Managing database users

Depending on your Artlogic database plan, there are different steps required to manage your system's user(s).

Artlogic One or Artist Essential 

If you are using an Artlogic One or Artist Essential database, follow the steps below:

Steps

  1. Log in to your database.
  2. Go to the 'Person icon' > Customisation > User details.
  3. Enter a new name, email address, or email address for notifications.
  4. Click Save.

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Warning: if you change the email address of your user record, you will be required to use this next time you log in to your Artlogic database. 

Artlogic Pro and Management Professional + Expert

The steps below will help you manage situations where employees are no longer working with you, or when access is no longer needed.

Please note that for security reasons Artlogic staff will only set up your initial user for system delivery. System administrators must manage their own users after this point. 

Activating a User record

When a user record has not been made live they will not be able to log in.

Make sure that you have made your user record 'live' when sharing new account details at your organisation. You will also be able to make users not live if you do not wish for them to be able to access your database any longer.

Steps

  1. Log in to your database.
  2. Go to Other > Admin > Users.
  3. Select the 'pencil' (edit) button for the User record.
  4. Click This user record is active to turn it on.
  5. Click Save.

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Warning: if you wish to add or remove users from your Artlogic account ahead of your next billing cycle, please reach out to support@artlogic.net so we can adjust your billing accurately. As per our cancellation policy, we require at least 30 days notice prior to the start of the upcoming billing period.

Customise what your new user can access

Set Roles and Permissions

Admin users are able to define what the new user is able to access in the database. Depending on your Artlogic database plan, this can include general settings, Accounts, Artworks, Contacts, Library and Publications, Offers, Market intelligence, Marketing/Bulk emails, PrivateViews, and Activity Timeline.  

Go to Other > Admin > Users > select the 'pencil' (edit) button for the User record and click Permissions to create a permission group name and define their permissions:

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When finished, click Save permission group at the bottom of the screen. 

Do not delete old users

We don't recommend deleting or recycling users

User records that are no longer needed should be deactivated rather than deleted or re-allocated.

  • This is so that the 'Last saved' field in a record is preserved accurately.
  • The user might be associated with Contact records as a ‘Consultant’ or ‘Secondary consultant’ which also relate to the Sales Pipeline, and this should be preserved.
  • If someone is replacing a current user we recommend de-activating the old User record and creating a new user rather than editing the details of an existing record.
  • You will only be charged for the amount of 'live' users you have in your account.

What do I do if I accidentally deleted a user? 

If you have accidentally deleted a user record, this is something we can help you restore. Should you wish to restore a deleted user, please email us at support@artlogic.net and provide the following:

  • Full name of user
  • User's email address
Note: this request must come from a user with administrator permissions.

Once our support team confirms that the record has been restored, the user will be re-activated and this action will be logged in the modification history.

Create additional users

This article explains how to create additional users in your Artlogic Database.

For more information about costs of additional users, please see this article below:

How much does it cost to add a user to an Artlogic account?

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