

My list is not sorted properly, why?

If the sort-order is not what you expect, this can be caused by several reasons:

• When sorting by Title:
• If you tell the program to sort on the Title field, it actually uses the Title Sort field instead (if it is filled in). If the Title Sort field is not filled, the Title field itself is used.
• For instance, if the Title is "The Matrix", you can set the Title Sort field to "Matrix" to make it appear in the M's when sorting. Note that there is a list of articles that make a title split over the title sort field, check the menu tools | options, the 'title sort' tab.
• This can cause unexpected results if the Title Sort field is filled incorrectly or maybe left empty where it should be filled. You can find and change the Title Sort field in the Edit screen.
• Leading Spaces:
• Your Title field may have one or more leading "space" characters, which will result in the item being sorted at the top of your list. Check the Title field in the Edit screen.
• When sorting by Artist, Author, Producer or any other "person" field
• When sorting on a "person" field, the program automatically sorts on the person's "Sort Name" which is Last Name, First Name.

  For the artist David Bowie for example, the program will use "Bowie, David" for sorting, making sure the item is sorted in the B range instead of the D range. Of course, this only works correctly if the program knows about the person's Last Name and First Name. In other words, it only works if the First Name and Last Name fields in the person's database record are filled in. If the First and Last Name are filled in for some persons and not for others this can produce unexpected results when sorting.

• Sorting on more than one field
• If you would like your list to be sorted on more than one field (e.g. first on year, and per year sorted on title) you can use the menu View | Sort Order | Choose Sort Fields.

You can check and modify the person items using Tools / Edit Lists. In the Edit Lists screen, using the Folder button at the top left to select which list you want to edit (e.g. the Artist List or Author List). Double click items to modify or fill in First and Last Names.

Note: By default, the program shows the Display Names in lists, while it sorts on the Sort Names (e.g. it shows "David Bowie", but internally uses "Bowie, David" for sorting).

Some users find this confusing. If you do, you can make the program show Sort Names in lists instead by checking the "Show Names as "Last Name, First Name" setting.
This option is found in the menu Tools | Options.

Can I change the Index values?

The Index value is assigned when you add an item to the database. Removing an item from your database will not make the software use that index value, but you can re-assign them through the menu Tools | Maintenance | Re-Assign Index Fields. There you will need to define a field which sets the order for the re-indexing (commonly title is taken). Re-assigning the index value is a permanent change to the index field, and can not be undone.

Alternatively, you can edit the index of any specific item (Book, Movie, CD etc) by using the menu Edit | Edit item.

How do I add a new genre?

The genre is, like many other fields in the program, very flexible.

Just use the menu Edit | Edit Album (Music Collector example) and type a new genre just below the list of genres. Click the little "plus" icon and the new genre is added and selected for the album.

There is a more general way to add, delete and merge such values. Use the menu Tools | Edit Lists. The "Manage Lookup Lists" screen comes up. In that screen click the yellow folder icon and choose a field you want to manage.

Try creating a new genre there.

After returning to the main screen, you can open the Edit screen again and you will see the new genre in the list.

Can I change the field value for multiple items in one go?

Yes, you can batch edit a field value on any number of items in one go using the Edit Multiple command.

** Please use this feature with extreme care.
This is the only feature that OVERWRITES ALL existing information for that field **

For example: don't use it on the title field because it will rename your complete database to this specific title. You can use it on Genres, Formats or Collection Status but please note that is OVERWRITES existing data, it will not add the new value but will overwrite the old values.

Use the CONTROL+CLICK or SHIFT+CLICK method to select a number of items in the main screen's list.
After that, use the menu Edit | Edit Multiple Books (Book Collector example).

In the Edit Multiple screen, enter any field value you like, but be careful : this value will be set for all selected items. Hit OK to apply the value to the selected items.

Can I control the next Index value assigned?

When an item is added to the database an Index value is assigned. If that item is deleted, the Index value ignores this and keeps on increasing. You can control the next assigned Index value through Tools | Options. There is a data field called 'Next Index:'