Default Search Field
In Artsystem5 the default setting for Search, in any module, is All Fields for the most efficient and comprehensive record gathering. However, a specific field can be selected here to pre-set the module search parameter for a more targeted starting point.
EXAMPLE: If the user is engaged in a project requiring repeated queries of Works by "Artist Name", the default Works module Search In field can be set to Artist/Maker.
To return again to the original default setting, set the Default Search Field to the empty option (as shown in the screenshot at the top of the page).
NOTE: The Default Search Field is a local Setting, which will reset to the original default setting when the browser cache or cookies are cleared. See also Settings Overview: Making Changes.
Custom User Fields
The Works module Settings includes a grid of 9 fields with labels that can be customized. 3 of these fields are Value fields (found on the Work record Financials tab), and 6 are Text fields (found on the Work record Main Details tab). To customize the labels for these fields, double click in the right column for the desired field and edit. The updated label will now appear on the record detail, in the spreadsheet, and on reports.
Dimensions
To assist in data entry, the primary field for dimension display can be designated. The Dimensions field chosen in Settings will be the default dimension field activated when entering new records.
The Separator option allows users to adjust the appearance of the dimension separator in the spreadsheet view and on reports.
Prompt for Duplicate Inventory #s
Select this option to receive a notification and prompt, when saving work records, that a duplicate inventory number already exists in the database. The user can decide to continue saving and keep the duplication, or to cancel the save and assign a new number.
Show Reserved Works as Not For Sale
By default, Work records designated as Reserved are considered Available within the database. The inventory number will be color-coded as pink, and when a ViewSet of Available works is created, Reserved items will be included.
If it is more preferable to have Reserved works considered as Not for Sale, checkmark this option, and when creating a ViewSet of Available works, the Reserved items will instead be excluded.
NOTE: This feature is separate from the NFS (Not for Sale) box on the Work record detail. Checking the NFS box will color-code the inventory number as orange and does NOT allow the generation of an Invoice Transaction. If a work is checked as Reserved, an Invoice Transaction can still be generated.
System Assigned Inventory Number
Utilizing a System Assigned Inventory Number can greatly speed data entry and facilitate easy identification for Work records. When this option is enabled, it is possible to manage an automatic system of index numbers based on the following options:
- Length of Number: define the number of listed digits in the numerical section, including any leading zeros.
- Base Number on: there are 5 possible criteria for the numerical section, but only one can be used. Choose from Artist/Maker, Ownership, Work, Type, and Alt Type.
- Section Order: up to 5 sections may be used in sequence, beginning with the top, to assemble the final number.
- Prefix and Next Number: use this option to define the specific alpha-numeric combinations within each section. Select a section to manage from the drop-down menu, and then proceed to set each prefix as desired. Depending on the section order, a "prefix" may technically become a "suffix", but will still be managed under the Prefix column. Although a prefix can be added for any section, It will only be possible to set the Next Number for the criteria that is set as the Base.
- Reset Number upon Reacquire: if desired, set this option to assign a new inventory number when Works are reacquired. If this option is not checked, all newly reacquired Works will retain their original inventory number.
EXAMPLE: The basic System Assigned Inventory Number settings displayed in the screenshot at the top of this article resulted in the following automatic inventory numbering:
