Viewing Catalog Items in the Gallery

When items are cataloged in Portfolio, a record is created for each one, and information about the item is stored in this record. Item information can include keywords, descriptions, and custom fields that you create, as well as the item thumbnail, source file name, creator, creation date, source file location, and other information gathered automatically when the item is cataloged. A Catalog is therefore a collection of records that provides information about the items contained in it.

When you view catalog items in Portfolio you are actually viewing the information contained in each item’s record, such as the item thumbnail, description, and keywords. Your window to these records is called the Gallery.

A Toolbar at the top of the Gallery window gives you quick and easy access to some of the more commonly used functions and options in Portfolio. See Toolbar section to learn more.

Tip: To hide the Toolbar, deselect “Show Toolbars” (Mac OS) or “Toolbar” (Windows) from the View menu.

You can specify which catalog items you want to view in the Gallery by using the Find function. You can view all the catalog items at once, or locate items matching specified criteria.

Galleries: You can easily switch between Gallery views using buttons on the Toolbar. The three Gallery views are: Thumbnail view , List view , and Record view .

Each view can be customized to show as much or as little information as you require. You can even customize the way that thumbnails are displayed—changing the display size, adding background colors, and even thumbnail borders.

You can create multiple Galleries to display as many or as few cataloged items as you wish, drag and drop items between Galleries, and save Galleries by name for viewing at any time. This allows you to have a large number of items in a catalog, yet be able to limit the view to a small number of specific items.

Tip: Saved Galleries (except Saved Find Galleries, which are updated) do not change even when items are added to the catalog. This feature allows you to create snapshots of specific catalog items in specific views, and easily access them at any time. You must have Publisher or higher level access to save Galleries.

There are a number of other things you can do with cataloged items in the Gallery window.