People & Creators

People records give you the opportunity to provide contextual information for your collection by recording additional details about people and creators associated with your catalog records. These are the individuals who made, used, owned, collected, and were closely connected to your collection items. Beyond the person's name, you can document birth and death dates, family relations, education, residences, publications, and more.

Records within the People database serve as the People authority file, which is used to populate the People field on catalog records. In addition, you can also mark Person records to be included in the Creator authority file, used to populate the catalog records' creator fields (Creators in Objects, Photographer in Photos, and Creator and Artists in Archives). The Creator record must exist in the People database and be marked for the Creator authority file before you can populate the Creator fields on catalog records.

People records can be accessed by clicking "People" on the Main Navigation Bar. The People & Creators Query screen will come up, allowing you to filter the list of people for particular criteria, access individual people records, add new records, and print reports for multiple records. For more information about query screens, see Collections Query Screens.

• Tip: To get a list of just the Creators, filter for:  Creator | Yes.

Add New Person

1. Click "New Record" on the People & Creators Query screen or on an existing Person record
2. Populate the First Name and Last Name fields
   • The Full Name field should populate automatically in the format of Last, First.  
     
   
3. Click "Add New Record"
4. Populate other fields as needed
5. Click "Save" in the Edit Bar at the top of the screen

Image Management

Images of the person may be attached using Image Management.

Accordions

Associated Catalog Records Accordion

This accordion displays all catalog records associated with this person.  These catalog records have this person listed in either their People field or their Creator field. Click the Object ID hyperlink to view a specific catalog record. Click within the Description field of a record to display the whole description.

Attachments & URLs Accordion

The Attachments & URLs Accordion allows you to attach multimedia files to a person record.  These files can include audio files, video files, PDFs, Word documents, Excel files, or any other file your computer can open. It is also possible to link to relevant URLs.

Biographical Information

The Biographical Information Accordion provides fields for detailed biographical data, such as Birth and Death Dates, Marital Status, Maiden Name, Education, Employer, etc. There is also a check box to mark the contact as deceased, which controls the Deceased flag at the top of the Person record.

Custom Accordion

The Custom Accordion displays any custom fields you have set up. For more information about setting up custom fields, see Custom Fields.