Airtable Tutorial for Cataloging Stamps, Dies & Stencils

Airtable Tutorial for Cataloging Stamps, Dies & Stencils

Hey everybody! For my last video of the
year I wanted to talk to you about how I catalog and organize my stamps and dies.
I have three sets of envelopes and bins: small for small stamp sets, large for
large stamps and stencils and then a medium one for standalone dies. This is the app that I use to catalog
and organize my stamps dies and stencil since those are the three things that I
use the most often, and I use this to help me design
projects and also to quickly retrieve the information so that I can blog
projects effectively and easily and with very little work, You can see at the top I have a stamp
tab, a die tab and a stencil tab. You can have these be independent or you can
have them linked together as I do here. You can see this celebrate you as a
matching product over in the stamps tab and those are forever linked. It’s very
easy to do. I use filters to help me design projects.
So for example let’s say I made a card with a Sun on it and I wanted just the
perfect sentiment for that. I would click filter and I would say where sentiments
has any of, and I would type in sunshine and it will give me every single stamp
set that I own that matches that filter. I have them organized in here by
manufacturer and then alphabetically which is also how I have my stamps and
dies organized, and I’ll show you how to do that as well
but it’s nice to be able to see every sunshine sentiment that you have all at
once – I think it’s the genius of this product.
I can also sort by theme. That’s something that I chose to set up so if I
want to look at every single one of my Christmas sets I just change the filter
to theme, click Christmas which is already one of my themes that I’ve
entered and I can see every Christmas set that I own regardless of
manufacturer. It’s really brilliant, and I tried a million
different apps and none of them did what I wanted. What I like about this
one is it’s completely customizable so everything you see here is what I did –
you can make yours be whatever you want! The grouping filter that I have by manufacturer –
you can go into your dies tab and say I want to see all the word dies and it
will show you everything that I’ve tagged as a word die.
I have different types set up that I’ll walk you through that work for me but
again you can do whatever you want with this software. Now it does have both an
app which is very easy to use and it has the desktop version. I type a lot faster
on the desktop so I like to type my sentiments in on the desktop but a lot
of times I’ll put the stamp set in – just the basic information about it –
on my phone, when I’m stamping or putting away my stamps.
Now the filter can also show you whether or not
a certain field is empty, so if I want to do a little work and I realize I’ve
left the photo off of some of my stamps I can go clean them up by filtering it
so that it shows me everywhere where a picture is empty. These are called bases and so I’m
going to start a new base for you to show you how I set mine up from the very
very beginning, so you can see mine says Lydia inventory but we’ll set up a new
one, and we’re just going to call this sample
stamp inventory. You can choose a little icon for it, you can choose a color, you
can duplicate a base that you already have, etc.
So this is what sort of the default base looks like and you can get rid of all
this, you can start over, you can add but I’m just going to walk you through what I
did, and the different types of selections
that I have. So it already has name which is great, so
the second field I’m going to add is manufacturer. The type of field that you choose
will influence how you retrieve that information, so for example I’m just
going to set up Concord & ninth as a manufacturer, and I’m going to set this up
as a multi-select, meaning everything that I set up will show up as an option
later on so I won’t have to enter Concord & 9th again. The next field is going to be photo. This
is really important for me to be able to see the stamp set when I’m looking for
something in particular because I might be looking for a particular size,
sentiment etc., and I don’t want to have to go look at the physical stamp when
it’s this easy. Type – I use this to differentiate
photopolymer stamps from cling rubber stamps from wood stamps and this is a
single select field so I’m just going to put the options in here and then
I can select them at any time in the future for any record.
You’ll want to name your tabs I’m naming this tab stamps and then I’ll add other
tabs for other types of products. Next is the link this is very helpful if
you’re a craft blogger you can quickly grab this link you can stick it into
your blog post and move on – it’s a lot easier than searching multiple
manufacturers websites for a link to a product. Sentiments is the reason I created this database. The way I design is I design
with an image first and then I want the perfect sentiment and I didn’t have a
way to retrieve the sentiments that I had and this makes it so quick! I type
them all in when I get this stamp set and I set it up in here and then I can
grab it. Then there’s theme – this is important to me. Like I said Christmas,
Halloween, holidays, sympathy – that kind of thing goes under theme. I do price
because I actually add this to my homeowner’s insurance since this is my
job. I want those products insured. Then
I’m adding a field for dies meaning a matching die for this stamp set that I
can link it to, and then I also have a field for retired
because I want to know whether or not this is retired, because I know it can be
frustrating when people are reading blog posts if they can’t get the product
anymore, so I want to be careful either not to
blog those or to let people know that it’s not available anymore.
Now once you’ve set these themes up this is how I enter a stamp set. I have an
imaginary stamp set called happy Bunny and if you just hit enter it’ll bring
the drop down of those multiple options that you have up, or you can hit that
little plus and if you start typing something that isn’t already in your
list you’ll see create a new option named Picket Fence Studios and that’s
what you can do – it’s just easy and quick takes two seconds. Now if you want to go
grab the photograph, at first I was just taking a picture with my phone of the
stamp set so you can actually see in my original base there’s some really
terrible cellphone photos in there, but I found out that it’s actually easier just
to grab the image address of the product on the manufacturers website,
and you would do that by right-clicking and doing copy image address to add the
photo, however, since I was just showing you cute pictures of bunnies while I was
explaining that, you can’t use a long Google search link in here so I wanted
to show you the error that you’ll get when you do that. You’ll need to go
directly to that product and get the photo image from there. So now I’ll set
up my dies tab I’m going to add the same fields basically, and you have the
ability to drag these around and put them in whatever order you want, so after
I add the photo field, (the field type is attachment as you can see there)
you move it until you see that little blue line appear and that’s where that
column will go. So I’ll move each of these so you can kind of get used to
this, but the fields are the same as they are
in my stamps tab for the most part. The difference would be for dies. I have
a type for stamps that’s photopolymer cling rubber etc but for dies the types
that are important to me are: a word die and then if it is, I also have a
sentiments field where I add the word the die spells out under sentiments. If it a die that just matches the stamp set,
is it an interactive die, is it a shape die that is could be independent from
the stamp set – so let’s say there’s a die that has a star. Well you don’t need the
stamp to use the star die and so I need to know that like that is a standalone
shape so that’s what you’re seeing me enter here, and those are the types that
I find helpful when I am looking for a die cut. Like I said the sentiments are if it is
a word die, the sentiment would be whatever word it is. This is really
useful when you’re designing if a lot of times what I do if I’m working on a
background I just want something that says hello or hi it really helps me to
be able to search these for the right size,
the right word, that type of thing. Again I do add the price – that price is
for anything that I’ve personally bought it’s the price that I paid.
Retired – again another thing that the retired field does for you is if you’ve
used a stamp or a die or a stencil that’s now retired, you can filter by
retired and that might be everything that you put in your stamp garage sale,
and then you can kind of move that out of your inventory. I usually keep mine
filtered to filter out retired. Someday I’ll be organized enough that I will
have all my retired stuff in one section, so that when I’m just playing just for
me and not blogging I can find that! So now I’m going to add a photo
using a link. So I went right to that Picket Fence product. I did copy image
address, I put it in the attachment field, wait just a second for this on the
desktop it does take a sec to upload that photo,
and then you have a nice professional photo that’s from a manufacturer and you
can see exactly what’s in that stamp set. Now you can add all the manufacturers as
you go that’s kind of how I set mine up, and then I add these different
options as I go. If it doesn’t have a sentiment I just leave it blank, I skip
that and then you can see right there under stamps that’s how I link it to the
stamp set that I set up called happy bunny, and now those two are linked
together forever which is phenomenal. You can link anything – it doesn’t have to
just be matching stamps and dies. Altenew has stamps dies and stencils that
match so you would also want to match the stencil, that kind of thing, so now
you can see what a complete record looks like, and you can see my grouping, so I
click on grouped and I group it by manufacturer and then you have this sort
option next to that where you can sort it alphabetically, you can sort it by
price you can sort by anything and all of these can be changed back and forth
none of them are permanent. So I’ll show you once again on mine how it’s sorted.
So I sort by manufacturer first then you can do by name, then you can do link, you
can do anything for this sorting. For me I wanted it to be sorted
the same way they’re physically sorted in my stamp room which is manufacturer,
alphabetical, then name within manufacturer also
alphabetical. So basically this is a visual representation of how my stamps
look in my room. You can hide fields if you want so you
can – let’s say I don’t want to see picture. I can click on hide field, toggle
that off and it sort of compresses that view, so if you’re looking for something
quickly and you don’t want to see all those field,s just hide the ones you
don’t want to see and it’ll compress your view down to what you do want to
see, and again nothing’s permanent. It’s showing me at the top that I have
one hidden field and I can toggle that right back off. I hope this is helpful to
you I have links to everything I’ve talked about below the video. I hope you
have a happy New Year! Thanks so much for watching!

24 thoughts on “Airtable Tutorial for Cataloging Stamps, Dies & Stencils

  • And a very happy new year to you, too, Lydia!

    May I ask if the colors you wrap each sentiment in indicate something about that sentiment to you?

  • Thanks for this tutorial, it was very in-depth and helpful. I've been trying to cross over into the e-cataloging for a while.

  • Loved the demo. I created an Airtable database last year. I had an Excel file listing most of my inventory, so it was super easy to import the list into Airtable. The time consuming part was uploading the photos one at a time. If you know a way to upload several photos at once, please let me know.

  • I’m so excited you are sharing this with us. I have been using Airtable at your suggestion but haven’t tackled something as complex as my entire inventory. Your step by step directions are so helpful. I have one question about linking the photo. I currently find a photo online, download it and then attach it. The linking seems easier but what happens if the URL changes? Does your photo disappear as well or is it saved as a unique item in your Airtable Base?

  • Just when I thought I'd found a video I would only watch because you did it! (In other words, a topic not applicable to me.) That app looks AMAZING!!! I've been cataloguing my stuff in OneNote, which is better than nothing, since I can have photos, etc. But I can't access an individual page on my tablet easily, and forget tagging except on the desktop version. 🙁 Anyway, I will definitely give Airtable a spin, kick the tires, etc. Thank you so much! I hope y'all had a good Christmas season, & that 2020 has started well for you. Take care, & have a wonderful day! 🙂

  • This is a great app and thank you for sharing. I have it and have set things up a bit differently but you've shown me more ways to use it so I'm going to update mine, the linking portion is what I'm most excited about. I've also used this to catalog my watercolors, copic markers and more. Thank you again!

  • I love, love Air table, I use it to catalog my stamps & dies, but I also use it to catalog my achievements for the games that I play, puzzles apps, etc. It is soo awesome. I first learned about the free app from the you tube channel—"Its me JD" a few years ago. I hope you can inspire someone to also use it because I personally couldn't live without it now.

  • This is absolutely wonderful!! I've been looking for something like this forever!! This would help for my crafts, craft books and particularly my cookbooks!! I appreciate this SO much!! ❤️❤️❤️❤️

  • Thank you so much for sharing this video! I have been looking for something like this for ages to help me stay organized. I especially wanted a way to find sentiments quickly and easily and this definitely does that! I signed up for Airtable through your link and have already started making my inventory! Can't wait until it's done!

  • I've been using Airtable for several months now for stamp/die organization and was happy to see your schema. For my "Retired?" field I used a checkbox type. Makes it faster to enter. One thing I haven't been able to quite figure out yet is how to link. What do you use for your "Key" field? That is a great tip about how to populate the Photo field using a link. I've been doing a very lengthy process where I find the picture on the website or in Google search and then saving the picture to my computer so I could upload into the database. Your way will be so much quicker! Thanks so much for taking the time to demonstrate the awesome tool!

  • I am so happy you brought this to our attention. Thank you so much for the in-depth tutorial, I couldn't have done this on my own!

  • Thank you so much for this tutorial…I decided to start cataloging with Airtable now instead of Evernote because of this video. One question that I have is: how do you link a specific die to its corresponding stamp set and vice versa on Airtable? I have set the tab for linking to another table but then I don't know how to link.

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