Scan a barcode
Keep the barcode field focused and scan in USB HID keyboard mode. Configure the scanner to send Return, or press Return after the digits appear. Press Command-L whenever you need to return focus to the barcode field.
Scan one release or a whole shelf, confirm the match and keep copy-specific details under your control.
Keep the barcode field focused and scan in USB HID keyboard mode. Configure the scanner to send Return, or press Return after the digits appear. Press Command-L whenever you need to return focus to the barcode field.
Choose a preferred release country under Settings, or keep the default taken from the Mac region. GrooveFile ranks likely local and nearby pressings first but keeps every provider result available.
Select Camera and choose a built-in webcam, an external camera or an available iPhone through Continuity Camera. Frames are processed locally. In Scan Session the camera stays open; a green confirmation and one short sound mean the barcode was captured and the next release can be presented after moving the previous barcode out of frame.
Open Scan Session for rapid intake. Continue scanning while lookups or release review are in progress; later barcodes appear in the waiting queue. The progress bar shows processed versus scanned releases. Single matches may be added automatically when the safety checks pass. For multiple matches, the preferred local release is selected first. Scan-ahead accepts the selected suggestion only when its identity checks pass and there are no related owned copies. Otherwise choose Add or Skip while later scans wait. Add, skip and duplicate handling remain silent. Undo Last Scan removes only the latest session addition.
Select the record and choose Redo Lookup in the Release section. Select the correct result and use it. GrooveFile replaces release metadata and artwork while retaining condition, location, paid price, tags and notes.
Choose Show Existing to inspect the copy already filed, or Add Another Copy to retain the release metadata while starting fresh copy details. In Browse, set Copies to 2 or more to see every repeated release in the collection.
Select the record and use Delete Record at the bottom of the inspector or in the Edit menu. GrooveFile asks for confirmation before removing it.
Settings includes Backup Collection and Restore Collection. GrooveFile validates restores and makes an automatic backup before replacing the current collection.
Add a Discogs personal access token in Settings. Values older than six hours are marked as stored estimates; Update Value retrieves a fresh estimate when available. Editing a value manually removes the Discogs timestamp and marks it as a manual value.
Owned-copy selection buttons expose artist, edition year, media and sleeve condition, and matching confidence to accessibility tools. Format, country and location remain in each label. When a barcode matches several owned copies, choose one before using Show Existing or Add Another Copy. Skip leaves your collection unchanged. A barcode match is not verification of a physical pressing.
The session opens larger and uses the full width for suggestions. Add, None of these / Skip and Add Manually stay visible below the scrolling list; Compare Editions stays above it. With the empty barcode field focused, use Up/Down to select a suggestion, Command-Return to add, or Command-Delete to skip. Regular scanner Return submits barcodes and does not approve a result that needs review. Queued scans and Undo keep working as before.
When several owned copies match a scan, select the copy before Show Existing or Add Another Copy. Skip is available in both scan views and continues the waiting queue without adding anything. Comparisons consider every matching edition, not just the first copy. UK/GB and other country aliases are equivalent; unknown country codes do not establish another edition. Incomplete phone barcode matches remain visible, but need an explicit artist/title before comparing other albums. No new pairing or permission changes are needed.
After edit delivery or conflict review, the phone shows Connected again and clears an obsolete offline warning. Collection-data errors remain visible. Saved on Mac confirms the change was saved; refresh the collection to update the downloaded records. You do not need to pair again.
Conflicting artist, title or format, incomplete results, source failures and related owned copies stop automatic addition. Choose Add or Skip; later scans stay queued. Selecting a suggestion is not confirmation of a physical pressing.
Record Details, Tracks & Connections, Extra Photos and Identify Pressing open the relevant tab in one workspace. Records opened from artist and label pages use this workspace too. Drafts survive tab changes. Save each review explicitly; closing with unsaved work offers Keep Editing or Discard.
If the saved music or edition changes while you are editing, your draft stays visible but music edits, saving and source previews are disabled. Discard the old draft and reopen the record to load the current information. Independent notes, tags, location and value edits do not invalidate music work.
In 2.0.20, an open workspace also stays on its original copy when that copy is removed or undone elsewhere. Your draft is never transferred to a different record. Scan Session keeps Undo, Done and duplicate actions visible while comparison details scroll. This release fixes a possible Mac crash when a phone connection closes during a ping.
Choose Update Values in the sidebar or multi-selection inspector. Prepare all owned records, current filters or selected copies, then Fetch Values with your Discogs token. Pause and resume later, including after restarting. Compare the preview and Save Selected Values with one Undo. Manual values are protected; ambiguous editions and missing prices are not guessed. Edition or value changes invalidate stale previews. Unfinished reviews stay on this Mac, outside collection backups and sync. Estimates older than six hours are marked as old.
With Mac 2.0.17, enable Allow edits and then the separate Edit copy details permission in Mobile Access. Confirm access to full private notes. Refresh and download editable data on the phone. Condition, location, tags and notes can be queued offline. Independent Mac edits merge; overlapping fields need an explicit choice. Check Phone activity for Saved on Mac and refresh the collection. Keep the companion open and the Mac awake for delivery. Real iPhone recovery and VoiceOver checks remain pending.
Phone Scan uses downloaded Collection and Wantlist identities. For an unknown barcode, enter artist and title under Other editions you own and choose Check album. Compare format, country, year, condition and location. Version 2.0.18 recognizes country aliases and concrete linked releases from the same provider. A shared link is not proof of a physical pressing. With several candidate editions, an owned copy must differ from every candidate before it is labelled another edition. Unknown or conflicting evidence stays uncertain. The snapshot date matters: later purchases and edits are absent. Different barcodes do not prove different pressings; no match does not prove the album is unowned.
In 2.0.17, choose None of these / Skip above the lookup results if every suggestion is wrong. No record is added, scanner focus returns and waiting scans continue. Reject the suggestions before scanning the next item: scanning ahead can accept a consistent match that passes the safety checks.
Select multiple records and choose Update Music Data directly below the selected-record count. Selected records is preselected. Prepare Review, then Fetch Previews. Existing saved reviews are kept; use New Review to discard those previews before preparing a different selection. Collection changes still require Apply Selected Changes.
In 2.0.15, Record Details and Extra Photos share the first row below the cover; Tracks & Connections and Artists & Labels share the second. Identify Pressing includes the current status. Other copies / editions appears below when related owned copies exist. Play Next and Log a listen are beside the Cover menu, with names shown on hover. All actions remain directly accessible.
In 2.0.14, choose Update Music Data in the sidebar, then the whole collection, current filters or selected copies. Start a review of missing tracks, credits, genres, styles, original years and linked labels. Lookups use the already-linked edition; they do not guess another pressing.
Pause and resume later, including after restarting the app. Select fields in the preview before applying. Populated fields and manually edited music, including intentionally empty fields, stay protected. Changed editions or music data invalidate stale previews. Each applied batch has one Undo step. The local review checkpoint is not part of backups or sync.
Choose Identify Pressing in the inspector. Enter matrix/runout inscriptions by disc and side, with etched or stamped markings and comparison notes. Read text from saved label, back or matrix photos locally, then review the recognized text before keeping it.
Compare the linked Discogs edition or explicitly search alternatives. Similar inscriptions suggest Likely, not proof. Confirmed by you requires checking the physical copy and acknowledging the comparison. Changing edition or evidence invalidates that confirmation. Comparing another edition does not replace the record: use Redo Lookup to change its source first. Barcode-only verification is not possible.
Update the Mac to 2.0.17. In Mobile Access > Devices, enable Allow edits (Beta) for your paired phone and confirm. Scan permission is separate. On the phone refresh the connection and collection. Use Add to Wantlist, Mark purchased on a wanted record, or Log listening and Extra photo on an owned copy.
Phone activity shows Pending, Needs review and Saved on Mac. Actions and prepared photos are saved in an encrypted local queue before sending. Delivery resumes while the companion is open, visible and connected to an awake Mac. iOS may suspend background apps. Refresh the collection after delivery to see the latest Mac data.
A changed wanted item, edition or permission needs explicit review. Lost acknowledgements retry the same logical action rather than creating another copy. Discarding a queued action is not Undo: it may already be saved on the Mac. Use Mac Undo for an applied change. Clear browsing data keeps queued work; Forget Device removes it after warning. Keep pending work if storage cannot be read.
Queue limits are 1,000 entries and 32 MB of pending prepared photos. Clear saved history when needed; pending actions are not automatically discarded. Phone photos are prepared as JPEG up to 2400 pixels without original GPS metadata. Real iPhone camera, suspension, Airplane Mode and VoiceOver checks remain pending.
Independent edits to one copy can merge, including location on one Mac and credits on another. In Multi-Mac Sync, use Compare Fields when offered and choose a value for each overlap. Prices stay coupled to currencies, and music stays tied to its source edition. A backup precedes replacement and sync history is retained.
Independent listening and photo additions can merge. Editing or removing the same existing entries still needs review. Delete/edit conflicts and overlaps in Wantlist, sales, loans or Smart Collection rules may still require choosing a library version. A stale review is refused if either side changes.
Version 2.0.12 fixes a request lifecycle race that could show a red cancelled message in Tracks & Connections. An interrupted request does not mean the source has no track list. Update GrooveFile and reopen the record, or choose Preview Source Metadata to retry. Closing the window cancels its request; late responses cannot replace a newer preview. Save Changes remains explicit.
In 2.0.11, opening Tracks & Connections for a copy without saved music data automatically loads its linked edition. GrooveFile prefers the linked Discogs source when applicable, otherwise MusicBrainz when available. Review the preview and Save Changes. Existing music metadata is not replaced; edits made while loading are preserved. Closing the view cancels the request. Retry a failed lookup with Preview Source Metadata. Other editions are never searched or merged automatically.
In 2.0.10, select a record and use Find on Apple Music directly below the artist in the right-hand inspector. The same link appears at the top of Tracks & Connections, with individual track links in the track list. These search Apple Music; a streaming edition may differ from the physical record.
Empty Tracks and Credits views have a Preview Source Metadata menu. Choose the linked source, review its results and Save Changes. No saved tracks does not mean the provider has no track list.
Use Find Release and enter an artist, title or catalog number. Compare the results with the label and packaging before choosing an edition. You can also use Find Release to correct an existing record while keeping its copy details.
Set the search, filters, tags and sorting, then save them as a Smart Collection. The sidebar shows its matching count. Favorites, For Sale, Needs Cleaning and Missing Covers are editable starting points. Saved rules work in both Table and Shelf views.
Drag selected Table rows or Shelf covers onto a tag-based Smart Collection. GrooveFile adds the required tags without moving or duplicating records. A drop is rejected if the records do not meet the collection's other rules. Undo reverses the whole drop.
Open Collection Health to find missing covers, years, conditions and locations. Select records and preview metadata suggestions before applying them. Review the release match and choose individual fields to fill. Existing metadata and personal details are preserved. Conditions and locations can be filled together manually; each applied batch has one Undo step.
Version 2.0.13 fixes European editions showing (150) after the title. Europe and Worldwide now use readable names. Existing titles and country data are unchanged; no new lookup is needed.
In 2.0.3, select a record and choose Other copies / editions to compare owned copies with the same artist and title, even when their barcodes or formats differ. Compare country, year, catalog number, label and barcode. Open selects another copy and clears filters only when needed to reveal it. Records are not merged or deleted.
Titles show the saved release country, for example (US) or (Europe), without changing the stored title. Missing countries are not guessed from barcodes. Matching ignores case and surrounding title quotes, but not different artist spellings or edition-specific title suffixes. This is not physical pressing verification.
Collection Health groups related entries for review, but never merges or deletes copies automatically. In Browse, Copies > Hide duplicates shows one matching copy per release using release identifiers, not album-title matches. Extra copies remain in the library, exports and backups.
In 2.0.8, select a record and open Extra Photos beside Record Details. Choose Front, Back, Label, Matrix / Runout, Damage or Other, then add files, drag them into the window or use Camera. Select a thumbnail to zoom, change its category, add a caption, reorder or export the stored JPEG. Enter or the checkmark saves a caption. Delete asks first and supports Undo.
Photos belong to one physical copy. New additional copies start without them; release corrections and sold-copy history keep them. They are stored as JPEG up to 4096 pixels, without source GPS metadata. Original files remain unchanged. Imports accept up to 100 files / 64 MB processed data per batch, 50 MB per source file and 12 MB per stored image.
Complete backups and Mac sync include photos; normal phone browsing, ordinary exports and PDF reports do not. Existing backup and sync size limits still apply, including the 128 MB complete-phone-backup limit. Deleting a photo does not erase older backup or sync history.
In 2.0.4, choose Import / Export > Collection Report (PDF). Include the entire owned collection, current filters / Smart Collection, or selected records. Select a saved collection in the sidebar first to use its current rules. Hidden duplicate covers still count as owned copies; sold and wanted records are excluded.
The dated PDF includes local covers, condition, location, paid price and recorded value. Missing amounts are not zero. Original currencies stay separate; optional conversion uses the cached ECB rates and Settings display currency, with dates, rates and exclusions in the report. Prices and covers are not downloaded during export; unavailable covers are marked.
The report opens after saving. Cancel leaves an existing destination untouched. Keep reports private: they contain locations and financial details. This is not a professional appraisal, proof of ownership, guaranteed insurance or sale value, or a recoverable collection backup.
Choose a CSV file, map its columns and review the preview before importing. Decide whether duplicate rows should become additional owned copies. Undo reverses the import in one step.
Import or drop a cover image, or choose Photograph Cover and confirm Use Photo. Custom images are stored locally and included in complete collection backups. Ordinary CSV and Markdown sharing exports do not embed these images.
Select multiple records to change tags, location or media and sleeve conditions together. Use Undo or Redo for collection changes. Export a saved Smart Collection as CSV or Markdown to include only its matching records.
Open Wantlist in the sidebar. Use Find Release or add an entry manually, then record your preferred format, pressing, target price and notes. Wanted entries have their own search, column sorting and CSV/Markdown export. They do not affect owned counts, collection values or Collection Health.
Select the wanted entry and choose Mark as Acquired. Enter the actual price paid, location and physical condition, then choose Add Owned Copy. GrooveFile adds the owned copy and removes the wanted entry together. Undo reverses both changes. Target price is never used as purchase price.
Choose Change Release to find a different edition. Your target price, pressing preference and notes are preserved. Related owned copies are shown for comparison, not automatically merged.
Select a copy and choose List for Sale. Enter an asking price, currency, listing date, channel and notes. The copy stays in your collection and receives the For Sale tag. Sales in the sidebar also shows copies already carrying that tag. Removing a listing removes its details and that tag, not the copy. GrooveFile does not publish marketplace listings or contact buyers.
Choose Mark as Sold and enter the actual sale price, fees and date. The asking price is not used automatically. Confirm Sale moves only that physical copy into sold history; other copies stay owned. Sold copies no longer contribute to owned counts, Smart Collections, Collection Health or collection values.
In Sales, switch to Sold to search history, sort by artist or title and export matching sales to CSV or Markdown. Net proceeds are sale price minus entered fees, grouped by currency. They are not profit: purchase costs, postage and taxes are not automatically deducted. Edit Sale changes the transaction details. Return to Collection removes the sale and restores the same copy without relisting it. Undo and Redo cover these changes.
Select a record and choose Lend Copy. Enter the borrower, loan date, optional due date and notes. Lending applies to that physical copy only. It stays owned, with its location, condition, purchase details and value unchanged. You cannot sell or delete it while the loan is active.
Open Loans in the sidebar and switch between On Loan, Overdue and Returned. Search by release, borrower or notes. A loan becomes overdue the day after its due date. Choose Mark Returned and confirm the return date, or Edit Loan to correct details. Removing a mistaken loan entry does not delete the record. Undo and Redo cover these changes. Returned history keeps basic release details even if you later sell or delete the copy.
Borrower details stay in your local library unless you choose sync or a complete backup. GrooveFile does not send reminders or contact borrowers. Loans and return history are included in JSON backups, not ordinary collection CSV or Markdown exports. Removing a loan entry does not remove it from existing backups.
Open Insights in the sidebar, keep Current filters selected and choose Format > CD at the top to see CD purchase totals, recorded value and missing-value counts. Tags, search, location and other Browse filters combine with the format. For a saved collection, select it before opening Insights. Modified rules are labelled without changing the saved collection.
Choose All records for the entire owned collection. The global Recorded value tile opens that scope directly. Hidden duplicate copies and loaned copies still count; Wantlist entries and sold copies do not. Breakdown counts, recent additions, Discogs sources and converted totals all follow the selected scope. Recent additions use the date added to GrooveFile, not a purchase date.
Insights keeps each currency separate by default. Optional display conversion adds approximate totals without changing original prices. Missing prices are not counted as zero; invalid amounts are excluded and counted separately. Recorded values use the median where available, otherwise the low or high value. Manual and unverified values are labeled separately from Discogs values. Discogs values checked more than six hours ago, or without a valid check date, are shown as stored values rather than current prices.
Update every synced Mac to 2.0.17 before opening the shared collection. Saving upgrades older collections to library format 11, including pressing evidence and phone-action receipts, after backing up the original bytes. Older apps cannot open format 11. Keep a separate pre-upgrade backup outside the rotating backup folder to return to an older version. Public builds use PX7 GrooveFile in Application Support. Private preview libraries use a separate folder and require explicit backup/restore to transfer. Phone test pairings do not transfer to production.
Open Tracks & Connections for a selected record. Preview Source Metadata requests its linked MusicBrainz or Discogs edition. Review the draft and Save Changes. Replacing a populated draft asks first; Revert keeps your saved version. The pencil enables track or credit editing. Original album year is separate from Edition year; missing original dates are not guessed.
Genres, styles, track titles and contributor names are searchable. SACD, MiniDisc, DVD-Audio and Blu-ray Audio have separate formats. Vinyl size and speed are in Edition. Changing the matched edition clears stale provider-only music data; retained manual music data shows a different-edition warning.
Use Artists & Labels in the inspector, or click a linked contributor or label in Tracks & Connections. Pages use provider IDs to distinguish namesakes and show owned copies, roles, editions and years first. Records without linked identities require an explicit metadata preview; names are not silently converted into IDs. Old name-only connections remain unverified suggestions.
Discover Online explicitly browses that source identity. Discogs album groups require Choose Edition before adding to Wantlist. Owned and wanted badges compare edition IDs. Sources determine discography coverage; this is not a guaranteed complete catalog or cross-provider identity match. Discogs requests require your token.
The inspector queue icon adds a copy to Play Next. The headphones icon logs a dated listen, with optional notes and a 1-5 rating. Listening in the sidebar shows the queue, history and Rediscover. Move queued records with the arrows; Played logs the listen and removes that copy from the queue. Edit/delete supports Undo.
Rediscover lists unqueued owned copies by least recent logged play, optionally using your current filters. Active loans are excluded. Not logged yet does not mean never played. Complete backups and Mac sync retain listening history; ordinary phone browsing does not. Independent new listening entries can merge across Macs; overlapping edits still require review. Apple Music links search the album or track; they do not verify streaming editions or track playback.
Open Mobile > Mobile Access and Phone Inbox, enable Remote access and choose Pair a Phone. Scan the private five-minute QR code and name the phone. Live browsing needs an awake, connected Mac running GrooveFile. Browsing is read-only by default; Allow edits (Beta) is a separate, explicit per-device permission. Revoking access cannot erase an already downloaded offline snapshot.
Download for offline saves a limited browsing snapshot, not a full backup. Send or Queue a barcode to the Mac's Phone Inbox; queued scans retry while the companion is open and after reconnection or reopening. iOS may suspend closed or background apps. A receipt means the barcode was saved, not that a record was added. Choose Look Up in Phone Inbox to identify it. A barcode or missing snapshot match cannot prove a physical pressing or ownership.
Set a box capacity and create a plan from all or selected records. Letter dividers do not consume slots; each owned album copy does. Packing marks last while the planner is open, so export a checklist before closing. Save as Locations requires confirmation and supports Undo. Artist order uses a manual Sort name, otherwise the provider's sort name, otherwise the displayed artist. Collection Health can preview missing sort names.
Settings > Backup Collection creates JSON, CSV or Markdown files with complete recovery data, including private fields, custom covers and available cached artwork. Ordinary CSV/Markdown sharing exports remain partial. Do not edit the recovery payload. Backups exclude passwords, licenses, pairing keys, preferences and Phone Inbox. Restore validates the file before confirmation; edits made during review prevent stale replacement. For a damaged or missing active library, explicit recovery disconnects sync and archives the original bytes and open collection before replacement.
Update every Mac using the sync folder to 2.0.2 or later, then enable Automatically archive older revisions in Settings > Multi-Mac Sync. This is optional and off by default. After successful sync, an hourly check packs up to 100 revisions older than seven days, keeping the newest 200 and current head loose. Original files are removed only after the lossless archive is committed and verified.
All versions, offline merge bases and covers remain available. Keep the root markers, History and Artwork folders together. Missing or damaged files pause sync; older apps cannot read archived history, even after you turn the setting off. Archives are never pruned and still count toward the 10,000-revision / 512 MB limit. Enable before reaching the limit because archive creation needs temporary space. Independent Macs can leave overlapping archives. Manual rollover and separate complete backups are still needed. Multi-Mac Sync remains Beta.
Enable conversion in Settings to show approximate amounts using ECB reference rates. Original amounts do not change. Rates are dated and cached for offline use; unavailable currencies are excluded, not treated as zero. These are reference estimates, not historical purchase rates or transaction quotes.
Physical multi-Mac iCloud verification is not complete. Keep an independent complete Mac backup and test first. In Settings > Multi-Mac Sync (Beta), explicitly connect a dedicated private folder on each Mac. All Macs need 2.0.17 or later for library format 11. Independent changes merge; overlapping fields require review. Some non-record conflicts still require choosing a library version. Sync pauses for missing or corrupt files. Receiving a library clears earlier whole-library Undo. A restore propagates to connected Macs.
History pauses at 10,000 revisions or 512 MB. It is not automatically pruned. Sync and disconnect other Macs before Start New History, then reconnect them to the new folder. Old folders and recovery archives remain and consume disk space. Offline peers cannot be detected. Never delete individual revisions or artwork files to make space.
iPhone Safari and Save to Files verification is not complete. Also keep a complete Mac backup. In Mobile Access, choose Prepare Complete Backup (Beta) for one device. Approval lasts 30 minutes. On the phone open Device settings, Download complete backup, then Save backup file. The 128 MB limit requires larger backups to be made on Mac. The saved file includes private notes, prices, sales and borrowers and is not password-protected. Normal offline browsing never grants this access.