Adding Contacts allows you to easily keep track of important people associated with your art business, such as collectors and galleries. This ensures you have their details available whenever and wherever you need them. You can also create Contact Groups from your Contact Records to easily sort and organize contacts for future communication.
Did you know?
There is no limit on the number of Contact records you can create and store. You are able to manage and continue growing your network!
How to add a new Contact record:
Click the Contacts tab in your left-side menu
Click the + New Contact button in the top menu
Fill in the information
The only required field to create a new Contact record is the name. You can always come back and update/edit your Contact records at any time.
Click the blue Create Contact button on the bottom right of your screen
How to add a Contact to a Contact Group:
Note:
To add your Contact to a Group, you must first create a Contact Group.
Individually including a Contact Group(s) when creating a Contact record:
When you're creating a new Contact record, you can navigate over to the Associations section on the right side of your Contact record creation
Select the Contact Group that you've already created to assign this new Contact to. This will then mark this Contact as being affiliated with other Contacts in that group.
Be sure to save your new record or save your changes if you're editing an existing Contact record
Did you know?
Organizing your Contacts into Contact Groups allows you to select your curated Contact Group(s) when sharing files, Reports and Private Rooms in bulk to your specified groups.
In bulk by editing a Contact Group:
Click the Contacts tab in your left-side menu
Click the Groups button in the top menu
Find the Contact Group you want to edit and click "Edit" next to that group
You can assign any of your existing Contacts in the left-side column to the group by selecting the Contact(s) and selecting "Add #" to include them in the right-side column, as part of the Contact Group.
You can even use the blue "Show Filters" button to narrow down your search for a more efficient selection.
Select the blue "Update Contact group" button to save your changes.
How to add a Contact to a Location:
Note:
To add your Contact to a Location, you must first create a Location under the Locations tab.
Individually assigning a Location to a Contact when creating a Contact record:
When you're creating a new Contact record, you can navigate over to the Associations section on the right side of your Contact record creation
Select the Location Relation that you've already created to assign this new Contact to. This will then mark this Contact as being affiliated with this Location record in your account.
Be sure to save your new record or save your changes if you're editing an existing Contact record
How to edit a Contact record:
Click on the Contacts tab in your left-side menu
Click on Edit on the right-hand side of the Contact under Actions
Add in the new information
Click Update Contact
How to delete a Contact record:
Click on the Contacts tab in your the left-side menu
Click Edit on the right hand side of the Contact under Actions
Then click the red trashcan button to permanently delete the Contact
You will then be prompted to confirm deleting the record to be sure you want to proceed with the permanent deleting of the record
Important Note:
Deleting a record is a permanent action and cannot be undone. Be sure that this record can/should be deleted from your account data before doing so.
(click the drop-down arrow below to expand)
A Visual Guide to Contact Records
A Visual Guide to Contact Records
Contact record name: This is the only required field when creating a Contact record.
Main Contact information: This gray section is where the basic information for the Contact—phone number, email address, and any physical addresses—will be listed.
Contact Groups: Any Contact Groups that you've added this Contact to will be listed here. Clicking on one of these blue, linked Contact Groups will take you to the Contact Group to view all other Contacts included in the group.
Contact Tags: You can further categorize and organize your Contacts by tagging them. Tags can be any custom wording that makes sense for your CRM tracking and organization.
Contact-specific reminders: You can create reminders specific to any of your Contacts. These will also be listed and linked in your Schedule. You will also be emailed from product@artworkarchive.com with your upcoming to-dos each Monday to the email address associated with your Artwork Archive account.
Sharing history: Any time you share a file, Invoice, Report, or a Private Room, you'll have a full record of the sharing history within the Contact record.
Be sure to share as a "Contact" and/or "Group Send" so that the system will automatically track your sharing history for your own records.
Contact Notes: You can include any notes about the Contact here such as how you met, their taste in art, upcoming projects you're collaborating on, etc.
Open Proposals: Any open Proposals (i.e. not marked as "paid") will be listed here with a visual proposal phase timeline. You can click on the Proposal name to jump to the full Proposal record and further information.
Purchase/Acquisition history: Any Pieces you've marked as sold, donated, or gifted, and affiliated with this Contact record, will be listed within the Contact record—giving you a full purchase history for reference.
Added Additional Files: This is a way to store existing files that you want to associate with a particular Contact. Examples could include commission contracts, consignment reports, gallery contracts, etc.
Note that this feature is only available on Artist Professional and Master Plans, Collector Premier, and all Organization accounts.
Add New File: You can click this button to add more Additional Files to the Contact record.
Video Tutorial: Contacts Feature Overview