Greetings!

We actually visit our galleries in person to show them new pieces, and usually the gallery will select a few, and decline a few. Let's say that we take pieces numbered 1-6 to show a gallery. They accept pieces 1,2,3 but don't want pieces 4,5,6.

We'd like to be able to do two things concerning the pieces they declined:

1) Prior to our future visits to this gallery, we'd like to view all the pieces this gallery rejected so that we don't show them these pieces again (in case we still have them in inventory) -- ie. VIEW THEM BY GALLERY

2) We'd like to be able to view info on a particular piece to see what galleries saw it and rejected or accepted it -- ie VIEW BY PIECE

We have WA 2.x at present. Thanks!

Dave Webb
Office Manager for Jennifer E. Young

Hi Dave,

You will need to get the WorkingArtist 3.0 upgrade in order to do what you want to do. In testing the reports I'm going to mention, I did discover that the Activity Status and Return Date do not currently displayed on the Provenance report. So I'm working on that now and will release an update for it sometime this week. I just have to get Colin to test it. Currently, also, you can only run the Provenance report from the Provenance form. So I'm adding the Provenance report into the list of Artwork reports along with the ability to do batch Provenance reports, so you can run the report for multiple galleries at the same time.

You can run the reports now from Provenance, they just won't show the return status on the report.

So look for the WorkingArtist 3.03.07a update.

In the WorkingArtist 3.0, here is how you would do this:

1. Go to the Patrons function and select the Patron you are showing work to.
2. Click on the Activity tab.
3. Click on the New Activity button.
4. Create a new activity and enter a "Purpose" which describes the activity. "Sent Work" is automatically entered, but you can make it more descriptive.
5. Click on the Add Task button.
6. On the Edit Activity screen, click on the Send Work button.
7. After you've gone through the process of "sending" work, then click on the Work Sent tab. You'll be able to change the Activity Status to "Returned" and the current date will automatically be entered. You can edit the date.

Any activity record where you "send" work will display in the Provenance for the Artwork record.

To display provenance for the artwork, go to the Artwork reports section and run the Artwork Provenance report (WA 3.03.07a update--currently, you can only run this report from the Provenance screen).

To display items sent to a particular patron, go to the Patron reports section and run the Items Sent/Returned report. This report will give a listing of work "sent" with a notation as to it's activity status, i.e., "On Loc", "Sold", "Returned", etc. and a date. If the return date is the same as the activity date you can assume that the piece was declined.

I hope this helps get you the information that you want.

Let me know!

Kathryn
[www.WorkingArtist.com]

Thanks Kathryn, but will I be able to distinguish between work that was accepted by the gallery and returned later, versus work that was initially no accepted? --Dave

Hi Dave,

At the moment the only way to tell is by the date--if the date of return is the same as the activity date. I can possibly add another value to the Activity Status field as "Declined" or "Rejected" then do a report based on that value, but that will have to be a future update, not the one I'm currently working on. Some changes can affect multiple parts of the program and those just take a little longer to do because we need to test thoroughly to make sure we don't goof up something else.

So I'll put that on my enhancement list.

Thanks,
Kathryn
[www.WorkingArtist.com]

Hi Dave,

I've posted the 3.03.07a update that includes the changes you requested. You can now put any value you want in the Activity Status field on the Work Sent tab of the activity forms. So, for example, if you want to marked the work "Declined" or "Rejected", then you can add those values to the Activity Status table. Let me know if it works for you. I didn't do any reports in relation to this, not enough time for this update.

Thanks,
Kathryn
[www.WorkingArtist.com]

Hi,
I'll jump in here since I'm Dave's partner in crime. Thanks for letting us know about the update and for adding this feature. It will be helpful. We are curious to know though if you plan on allowing us to pull reports based on this criteria in a future update?

Best Regards,
Jennifer & Dave

Hi Jennifer,

Yes, I can do a report. If you can let me know specifically what you want to see on the report, that would be helpful, ie., do you want a report by gallery, by consignment, etc. Do you want to see all the artwork sent but sorted by Activity Status or only artwork with a particular status? Let me know what you are looking for. You can always fax a layout to 360-357-9047. I can't promise that I can do exactly what you want--I have to know what it is first.

There is already a Provanance report and I did add the ability to do batch Provanance reports--so if you go to the Artwork Reports dialog and select the Provenance Batch report, then choose a filter or All Records, you can get multiple listings for artwork that you want to look at. Each individual artwork begins on a new page.

Hope this helps!
Kathryn
[www.WorkingArtist.com]

Hi Kathryn,
I am not sure if this is still part of the same topic we were talking about but it might be. I am going through the process now of transferring all of my hand-written records into W.A. 3.0. I would like to pull reports for each gallery that can tell me different things. I know I can pull patron sent/returned reports that will show me everything the gallery has had on consignment, but is there a way that I can pull a report for a certain activity staus? For instance, what if I wanted to see what works Gallery X currently has "On Location"? Can I do this? I'd like to be able to print out this report to bring with me on gallery visits, without printing out an entire history of all that the gallery has ever consigned/returned (which could be several pages long). Alternately it would be nice to pull reports on each of the different items in the drop down menu of Activity status (items sold, items returned, items rejected, etc.).

Is this what you said was going to be included in a later update? Or do you offer that now, and I just dont see it?

Yes, this is the report that I'm working on for the August update. It's not in WorkingArtist at the moment. I just created the ability to add custom values to the Activity Status table in a recent update.

I'll do the report several different ways:

1. Items at a particular patron with a specific activity status.
2. Items at a particular patron with all activity status sorted by status.
3. All Items with a specific activity status at all patrons sorted by patron.

Let me know if there is any other way you'd like to see the data, i.e., filter and sort order.

Thanks,
Kathryn
[www.WorkingArtist.com]

Great!

Well, my wish list would go something like this: To sort each activity status for a given gallery (patron) in date order. For instance: All items on location at Gallery X, listed by date sent. All items sold at Gallery X, listed by date sold, etc.