Main Toolbar

Please visit our video tutorial at: Artsystems Pro: Navigation I--Main Toolbar

The Main Toolbar is located just below the Menu. Many important database functions can be accomplished using the Main Toolbar such as navigating in the database (go to First, Previous, Next and Last records), adding records, deleting records, creating and saving documents, running reports, selecting an appropriate sort order for the task at hand, searching for records, and making worksheets. Descriptions of each tool can be found below. The Main Toolbar image below shows the toolbar with the toolbar caption descriptions turned on.

There are two useful options to know about the Main Toolbar:

Show Toolbar Captions: Make Artsystems Pro even easier to use by turning on the Toolbar Caption Display (see Show Toolbar Captions in Preferences>General).

Show Reference Color Key: Make Artsystems Pro even easier to use by turning on the Reference Color Key for Works. For detailed information on Status and Ownership see Preferences>General.

To Turn on the Reference Color Key

Right-click in the grey area next to the Find button on the Main Toolbar and select the Reference Colors option.

Click and drag the Color Reference Key anywhere on your screen for easy reference.

Navigation buttons

The Navigation buttons are tools to easily scroll through records.

First record, previous record, next record, and last record

Or, select from the menu Record > First, Previous, Next or Last

Or, use the Mac Keyboard Shortcut:

⌘ F - first record

⌘ P - previous record

⌘ N - next record

⌘ L - last record

Or, use the Window Keyboard Shortcut:

[Control] [F]- first record

[Control] [P] - previous record

[Control] [N] - next record

[Control] [L] - last record

Add A New Record button

The New Record button is a tool to help add new records to any module. The Add New Record Wizards guides users through adding all new records.

Or, select from the menu Record > Add

Or, use Mac Keyboard Shortcut: ⌘ +, or use the Windows Keyboard Shortcut: [Control] [Shift] [N]

Save Record Button

The Save Record button is a tool to save a record after editing.

Or, select from the menu Record > Save

Or, use the Keyboard Shortcut: ⌘ S, or use the Windows Keyboard Shortcut: [Control] [S]

Delete Record Button

The Delete Record button is a tool to remove an existing record from any module.

Or, select from the menu Record > Delete

Or, use the Keyboard Shortcut: ⌘ - or use the Windows Keyboard Shortcut: [Control] [+] [-]

Document Button

The Document button is a tool to help create Word-processed documents for a record such as; the Infosheet in Works, a letter or fax in Contacts, any Transaction document (Invoice, Consignment, Offer, etc). The document can be printed, saved as a separate file on the workstation, or saved within Artsystems Pro (for easy access). Users can also link additional support documentation to records (in various formats: doc, docx, pdf, or jpg files).

Click the Document drop-down menu to select a document to create

Click the Document

button to view all documents linked with the record or to link additional documents with the record

see also Reports>Documents

Report Button

The Report tool helps activate reports in Artsystems Pro. Rather than running a report for all records in a module, it is usually preferable to create a data set of the particular records to print. The report menus in each module lists a variety of reports to generate. Note also that users also have the option to select specific fields from the spreadsheet view to generate Spreadsheet Reports.

Click the Report

drop-down menu for quick access to the list of available reports

Click the Report

button to open the Run Report Screen

see also Reports>To Generate a Report
see also Reports>Spreadsheet Reports

Sort Selection

The Sort Selection field determines the order in which records appear in the Spreadsheet View. Note that each module has different sorting selections. The Record Number selection shown in the example below will sort Work records chronologically by entry date and sequence.

Click the Sort drop-down to access the sort selections from any module.

Spreadsheet View Sorting

It is also possible to sort records in the Spreadsheet View by clicking on a field heading in the Main Content Screen.

Click once on the field heading and records will sort from A - Z (in ascending order).
Click again on the same field heading (the second click), and records will sort from Z - A (in descending order).
Click again on the same field heading (the third click), and the Spreadsheet View Sorting will clear (and the records will return to the original sort order specified in the Sort Selection field).

When using the Spreadsheet View Sorting method, the field selected on the spreadsheet becomes the Primary sort order and the Sort Selection displayed on the Main Toolbar is then the Secondary sort order. For example, in Works when Artist is selected in the Sort Selection on the Main Toolbar, and the user clicks on the heading Type: records will be sorted first alphabetically by Type, and within each Type the records will sort alphabetically by Artist.

Custom Sort

To sort a list of works outside of the standard sort selection above, add the Custom Sort field to your spreadsheet view using the Customize Spreadsheet tool.

Customize Spreadsheet button

Select the Text Edit tool so that you can enter the numbers into the Custom Sort column in spreadsheet view. Edit Row button

Enter the numbers with a leading zero, e.g., 01, 02, 03, etc.

Once you have entered the numbers according to how you want the works to sort, simply click the column header Custom Sort to rearrange the works and then print your report.

Search Field

Please see our video tutorial at: Artsystems Pro: Using the Search Field

The Search field allows you to search information from any field in the program. To search incrementally as each letter or number is typed into the field you may select this option in Preferences>General by checking the Display Spreadsheet search results Immediately box. This is a powerful tool and can be used in concert with the Find Tool.

see also Find Tool

There are two search parameters to choose from: the Search Field can be instructed to search records from the Beginning of the specified field or instructed to search information in records Anywhere in the specified field . Click on the Search Parameter button to toggle back and forth between the two search parameter selections.

	Enter the information you wish to search
	Select the drop-down button to choose which field to search
	The Arrow Search Parameter button is the search option for: Beginning of the Field
	The Asterisk Search Parameter button is the search option for: Anywhere in the Field
	To clear the search, click the "x" to delete the information entered in the Search field.

NOTE: Users can set up default search fields in Preferences.

see also Preferences>Modules Works
see also Preferences>Modules Contacts
see also Preferences>Modules Editions
see also Preferences>Modules Transactions
see also Preferences>Modules References

Find Tool

The Find Tool allows you to find information from any field in the program by choosing the field from the drop-down list and typing in your search criteria. This is a powerful tool and can be used in concert with the Search Field.

see also Search Field

For example:

Use the Search Field and select Type from the drop-down list, type Painting in the Search Field, and then hit Enter on your keyboard.
This will return results of all the Paintings in your collection.
Open the Find Tool and choose Artist/Maker from the Search in drop-down list.
Type the name of the artist in the Search for field and click Find All.
This will return results of all Paintings for that individual artist within your original Search set.
To return to the original Search set, click Clear results in the Find Tool and you will have all the Paintings in your collection again.
To return to All Works click the in the Search Field and hit Enter on your keyboard.

NOTE: Alternative to Find All above, use the Find First or Find Next buttons in the Find Tool to find other criteria within your Search set.

The Find Tool can also be used in concert with an open Work>Detail record.

For example:

In All Works open the Find Tool and select the criteria to find in the Search in drop-down field.
Type the criteria in the Search for field and click Find First.
The first record with that criteria will be highlighted in Spreadsheet View.
You can move the Find Tool anywhere on the screen by clicking and grabbing the top bar to keep it accessible.
Click the highlighted record in Spreadsheet View to open the Work>Detail screen.
Click on the Find Tool and click Find Next to find another record with the same criteria or search for another criteria.

	Select the drop-down button to choose which field to search.
	Type in the "Search for" field to enter the criteria.
	Click Find First to find the first record that matches the criteria.
	Click Find Next to find the next record that matches the criteria.
	Click Find All to find all records that match the criteria.
	Click the "x" in the "Search for" field to clear the criteria and re-search.
	To clear the search results and return to all records, click Clear results
	Click Close to close the Find Tool.

Worksheet And Marking Options

The Worksheet and Marking Option tool expands record marking options and is used to save a Worksheet from any data set.

	Select the Marking tool to open options for Marked Record Sets or Worksheets
	Select the Mark all Records button to mark all records in any given data set
	Select the Clear all Marks button to clear all marks made on records in the module
	Select the Invert Marked and Unmarked button to unmark records which presently are marked, and mark all records which presently are unmarked (this tool allows users to gather a data set of all records which are not part of a selected group of records)
	Select the Save as Worksheet button to save a data set as a Worksheet, this will activate a prompt to save a Worksheet Name and a Description

see also: Basics>Data Sets>Worksheets