Customize Spreadsheet Layouts

Please see our video tutorial and more information on our website at: Data Set: Modifying and Saving Spreadsheet Views

• Navigation: Spreadsheets
• Reporting: Spreadsheets

The Spreadsheet Layout Tools on the Main Content Display Toolbar include:

Spreadsheet Layout Display	Select Complete, Basic or any saved layout from the Spreadsheet Layout drop-down menu
Customize Spreadsheet button	Utilize the Customize Spreadsheet button to create new spreadsheet layouts

Two spreadsheet default layout selections are part of Artsystems Pro :

• Complete: A spreadsheet layout containing all fields available in the module.
• Basic: A spreadsheet layout with only the most important fields in the module (For example, in the Works module, the Basic spreadsheet layout consists of: Record #, Inventory #, Artist / Maker, Title, Media, Dimension Notes, Signature, Description, Type, Retail, Net, Cost, Insurance, Location, and Location Detail).

Although Artsystems Pro is delivered with the two default spreadsheet layouts, users can create and save a multitude of customized spreadsheet views to suit any need. To create a new layout begin with one of the views from the Spreadsheet Layout drop-down menu.

Local Layout

When a spreadsheet layout is edited in any manner, the Spreadsheet Layout field will automatically change the layout name to Local spreadsheet. The Local spreadsheet indicates a change was made to a saved layout. After editing the spreadsheet view, the user can save the new Local layout with a unique name to use again anytime in the future (see also Saving Layouts below).

Methods Of Editing The Spreadsheet Layout

1. Manually Resize Columns: To resize columns, position the curser on the vertical column line, when you see the double arrow <-|->, click and move the vertical line to the left or right.
   
   
2. Manually Move Columns: To quickly move columns, simply position the curser on the column heading and click once to highlight the column. Then click and drag the column to any desired position.
3. Utilize the Customize Spreadsheet Tool: Use the Customize Spreadsheet button to create and save new layouts, resize and shuffle columns as needed.

Customize Spreadsheet Layout

1. Click the Customize Spreadsheet button to activate the Customize Spreadsheet Layout Screen. The Customize Spreadsheet Layout Screen shows two columns: Global Layout and Local Layout. The drop-down list on the Global column shows the two default spreadsheet views, on the Local column the list shows the saved layouts only available from the user's workstation.
2. From the Global column select from the drop-down list the desired template in which to start the customization, select either Complete or Basic (or any previously saved layout). The layout selection choice in the Global column is dependent upon what fields are desired for the new layout.
3. To move desired fields from the Global column to the Local column use the Arrow buttons in the center of the screen. Highlight a selection on the Global side and click the single right arrow to move into the new Local. The double arrow right key will move all fields in Global to the Local side. The left arrows will move items off the Local and back to the Global .
4. On the Local Layout column additional spreadsheet editing tools are available:

1. Re-order the list: The first record on top will be the first column in spreadsheet view. Position a field exactly to the desired sequence, click and drag the field up or down in the list.

2. Edit the width of the column: Click in the Width field and type the desired pixel size.

5. Click OK to activate the new spreadsheet layout. Note that the Spreadsheet Layout is now set to Local.
6. To save the new Local Layout to activate again in the future, click on the Customize Spreadsheet button. On the Customize Spreadsheet Layout Screen enter the new spreadsheet layout name in the white field located below the Local Layout column.
   
   
7. Select Save once you have chosen the columns and re-ordered them, and the new spreadsheet layout is saved and will become a layout option in the Spreadsheet Layout drop-down menu.

NOTE: It is possible to edit previously saved layouts.
To activate the layout in which to edit, click on the Customize Spreadsheet button. Follow the same steps as stated above, and when the desired fields are listed in the local window, save the new layout with the same name as the original, a prompt will appear stating This layout already exists. Overwrite?, answer Yes.

 

• see also Reports>Spreadsheet Reports

 

 

To Delete a Saved Customized Layout

Click the Customize Spreadsheet button to activate the Customize Spreadsheet Layout Screen.

 

In the Local column, choose the saved layout name from the drop-down list.

 

Click the Delete button.