Data Sets

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The View Set: A Powerful Tool for Dynamic Record Retrieval

Data Set: Marking Records

Data Set: Worksheets

Data Set: View Sets

A data set is file that contains one or more records. Data sets are created to help gather and disperse vital information such as: an exhibition list for distribution, available works by a particular artist, all works less than a certain retail price, collectors with specific interests for a mailing list, or to find clients interested in a particular artist. In Artsystems Pro, there are three terms utilized for data sets: Marked Records Sets, View Sets, and Worksheets.

Marked Record Set: A Marked Record Set is a method of grouping records together by adding a checkmark next to the desired records for the set. Records are marked by clicking the first column in the Main Content Screen (or by clicking the Marked box on a record's Detail Screen). The Marked Record Set is then gathered by selecting the first item listed in the open module folder listed in the Module Sidebar: Marked Works, Marked Contacts, Marked Editions, Marked Transactions, Marked References.

View Set: A View Set is a method of grouping records which have the same attributes or meet a certain criteria, such as all Available work, or all Sold work, or all Contacts who have purchased work by a particular artist. A View Set is a powerful search tool allowing users to select specific criteria for records they are interested in viewing, then Artsystems Pro gathers the precise records that meet the selected criteria to create the data set. View Sets may be saved by simply renaming "New View 1" in the module sidebar folder so they can easily be activated again for future use. A saved View Set is dynamic (automatically updates with changes to database).

Worksheets: A Worksheet is a saved data set that is static (does not change with database updates). Any Marked Records Set may be saved as a Worksheet. A data set saved as a Worksheet can be easily activated any time in the future and is useful for particular lists that require easy access, such as exhibition lists or art fair lists, or works of interest to a collector. Note also that a View Set may be saved as a Worksheet (as long as all works are Marked before saving the group of records as a Worksheet). By saving the View Set as a Worksheet the list will no longer dynamically update with database changes.

Marked Records Set

The term Marked Record Set simply denotes a group of records that users have selected with a checkmark. Gathering a Marked Record Set is a two step process; First, select each record for the list by marking the individual record, then to generate the Marked Record Set, select the Marked Record Set Selector (Marked Works, Marked Contacts, Marked Transactions, etc) on the Module Sidebar.

To Create A Marked Record Set

1. The first column in the Main Content Screen of all modules is used for marking records. To select a record for any particular list or task, click once in the Marking Column, a checkmark will denote the selection. In the example below, three items have been marked in the Contacts module.

2. On the Module Sidebar, click once on the Arrow next to the module name to open the module folder. The second item listed in an open folder is used to create the Marked Record Set. In the example below we clicked on Marked Contacts and ONLY the records which had been marked display in the Main Content Screen.

NOTE: In the Works, Contacts, and Editions modules, records may also be marked by selecting the Marked field on the Detail Screen :

To Clear A Marked Record Set

To clear a Marked Record Set, and view all records in the module, simply click All Works, All Contacts, etc. on the Module Sidebar.

Additional Options for Marked Record Sets and Worksheets

Located at the top of the program, on the Main Toolbar is the Worksheet and Marking Option button.

• Mark all records: Click Mark all records to mark all records in an active data set.
• Clear all Marks: Click Clear all Marks to remove all marks entered in the module.
• Invert Marked and Unmarked: 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).
  
• Save as Worksheet: Click Save as Worksheet when ready to save a set as a Worksheet (see also To Save a Worksheet below).

View Sets

To Create A View Set

1. On the Module Display Toolbar click the View Set button to activate the View Set option.
   
   
2. If the module folder is closed, click the Arrow next to the module name to open the module folder.
3. On the Module Display Toolbar click the New Record button (next to the View Set button).
   
   
4. The New View Set Screen appears:

5. Mark the criteria for the records you wish to find:

• Utilize the Search fields to easily find a selection in the list for Artist/Maker and Category
• Note the fields with additional search options:
  • Artist/Maker
    Click Match All Not Selected to find all records that don't match the artists selected
  • Category
    Match Any: Click Any to find all records that match any of the selected categories
    Match All: Click All to find only records that have all of the selected categories
    Match None: Click None to find only records that have none of the selected categories
• The View Set Screen Selection Bar indicates there are more than one screen to select criteria. For example, on the Works View Set Screen there are 6 additional screens: General, Types, Location, Source, Sold To, and Co-Owner. To open another screen, click the screen heading on the View Set Screen Selection Bar (the blue background indicates which screen is currently open)
  
  • Types: Select criteria from the Type and Alt Type fields
  • Location: Select criteria from the Contact list to find all records at a certain location/s
  • Source: Select criteria from the Contact list to find all records purchased from a source/s
  • Sold To: Select criteria from the Contact list to find all records sold to a client/s
  • Co-Owner: Select criteria from the Contact list to find all records owned in partnership with a contact/s
• Active: Click either Yes/No
• Edition: Click either Yes/No
• Status: Click either Available/Sold
  
• Location Transaction: Click Loan, Exhibition, Consignment, Offer to find all records presently out on loan, exhibition, consignment or offer/approval
• Ownership: Click Owned, Consigned, Co-Owned, Non-Inventory
• Click the Arrow next to Advanced to open additional search parameters to gather data from almost any field in the program
• Click Clear to remove all previously marked criteria (and begin a new search)
• Click Cancel to close the View Set Screen and view all records

6. After all selections are made for the data set, click OK to generate the View Set
   
   
7. When a View Set is activated the active set appears in the Module Sidebar as: New View 1. If another view is created it will be named New View 2, the next would be New View 3, etc. New Views will remain in the list until the program closes, however you can simply rename the view to save it (see To Save or Rename a View Set below).

Advanced View Set Selection

 

Advanced View Sets give the user flexibility to search by almost any field in the program:

• Click the Add button under 'Advanced' to add a new criteria line item
• In the first column, click the drop-down to select the field to search
• In the second column, click on any of the selections provided: Less than, Greater than, Not equal to, Equals.
  Note: The selections provided are dependant upon the search field, for example: If a text field was the selected search field (such as Title, Media, Description, etc.), the selections provided in the second column would be: Begins with, Ends with, Anywhere, Equals, Not equal to, Greater than, Less than
• In the blank white field, type in the desired criteria
• If adding any additional fields to search, in the last column click on any of the desired selections provided: And, Or, Not
• Additional adjustments to the advanced search can be made using the Match field, select either: Match Any Criteria, Match All Criteria, Match Not any Criteria, or Custom
• Use the Remove button to remove any undesired line item previously added
• Click OK to generate the View Set

To Clear a View Set

To clear an activated View Set, and view all records in the module, simply click on the module name on the Module Sidebar.

To Save Or Rename A View Set

1. On the Module Display Toolbar click the View Set button to activate the View Set option.
   
   

2. If the module folder is closed, click the Arrow next to the module name to open the module folder.
   
   
3. Click once on the set named New View 1 (or any View Set name you wish to edit) to highlight the selection, click once again to open the selection for editing (The background for the name being edited will change to a lighter blue and then white).
   
   
4. Enter the desired name for the View Set and click ENTER on the keyboard (or simply click onto another field).

To Activate A Saved View Set

1. On the Module Display Toolbar click the View Set button to activate the View Set option.
   
   
2. If the module folder is closed, click the Arrow next to the module name to open the module folder.
   
   
3. Click to highlight the name of the saved View Set on the Module Sidebar.
   
   
4. Only the records included in the saved View Set will appear on the Main Contents Screen.

To Edit A Saved View Set

1. On the Module Display Toolbar click the View Set button to activate the View Set option.
   
   
2. If the module folder is closed, click the Arrow next to the module name to open the module folder.
   
   
3. Click to highlight the name of the saved View Set on the Module Sidebar.
   
   
4. Only the records included in the saved View Set will appear on the Main Contents Screen.
   
5. On the Display Toolbar click the Edit button to open the Edit View Set Screen.
   
   
6. Make the necessary criteria changes.
   
   
7. Click OK to overwrite the saved View Set with the new criteria, or select Save As to create a new View Set.

To Exclude works from a View Set created

1. On the Module Display Toolbar click the View Set button to activate the View Set option.
   
   
2. If the module folder is closed, click the Arrow next to the module name to open the module folder.
   
   
3. Click to highlight the name of the saved View Set on the Module Sidebar.
   
   
4. Only the records included in the saved View Set will appear on the Main Contents Screen.
   
   
5. Create a second View Set or Worksheets with the works that need to be excluded
   
   
6. Mark all Items in the active Data sets NOTE: the Mark All Records button in the Worksheet and Marking Option button allows all the records to be marked in one go
   
   
7. Return to the initial View Set. Notice all works you wish to exclude are Marked . Select the Invert Marked and Unmarked button to unmark records which presently are marked, and mark all records which presently are unmarked.
   
   
8. Click Marked Works in the Module Sidebar
   
9. Save this as a Worksheet by selecting the Marking button on the Main Toolbar.
   
   
10. Click the Arrow to the left of Save as Worksheet to display the blank Worksheet Name and Description fields. Click Save.
    
    

To Delete Saved View Sets

1. On the Module Display Toolbar click the View Set button to activate the View Set option.
   
   
2. Highlight the undesired set name in the Module Sidebar.
3. On the Module Display Toolbar, select the Delete button.

Worksheets

To Save A Worksheet

1. Activate any Marked Record Set or View Set.
2. Select the Marking button on the Main Toolbar.
   
   
3. Click the Arrow to the left of Save as Worksheet to display the blank Worksheet Name and Description fields.
   
   

4. All records must be Marked in order to create a Worksheet. If you started with a View Set, click the Mark all records first, then continue with the next step.
   
   

5. Type in the identifying name in the Name field and any description of the Worksheet in the Description field.
6. Select the Save button on the Mark Items Screen to save the new Worksheet.

To Clear A Worksheet

To clear an activated Worksheet, and view all records in the module, simply click on the module name in the Module Sidebar.

To Rename A Worksheet

1. On the Module Display Toolbar click the Worksheet button to activate the Worksheet option.
   
   

2. If the module folder is closed, click the Arrow next to the module name to open the module folder.
   
   
3. Click once to highlight the Worksheet name to edit, click once again to open the selection for editing.
   
   
4. Enter the desired name for the Worksheet and click ENTER on the keyboard.

To Activate A Saved Worksheet

1. On the Module Display Toolbar click the Worksheet button to activate the Worksheet option.
   
   
2. If the module folder is closed, click the Arrow next to the module name to open the module folder.
   
   

3. Click to highlight the name of the saved Worksheet on the Module Sidebar.
   
   
4. The records included in the Worksheet will appear on the Main Contents Screen.

To Edit A Saved Worksheet

1. On the Module Display Toolbar click the Worksheet button to activate the Worksheet option.
   
   
2. If the module folder is closed, click the Arrow next to the module name to open the module folder.
   
   

3. Click to highlight the name of the saved Worksheet on the Module Sidebar.
   
   
4. The records included in the Worksheet will appear on the Main Contents Screen.
   
5. On the Main Toolbar select the Marking button and select Mark all records (now all records in the selected Worksheet are Marked).
   
   
6. Click on the module name to clear the Worksheet set and view all records.
   
   
7. Make the necessary changes to the Worksheet list by unmarking the undesired records and marking the desired records for the new Worksheet.
   
   
8. Click on the Marked Record Selector to create a Marked Record Set for the new Worksheet.
9. On the Main Toolbar select the Marking button and click the Arrow to the left of Save as Worksheet to display the blank Worksheet Name and Description fields.
   
   
10. In the Worksheet Name field type in the same name as the original Worksheet.
11. Select the Save button on the Mark Items Screen to save the new Worksheet.
    
    
12. Answer Yes to the prompt A Worksheet by this name already exists for this Module. Do you want to Overwrite this Worksheet?

To Delete Saved Worksheets

1. On the Module Display Toolbar click the Worksheet button to activate the Worksheet option.
   
   
2. Highlight the undesired set name in the Module Sidebar.
3. On the Module Display Toolbar, select the Delete button.