User Fields

 

 

The Works User Fields and User Value Fields are user-defined fields for customizing important information about the inventory. There are six User Fields available on the Works and Editions Miscellaneous Screens. There are three User Value Fields available on the Works and Editions Value Screens. In Preferences, define the User Fields with a caption so that data is entered consistently.

 

  1. For Mac users select Artsystems Pro> Preferences from the menu, for Windows users select Edit> Preferences from the menu.
  2. Click Modules>Works.
  3. Notice the User Fields box is separated into two columns: the User Field column (left) and the Caption column (right). The User Field column indicates the system assigned field name, and the Caption column indicates the editable label assigned to the field.
  4. To re-caption a User Field, click in the Caption column (right), highlight the existing caption and enter the new name for the field.
  5. Make the corresponding changes on any or all the User Fields.
  6. When one or more fields have been defined, continue setting options or close the Preferences Screen to save the selection.

 

System Assigned Inventory Number

The System Assigned Inventory Number option can be activated to automatically assign Inventory Numbers as new Work records are entered.

 

 

  1. For Mac users select Artsystems Pro> Preferences from the menu, for Windows users select Edit> Preferences from the menu.
  2. Click Modules>Works.
  3. Click the box to check System Assigned Inventory Number to activate this option.
  4. Select the desired criteria to define how the number will appear:
  1. Length of Number: define the number of digits to be listed in the numerical portion of the field.
  1. Base Number on: define the option on which to base the numbering system on: Artist/Maker, Ownership, Work, Type, or Alt.Type.
  1. Section Order: Up to 5 sections may be used for the System Assigned Inventory Numbers: Artist/Maker, Number, Ownership, Type or Alt Type. The top field is the first section of the inventory number, the next field down is the second section, the next field down is the third section, etc. Select each inventory number section by clicking on the drop-down list for each section (use one or more sections when establishing System Assigned Inventory Numbering).
  1. Prefix and Next Number: Use the Prefix and Next Number section to define the particular prefix/number for each section of the System Assigned Inventory Number. In the Prefix and Next Number area, click the drop-down to select the specific section to add prefix or next numbers. Edit both Prefix and Next Number when prompted in the list provided.
  1. If desired, select the option to Reset number upon Reacquire (This will assign a new Inventory Number to records when they are Re-acquired). If Reset number upon Reacquire is not checked, all newly re-acquired works will retain the same inventory number.
  2. Continue setting options or close the Preferences Screen to save the selection.