Accession Process

1. Set Up Accession Documents
   
   

    

   1. Go to "Settings" on the Main Navigation Bar and select "Accessions & Loans Documents"
   2. Click the "Edit" button
   3. Expand the Deed of Gift Accordion
   4. Customize the form template and insert place holder fields as needed
   5. Expand the Thank You Letter Accordion
   6. Customize the letter template and insert place holder fields as needed
   7. Click "Save"

    

    

2. Enter Donor into Contacts, if needed
   
   

    

   1. Go to "Development" on the Main Navigation Bar and select "Contacts"
   2. Check to make sure the contact is not already in PastPerfect by typing the Last Name into the Simple Search Box and scanning through the results
      • If the contact already exists, continue to the next set of steps.
   3. Click "New Record"
   4. Fill in the required fields: ID No, Last Name
   5. Populate the rest of the fields as needed
   6. Click "Add New Record"
   7. Enter in any additional information, including the fields on the Address & Phone Numbers Accordion
   8. Click "Save" in the Edit Bar at the top of the screen

    

    

3. Create an Accession Record
   
   

    

   1. Go to "Accessions" on the Main Navigation Bar and select "Accessions"
   2. Click "New Record"
   3. Enter in the Accession No and select the donor from Contacts
   4. Click "Add New Record"
   5. Populate additional fields as needed, including the Accessioned Date and Description of Items
   6. Click "Save" in the Edit Bar at the top of the screen

    

    

4. Add Catalog Records to the Accession
   
   

    

   1. Click "Edit" in the Edit Bar on the Accession record

   2. Expand the Catalog Records Accordion

   3. Click "Add New Catalog Record"

   4. Select the catalog and populate the required fields: Object ID and Object Name

   5. Fill in the Title and Description if desired

   6. Click "Add New Record"

   7. Repeat steps 3-6 for as many catalog records as you need

   8. Click "Save" in the Edit Bar on the Accession record

   9. Be sure to go back to the individual catalog records later to fill in further details about each item

    

    

5. Print Deed of Gift and Thank You Letter
   
   

    

   1. Click "Edit" in the Edit Bar at the top of the Accession record
   2. Under the Donors Grid, click the Documents drop-down list and select "Deed of Gift"

   3. Customize the document on the letter screen as needed

   4. Use the "Email", "Save as PDF" or "Print" options to produce the document in the desired format

   5. Close the pop-up window

   6. Under the Donors Grid, click the Documents drop-down list and select "Thank You Letter"

   7. Customize the document on the letter screen as needed

   8. Use the "Email", "Save as PDF" or "Print" options to produce the document in the desired format

   9. Close the pop-up window

   10. Click "Save" in the Edit Bar at the top of the screen

    

    

6. Enter Upcoming Accession Activities
   
   

    

   1. Click "Edit" in the Edit Bar at the top of the Accession record
   2. Expand the Activities Accordion
   3. Click "New Activity"
   4. Select the Activity from the authority file
   5. Populate the other fields if desired
   6. Click "Save" on the pop-up window
   7. Repeat steps 3-6 for as many activities as you need
   8. Click "Save" in the Edit Bar at the top of the screen

    

    

For additional information, see Accessions.