Field and status reference — documentation

Every option set you meet in a KolleK form, in one scannable place. Each group links to the guide that uses it. For definitions of the terms themselves, see the glossary.

Copy statuses

Set on each copy you record. Used in Track the copies you own.

Status	Meaning
Owned	You hold this copy. The default for a new copy.
Ordered	Bought or reserved, on its way to you.
Loaned out	With someone else for now. Custody moved, ownership did not.
Sold	You sold it and no longer own it.
Gifted	You gave it away.
Lost	You cannot find it and do not expect to.
Stolen	Taken from you.
Disposed	Discarded or recycled, with an optional disposed date.
Other	Anything the list above does not cover.

Note

Owned, Ordered, and Loaned out count as still held. A loaned copy is still yours, it is just somewhere else.

Transaction types

Set on each transaction. Used in Record what you paid and what it is worth. Types marked acquiring bring a copy into your hands, and the earliest acquiring transaction provides the copy's acquisition date.

Type	Meaning
Purchase	You bought the copy. Acquiring.
Sale	You sold the copy.
Trade	You swapped something for it. Acquiring.
Gift received	Someone gave it to you. Acquiring.
Gift given	You gave it to someone.
Inheritance	It passed to you. Acquiring.
Refund	Money returned on an earlier transaction.
Fee	A cost around the copy, such as an auction fee.
Tax	A tax paid on the copy.
Shipping	A delivery cost recorded on its own.
Other	Any money event the list does not cover.

Valuation types and confidence

Set on each valuation. Used in Record what you paid and what it is worth.

Valuation type	Meaning
Own estimate	Your own judgement of the value.
Professional appraisal	A formal appraisal by a professional.
Market estimate	Derived from current market or sales data.
Insurance value	The value used for insurance purposes.
Auction estimate	An estimate given by an auction house.
Automated estimate	Produced by a pricing service or tool.
Other	Any other basis for the value.

Confidence	Meaning
Low	A rough guess.
Medium	Reasonably grounded.
High	Well supported, such as a recent professional appraisal.
Unknown	Confidence was not recorded.

Insurance statuses

Set on each insurance record. Used in Insure a copy. The coverage type on an insurance record is free text, so it has no fixed option list.

Status	Meaning
Active	The policy currently covers the copy.
Expired	The coverage period has ended.
Cancelled	The policy was cancelled before its end date.
Pending	Coverage is arranged but not yet in force.

Loan directions and statuses

Set on each loan. Used in Lend and borrow copies.

Direction	Meaning
Lent out	Your copy left your hands, for example to a friend or an exhibition.
Borrowed in	Someone else's piece is in your hands.

Status	Meaning
Planned	Agreed but not yet handed over.
Active	The copy is currently out (or in).
Overdue	Still out past its due date. KolleK flags this automatically each day.
Returned	The loan ended and the copy came back.
Cancelled	The loan never happened.
Lost	The copy did not come back.

Maintenance types

Set on each maintenance record. Used in Record maintenance and repairs.

Type	Meaning
Cleaning	Routine cleaning.
Repair	Fixing damage.
Servicing	Periodic upkeep, such as a watch service.
Conservation	Work to stabilize and preserve.
Restoration	Work to return the copy to an earlier state.
Replacement	Replacing a part or component.
Inspection	A check without intervention.

Provenance event types and date precision

Set on each provenance event. Used in Trace a copy's provenance.

Event type	Meaning
Acquisition	The copy entered a collection.
Sale	The copy was sold.
Gift	The copy changed hands as a gift.
Inheritance	The copy passed through an estate.
Ownership transfer	Ownership changed in another way.
Custody transfer	The copy moved without changing owner.
Loan	The copy went out on loan.
Return	The copy came back from a loan.
Exhibition	The copy was shown publicly.
Authentication	The copy was verified as genuine.
Appraisal	The copy was formally valued.
Significant restoration	Major work that belongs in the story.
Origin	Where and when the copy was made.
Discovery	The copy was found or rediscovered.
Other	Any other chapter in the story.

Provenance dates are often uncertain, so each event carries a precision:

Precision	Meaning
Exact date	The full date is known.
Month	Known to the month.
Year	Known to the year.
Approximate	A best estimate. Read it as circa.
Unknown	No date is recorded.

Document types

Set on each document. Used in Attach documents to a copy.

Type	Meaning
Receipt	Proof of a purchase.
Invoice	A bill for the copy or work on it.
Certificate	A certificate that came with the copy.
Appraisal	A written valuation.
Insurance	Policy paperwork.
Photograph	A photo kept as a record rather than a gallery image.
Condition report	A written assessment of condition.
Restoration report	A record of restoration work.
Catalogue	A catalogue entry or listing.
Correspondence	Letters or emails about the copy.
Ownership record	Paperwork proving ownership.
Authenticity record	Paperwork proving the copy is genuine.
Other	Anything else worth keeping.

Custom field types

Chosen when defining a custom field on a collection type. Used in Set up collection types and custom fields.

Field type	Meaning
Text	Free text, such as an author or a publisher.
Number	A numeric value, such as an issue number.
Date	A calendar date, such as a release date.
Yes / No	A checkbox, such as "Signed".
Select	One choice from a list of options you define.
Rating	A star rating, up to five stars.

Collection visibility

Set on each collection. Used in Share a collection. The setting is recorded today and enforced once sharing arrives; see Feature status and roadmap.

Visibility	Meaning
Private	Meant for you alone.
Shared	Meant for everyone in your account.
Public	Meant for anyone with the link, read only, without signing in.

Where to next

What the terms mean: Glossary.
The records these options live on: A copy's history explained.