General Features

Searching

PastPerfect has several search options to make it easy to find records.  The Query screen of each section may be used to find records based on the content of selected fields. There is also an All Catalog Query, giving users the ability to search across the Objects, Photos, Archives, and Library catalogs. The Magnifying Glass icon in the Title Bar opens a page with multiple search options. Using the Quick Search, you can quickly find catalog or contact records by entering an Object ID, Object Name, Contact ID, or Contact Name. You can also perform a full catalog Keyword Search across all catalogs and Search by Lexicon. For more information, see Research and Reporting | Search Functions.

Reports

Reports can give you new and unexpected insights about your collections and patrons. PastPerfect comes with a variety of standard reports.  They cover every aspect of the data, including accessions, catalogs, loans, contacts, dues, and donations. Most reports allow you to select the records that appear on the report based on ranges of information that you designate.

In addition to the built-in reports, you can create your own from Web Edition's Query screens. Using the Filters and Options, you can select the records and field to include and then choose an output format.

In PastPerfect, all reports can produce multiple outputs: print to a local or network printer, save as a PDF, or export to CSV. For more information, see Research and Reporting | Reports.

Settings

The Settings screens enable you to build authority files, compose default letters and documents, and select options that will streamline your use of PastPerfect.  You can make fields available for browsing, searching and reporting, as well as set up custom fields. You can also adjust how the public views your public site (for users who have purchased the Public Access add-on).  The Settings menu is a great place to get started. For more information, see Getting Started | Settings.

Roles & Restrictions

PastPerfect uses both password-protected user logins and user-level restrictions to ensure the integrity and security of your records. Your data is a valuable asset to your organization and must be protected. There are also sensitive areas you may not wish to make available to all users. Through Roles & Restrictions, you decide who has access to various levels of information. For example, you may wish to restrict development staff from having access to the catalogs and accessions, or you may allow volunteers to add and edit records, but not delete them. PastPerfect gives you the flexibility to decide, on a case-by-case basis, the level of permissions to allow. For more information, see Getting Started | Settings | Roles & Restrictions.

Utilities

The Utilities area provides administrative functions, including a user history log, listing users along with the dates and times they logged in and out, a Recycle Bin to view and recall deleted records, and an analytics report providing details about searches performed on your public site (for users who have purchased the Public Access add-on). There is also a data backup utility that enables users to make a backup to Web Edition's server in addition to the 24 hour automated backups. For more information, see Getting Started | Utilities.