How to show hidden fields in artworks, contacts, invoices, and accounts using core preferences.
If you are having difficulty finding a field in your system, it may be because they have not been activated in your core preferences. Artlogic includes several optional fields that will remain hidden until they are enabled. This feature allows you to tailor your system to your needs and streamline your records.
How to access my additional fields in Core Preferences.
To access your additional fields, you must find your core preferences.
You can achieve this by following the steps below.
Other > Admin > Preferences > Core preferences
Once you are in your core preferences you can navigate to your artworks, contacts, invoices and accounts tab. From here you activate the relevant fields you would like to display in your records.
Once the desired fields are activated, the toggle will turn blue and display on.
Please select Save on the bottom left before exiting the window
You may need to refresh your browser before the fields show up on your records.
What fields can I find under my core preferences?
Hidden fields can be found in Artworks, Contacts, Invoices and Accounts. Below you can find a comprehensive list of the fields which are available to you.
Artworks
- Catalogue Raisonne
- Artist date
- Signed and dated
- Printed date
- Period - Once enabled, you can manage your period values in the value list settings.
- Series
- Genre - Once enabled, you can manage your genre values in the value list settings.
- Collections
- Personally owned
- Advertised price and Purchased price discounts
- Retail price notes field
- Sold to a public collection checkbox
- Book value - This section shows fields for 'Book value' under 'Purchase/ Stock' in the 'Financial' tab of an artwork record. You can record the value amount, valuation date, the person who entered the valuation, and additional notes.
- Alternative label for 'Book Value' - This will allow you to choose an alternative label for your Book Value field.
- Always show 'Edition details' - The ‘Edition details’ field appears only when ‘This work is a print or edition’ is selected. Enabling this preference will always show the ‘Edition details’ field, ensuring any information entered is displayed in documents and private views, irrespective of the work's selection status.
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Alternative label for 'Artist's reference no' - This will allow you to choose an alternative label for your Artist's reference no field.
- Custom Fields - Artlogic lets you create five custom fields in your core preferences. Learn more here
Contacts
- Gifts
- Client ref - Use the 'Client Ref' field to store reference numbers for a contact from external systems.
- Custom Fields - Artlogic lets you create five custom fields in your core preferences. Learn more here
Accounts
- Show 'Sales people' in Accounts records
- Include on consignment 'Net value (in another currency)' in accounts export
Invoices & Tax
- Show Invoice header and footer on new invoices - This sets the default for new invoices, which can be adjusted on the invoice edit page for individual invoices.
- Show option to include 'Additional artworks fields' in the Invoice settings - This allows the inclusion of description, provenance, exhibitions, literature, publications and other fields in the generated invoice document.
- Display a full breakdown on 'Three way split' Invoices - This shows all details of consignment shares and production costs on the generated invoice document. This can be turned off for individual invoices.
- Hide item particulars - If an item has ARR, extras (like framing) or production costs, individual totals and amounts (including discounts and tax) will be displayed. Selecting this option will hide these additional details. Select this to conceal all information, including the original sale price, on the generated document, displaying only the final amount due to the artist. This can be re-enabled for individual invoices
Will I lose data in my hidden fields if I disable them?
No, turning off a hidden field in your core preferences does not delete any existing data in that field. The data remains intact regardless of the field's visibility. To remove this data, you must use our update multiple function, which helps you manage and delete data as in bulk.