Entering A New Contact Record

Please see our video tutorial at: Adding Records: Contacts

1. As in all modules, to enter a new record:

• select the New Record button on the Main Toolbar
• or select from the menu Record > New
• or use the Mac Keyboard shortcut ⌘ + ([Command] [Shift] [+])
• or use the Windows Keyboard shortcut ([Control] [Shift] [N])

2. The Add New Contact Screen activates to assist in the data entry.
   
   

1. The Search existing Contacts prior to adding a new Primary option allows users to search in the existing contacts before adding a new primary Contact.
   
   
2. Select the Type of Contact to add: New Primary Contact or New Address

• Select New Primary Contact to add a brand new Contact
• Select New Address to add a Secondary Address to an existing Contact record
  

3. The Artist/Maker option allows users to also add the Contact to the Artist List (Artist List entries are used for data entry in the Works module). It is also possible (and perhaps preferable) to add a new Artist record to the Artist List when adding a new Work record. (see also Entering a New Artist from Contacts). Click the Artist/Maker option ONLY if A) The inventory will include works created by the new contact and B) If the artist name does not already exist in the Artist List.
   
4. Click Next to continue entering the Contact.
   
   

3. Enter all Contact information on the form.
   
   

1. Address Description Enter Address Description to identify the address (i.e.: Main Address, Florida Home, NY Gallery). The Address Description is especially useful for Contacts with more than one address.
   
   
2. Enter the address details in the address fields provided. To keep data entry consistent, Artsystems Pro provides drop-down selections for the Title, State/Province and Country fields.
   
   
3. EnterTelephone details and Email.details on the fly. • See Preferences>Modules-Contacts>User Fields
   
   
4. The Sort Name is the main identifier for the Contact record. Enter either the Contact Name or the Institution and the Sort Name appears. (The first field entered will become the Sort Name.) In the example above the Sort By selection is Name and the Sort Name appears as the Contact's name ([Last Name], [First Name]). Adjust the desired Sort Name Selections either on the Add New Contact Screen (see below) or on the Contact record itself (see last image below).

If desired, check the option to Include City in the Sort Name Display:

4. Click Finish and the new Contact has been created, additional information may be edited on the Contacts Detail Screen. Add Types, Categories, Phone and User Fields as desired.