NM Collector Software JE (Java Edition)

Company Vision nmCollector.net LLC intends to produce the most useful and flexible software available to the collector community at the most reasonable cost. nmCollector.net LLC recognizes the effort put into data entry and keeps the preservation of that data at the forefront of our development efforts.

Company History nmCollector.net LLC began in the year 2000 when Clay Pryor began selling his NM Gun Collector Software online. After receiving multiple requests for collecting software for different computer operating systems and collection types, nmCollector.net answered the call with NM Collector Software JE. This software became popular enough to justify incorporating in 2010. Recognizing the need for mobile products nmCollector.net introduced NM Collector for the Android in late 2011.

Contacting Us

web contact form: http://www.nmcollector.net/nmguncollector/contactForm/feedback.php

physical address:

Clayton J. Pryor

C/O R. B. White, P.C.

9007 Washington NE

Suite A

Albuquerque, New Mexico 87113

NOTE: If this manual does not match what you see in your copy of NM Collector Software JE, please make sure you have the latest version of the software from:

http://www.nmcollectorsoftware.com/upgrade/

NM Collector Software JE

About

NM Collector Software JE (Java Edition) is truly portable software designed to be run on any computer with any operating system from a USB Flash drive. Although it can be installed on the computer hard drive it is also designed to run entirely off of a USB flash drive that can be plugged into any computer making it a truly portable application.

* Java 6 run-time engine required - comes with Windows, Mac OS, and Linux

It comes with templates for coin collections, knife collections, Japanese sword collections, stamp collections, gem collections and others built in. You can even define your own collection types from scratch if you wish.

With NM Collector Software JE you can customize the following to your preferences:

· Look and Feel - pick and choose your own fonts including style and size as well as foreground and background colors.

· Field Headings - standard headings available which you can modify and/or make your own.

· Drop Down Values - many provided for each type of collection but you can add and modify your own.

· Collection Type Templates - many are provided and you can create your own.

If you do not like the fields provided you can redefine them to your own. You get over 32 fields that you can define.

Overview

The NM Collector Software JE user interface is broken down into two major components; a tree view and tabs.

The tree view provides your main interface to the entire contents of your collection. Using the tree view you can add, delete, and select items to view and update. You can also modify their location relative to other items in the tree view.

The tabs provide a means for organizing, viewing, and updating data specific to the individual item selected in the tree view. There is room for a lot of data so the tabs provide a logical and intuitive organization for that data.

Tree View

Overview

The tree view is your main tool for organizing your collection and selecting the items you wish to edit. Following the screen capture below is a description of the tree functionality.

As you can see from this excerpt, we can view all or parts of our collections in this tree view. Collection types are shown as a special "NM" folder while items in the collection type are listed under the collection type. Some items themselves look like folders while others look like a simple sheet of paper. More on this later under "Sub Folders" (below).

The buttons at the top are enabled and disabled as appropriate for where we are in the tree. In this case we have a collection type (Firearms) selected so only buttons that apply to an entire collection type are enabled. At this point it makes sense to Find an item in the collection or to Insert (Ins) a new item in the collection. More on the buttons later.

Select an Item

In the picture above we have selected an item to edit. The values for the selected item are populated in the tabs for easy viewing and editing. Also note that all of the buttons above the tree are now enabled. All of them make sense when an individual item is selected.

Drag and Drop

You can move an item to any location in the Tree view by simply clicking on it and holding the mouse button while you move it in the tree then letting go of the mouse button when it is where you want it.

Sub Folders

As noted above, some items look like folders while others don't. You can create sub folders to associate items with other items or to collect items for whatever reason that makes sense to you. To convert an item to a sub folder simply select it and click the "Ins" button to insert a new item to be associated with it. Another approach is to "Demote" (>>>) the item located directly below it. Now you can add other items to the folder by inserting new items in the sub folder or dragging and dropping other items to it. Notice that the sub folder still retains its identity as an item so you can manage information about it. In other cases there is no information to manage at the folder level. An example of a folder that would not require any data would be a location folder (such as bedroom safe) created simply to contain items stored in that location.

Buttons

Find - locate any item in the tree based on a text value in one of the first Identification fields. This is particularly useful for large collections.

Duplicate - create a new item based on the currently selected item. All relevant ID, Description, Receipt, and Disposition data will be copied. This is particularly useful if you acquire many similar items at the same time. Be sure to change something immediately after the duplication so as to distinguish the items one from another.

Insert - create a new item from scratch as a child of the currently selected item, folder, or collection. If a collection is selected when the Insert button is pressed, the new item will be inserted as a member of that selected collection. If an item is selected when the Insert button is clicked the currently selected item will be converted to a folder and the newly inserted item will be automatically associated with that item. If this is not your intent you can use the Demote button below to make the newly inserted item an equivalent to the selected item.

Delete - delete the current item. Be careful with this as there is no recovery unless you recover your database from backup.

Promote - promote (shift left) the selected item.

Demote - demote (shift right) the selected item.

Tabs

Overview

The tabs contain data for the item selected in the tree view. There are so many available fields the tabs provide a logical way to organize them.

Edit Captions

Captions can be changed to meet your needs on any tab simply by checking "Edit Captions" and making your changes. Uncheck "Edit Captions" when you are done.

Buttons

There are buttons at the top of each tab. The actual buttons vary by tab. When a button is not enabled that means it does not apply to the current situation.

The function of the buttons is as follows:

Clear - clears the contents so you can start from scratch.

Revert - if changes have been made on the current page, this button is enabled. It allows you to revert your data to the last saved values.

Keep - if changes have been made on the current page, this button is enabled. It saves the current values in memory. Note: the changes are not stored to disk until you properly close the program. You may save date to disk at any time by clicking the Write button.

Write - this writes your current data which is loaded in memory to disk including all of your changes since the last write to disk.

Statistics - this takes you to the Statistics page.

Close - closes NM Collector Software JE and save your data to disk.

Identification Tab

This tab is used to capture identification information.

Captions are initially populated based on the collection template selected. These captions can be customized to your preferences. Of course, changing a caption within a collection type will apply to all items within that collection type. More on that under Edit Captions.

All fields are editable so use them as you wish. Where there are drop down lists an existing item can be selected or new items can be added simply by typing a new value in the drop down field. The next time you need the item it will appear in the drop down and can be selected.

The bar code field contains an automatic conversion of the Unique ID into a bar code. This field can be used to quickly locate an item based on a scan of the bar code. For example, you can print bar codes to hang tags and tie them to each of your items. While inspecting an item you can scan the bar code into this bar code field and the system will immediately locate and make that item current.

For the bar code field to render properly, you must download and install a free Code 39 bar code font from http://www.idautomation.com/fonts/free/

Description Tab

This tab is used to capture descriptive information that is in addition to identification information.

As with the identification tab, captions can be changed and all fields are editable.

Pictures Tab

This tab is used to capture detailed pictures of the selected item.

This tab should be self-explanatory. Depending on the picture option selected (Options > Pictures) the picture is either saved in the database (Save in Database) or in the file system (Save in File System).

If the pictures are too large they can affect the performance of the application and may not load properly or show up in reports with images. Please keep them as small as reasonably possible. I have successfully loaded pictures as large as 2048 x 1360 pixels (1,400 KB) with no problems.

Receipt Tab

This tab is used to capture information on your acquisition of the item.

There can be multiple receipts for any item since an item can be disposed of and then brought back into the collection for one reason or another.

Disposition Tab

This tab is used to capture information on your disposition of the item.

There can be multiple dispositions for any item since an item can be disposed of and then brought back into the collection for one reason or another and then disposed of again.

Maintenance Tab

This tab is used to capture maintenance and repair that has been performed on the selected item.

The intent of the Increment and Units field is to identify the interval (other than date) at which the operation was performed and is to be performed next. For example, if you were to change the oil in your car every 3 months or three thousand miles, your Completed Increment would be the actual miles at which the oil change was performed and the Units would be miles. The Next due date would be three months later and the Next Due increment would be the current increment plus 3000 miles.

Events Tab

This tab is used to capture events such as shows and outings with the item.

This should be self-explanatory.

Data Sheets Tab

Some advanced collectors, particularly with regard to many U.S. military firearms, require extensive detailed documentation of the components found within an item. There is no way to capture these details other than through the use of a Data Sheet designed specifically for that item. Images of data sheets can be captured in the pictures section. However, this tab allows a person to enter textual data sheets that can be reviewed and updated as appropriate.

Here is an example of a blank M1 Garand Data sheet.

More Tab

Capture even more descriptive information here. Many more fields are provided for your customization.

Please note the pre-defined field types including Text (with drop downs), Currency, Date, and Notes. These field types come with certain pre-defined expectations for that field type so please use the appropriate field type for your data.

Statistics

This feature can be your best friend if you have a large collection. It is also extremely useful if you track purchase, sale, and appraised values as it will summarize total cost and values for you.

Make changes here or double click on an item in the table to go to it in the main window. Export the data in various forms including HTML, XML, and CSV (for importing into Excel). The Refresh button is used to update any changes made here in the main window.

This window is a bit confusing because you select a directory so directories only are displayed. Due to a known Java bug, it asks you to specify a "File Name." ( if interested, please see the following url for more information on the bug: http://bugs.sun.com/bugdatabase/view_bug.do?bug_id=6438246 ),

b. Navigate to the backup location of your choice. You can create a new directory if you wish. Here I have created and selected a directory named NMCollectorJE_DB_BU in the existing C:\BU directory path.

c. Once you have selected your desired backup location simply click the Save button to create the back up in that location. The backup is named, simply enough, "nmcswDB_backup."

Recover Database

Hopefully you will never need your backup. However, if the occasion ever presents itself in which you have to recover your data, just follow these steps.

To recover your data:

a. From the main menu, select "File > Recover Database" which will present you with the following window. Again, it is a bit confusing as indicated above in that it asks for a File Name when you really just need to select a directory.

b. Navigate to the backup directory that you saved your backup to. As shown below, select the file named "nmcswDB_backup" that was created for you when you backed up your data.

c. Once your recovery database is selected, simply click the "Open" button and it will be loaded.

You will have to restart NM Collector Software but once you do your data will be recovered.

Export > to JE CSV

Use this to export most of the data into an Excel compliant CSV formatted file. You select the directory to export to and the software names the csv file in accordance with the collection type you have selected. It also creates sub-folders to hold the pictures for each item.

All data is exported except: Maintenance and Events. Only the latest Receipt and Disposition records are exported. The following table lists examples of the names of the exported csv file for each collection type.

JE Collection Type	Exported CSV File Name
Firearms	JEFirearms.csv
Knives	JEKnives.csv
Home Inventory	JEHome Inventory.csv
Nihonto	JENihonto.csv
Stamps	JEStamps.csv
Coins	JECoins.csv
OtherCollectionName	JEOtherCollectionName.csv

Export > to Android CSV

Export your data for later import into the appropriate Android NM Collector application. You select the directory to export to and the software names the csv file in accordance with the collection type you have selected. It also creates sub-folders to hold the pictures for each item.

Be sure to copy the pictures directory as well as the csv file to your Android SD card for import into the appropriate Android NM Collector app. The export function determines the appropriate Android collection type to export to based on the currently selected collection type as follows (NOTE: If you change the name of one of the collection types listed below they will be exported to NMItems):

JE Collection Type	Android Application	Exported CSV File Name
Firearms	NM Guns	AndroidNMGuns.csv
Knives	NM Knives	AndroidNMKnives.csv
Home Inventory	NM Home	AndroidNMHome.csv
Nihonto	NM Japanese Swords	AndroidNMSwords.csv
Stamps	NM Stamps	AndroidNMStamps.csv
Coins	NM Coins	AndroidNMCoins.csv
All Others	NM Items	AndroidNMItems.csv

Import > from NM Gun Collector Data

This menu item has one purpose - to facilitate the migration of data from NM Gun Collector Software to NM Collector JE. Additional information can be found at http://www.nmcollectorsoftware.com/support/Import.htm.

Import > from Android CSV

Use this to bring data in from your Android NM Collector apps. It will bring in new items, update existing items with data captured in the Android apps and add pictures from the Android. Whatever csv file you pick will be imported into your currently selected collection type so be sure to pick the correct Android file for the collection type you have currently selected.

Import > from JE CSV

This allows you to bring in data from other NM Collector JE users or from other applications such as Gunsafe. To bring data in from other applications, 1) export NM Collector Software data to see what fields are available, 2) use MS Excel (or other compatible spreadsheet application such as Open Office) to arrange the data from your other application to match the data format exported from NM Collector Software, and 3) import the data.

Write To Disk

This writes your current data which is loaded in memory to disk including all of your changes since the last write to disk.

Options Menu

Pictures

Chose Save in Database to save pictures in the database – the actual pictures themselves are stored in the database. Chose Save in File System to store pictures in the file system – only a path to the picture is stored in the database. Saving pictures in the database makes it easier to backup and restore your data but can significantly slow down NM Collector Software. Storing pictures in the file system makes NM Collector Software run much faster but makes it more difficult to back up and restore because you must manage the pictures separately from the database and make sure they are restored to the exact same paths as they were originally in when added to the Pictures tab.

Security > Encrypt Database

Encrypting your database through the NM Collector Software application will make it more secure but also make it impossible for you to access your own data outside of NM Collector Software. Therefore, many people chose not to encrypt the database in this way but to encrypt the storage media on which it is located instead. The choice is yours. Once you encrypt the database from within NM Collector Software application there is no going back. Once encrypted it will always be encrypted. Be sure to back up your entire NM Collector Software installation directory before exercising this option in case the encryption process fails or you need to recover to an unencrypted state. You will lose any data that was entered after encrypting the database.

Security > Enable Password Protection

You can enable password protection to prevent others from using your copy of NM Collector Software. Be sure to put the password in a safe place for you will need it to use NM Collector Software after you enable security! There is no way to recover from a lost password so don’t lose it!

Security > Change Password

self explanatory.

Activation > Status/Activate

Manage your activation here.

There are many Paste options to simplify entry of the activation information. Of course, you must copy the information before it is available to paste. J

Manage Menu

Collection Types

Use this functionality to change, add, delete, import, export, print and change Collection Types. Hint: to create a new collection type based on an existing collection type, export the existing collection type and re-import it as the new collection type then make your changes to the new collection type.

You can edit values (other than the ID which is set for you and maintained by the system) by clicking a value within the table and typing within that cell. The "Show in Tree" checkbox determines whether or not the Collection Type will be displayed in the tree. The following is a description for each button:

Resynch - used to update the main tree view with your changes. This will also happen automatically when you close the Collection Types window.

Export - use this button to export the selected collection. You select a collection for export by clicking the name prior to clicking the Export button or from a drop down after you have clicked the Export button. This can be used to share your collection type definition with others.

Import - use to import an exported collection type. If the name of the imported collection type already exists it will be renamed prior to import so as not to over write your current definition.

Insert - use to create a new collection type. Once created go to the main tabs to set the headings.

Delete - delete the selected collection type.

Print - print the table of collection types.

Close - close the Collection Types window.

Edit Drop Down Lists

Use this functionality to edit drop down lists on each tab.

Select the Collection Type from the drop down and then the list you want to edit from the other drop down list. These lists are automatically populated as you add new values to the drop downs on each tab. Sometimes you will unintentionally add an item that does not belong or need to correct the spelling. Use this tool to make those corrections.

Format Menu

Use the Format menu to change the default formats for buttons, captions, and fields. Here is an example for fields:

You can change the font type, font color, and background color.

You can also change individual items by double right clicking the item and selecting the appropriate values to change form the pop up menu. Here is an example of a special format applied to a key identification field:

Reports Menu

There are many reports available. You can select them through this menu item. If you store pictures in the file system rather than the database you would choose the “In File System” version of any report with pictures.

If you need a report that you cannot find, please let us know what that report is so we can develop it for you and others.

Help Menu

Various links to help are provided in this menu item. Help is on-line so this menu item will cause NM Collector Software to access the internet. NM Collector Software never accesses the internet for any reason other than you clicking on a help function.

Examples and Videos

Nothing helps understanding of a system better than examples. Here are links to some useful examples. Please give them a try before asking for help.

· Migrate Pictures - (Demonstrates: Migrate Pictures from database to file system, migrate pictures from file system to database, consolidate pictures spread throughout a file system to the NM Collector Software directory)

· Home Inventory - (Demonstrates: Creation of new Collection Type, Creation of new Field Labels, Creation of new Drop Down Lists)

· Group Items in a Collection Using Folders - (Demonstrates: Creation of folders within an existing collection)

· Create a Wish List - (Demonstrates: Creation of folder to track wish list and then moving items when wish list item acquired)

· Duplicate a Collection Type - (Demonstrates: Creation of a new collection based on an existing collection)

Please see the “How to” videos page for current list of available on-line videos to step you through some of the more intricate features of NM Collector Software

Support

Initial Suggestions

If you encounter problems with your activation please study our Activation Example. Please do so before requesting support.

Before trying anything else, please make sure you have the latest release!

Make sure you have the pre-requisite Java installed - at least 1.6 ( http://www.java.com/en/download/manual.jsp ). NM Collector Software JE will not start without it and you will see a message to that effect. If all goes well, it will then automatically send you to the Java download page. If not just use the link above.

Frequently Asked Questions (FAQ)

Question: How do I start NM Collector Software on the Custom USB Flash Drive?
Answer: Run in accordance with computer as listed below.

With the USB flash drive you can run the software on any computer you want without installing it on any computer. All that is required is that the computer you want to run it on have Java 6 installed which is easily obtainable for Windows, Mac, and Linux operating systems.

To Start NM Collector Software in Windows

Run NMCollectorJE6.exe

To Start NM Collector Software on a Mac

Run NMCollectorJE.app

Recommended Best Practice:

It is best to copy the software from the USB flash drive to your main computer's hard drive and run it from there rather than directly from the USB flash drive. It will run substantially faster off of your hard drive than from the USB flash drive.

You can then back up your data to the USB flash drive on a regular basis for safe keeping. You can still use the USB flash drive on any computer you want including those of friends and family if you choose to share your collection with them.

See Copy Database From One Location to Another for on the NM Collector Software “How To” Videos page (link below) for a tutorial on How to copy NM Collector Software to and from your hard drive and USB flash drive.

To Start NM Collector Software in Linux

Java –jar NMCollectorJE6.jar

Question: Why can't I enter data? All of the fields appear to be disabled.
Answer: You need to select a collection type and then insert an item or edit an existing item already in the collection. Please see the Create a Wish List example to see how this works.

Question: Why can't I copy and paste?
Answer: Please see following links on how to copy/paste for your operating system:

Question: How do I install and run NM Collector Software on my Mac?
Answer: I created the following step by step instructions. Please carefully follow them! Thanks.

Question: How do I copy NM Collector Software from one computer to another?
Answer: You can copy your entire NM Collector Software directory to any computer you want to run it on - no need to install it on the new computer. Then, to update the data only from one system to the other just copy the database (nmcswDB) between computers. Please be careful not to overwrite more recent data with older data! [Note - you must use the USB version of the software to run on multiple operating systems using the method described above]

Question: Why is NM Collector Software behaving strangely on my 64 bit Windows system?
Answer: Most likely you are not running the correct Java for your Windows system. Please see these detailed instructions for Java on 64 bit Windows Systems: http://www.java.com/en/download/faq/java_win64bit.xml

Question: How do I import my data from NM Gun Collector software?
Answer: Please see Import Data From NM Gun Collector

Question: Will NM Collector Software meet the approval of a BATFE C&R FFL inspection?
Answer: Given the new BATFE requirements for alternate records (found here) the answer is "no". However, given the BATFE definition for a "Bound Book"(found here) you can print a C&R report from NM Collector Software and assemble the pages to make up your bound book. Further, the rulings listed above may change at any time. It is up to you to keep track of the latest BATFE rulings and make your own decision as to the suitability of this software for your purposes.

Question: When I use my USB flash drive in a computer other than the one I originally stored my pictures on the pictures go away. I store my pictures on the USB flash drive. However, the drive letter changes on different computers.
Answer: You can manually set your USB drive letter so that it is the same on any computer. Search for "assign drive letter" to find instructions on how to do it for your operating system!