A question for those who keep a digital record of their collection

I have recently been logging our ancient coin collection into a spreadsheet that I have created and I would like to be able to find a way to print out custom 2x2 attribution tags using selected fields from my spreadsheet. So far I have not found an easy way to do it. I know that some of you use database programs like MS access and Filemaker and I am wondering if you are able to print tags with them.

It seems counterintuitive to me to have to copy/paste the data from each field of my spreadsheet into a separate tag template for each coin. There has got to be a way to share the data between the two.

I am currently using Numbers on a Mac but can switch to a PC with MS Office if need be.

 

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I use Excel for my catalog. I do not know of a way to do what you want (I want to as well). However, I came to a solution that seems to somewhat work for me. I have all the information on each coin spread over several columns on Excel; however, I have collected all that information into my first column thus making it very easy to copy the entire cell and paste unto my 2x2 tags. I will be watching to see ff you get an answer that will make it easier or more efficient. Good luck.

 

The functionality you're looking for is called "mail merge." See http://www.macworld.com/article/286...l-merge-documents-with-pages-and-numbers.html. It's a little more work with Pages and Numbers than it would be with Word and Excel, but it'll get the job done.

 

Thanks Paul, I have looked in to this process before. Ideally I would like to find a solution that allows me to be selective on which coin tags I send to print. One drawback that I can see with the mail merge approach is that it is a bulk action without selective control. (if that makes sense ).

 

Yeah, I get what you're saying. The method I linked to does allow you to select certain cells for the merge. You can select multiple items that are not necessarily next to each other by holding down the command key while clicking. I think that should work to do what you want.

 

I think Access would be the way to go. Now, I don't know how to do it but I've heard of others inputting their coin data into an Acess database then being able to print on 2x2s.

 

I use FileMaker to catalog my collection and it is able to print 2x2 tags - you can design any combination of data fields and layout you want, and then you can selectively sort/filter the actual records you want to print. It is quite expensive to buy though, and while reasonably straightforward to use does take a bit of learning to use well

Best

Allan

 

I'd use Matlab. But even if I wrote the code, I don't think it would be able to run on your computers.

 

I designed my collection database using MS Access. My database sets up 2x2 tags by batch (the entire colllection), but I only print the page that I need. I input the data once. No cutting/pasting required. Well, I have to cut the tags after I print them on card stock, but that's different!

 

Thank you to everyone who has participated in this thread. It has been very helpful.

For the functionality I am looking for it seems to be a choice between Filemaker Pro or MS Access as the platform. I am leaning toward Filemaker Pro because it plays well with both Mac and PC and most importantly, Filemaker Go allows you to access the database on a mobile device. That would be handy at a coin show or club meeting.

Unfortunately that means paying for a costly piece of software and a learning curve to get things up and running. Is anyone aware if templates are available? Better yet, is anyone willing to share some of what they have already built or perhaps collaborate?

 

Agreed. I chose FM Pro for the exact same reasons... Bought it, installed it, but have not loaded in my dbase yet!

 

OK, I admit I am a computer troglodyte and have about zero understanding of what you are saying. Problem is that I need to do this. Another problem is that as a small dealer in ancients I would love to be able to print one or two 2x2 flip attribution tags at a time. Is there any way to print a single tag without using a whole sheet of paper? I'm guessing the answer is no but I thought I'd ask.

 

FileMaker Pro has many great templates that are free on their website under "Starter Solutions":

https://www.filemaker.com/solutions/starter-solutions.html#home

I used the product catalogue one for my coin database. It allows you to attach up to 4 pictures of your coin with plenty of fields that can simply be renamed to numismatic terminology and you're GTG.

 

I use Excel to print the labels, its a bit tedious since its customized and I hand cut them. When I input the data into my Excel page I copy and paste the data into cells thats customized into the size needed to create the insert so I don't end up wasting time doing it later. It looks something like this, but you can customize it to whatever type of labels you want.

 

When it comes to computers I would consider myself only a bit more evolved than a troglodyte, maybe bronze age man?

However, I do think the right functionality could be really helpful and worth the effort to learn and set up, especially if you are a small dealer. When I started thinking about what would be ideal for my needs I came up with this crude petroglyph, I mean diagram.

 

Thanks Carthago, I will certainly check this out. How did you find the learning curve for FileMaker Pro?

 

I created borders, or frames, or whatever, in MSWord. 20 to a sheet of paper. 4 by 5. Then, using 8 font, typed my info. Yeah, it's a lot of typing, but it is exactly what I want on my insert.

 

It's not the full 4x5, but each box fits a Saf-T-Flip.

 

Pretty easy if you just want to change out the field names, maybe add some fields. there's a impenetrable scripting module that is required for some seemingly run of the mill functions and other things that's over my head. I've been playing with some tabbed interfaces lately that have more economical use of my space. Lots of examples in FM forums or just Google.

Utilizing the templates, both in database design and reports gets me to a happy place with most needs and works beautifully.

As for where to keep it, put it on Dropbox. You keep it synced on your mobile devices and just export/open it from Dropbox in FilemakerGo.

 

This thread inspires me to tweak my database.