The ability to add notes throughout the process of entering the details for both Incoming and Outgoing Requests allows the user to add small pieces of information relevant to each section. These notes may remain private to the user’s organization or be attached to the request itself, as a point of clarification or nuance that is not easily conveyed using the preset text fields and menus. Once the request is completed, the preview screen presents the all of the entered information to the user in a single window, facilitating the process of double-checking the data as well as presenting the notes all in one listing.
Step by Step Instructions:
If you’re not already in the Requests Listing, select Requests in the lefthand navigation menu and click on the Outgoing tab. You should see the Cindy Sherman request you just made in the Outgoing Request Tutorial near the top (If you didn't create the request in that tutorial, create one now or follow along in an outgoing request you have already entered).
Click on the Edit button in the top navigation bar. This allows you to change any detail of any section in your request, starting with Object Information.
1. How note fields work in Requests
Each section has a notes field that is hidden by default. To show existing notes and/or to type a new note, please click on Show. You’ll notice that the Note field drops down. Click on Hide to collapse the Note section again. We’re not going to enter a note for Object Information right now, so click on Continue to Usage or click on the arrow in the Usage Details title bar.
2. Adding Notes to Requests
We’re going to add a note in Usage Details. Click on Show and click in the text box to add a note. Type “Print run is speculative at this point- might need to increase to 2000 copies.” You’ll notice the checkbox with the text “Show On Request”. Selecting this option will attach the note to request itself. Because this note is meant for internal use only, leave that box unselected. Click Submit, and the note will appear on the right, tagged with your name, a timestamp, and the ability to edit, delete, and show the note on the request.
Click on Continue to Contact.
For Contact Information, we’ll add a note to elaborate on where we got Cindy Sherman’s email and phone number. Click on Show and type in “Got this contact info from Jane Smith at MoMA.”
Hit Submit and then Continue to Pricing.
In Pricing, we need to clarify that you negotiated for there to be no Royalty fee for these postcards, so type in “Artist waived additional royalty– flat fee only” and hit Submit.
Now, before sending off the request, let’s make sure all the details, including the notes you just entered in, are correctly entered. Click on Preview at the bottom of the screen.
3. Preview and Adding Notes to Preview
As was explained in the Overview, Preview allows the user to see all the information entered into a request, along with any notes entered to each section. At the very top in the blue bar, the Request ID is listed, followed by the type of IP requested (Copyright in our case), and in the grey bar below is your Institution’s Name and Date of Request. Because this is an Outgoing Request, the Rights Holder Information is listed first, followed by Object Information, Usage Information, and Pricing Information. You’ll notice the total amount of the Pricing fees is displayed in green. Remember, if any information is incorrect, you can always go to edit the request by selecting Edit in the top navigation bar.
On the right, you can see the three notes that we just added, tagged with the section they pertain to: “Pricing, Contact Information, and Usage Details”. Suppose you want to attach the Pricing note to the request, just to reiterate what Cindy Sherman agreed to. Just click on the Show On Request box for the note that reads “Artist waived additional royalty– flat fee only”, and when you scroll down to the Pricing Information, you’ll see that the note has been appended to that section.
Suppose you want to make a note for the Object Information section– this can be done right from Preview. In the upper right, select the pull-down menu entitled “Add a note…”, select Object Information, and type in “On loan for the Exhibition “Cindy Sherman in New York”” and hit Submit. The note appears on the right hand side at the top, as new notes are listed first.
That’s it! You’re now an expert at notes and previewing requests. In the next tutorial, you’ll be learning about setting statuses and sending requests.