Welcome to Online Galleries

Transcription

1 Welcome to Online Galleries Fig. 1 Please follow the step-by-step instructions below to manage your gallery and website via the extranet provided. To log into the extranet enter the following into your URL bar: Once you have reached the login page please enter your user name and password and proceed to the extranet homepage. See Fig. 1 To manage your items click on the main button situated on the left hand side of the screen titled Manage your items. See Fig. 2 After entering Manage your items there will be a new menu bar which is broken down into 5 buttons. See Fig. 3 Section 1 - Add An Item Fig. 2 By clicking this section it will now give you all the options in which to add new items listed in a line of tabs across your screen. See Fig. 4 The sub headings / tabs are as follows: Tab 1 - Title In this section there are the following entries: Title Your Stock Code Name the piece as accurately as you can. This is for your reference and will not be visible to the public. Current Artist / Makers / Factories See below Attach Artist / Makers / Factories Click on to the green box and start to type the name. If the name is in the database you will see their name pop up. If you find the correct name, select and click. You can now see the name in the box above. If the name does not appear in the box, scroll down to the bottom of the list where you will see the following: not here? Click here to add a new artist record If you click this it will take you to Add a new Artist Here you can add the details of the artist/makers/ factories to the database. Click Your artist/makers/factories will now be added to the database and will be visible in the current artists/makers/factories box. Current School / Movements / Dynasties The same procedure can be used for this section as used for the above. Origin Add your place of origin. When you start to write, the place name(s) will automatically be displayed in a drop down box. Mandatory Fig. 3 Fig. 4

2 Tab 2 - Details (See Fig. 5) Fig. 5 To ensure that potential customers can find the items they are looking for, please include as much detail as possible. This will also help customers who are using search engines i.e. Google, to find stock items. Description/ Expertise Add as necessary. Please note you do not need to add dimensions in this section at this time. Provenance Exhibitions Literature Condition Add as necessary. Signed/Inscribed/ Dated Medium Description Keywords Add any keywords specific to the item. These will not be visible to the public but are important in the keyword search function on this system. People using a search engine to look for specific items will add keywords in their search. For example: sunset flowers religious horse racing etc. Do not add commas or full-stops. Tab 3 - Attributes (See Fig. 6) Fig. 6 Dimension Units Dimensions Weight Date Select as necessary Add as necessary. Height, Width and Depth. Add as necessary Add the date of the item. If the exact date is unknown, select circa. To add a Century, follow these examples: Start Date-1800 and End Date This would symbolise the 19th Century. Start Date-1700 and End Date-1799 would symbolise the 18th Century. Currency Price Price Hidden Guide Price Status Add as necessary. Add price without commas. For example, would show as 10000GBP or whichever currency you wish to display. You can select whether you would like the price to be hidden from public view. Click yes if you would like the price to be seen as a guide price. Select as necessary.

3 Tab 4 - Categories (See Fig. 7) You can now categorise your items. You will see two boxes: Fig. 7 Attach to Categories First and Attach to Mediums First You can click either box to start categorising. There is also a Quick Search box that allows you to type in your item and this will perform a quick search of our category lists. Within the category pages you will see some categories / mediums underlined with arrows, by clicking these they will display further sub-categories. Click all the boxes that apply to categorise your item. On the categories page you will see the styles box. Click all that apply. To the right you will see two boxes. One will be a Select Period box. The other box will be the category you have yet to complete. The Select Period page will show a list of periods the system thinks is applicable to your item. One example would show: Ottoman ( ). Do not worry if no period is shown. The next section will show you what period has been selected and if none was entered on the previous page, the system will guess a period based on the information you have already entered. This section also allows you to review what you have added and to save it. Fig. 8 Tab 5 - Images (See Fig. 8) This is the area in which you upload the images of your item. Multiple images can be attached to your item but you are limited to uploading three images at any one time. This means you can return to this page and add more images if needed. Click Upload Images and find the folder in which your images are stored and select the image you wish to upload. When you upload the images you will see them listed in a box below. You can remove each one if you upload the wrong image and continue to upload another image. Tab 6 - Galleries (See Fig. 9) This area shows your trade association memberships, websites and your new Online Gallery. It also shows your fairs and exhibitions. You can select which sites will display your stock item. This means that some of your stock can be just for exhibitions and other stock just for your gallery and website. This gives you full management of your entire stock. Fig. 9 SAVING DETAILS You MUST click save details in order to apply any of your updates. You will be given the chance to once again modify your item or return to your gallery from a separate window titled Preview Item see fig 10.

4 Section 2 - Tools (See Fig. 11) Fig. 10 Normal Mode Search Custom Ordering Export Removes the custom ordering function and returns to normal gallery view. You can manually search for specific items in your online gallery. By clicking on this a small box will display underneath each item. Enter a number in the box and that will correspond to the order that you want your items to appear in your gallery. You can export your entire gallery into CSV format that you can open using a spreadsheet program such as Microsoft Excel or Open Office Calc. Please select the export options you require then click the Export button. Section 3 - Search Fig. 11 This has the same function as the search button in the Tools Tab. Section 4 - Filters (See Fig. 12) Hide Hidden Items Show Only Hidden Items Hide Sold Items Hide not for sale Items Have No Images Clear All Filters Items per Page Click to select this function. Hides items you have chosen to hide from view. Click to select this function. Shows items you have chosen to hide from view. Click to use this function. Hides sold items. Click to select function. Hides any items you have decided are not for sale to the public. Click to select this function. Shows those items that have no images. Click to select this function. Click to select this function. A separate drop down box will appear. Select the amount of items you would like to be displayed on each page. Fig. 12

5 Section 5 - Order (See Fig. 13) Fig. 13 Date Click to select. This gives you the option to display your gallery in date order by newest or oldest first. Artist your gallery by artist in alphabetical order. Title your gallery by the title in alphabetical order. Modified your gallery by the stock items that have been added recently or have been on the site for some time. This is the easiest way to refresh stock. For Sale your gallery by those items that are for sale first or last. Fig. 14 an item Stock Code your gallery by the order of your stock codes if you have chosen to add them. Custom Order Click to select. This gives you the option to display your gallery by the custom order in which you have set up. Additional Section - Quick Reference For your convenience there is a quick reference area based in Your Gallery. This is a simple easy way to manage the appearance of your items that are visible to the viewers. Item price visible or Item price hidden Mark as sold Mark as on loan or not for sale Mark as reserved or unreserved To go back to an item and edit any details click here and it will take you to the modifying page. This is exactly the same as Fig. 4 or To delete an item click here and confirm your action by approving your decision in the provided dialog box. (See Fig.14) This button gives you the ability to hide an item from every website that you are associated with. This will not delete the item from your management page. Once you have edited or added an item you can preview each one to confirm the information you have submitted. (See Fig. 10)