Related Lists

Artsystems Pro includes many fields that require the user to select information from data stored in a Related List. Each Module: Work, Contacts, Editions, Transactions and References contain specific Related Lists; therefore, open the specific Module before choosing Edit>Related Lists from the Main Menu. Related Lists are usually selected from a drop-down menu on a record's Detail View. Related Lists include Artists, Types, Period, Style, Country, Signature, Location Details, Categories, Media, Signature, Condition, Expense Types, Tax Jurisdiction, Currencies etc. Related Lists regulate how information is entered and ensures consistent data entry into the field. Users create the particular selections available for most of the Related Lists menus. It is recommended to have the database administrator dictate what information is entered into the Related Lists.

IMPORTANT: When creating new entries for any Related List drop-down menu, it is advised to avoid using the following characters: apostrophes ['], asterisks [*], parentheses [()], quotation marks ["], tildes [~], hashtag [#], etc.

To Add A New Entry To A Related List Field*

1. To add a new entry to a Related List field, simply click once in the field to activate edit mode (white background).
2. Enter the new entry into the field, when finished click the TAB key on the keyboard (or simply click to another field).
3. A prompt will ask the user to add the new entry to the field's list. Click Yes to add the entry to the list or No to decline adding to the list.
4. Users can turn OFF the prompt to save the new entry to Related Lists via Artsystems Pro>Preferences and uncheck the box Enable 'Add to List' prompt in Detail windows. The new entry will save to the record, but will not save to the Related Lists drop-down when the box is unchecked.
   see also Preferences>General>Enable 'Add to List' prompt in Detail windows.
   
   

All user created field entries for Related Lists may be edited to eliminate typographical errors, to simply change how the entry looks or to eliminate the entry altogether from the list. See To Edit A Related List below.

NOTE: There are five Related Lists fields where data entry must be made directly from the menu selection: Edit>Related Lists:

 

• Contacts Type
• Contacts Country
• Transactions Employee List (utilized by the Transactions Prepared by, Authorized by fields, and Contacts Salesperson field)
• Transactions Tax Jurisdiction
• Transactions Payment Method
  
  

• see also Contacts>Contacts Types and Categories
• see also Transactions>Entering new Tax Jurisdictions, Payment Method and Employees

To Edit A Related List Or To Add A New Entry

1. Open the module that includes the list to be edited.
2. Select from the menu Edit>Related Lists.
3. Choose the desired field to edit from the Select List drop-down menu.
4. Scroll down the list to find the entry to edit (or down to the last field in the list to add a new entry to the list).

5. Click once on the selection to activate edit mode.

6. When editing is complete, click the TAB key on the keyboard (or simply click on another record).

7. Click Apply to Records, a prompt will appear:

8. Click Yes. In this example, all entries which had the Category 'Renassance' will update to 'Renaissance'.

To Delete An Entry From A Related List

1. Open the module that includes the list to be edited.
2. Select from the menu Edit>Related Lists.
3. Choose the desired field to edit from the Select List drop-down menu.
4. Scroll down the list to find the entry to be deleted, highlight to choose the field entry.
5. Select the DELETE key on your keyboard, the selected item will turn red:

6. Click Close, a prompt will appear:

7. Click Yes and undesired entry will be removed from the list.

NOTE: Deleting a selection from a Related List does not remove data entry from any record, it simply deletes the entry from the drop-down menu.

To Edit A Fixed Currency Rate

The Fixed (or Static) Currency Rates used within Artsystems Pro can be set or adjusted in Edit Related Lists:

1. Open the Works Module.

2. Select from the Main Menu Edit>Related Lists.

3. Choose Currencies from the Select List drop-down

menu.

4. Scroll down the list to find the entry to edit (or down to the last field

in the grid to add a new entry to the list).

 

 

5. Click once on the selection to activate edit mode.

 

 

6. When editing is complete, click the TAB key on the keyboard (or

simply click on another record).

 

 

7. Click Close and a prompt will appear:

 

 

8. Click Yes. In this example, the British Pound Currency Rate has been

updated.

To Add A New Country

1. Open the Contacts module.
2. Select from the menu Edit>Related Lists.
3. Choose Countries to edit from the Select List drop-down menu.
4. Scroll down the list to find the entry to edit (or down to the last field in the list to add a new entry to the list).

5. Click once on the selection to activate edit mode.

6. When editing is complete, click the TAB key on the keyboard (or simply click on another record).

7. Click Close to save.

NOTE: The Region drop-down list defines how the address is formatted:

Below is the map for these address formats:

US

[Name]

[Institution]

[Address1]

[Address2]

[City], [StateProv] [PostalCode]

[Country]

UK

[Name]

[Institution]

[Address1]

[Address2]

[City] [PostalCode]

[Country]

UK with 8 Line Adress Option Checked in Preferences

[Name]

[Institution]

[Address1]

[Address2]

[City]

[StatProv]

[PostalCode]

[Country]

Asia

[Name]

[Institution]

[Address1]

[Address2]

[City] [PostalCode]

[Country]

Japan

[Name]

[Institution]

[Address1]

[Address2]

[City]

[PostalCode] [Country]

Europe

[Name]

[Institution]

[Address1]

[Address2]

[PostalCode] [City]

[Country]