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).
Create a New View Set
To create a new View Set, from any module, select from the Action Bar: New > ViewSet
A New View Set Pane will appear where the user can check off the criteria for what they want to see in the View Set.
The example above is the Works General View Set Pane, and here the user checked off the options of Active and Available, which will find all records in the data which are Active (not inactive) and Available (not sold). Click on any option in the white box on the left to view additional panes of which to make criteria selections.
Below is an example of the Works Category View Set Pane.
- Use the scroll bar on right to view all categories and click the checkmark to select particular categories for the View Set.
- Utilize the white search field to find a specific category for the View Set.
- Note there is an option on the bottom to find Any, All, or None of the selections on this Pane. Any will find all records which match any of the categories, All will find only records which match all of the categories, and None will find all records which DO NOT have any of the categories.
Below is an example of the Works Artist View Set Pane.
- The search field was utilized to find a specific artist for the View Set.
- Click the checkmark to mark the artist for the View Set.
- Note there is an option on the bottom to Match all not selected (powerful option to find everything except what was marked).
Users can utilize the Advanced View Set area to get more granular in the View Set and select the exact criteria for the View Set.
The Advanced Area of the View Set
Select the Add icon to add a new line item for the Advanced criteria, select the Remove icon to remove a line item for the Advanced criteria.
- In the first box use the dropdown arrow to find which field to search.
- In the second box use the dropdown arrow to select the parameters for the search.
- In the third box enter the criteria (as per the field selected).
- In the fourth box select the criteria of And, Or, or Not.
Generate the View Set
Once all criteria is selected in the New View Set Pane select the OK button on bottom right.
On the left of the screen the View Sets sidebar will appear. If there are any other saved View Sets they will appear in the View Sets sidebar and the last entry in the list will be the New View (the view just created). If this is a View Set users will use over and over, the View Set may be saved. If the View Set is not saved, it will delete upon closing the program.
- Select Cancel to close the View Set New View Pane.
- Select Clear to clear all the criteria selected on the View Set (and start over).
- Select Save As to modify the View Set with a new name.
- Select OK to generate the New View Set.
To Save a View Set
Utilize the Set Tools Menu, select the down arrow next to Sets on the Action Bar and select Save New View Set.
Enter the View Set Name and select the Save button.
The new View Set name will then appear in the list. Note: the user can click the 'X' on the View Set sidebar to close the pane when done.
Note the other options on the Set Tools Menu:
- Edit View Set - Highlight any saved View Set and select this option to open up the New View Set Pane to modify the criteria.
- Rename View Set - Highlight any saved View Set and select this option to Rename any View Set in the list.
- Delete View Set - Highlight any saved View Set and select this option to Delete it from the list.
Generate a Saved View Set
Easiest way to access the saved view sets is from the Main Menu Tool Bar, select a module and scroll down to Saved View Sets.
The View Sets side bar will appear and select any of the saved View Sets in the list.