New Features 4.0

Below is the list of the new features provided in the latest downloadable updates to Version 4.0. When you install the latest update you will also receive all the features and corrections in all updates.

What's new in the latest version 4.0D8
Option in objects catalog to sort and instant find by place of origin
+ command to expand notes field on accession screen

What's new in the latest version 4.0D7
Add year 2008 to Contacts dues and donations tracking
Add dear formal and dear casual to Dues table for reporting
Automatically create data backup when updating program
Before reindexing, check for other users and display a list of users currently in the program
Easy access to System Info screen by clicking Version# on main menu
Expanded System Information screen
Improved data backup functions for images and multimedia
Limit image subfolders to 600MB
New Backup Reminder screen that alerts if backup has not been made in last 3 days
New command button on Library screen to list, enter or view additional sites associated with the record
Option to Find by record# in Accessions and Contacts
Option to make backups from backup reminder screen
Save 30 hard drive backups
Upon Exit remind users to make an external backup every week
Upon Exit of program require users to make a backup at least every two weeks

What's new in the latest version 4.0D6
Add Bi-weekly payment option for pledges
Add plus + command to Accession screen to expand Description of Accession box
Images created as discovery images are converted to 24-bit to allow watermarking
Increase length of Caption field to 75 characters.
Increase length of Site# field to 15 characters
Include "dear casual" field when exporting user defined list to Excel
New report Donations, Dues and Inkind Gifts Summary
New report Donations & Dues Summary with Fund Detail
Option to add default custom legal text for new accessions via Accession/Add/Deed Gift screen

What was new in version 4.0D5
Add Dataset as a sort or find field for loans in and loans out
Allow user to change first and last name of In-kind gift
Caption field is now available for placing on Thumbnail image report
Display related pledge information on edit donation screen
Include the Fax# field when exporting a contact list to Excel from the Lists and Labels screen
Semi-Annual payment interval available for pledges

What was new in version 4.0D4
Add fields first name and last name to people biography file
Ability to Find people in the biography file by more fields
For PastPerfect Online, option to create web images for only images in selected folders
For PastPerfect Online, if problem images are encountered display option to print report listing the problems
Increase length of path entry for data and image folders from 40 to 60 characters
Increase length of path entry for hard drive backup to 80 characters
New options on Donations by Date Range report to print summary only and to export to Excel
New Invalid Email Addresses report
Notify user that backup file will be placed in the program folder if no backup folder is specified
On People Biography screen allow Find by more fields
Option on setup multimedia screen to display caption instead of image file name below thumbnail on catalog screens
Option to sort the Donations, Dues and In-Kind gift report by Amount

What was new in version 4.0D3
Ability to print blank loan forms before any loan records are entered
Expand the list for selecting campaigns and funds on the enter new donations screen so user can see more entries
For Artefacts Canada export, allow entry of longer province name
Option to append or replace and add multiple entries for contacts authority files
When adding a new member, have an option to fill the membership name with the name from the Name &Title field

What was new in version 4.0D2
Ability to restore images and multimedia files from removable drive backup
Add command button to PP-Online wizard screens that skips to the create files screen
Add field "Returned" in incoming loans returned items report
New archives query field "Container list text"
New security settings for Enter Donation, Enter Dues, and Enter Pledges
Separate functions for backup to floppy and backup to removable drive
When adding a new accession starting from the catalog screen provide option to create new accession with data from contacts
When creating large image files, name them the same as the discovery image file with "-Large" added to the end of the name
When using Browse to select an item to add to an exhibit or outgoing loan, display Title as a non-memo field

What was new in version 4.0D1
Add "Inventory Report" as a type of Condition report
Display warning message during image backup if not all images can be backed up (such as images in 001\sub\sub folders and unattached images).
Display installation version on system info screen
Export to MARC21 allows mapping to marc field 001. If mapped PP field is empty will fill 001 with record#
Images in 001\sub folders of image directory will be backed up to Hard Drive and CD
New command on Batch letters screen to rebuild all donation and in-kind thank you letters for the selected batch
New command button on Archives screen to list, enter or view additional sites associated with the record
PP Online option to only include Creator, People and Search Term records that are affiliated with included catalog records
Save deleted backups before pp4backup10.zip in Recycle Bin
When printing an envelope or letter from the contacts screen, new option to select primary or secondary address

What was new in version 4.0C9
Add fields for 2007 dues and donations
Backup to Removable drive has new options for including images and multimedia files
Credit line field can be added to Items on Exhibit report
Custom field authority files allow multiple entries and append or replace options
Increase length of habitat field to 80 characters
New "Lockbox" type of payment for Donations
New system report "Missing Multi-Media files"
Only users with Administrative security setting can view or change user passwords
PastPerfect Online allows selection of large image size as 450, 640 or 950 pixels
PastPerfect Online has a new improved FTP engine
PastPerfect Online watermark intensity is quadrupled
PastPerfect Online can include people and creator images
Right-click on image magnifier button to select option to hide mouse pointer
Subject authority file is now available for the Archives container list subject field
Support for SSL SMTP port 465 Email servers

What was new in version 4.0C8
Ability to add attachments to emails
Ability to create Report Maker reports for Search Terms file
Ability to include related contact database fields on Report Maker reports for dues or donations
Ability to print reports to PDF, Word, and HTML files
Allow Arial font as well as Times New Roman for watermark text
Expand accession "Received as" authority file to accept unlimited entries
Modify report "Donations by Date Range" to only included donations that totaled over a specified amount for the period
New "Query" command on Container List screen
New donation report for "Memorials & Honorariums"
New general information screen setting "Wordrite default zoom" to open letters at other than 100%
Option to add phone numbers to Donations, Dues & In-Kind Gifts report
Option to add phone numbers to Donations by Fund and Date Range report
Option to add the field "creator" and other common catalog fields to the Items by Donor report
Option to add the field "idno" to the List of Accessions & Items by Donor report
Option to include Site database fields on Report Maker reports for Objects
Save sort order setting for container list
Security options to restrict Add, Edit, Delete and Print from Sites and People Biography screens
When adding a contact to an existing membership, display the membership# on the screen to select the existing membership
When printing letters, labels, zip code tally, or emailing from the Lists & Labels screen, deceased contacts are not included

What was new in version 4.0C7
Add authority files for contact's custom fields 1-3, library series and people biographies role field
Add fields "Collectors/Donor Details", "Location Notes" and a set of five more location fields to Site sub-screen
Add new Membership report
Add new Prospect report
Add new Prospect Details report
Allow setting for maximum images in a folder to be as low as 200
Display large "Deceased" flag on main contacts screen if box is checked on Biography sub-screen
New option on outgoing loans List of Loans report to narrow the list by range of loanno, outdate, due date or institution
Option to add any field from the contacts database to the contacts To Do List report
Option to add fields "firstname", "activity", "location", and "notes" to Volunteer Hours reports
Option to add fields "Date joined" and custom fields 1-6 to Batch Dues Receipts report and batch dues mailing labels
Option to sort Batch Deposit List report by last name or from
Search Terms authority file report includes number of entries in each catalog
Site "elevation" field is automatically converted from meters to feet
When exporting the Donations, Dues, and In-kind Gifts report to Excel, the first name field is included

What was new in version 4.0C6
Ability to send HTML formatted emails
Ability to add home location and most other common catalog fields to the ToDo List report
Deceased date on contact's biography screen can accept non-formatted date entries
Increase length of "condition" field to 35 characters
Option to overwrite saved query with changes

What was new in version 4.0C5
Add multimedia links to Contacts
Archaeology sites and Localities command button on main menu
Archaeology sites has many new features including linking to all four catalogs, multimedia links, and adding catalog records from site screen
Authority files for fields "culture" and "school" now allow multiple entries
Export to Artefacts Canada option available for Canadian users
Flag on catalog records says "Exhibit Prep" if placed on an exhibit with a start date in the future
Include updated LC TGM1 terms in subjects authority file
Let user select year range for Donations/Dues Summary report
More room on People Biography screen for adding multiple spouses
Multimedia report option to list items without a link
New Address Information button on Contacts screen which displays both addresses when address change dates are entered
New authority files for Volunteer Locations and Activities
New combo box authority file for Volunteer status types
New details field for Image metadata, open with "View Image Details" command on Metadata screen
New system report with PastPerfect-Online publishing information
New Accession report "List of Accessions & Items by Donor" to count the number or accession and catalog records donated by each donor
New Dues & Donations Report "Donations- Items All Contacts" to count number of accession and catalog records donated by each contact
New Report that lists each security group, the users, and all their restrictions
New View biographies command button on catalog/people sub screen
Option to add fields Acqvalue, Insvalue, Curvalmax, Curvalue, and Valuedate to Items by Donor report
Option to automatically add the salutation to the Name & Title when adding a new contact
Option to include more fields when printing Query results lists or exporting Query results to Excel
Option to include templocation() field on some reports that combines all seven temp location fields
Option to save image to hard drive, on old save to floppy screen
Option to view full catalog record screen when viewing records from the Accession, Loan, Exhibit and Site screens
People Authority file moved to main menu with option to globally change people names
Report Maker can now create reports for common fields in all four catalogs
Setup Custom fields option to rename Contacts A-list and B-list
System wide multimedia links on main menu with activate option on setup general information screen
User-defined mailing list description can be view and edited by double-click on the list name from the Lists & Labels screen

What was new in version 4.0C4
Ability to add fields: firstname, lastname, greeting, address1, address2, city, state and zip to the Dues by Membership type report
Add Dear (selectable) as field choice on Donation thank you letters
Add choice for Dear Formal or Casual when entering a new donation. This will affect the Dear field as it is created on the Thank you letter.
Add "Undetermined" as a choice of Repatriation type
Ask for confirmation when Delete command is pressed
Export to Microtext file
General Information setup option to ask for confirmation before saving location changes to the history file
New duplicate records report
Option to backup images and multimedia files to hard drive
Option to export Query and Research results to and Excel/HTML file
Option to export Report Maker reports to an Excel/HTML file
Places authority file is available for Library publish place
Pressing Query again after viewing Query results takes user back to search results list
Sort or narrow the list by Campaign Activity in the Donations, Dues and In-Kind Gifts report

What was new in 4.0C3
Ability to add multimedia link to Exhibit records
Add fields: activity, campaign#, campaign name, and pledge# to Excel export of Donations by Fund or Date range
Add move-bar to easily rearrange order of web export fields
Add new dues payment interval of "Bi-Annual"
Add year 2006 to dues and donation summary display
Allow FTP of a range of selected image folders for PastPerfect Online
Auto watermark of images for PastPerfect Online
Command to calculate insured value of all items on an incoming loan
Display message if user attempts to add objectid that exists in deaccession
Export includes PPID#
Include accession and exhibit records on multimedia links report
Include insured value of catalog record mini screen from Accessions and incoming loans
In-Kind gifts file can be used in Report Maker
New export to Excel/HTML option includes unlimited memo data
New Membership Renewal report
New security option to restrict access to the Dublin Core command at bottom of catalog screen
Option to add multiple authority file entries to the author added entry field
Option to add "title" and outdate fields to outgoing Items on Loan report
Option to export Dues Receipts by Membership type report to Excel
Option to export Pledges by Campaign or Date Range report to Excel
Save setting for "Type of Search" on Keyword search screen

What was new in version 4.0C2
Add new Archives Finding Aid report
Add new Multi-Media Links report
Detail information about search terms prints on authority file report
If you double-click on a pledge, donation, or dues receipt from the Pledges/Receipts screen and the associated contact record has been deleted, user is given option to delete the entry
Include CD backup date on Backup reminder screen
New function getdonaddress() that can be used on donation thank you letters and donations by fund report to print alternate billing address
New general security option to restrict users from viewing websites via PP
New general security option to restrict users from saving or deleting queries
New general security option to restrict users from accessing To Do lists
Option to add catalog record image to incoming loan form

What was new in version 4.0C1
Add "Yes to All" and "No to All" commands to mail log entry screen when printing multiple letters
CC - carbon copy option when sending an email from the contacts screen

What was new in version 4.0B9
Option to include first and last name on volunteer hours reports

What was new in version 4.0B8
Add Current Memberships to fixed lists
Add exhibit label fields 1-4 to Excel export
Add field "Include in Web" to bottom of each catalog screen
Allow multiple entries from Authority file in Home location field
Allow URLs up to 150 characters when setting up Links to websites
Contacts fields deceased and deceased date available for report maker
Right-click on Fixed membership lists displays details

What was new in version 4.0B7
Add new report Collection Todo list
Add new security restrictions to exclude individual catalogs from the All catalogs and Keyword searches
Add print dues history command to contacts/membership screen
Browse before gather as SG-extra option
Enable Alt-key short cuts for Add, Edit, Delete commands on Authority file screens, Esc for Close & Exit
Expand donation/dues payment type list longer so user doesn't have to scroll to see all entries
If catalog record status is Missing, highlight word in orange
If using British, German, or Italian style dates, letter date format is 4 July 2005
Increase length of email subject line to 80 characters
Increase length of purpose field on incoming loans to 60 characters
New check box option when adding a new Accession to fill Thank you letter sent date with today's date
New check box option when adding a new Accession to fill Deed of Gift sent date with today's date
New report listing mailing list names and record count for each list
Option to add fields address, city, state, zip to Volunteer hours summary reports
Option to arrange all lists on the setup/contacts screen alphabetically
Option to include sub-totals on Batch deposit report and to sort by payment type
Option to place the dates of creation field on the Items on Exhibit report
Save last payment type as default for donation/dues payment entry

What was new in version 4.0B6
Add fields: education, publications and role to the Creator details report
Add temporary location notes field to keyword search list
Allow more fields on search results printed list; notes, collection, date, homelocation()
General Setup screen option to run the program full screen so it can not be minimized
Library detail report sort by home location is now home location + shelf
New date format ANSI "2005.07.28"
View date format command on Setup General Information screen

What was new in version 4.0B5
"Restrict All" command on Security setup screen

What was new in version 4.0B4
Add "Active memberships" to contacts fixed mailing lists
Allow access to sub-screens Related, Legal, etc. before pressing Save when adding a new record
Allow "otherno" on search results printout
Dear formal/casual separate setting for emails and letters
Dear option of "None" for emails
Display warning message in security when adding a user without a password stating that they will be restricted from the security setup screen
First name, in memory of, and in honor of, may be printed on Batch Deposit list
Image added to default library catalog card style#2
New report "Recently updated records"
New Zip code tally report for bulk mailing
Security option to allow editing of only records in selected datasets
Sort donations by fund report by last name + first name + company
User authority file is available for deaccession "authorized by" field

What was new in version 4.0B3
Able to edit Home location/Building on main catalog screens
Dear (formal) field available for Donations by Fund report
Display flag on main catalog screen to indicate when an item is at a temporary location
Display 'Inactive" flag on membership screen when selected to not "Include on Overdue list"
Display image file name on main catalog screen below image
Exhibit# is available as a catalog field for research and reports (don't need to know exhibitid)
Items on exhibit would not be flagged as on exhibit until the exhibit start date was today or earlier
List of Report Maker reports is sorted alphabetically
New security option to restrict users from changing objectid#, accession#, and contacts id#
Now only have to press Enter once on Find screen
Option on General Info setup screen to turn off highlighting of queried text to allow editing of the queried field
Option to export selected records to Dublin Core-XML file
Option to include phone numbers on volunteer hours summary reports
Option to sort "Items on Exhibit" report by objectid, objname, collection, home location, or temp location

What was new in the version 4.0B2
Add Batch processing for donations, dues, and in-kind gifts
Add fields: campaign, campaign#, activity, activity#, in memory, in honor, and tax deductible amount to in-kind donations
Add field: Dear (selectable) for inclusion on mail-merge letters
Add fields: dues change date, previous dues amount, largest donation date, last donation tax deductible amount to contacts
Add field: first receipt date to campaigns
Add field: tax deductible amount to donations
Add Id# to list of contacts screen displayed to select an accession donor
Add incoming loan# to catalog default data screens
Add To do list to contacts
Add new reports: Batch Deposit list, Batch Details Report, Batch Details Report by Code, Batch Donation Mailing Labels, Batch Donation Thank you letters, Batch Dues Receipt Mailing Labels, Batch Dues Receipts, Batch List Report, Contacts to-do list, and Donations-Dues and In-Kind gifts
Added In-Kind gift type setup to contacts setup screen
Command button to display associated in-kind gifts from the Campaign screen
Command button to sort mail-merge letters alphabetically
Command button to sort combo authority file entries alphabetically
Double-click on the membership overdue list takes you to that contacts record
Increase length of field "check#" in dues & donations
Increase length of field "frame" in objects to 120 characters
New contacts Giving Summary screen
Only allow changing the setting for "Skip file test" on the Setup/General Information screen
Option to assign next donation receipt#
Option to edit donation receipt#
Option to export the Donations by Fund report to Excel
Option to include source field "recfrom" on printed research and query results
Option to limit results of Donations by Fund report to only donations over a specified amount
Option to print a range of Wordrite letters
Thank you letter for In-Kind gifts

Wha was new in version 4.0B1
Ability to display both flags "Item on Loan" and "Item on Exhibit" at same time on catalog record screen
Ability to enter unlimited In-Kind donations
Add an "Update loan addresses" button in the Contacts section under loans
Add field address "Type" for primary and secondary contacts address
Add field "Receipt#" to donations available for printing on Thank you letters
Membership renewal may be designated as "Complimentary"
New field in dues file for tax deductible amount
Print unit of measure on the default catalog reports

What was new in version 4.0A8
Increase length of exhibit name field to 75 characters

What was new in version 4.0A7
Add year 2005, drop year 1995 from dues and donation history
Allow udf1-3 to be printed on Donation thank you letters
An image may be added to the Detailed Condition report
Collections List report option to exclude loaned in items
Export Lists & Labels to Excel file add these fields: member number, membership name, paid thru, type, subtype, and last paid
New option of Setup/Multimedia screen "Don't display metadata screen when attaching new image"
New Scatter option to CD/DVD to select drive and not finalize disk
When attempting to add an item to an exhibit that is already on another exhibit, display the other exhibit# and name
When attempting to add an item to a loan that is already on another loan, display the other loan# and name

What was new in version 4.0A6
Allow fields printsize, studio, and photographer to be used on the Collection List with Descriptions report
Archives - Container List report can be sorted by Folder +Title
New function "Getbilladdress()" that can be used on contact labels
New mail merge field "Bill Add selectable" that can be used on mailmerge letters
On Donations by Fund reports, option to include fields: address1, address2, city, state, zip, country, greeting, title, and udf1-6
On Exhibits screen, double click on catalog record item takes you to that item's detail screen
On Incoming Loans screen, double click on catalog record item takes you to that item's detail screen
Option to put an image on the Collection List reports
Option to put shorter Title (sortable) field on browse screen so it doesn't appear as "Memo"
Option to replace main menu button images with custom images, Objects.jpg, Photos.jpg, Archives.jpg, and Library.jpg
Sort items list on exhibits by objectid

What was new in version 4.0A5
Improved ezMARC export

What was new in version 4.0A4
Installation option to install for all users of the computer

What was new in version 4.0A3
Add Field Description reports for Archaeological Sites and Condition Reports
Add new Contacts fields for largest dues payment and largest donation amount

What was new in version 4.0A2
No new features in the update

NEW FEATURES VERSION 4.0