A number of grade suffixes are used within Collector’s Assistant. These include: B, RB, R – brown, red-brown and red used for high state copper coins. DC (Deep Cameo) , UC (Ultra Cameo), and C (Cameo) for high state silver coins. DC and UC are synonyms. Additionally there are a few suffices specific to certain coin types. These include: F – Full Bell Lines (Franklin Half Dollar), H – Full Head (Standing Liberty Quarter) and B – Split Bands (Mercury Dime)

Note – most high state copper coins must have a color suffix to return a value. In all cases the best way to enter the grade is to select it directly in the values table.

We recommend taking a backup within Collector’s Assistant at least quarterly (or more frequently if you are making many edits). Retain old backups so that you can recover from undetected data losses. Use a USB flash drive to store your backups and name the destination folder so that you can easily find the date of a backup. (something like CA-Backup-Jan-25). If you need to recover data from a backup the best approach depends on what you need. For Windows it is possible to reinstate individual collections. If you need a single collection, you should locate the collection file on the backup and copy it into c:\CollectorAssistant\MyData\My Collections\ (the file has the same name as your collection and the extension .CL8) For the Mac, a Collector’s Assistant backup includes 3 files with sql as a part of their filename. Reinstating these files (using Finder) to the correct location will restore the entire Collector’s Assistant installation to its state at the time of the backup. In addition a text CSV file is created from which it is possible to backup a single collection (contact support@carlisledevelopment.com for details). The folder in which these three files should be copied is: <home>-Library->Containers->com.carlisledevelopment.collector’sassistant–>Data->Library->Application Support->com.carlisledevelopment.collector’sassistant. Also the folders Library and Container are often hidden. To access after starting Finder click on Cmd-Shift-H to select the Home folder then Cmd-Shift-. (thats a period) in order to show hidden folders.

Almost all coins have a market values table. If you do not see a market values table for a coin, go to the standard database to confirm it does not have one – typically only current year issues will not have a table. If there is a values table, there are several reasons you would not get a value. The grade must be identical to one in the table, the best way is to click on the grade in the table. The Quantity is 0 or the Manual Value checkbox is checked indicating you are in control of the value for this coin.

In some instances, the Value Info field may indicate we are using an alternate value source such as Bullion or Face Value or lower numismatic grade.

Often, after initially populating their collections, a user will wish to re-organize their coins differently. The Collector’s Assistant allows you to select a group of coins and move them to another collection and also move collections to another Collection Group if you are using this feature.

Once you have added a coin to one of your collections, you may replace the obverse of reverse images with scans of your own coins. There are several important considerations. The files should have the extension .JPG, may be of any size, B/W or color but should be closely cropped. For Windows, we recommend that you create a folder named My Images under the MyData folder (Windows) and place your images there or in subfolders of My Images. This assures they are backed up by the Collector’s Assistant and remain in place (since they are attached, not copied). To select an image, right click on the obverse or reverse image and then select Change Picture on the context menu. This will allow you to navigate to and attach the picture. The total path of the picture file cannot exceed 128 characters. For our Mac version, pictures are actually copied into our database so they may come from any location. Also since Mac distinguishes lower case from upper case letters in filenames, filenames on the Mac must be all lower case and have the extension .jpg. On Windows, filenames can use upper and lower case but the entire path to the file must be 128 characters or less as it is stored in the database.

Throughout the data entry screens, many fields are support by dropdown lists containing choices. All contents of such choice lists may be managed using the Choice List Editor under User Preferences. Choice lists are separated into subfolders for each collectible (Coin, Paper Money) which are located under c:\CollectorAssistant\Combos\. Additionally there are some choice lists that are not collectible specific which are in the category Shared (These include Buyers and Sellers, Locations, and LinkContainers). Location and LinkContainers are linked choice lists where each Location has its own list of Containers so when adding containers it is necessary to specify a Link Name (The Location to which it applies)

Collector’s Assistant (Windows version) provides a special function to make it easy and quick to move to a new computer. Place an empty USB flash drive in the original computer. Start CA and click on File->BackupRestore and select Prepare for Move to a New Computer. Identify the location of the USB drive by double clicking on it, then start the operation which usually takes 1-3 minutes. Then take the flash drive to your new computer and double click on the file CAUnpack.exe located on the root of the drive (do not open any subfolders). In about 3 minutes it will install an identical version including the product, any updates, your data and customizations and subscriptions. This may also be used to resinstate if you have a hard drive crash on your original computer. For the Mac, take a regular Collector’s Assistant backup, then install Collector’s Assistant on your new computer. Finally copy the three files with sql in their name on the backup into the folder <home>-Library->Containers->com.carlisledevelopment.collector’sassistant–>Data->Library->Application Support->com.carlisledevelopment.collector’sassistant

Also the folders Library and Container are often hidden. To access after starting Finder click on Cmd-Shift-H to select the Home folder then Cmd-Shift-. (thats a period) in order to show hidden folders.

The collection listing grid supports up to a 5 level sort using any data columns that are present in the grid. Additionally each collection remembers its default sort order which is in effect whenever a collection is opened. When coins are added to a collection, their placement depends on the current sort. For example if you have specified a sort of Coin Type, then Date, then Mint for a collection containing all US Dimes, they would initially be sorder by Coin Type and within each type, Date then Mint.

Once a collection is open you can temporarily resort by direct selection of the grid column headings. Once a collection is re-opened it will revert to the assigned sorting order.

The Windows version provides for extensive editing of the appearance of the first three data entry tabs (Item Detail, More Detail and Buy/Sell). Information fields may be relocated anywhere on these three tabs and also dragged out of sight if you don’t currently need them. You may also modify the size of the images and add image slots.

It is also possible to add new information fields. If you wish to use this function it is important to review the How To Help topic for more information. We would also encourage you to contact our tech support to describe what you are trying to do and determine the best approach. Make sure that you do not modify any of the fields we provide, if you don’t want them, drag them out of sight. If you do modify a field we provided it might result in data disconnection.