Applies to: Web Edition
To produce documents such as a Deed of Gift or Incoming Loan Agreement, the donor or lender must be entered in Contacts. We recommend adding the person to Contacts first so you can select the Contact as the Source when adding a new Accession or Loan. The Accession or Loan record will populate with the address and contact information from the selected Contact record.
When adding a new record to Temporary Custody, Accessions, or Incoming Loans, use Select Contact to locate the donor or lender. Begin by clicking into the "Select Contact" field and typing in the donor's first or last name. A list of matching Contacts will appear.
Select the donor's name from the list to populate the Source field with the Contact's name and Company/Organization (if applicable). The name and address will appear in the Address field.
Click "Add New Record" to access the full Temporary Custody, Accession or Incoming Loan record. The Contact will be listed in the Donors grid on the record. Update the rest of the record as necessary, then click "Save". Click the "Documents" drop-down next to the Donor's name to view the available documents.
To add a donor or lender to an existing record, click "Edit" at the top the Temporary Custody, Accession, or Incoming Loan record. Click the "Add Additional Donor" button above the Donors grid. Browse or filter to find the Contact you want to add. Use the check boxes to the left to select the donor and then click "Add All Checked Records". The Contact will now be added to the Donors grid and the Documents drop-down will be available with the appropriate forms.