Contacts Screen

 

 

  1. Contacts Sort Name: The Contacts Sort Name is the primary name or identifier for the Contact record, and is the name which appears in all Contact Lists. Sort Name is formatted either as the Contact's Name (Last Name, First Name) or Institution. Users can designate the way Sort Name appears in the Sort Name Options section (see #11). (NOTE: Records must include either First and Last Name or the Institution for anything to show in the Sort Name field.)

 

  1. Address Sort Name: The Address Sort Name is the main identifier for a Contact's address record. Address Sort Name includes the address record's Sort Name followed by the Address Description (in brackets).

 

  1. Address Selections: Address Descriptions appear in the Address Selections area. For Contact records with multiple addresses, to view a particular address, record simply click on the desired Address Description in the Address Selections area.

 

  1. Name and Address Fields: The Contact's name and address information are entered in the upper section of the Contact record. Note that the Country and State/Province fields utilize drop-down Related Lists menus to ensure consistent data entry.

 

  1. Phone Fields: Artsystems Pro provides six Phone Fields and six User Fields. Users will define the field labels (captions) for the Phone Fields such as Home, Business, Mobile, Fax or Email in Artsystems Pro's Preferences.

 

  1. User Fields: User Fields can be used as an extension of Phone Fields or to track Spouse name, Birthdays, Tax ID number, etc. Users can define the field labels (captions) for the User Fields in Artsystems Pro's Preferences.

    NOTE: These six fields DO NOT APPEAR on the New Contact Wizard screens and can only be updated by opening the Contact record.

 

 

  1. Artist Link: The Artist Field is used to link a Contact record with a related Artist record. Click the Artist box to link a Contact record to the corresponding Artist name in the Artist List (note that the Artist List is saved in the Works module).

  • click arrow for information on linking a Contact record to an Artist record:

    1. Tax Jurisdiction: Users can save the appropriate Tax Jurisdiction designation on a Contact record. Enter a Tax Jurisdiction designation on a Contact record to save data entry time as the associated Tax Jurisdiction will automatically apply to the Contact's Invoice or Cash Sale Transactions.

     

    1. Marked Field: Click in the Marked box to mark a record for inclusion in a Marked Record Set or Worksheet.

     

     

    1. Formal: Click in the Formal box to designate a formal greeting in letter correspondences to the Contact. If Formal is checked the greeting will appear as Dear [title] [last name] (e.g. Dear Mr. Smith). If Formal is not checked the greeting will appear as Dear [first name] (e.g. Dear Bob).

     

    1. Sort Name Options: The Include City in Sort Name Display option displays the Contact's city in the Sort Name . This option is useful when there are duplicate names in the data (e.g. The Institute of Contemporary Art (Chicago), The Institute of Contemporary Art (Boston)). The Sort by Selection option designates the Sort Name format, users can select to list the Sort Name either by Name (Last Name, First Name) or by Institution. This option is only available if the Contact has both Name and Institution fields populated.

     

    1. Address Notes: A small Notes field is available on the Contact Screen for indicating important information about the client. (A larger Notes field is available on the Contacts Notes Screen.)

     

    1. Categories: Select Categories from the user-defined Related Lists drop-down menu to classify the Contact's interest, such as interest in a specific artist (e.g. Warhol, Lichtenstein, etc.), general artwork interest (e.g. Contemporary, Abstract, Photography, etc.), or to indicate promotional list selections (e.g. mailing list, VIP list, email list, etc.). Note that Categories are associated with the Contact address record and not with the entire Contact record.

     

    1. Address Label: The Address Label defines how the mailing address label appears in any correspondence. When changes are made in the address fields, the Address Label changes accordingly. The Address Lock indicates the Address Label is either open for editing or closed for editing. When the Address Lock is open, users can edit the address or format of the Address Label, and then lock the address label if desired, so the label will retain the manual edits. NOTE: When the label is locked, the address fields can still be changed, but the label will not update with those changes.

     

    1. Primary Contact: The first address entered for a Contact is automatically designated as the Primary Contact address. Additional addresses added for the Contact will be considered Secondary Addresses (the Primary Field will not be selected on Secondary Address records). Users may change the Primary Contact designation to another address associated with the Contact by marking the Primary Contact box.

     

     

    1. Salesperson: The Salesperson field allows users to associate a salesperson with a particular Contact record. The Salesperson field utilizes the Employee Related List in the drop-down menu. New entries for the Employee List must be made by selecting from the menu Edit>Related Lists.

     

     

    1. Contact Types: The Contact Types field provides a way for a user to designate an overall description for each Contact, e.g. Artist, Collector, Auction House. Multiple Types may be added to a Contact record.

     

     

    1. Screen Selection Bar: The Contacts Screen Selection Bar provides access to additional screens for the Contact record: Contact, Notes and Statistics. The blue background indicates the selected screen. The Contact Screen holds all vital information such as address, phone, types and categories. The Notes Screen is a large Note field for keeping detailed notes about the contact. And the Statistics Screen provides a quick view to see Transaction History for Work History, Work Movement, Payments Received, Outstanding Works, and Payments Made. It also provides a quick Collections view to see all work currently or previously owned by the Contact.