The Contacts editing screens and tabs: finding your way around

Click a contact’s name from the Contacts index to open it for editing. Which tabs you see depends on the contact’s type, set on the Main information tab.

Save and close — save your changes and return to the index.
Save — save your changes and stay on the record.
Close — leave the record without saving.
Delete — delete this record, after a confirmation prompt.
Print — a menu of reports for this contact. Common to every contact type are Contact information and Purchases made (in two versions — with or without thumbnails and dimensions). Artist-type contacts add Artist information and an Artist/supplier statement (not settled); other types add an Outward Consignment Summary instead.
The left/right arrows step to the previous or next contact in your current list, without returning to the index.
Profile picture, at the top right, lets you add or change the picture shown against this contact. For an Artist-type contact, this can also be the image used for that artist elsewhere in Artlook, such as on your website.

Main information

Name fields (title, first names, surname, suffix, salutation), how the contact is filed and displayed (Full name, File as), job title, organisation, marketing consents, and — for Contact and Buyer-type contacts — whether they’re included on your mailing list.

The four Consents checkboxes (Email, Post, Phone, Share) record whether this contact has agreed to be contacted that way, or to have their details shared — useful for keeping your marketing on the right side of GDPR and similar data protection rules, as well as for keeping your mailing list clean.

New and existing contacts can be set as an Artist, a Supplier, a Buyer, or a plain Contact. There’s no limit on how many artist or supplier contacts you can have — add one for every artist you represent, and for anyone else you consign work in from.

Address etc

Principal and alternative email, principal and additional phone numbers, website URL, and postal address.

The address field offers two rapid ways to fill it in: start typing and pick a match from the dropdown that appears (works for addresses anywhere in the world), or type the postcode, a comma, and the house number or name, then press Tab or click the envelope icon to have the rest filled in for you (UK addresses only). Either method is only around 90% accurate, so check the result before saving.

Postal address has two tabs — Principal address, and an optional Delivery address for when post should go somewhere different.

More details

Tags, free-text notes, key dates, and tax registration details.

Documents

Upload documents to keep against this contact’s record.

Artist details, Artworks and Transactions (Artist-type contacts)

An Artist-type contact gets three extra tabs that other contacts don’t:

Artist details — nationality, birthplace, year of birth/death, introduction, artist’s statement, solo and group exhibitions, a representative image, and whether they’re featured on your website.
Artworks — a list of the artist’s pieces in Inventory, with their status and price.
Transactions — their transaction history.

Its More details tab also gets one extra field the others don’t: a longer Biographical information field with basic rich-text formatting, for the artist’s about or biography content on your website.

Supplies and Transactions (Supplier and Buyer-type contacts)

Supplier-type contacts get a Supplies tab instead of Artist details/Artworks, listing anything supplied by this contact — useful for a non-artist source you consign work in from, such as an estate or another dealer.

Buyer-type contacts get both a Supplies tab (in case they’ve also supplied you with something) and a Transactions tab, listing their purchase history — what they bought, when, and for how much, including any returns.

At the bottom right of the screen, a row of tags summarises the contact at a glance — name, type and contact ID — alongside a label confirming you’re in the Contacts module.

Many of the individual fields above may be worth explaining in more detail; we’ll come back to those separately.