This article will explain how documents can be linked between ARTBUTLER and your computer or server.
It will explain how to set up the general path, link any document to ARTBUTLER, as well as how to link an ARTBUTLER document back to the software.
1. Overview
Documents which relate to something in ARTBUTLER can be linked to the necessary file eg: a digital book on an artist, or an exhibition catalogue. An added bonus of this feature is that documents that have been made and exported from ARTBUTLER, e.g: invoices, price lists, consignments etc. can be relinked to the ‘file’ they were made from in the software. This can be done to make things easier and more efficient. This means they can always be found from ARTBUTLER in the future.
Hint: The place the documents are stored should also be carefully selected so they don't need to be moved in the future, as this would break the link between the files and ARTBUTLER.
2. Linking Your Document Folders to ARTBUTLER
- Select a central location you would like to save your exported documents.
Hint: This should be a very general location, where you will store all possible documents. e.g: Server > Gallery
- Go to Preferences within the ARTBUTLER menu.
- Select the Local tab on the left hand side menu.
- On the right hand side under Documents click the Browse button and select the general folder your documents will be stored within. Click Open and then OK.
Note: Documents must have been already filed to their final location before you can link them to a part of ARTBUTLER.
3. Linking a Document to ARTBUTLER
- Go to the area in ARTBUTLER you want to add the document to. e.g: under Artists to add to an artist profile.
Note: This could really be anywhere in ARTBUTLER. Nearly all areas of the software offer this feature.
- In this case, go to the artist’s profile, by finding and selecting them from your right hand side list view with a double click.
- The profile will appear in the middle detail view. Select the Documents tab at the top of the profile.
- Select the New button and a pop-up window will appear.
- You can give the document a title in the open field and select the Document button to add the file you want. Once done, click Create Link.
- The document is now linked to the profile. If you select it and click the Open Document button or right hand click and select Open Document from the drop down menu, it will directly open up the file.
4. Linking an ARTBUTLER Document to its Source
- Create a ‘file’ you would like to export: e.g: an invoice.
- In this case you are within Invoices from your left hand side navigation, and you have the current invoice open in your middle detail view.
- Go to the Exports
button in your middle detail view and select Documents. Select a document export, which you have previously set up. See Template Settings for an overview of this. - The document will begin to automatically export. A pop-up window will appear where you can select where you would like to save the document. Select the location and click Save.
- The document will begin to export and when completed, a second pop-up window will appear.
- You will have the choice to simply OK the export, Link the export, or Open the export.
- Select Link and a third pop-up window will appear.
- The link will automatically be to the location you just selected for the export. Usually this is correct, otherwise you can select the Document button and create a new link.
- The link is automatically given the name of the export. You can rename this to whatever suits you if you need.
- Once done, click Create Link.
- If you now go to the Document tab within your invoice file, you will see the linked document file. You can always find and open the document from here by selecting the Open Document button, right clicking the link and selecting Open Document form the drop down menu, or double clicking the link.
