A data set is a grouping of one or more records. Data sets are created to help gather, store, and disperse vital information such as: an exhibition price list, a list of available works by a particular artist, all works less than a certain retail price, collectors with specific interests for a mailing list, or to find clients interested in a particular artist. In Artsystem5, there are four terms utilized for data sets: Marked Sets, ViewSets, Worksheets, and Search Results.
A Marked Record Set is a method of grouping records together by adding a check mark next to the desired records for the set. Records are marked by clicking the first column in the Spreadsheet Pane. The Marked Record Set is then gathered by opening the Marking Tool menu and selecting View Marked
A View Set is a method of grouping records which have the same attributes or meet a certain criteria, such as all Available work, or all Sold work, or all Contacts who have purchased work by a particular artist. A View Set is a powerful search tool allowing users to select specific criteria for records they are interested in viewing, then Artsystems gathers the precise records that meet the selected criteria to create the data set. A saved View Set is dynamic (the number of records in the set will automatically update as changes are made to the database).
A Worksheet is a saved grouping of records that is static (the list will not change with database edits). Any Marked Records Set or View Set may be saved as a static list called a Worksheet. A data set saved as a Worksheet can be easily activated any time in the future and is useful for particular lists that require easy access, such as exhibition lists or art fair lists, or works of interest to a collector. Note also that a View Set may be saved as a Worksheet (as long as all works are Marked before saving the group of records as a Worksheet). By saving the View Set as a Worksheet the list will no longer dynamically update with database changes.
A Search Results set is created whenever the search feature is used to query the data. This group of records can be marked and saved as a Worksheet and also used directly for Report or Export output.