References

Please see our video tutorial at: Adding Records: Work References for use on Infosheets and Catalogue Reports

The References Module is essentially a bibliographic interface linking inventoried artworks with relevant exhibition and bibliographic citations. It is also designed to manage a physical library. While citations may be edited to suit the user's preferences, the References Module of Artsystems Pro makes it easy to enter various items and automatically formats the entries correctly, according to the Chicago Manual of Style.

• As in all modules, to enter a new record:

 

• Open the References Module in the Module Sidebar
• select the New Record button on the Main Toolbar
• or select from the menu Record > New
• or use the Keyboard shortcut ⌘ + ([Command] + [Shift] + [+/=])
• or use the Windows Keyboard shortcut ([Control] [Shift] [N])

• An interface listing the nine (9) general types of References will appear: Book, Reference, Visual Media, Journal, Magazine, Newspaper, Exhibition, Personal Communication, and Formal Papers.
  
  

• Click on the circle (radio button) beside the Reference type desired and the sub-types will expand. To expand all subtypes, click the arrow beside More in the upper right corner and the complete list of subtypes can be viewed for each Reference type.

• Click on the radio button for the type of Reference; in the example above Book is chosen.
• Click Next.
• A list of All Works appears. There are several ways to limit the Works list to find precisely the group of works to be linked with the Reference.

• Choose a Pre-defined Set of Works already chosen in the Works Module: See also Basics>Data Sets

• Marked indicates a Group of Works pre-defined by Marking the records in the Works Module.
• Worksheet indicates a list of pre-defined and saved Worksheets in the Works Module. Highlight the name of the Worksheet to link with the Reference being entered.
• View Set indicates a list of pre-defined and saved View Sets in the Works Module. Highlight the name of the View Set to link with the Reference being entered
• Click the radio button under View to choose among All, Available or Selections of Works within the Pre-defined sets.
• Mark any or all of the records with the checkmark before clicking Finish.

 

• None: If all of the Works to be associated with the Reference have not already been Marked in the Works Module, click on any line item next to a Work record and a checkmark will appear Marking that Work for inclusion on the Reference entry. This Wizard screen is similar to the Add Transaction Wizard screen.

Next, the References Detail screen specific to the Reference Type appears. Fill in the fields with the information required to create the type of Bibliographic or Exhibition entry desired. (In the current example a Print Magazine is being entered.)

NOTE: If cataloging a physical library that does NOT have any inventoried Works to be associated with particular Reference entries, do not choose any Works from the Pre-defined sets or check the boxes next to any Works in the grid above. Simply click Finish in the Wizard and a blank form will open to catalog your physical library books (see the Library tab highlighted in blue above). You may also choose to link inventoried Works with existing References later on the fly from the Works Module.

• see also Works>References Screen

The next screen shows the Works linked with the Reference. If Works were Marked with the check box on the Add Works Wizard, they will appear on the Works screen (indicated with blue highlight below). Click on the blue link to show the Work Detail in the Works Module.

Information entered and linked from the References Module automatically updates the Works Detail>References Tab in the Works Module and will populate the Works Infosheet document. The Infosheet (example below) is the Document View of an inventoried Work record. It presents details about the Work record including Provenance, Exhibitions and Bibliography information. All information appearing on the Infosheet is from the Work record, but details for the Exhibition and Bibliography entries are linked from the References Module.

Please see our video tutorial at: Adding Records: Work References for use on Infosheets and Catalogue Reports