These are the main topics in this FAQ file. Click on a link to jump to that section.
General Questions about WorkingArtist
What's on the demo version of WorkingArtist?
The trial version of WorkingArtist 3.0 actually includes the full application. However, the trial version limits the number of records you can enter into the program. This way, you can explore the functionality of WorkingArtist. You can purchase the product from our website at www.workingartist.com/sales. After you have purchased the product, you will receive an activation code based on your artist name. If WorkingArtist is a gift for someone else, then submit his or her name to get the activation code.
Does WorkingArtist run on a Mac?
You can run WorkingArtist on your Mac in Windows without rebooting using Parallels Desktop for Mac.
How many megabytes and how much RAM do I need to run WorkingArtist?
You need approximately 40 megabytes on your hard drive to install WorkingArtist 3.0 and a minimum of 256 megabytes of RAM with at least a pentium 200 processor or equivalent. If you intend to link images of your artwork into WorkingArtist, you will need additional space on your hard drive.
Can I do accounting in WorkingArtist?
No, WorkingArtist is not an accounting package. However, you can create invoices in WorkingArtist and keep track of monthly sales and income received. We recommend any good accounting system such as Quick Books Pro or Microsoft Money. You need a bona fide accounting system or a Certified Public Accountant for tax purposes.
I'm not a professional artist. Is WorkingArtist worthwhile for me?
Yes. You can use WorkingArtist simply to keep track of your artwork and the people to whom you have given your artwork. You can keep reminder items and create a holiday mailing list. WorkingArtist has many versatile functions that can be utilized by any artist or craftsperson.
I send a lot of slides to art consultants and prospective customers. Can I keep track of what slides I send to people in WorkingArtist?
Yes. You can keep track of slides, work and other images such as photos, transparencies, or electronic images you have sent to people.
Can two or more people use the same copy of WorkingArtist?
WorkingArtist is designed for a single user. Your name is displayed on many of the reports that are created. There is no way to distinguish between two or more artists. Another person must have his or her own copy of WorkingArtist. For people working on the same computer, we offer a multi-user version of WorkingArtist. Email us for information.
Can I use WorkingArtist on more than one machine? I have a desktop at home and a laptop I keep in my studio.
Yes you can. Install WorkingArtist on the second machine. Locate your data file on the first machine. The name of the file is artdat30.mdb and it can be found in the WorkingArtist30 directory.
Because artdat30.mdb is larger than 1.4 MB, you will need to use one of the following methods of transfer:
Here are links to Knowledge Base articles about Transferring Data Between Two Non-networked Computers and Using WorkingArtist with Networked Computers.
The important thing to remember is that you must always work on the same file, thus you must always transfer it to the machine you are currently working on. If you add data to two different files, your data will become out of sync.
Can I create HTML from my artwork data?
Yes you can create simple HTML documents in WorkingArtist 3.0. The HTML document can include your artwork images along with selected artwork information. You can create these documents from several places within WorkingArtist:
-- From the Footprints icon on the toolbar. Click on the Footprints icon on the toolbar, click on the Create HTML button after selecting artwork and the items to be included.
-- From the Artwork Reports dialog select the Artwork HTML report and select the artwork and the items to be included. Click on Preview.
-- From Consignment, Project, Registry, Show and Invoice Reports select the Text, HTML, Datasheet report. A dialog will display for you to select the items to be included.
For more on creating HTML documents, see Knowledge Base article Q1023.
Alternatively you can click on the Reports button on the Artwork form. Select the Artwork Datasheet report or the Artwork-Selected List report. Select the fields you want. Run the report in Print Preview, then export the report to Excel or Word by clicking on the respective icon on the toolbar in Print Preview. From Excel or Word, you can SAVE AS html.
What does Consignor mean?
If you sell artwork through a gallery or other third party, that third party is the Consignor of your artwork.
Why can't I add a collector on the Artwork form?
A patron is designated the collector of an artwork when you create an invoice for the particular patron which includes that artwork. You can also designate a patron as a collector by tagging the Collector tag on the Edit Patrons form.
How do I change prices in the Artwork form?
If you choose "yes" in the Use Price Grid field, you change prices by changing the medium/subject/size of the artwork and pressing the Get Prices button.
If the Use Price Grid field says "no," then you must change prices manually.
How do I make a work NOT multiple edition when it has been tagged a multiple edition?
If an artwork is tagged as multiple edition and you have created activity records for any of the editions, then you cannot change it to a non-multiple edition without first deleting all activity records that refer to any editions for this work, then you can click on the Multi-Edition box in the Edit Artwork form so that it is blank.
How do I indicate that work has been returned from a show?
To indicate that work has been returned from a show go to the Show Entries form and click on the Tasks button. Work entered into the show will be display on the Work tab. Simply tag it as returned.
What is the image on the Artwork form?
The image field is where you can display an image of your artwork. (See Slide Show information about how to do that.)
The Medium field only allows for one medium. What if my artwork is mult-media?
Create a new medium entry called Multi-Media, or Collage/Watercolor.
Why can't I change the Status of my artwork on the Artwork form to Sold?
The Status field is a special field used by WorkingArtist to designate whether a work is available, NFS, sold, or gifted. After you have filled out an invoice record for the artwork indicating that it has been sold or gifted, then you cannot change it back to available or NFS unless you create an invoice return or delete the artwork from the invoice. Likewise, before it is sold, you can only designate it Available or NFS.
Where do I find a list of multiple-edition work that has been sold?
Go to the specific artwork in the Artwork form and press the Editions tab.Back to the top
How do I change the commission on an invoice?
There is a Commission field on the Edit Invoice form. You can change the commission there and all the prices on the invoice will be changed accordingly.
How do I get to the Invoice Payment Plan Option dialog?
The Invoice Payment Plan Option dialog is only accessible when you are creating an invoice. After you enter the price detail information, a dialog asks if you would like to record a payment or create a payment plan. If you answer "Yes" the Invoice Payment Plan Option dialog is displayed.
If I have had a work returned, where do create a refund record?
First create an invoice return by clicking on the original invoice in the Invoice List and pushing the New Return tab. Follow the instructions for creating an invoice return.
How do I sell a postcard, limited edition?
WorkingArtist is not set up to sell unlimited reproductions of artwork. However, if you have a limited edition of anything, you would simply create an artwork record for it in the New Artwork form and tag it as multi-edition. You would create an invoice for it just like any other multiple-edition artwork.
If I created postcards of a work, how would I keep track of them?
WorkingArtist does not keep track of unlimited editions such as postcards or posters, only one-of-a-kind or limited edition artwork. However, if you send a postcard of a specific work to a patron, you can indicate that. Go to the Artist Info form, click on the Tables tab and then click on the Image Type button. If the Image Type table does not include Postcard, then add Postcard to the list. Now when you send Other Images from the Activity Edit form, or the Task Dialog, you can indicate that the image you are sending is a postcard.
I unchecked the Collector tag in the Edit Patrons form, but the patron kept showing up in the Collector combo-box on the New Invoice form.
The collector combo-box on the New Invoice form will display all patrons. You select a particular patron from the list for a specific invoice.
On the Slide Labels form what does the Top item mean?
When you enter slides into shows, frequently you need to indicate the top of the slide, sometimes with the word Top and sometimes with an arrow or a red dot. This is simply a convention for slide labels.
Why is Year listed twice in the Line Items on the Slide Labels form?
Year is listed in two different formats, depending on how you want it to appear on your slides.Back to the top
Letters & Docs
What is a Linked Document?
In the Letters/Documents forms, you can write simple letters and documents and track them, and you can track letters and documents that you have written in Microsoft Word or another word processor. This is a Linked Document because WorkingArtist creates a special link in the program to this document in the other application. If you indicate that a letter is linked, when the record on the New Letter form is saved, a dialog will be displayed allowing you to perform the linking. If you know the complete path of the letter, such as c:\msoffice\winword\doc.1, you can enter it in the Link Path field and push the Direct Link button. If you do not know the path, you must press the Browse and Link button in order to locate it.
What is the different between form letters, form letters sent, and custom letters?
You create a form letter separately from the activity record which sends it to a patron. When you send a form letter, you select it from a list rather than creating it from scratch as you do a custom letter. A form letter is a letter that is used over and over. A custom letter is created when you send it.
I don't understand the variable fields.
There are some form letters you may send that are the same each time you send them except for a particular word. For example, if you have a letter for requesting a prospectus from a show, you may want to create a form letter where you insert the name of the show when you write the letter. This is a variable field. This type of letter should not be used if you wish to save an exact copy of the letter, since the variable field is only inserted when you print it.
You would not use a variable field to send letters that are exactly the same to multiple patrons. Use the Mail List form to do that.
What is the Preview button on the Send Letter form?
The Preview button allows you to view what the letter will look like before you save it.
I don't understand the Letterhead Options.
If you choose System Letterhead, WorkingArtist generates the letterhead for you from the information you have entered in the Letterhead form. If you choose My Letterhead, then no letterhead is generated and you must use your own preprinted letterhead in your printer. Some documents don't require letterhead, and thus you would choose the No Letterhead option.
What if I want to send a letter to more than one patron?To send a letter to more than one patron, create a mail list in the Mail List form. From the Mail List Edit form you can write or link a letter that you want to send to each person on the mail list.
How do I write a letter to another contact listed under a patron?
To send a letter to a particular contact other than the main contact, simply change the addressee on the Send Letter (Form or Custom) form.
How do I send already created text?
This is called a form letter. Press the Send Form button on the Letters/Docs Sent form. From here you can select a form letter from a list of form letters.
In a mail list is there a way to tag a record from a price list and then mark it as an image sent?
No. You can create a price list from images sent, but not the other way around. Select the work (slides, photos, etc.) for the mail list first and then push the Select from Images Sent button on the Edit Price List Sent form to create your price list.
I want to bill a patron. How do I do this?
First, create an invoice for the patron and print it. This can be sent or given to the patron as the first/only bill. To create a statement, select the original invoice on the Invoice List form and push the Statements button.
What are activity tasks?
Activity tasks are anything you do related to a patron such as:
What is an activity record?
An activity record is a record that describes a specific activity for a specific patron or a group of tasks for a specfic patron. Thus, an activity record can include one task or several tasks.
What is activity purpose?
The purpose is the description of the activity/activity tasks. When you create invoices, show entries, mail lists, projects or registries, an activity record is created automatically. You can edit the purpose field of the activity record to better describe what you have done with the patron.
When you send a letter, price list, or media, an activity record is automatically created. You can edit the purpose field of the activity record if it does not meaningfully describe what you have done with the patron.
When you create an activity record in the patron activity form, you must fill in the Purpose field yourself, it will not be automatically created.
How does the Price Grid connect with other parts of the program?
The price grid is derived from a method of setting prices by size. On the New Artwork form, if you select Yes in the Use Price Grid combo-box, then when you put in the size of your artwork, the program will see if you have an entry in the price grid for that medium/subject/measure. If not, a dialog box will be displayed for you to enter the pricing information.
Why doesn't the Price Grid list the titles of my work?
The Price Grid only shows you the prices have set by medium/subject/measure. You apply these to individual artwork.
Can I add or change artwork prices in the Price List forms?
The prices on the price list are price quotes and are unique to the price list. You can change them on the Edit Price List Sent form. This will not affect the prices of the artwork in the Artwork table.
Why did my price list show wholesale prices? I thought I was working with retail.
On prices lists you can show retail, wholesale, or both. When you are either creating or editing a price list there is an option box for you to select what prices you want to show.
I sent slides to a patron and I want to also send a price list. When choosing items for the price list do I have to re-select the slide images that I selected previously?
On the Edit Price List Sent form, push the Select from Images Sent button to display the work (or slides) that you have sent.
I created a price list but didn't send it. Where is it?
You probably created a standard price List. From the Price Lists Sent form, push the Edit Standard button. Select the price list from the Select Standard Price list combo-box. All of your standard price lists will be displayed in the combo-box.
All of your custom price lists will be displayed in the Price Lists Sent form along with standard price lists which you have sent.
How do I delete records from the price list?
To delete records from a custom price list, push the Edit Send button on the Price Lists Sent form. Click on the record selector of the record you want to delete (or click and drag the mouse down the list if you want to delete multiple records) and hit the Delete key on the keyboard.
I sold an artwork but it doesn't show up on the collector's report or the Provenance form.
If your Bill To patron is different from your Collector patron on the Invoice form, the artwork will only show up in the Provenance and Collector reports for the patron who actually owns the artwork, i.e., the Collector patron.
How does the reminder status relate to the reminder category?
Reminder status relates to whether or not the reminder item is open, pending, closed, and so on. The reminder category indicates if the item relates to a patron, the kids, the garden, etc.
Can I create new report formats?
You cannot create new report formats. You can often filter records to report different record groups.
If there is a particular report you think might be commonly used, contact Technical Support at email@example.com with your suggestion. That report might then be included in a future release.
Can I send a WorkingArtist report by email?
You can send a WorkingArtist report by email if you "print" it as a pdf document. We recommend deskPDF from DocuDesk.com. Once you have installed deskPDF, you can print any WorkingArtist report from the Print Preview screen to the deskPDF writer. This will create the pdf file that you can email to another party.
What is entry type in the Show Entries form?
Image Type refers to the way your artwork is displayed, whether as the work itself, as a slide, photo, transparency, etc. Though you may initially send slides to a show entry, when you create a ship activity record, that record will indicate that the image type is work.
Where can I see what I have entered into the show?
To enter work in the show, press the Select Entries button. After you have completed the selection forms and returned to the main Show Entries form you can view what you have sent by again pressing the Select Entries button, or by pressing the Entries button.
When I've entered slides into a show, why don't they show up in the Provenance of the work?
Only work actually sent is displayed in Provenance. Other images sent do not show up here.
What does bmp or jpgstand for?
Bmp is an acronym for bitmap. It is a type of image format. The images displayed in WorkingArtist can use the bmp format, but jpg is the preferred image type in WorkingArtist 3.0.
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