After recording the information that arrives in an incoming request or in an outgoing request that your museum creates, it is time to send it to the appropriate party. This can be done at almost any point in the data entry process– only certain minimum pieces of information are necessary, denoted by red asterisks. That flexibility allows the user to ask for more information in order to complete the request or to just send it off once all the information is entered. After the request is sent, the user may want to set its status appropriately. Doing so will help keep track of the where the request is in the licensing workflow.
Step by Step Instructions:
For this example, we’ll use the Outgoing Request we made for the Cindy Sherman Film Still.
1. Setting the Status for a Request in progress
Navigate to Requests: Outgoing and find the correct request in the listing. If you have a lot of requests, you can also search for it in the search box at the top. You will notice that the Status is set as “Draft”. This is the default status and is automatically set when the Request is created.
Status is a shortcut to help you track where you’re at in your request process. Click on “Draft” to see the other Status options: Draft, Researching, Pending, Canceled, Denied, and Closed. These allow the user to properly place the request in the licensing workflow queue using an at-a-glance method. In the process of gathering the information for the Request, you may want to change the Status to Researching. Let’s do that now. This status makes it clear to the user that the information for this Request is being actively collected. We’ve completed all the fields that we can for now and are ready to send for approval.
2. Sending a Request
There are two places where the user can send a Request: the first is Request editing mode in Pricing. The “Save and Send” button is useful if you’re sure all of the information is correct. Otherwise, you may send the Request in Preview. In the black navigation bar at the top, select “Send Request” from the Ellipsis menu.
You’ll notice that a window appears allowing you to “Send This Request”. The From field is pre-populated with your user email address, but you can change this if you'd prefer to send from another email address. For this outgoing request, the To field is filled with the Rights Holder’s email address– the one we’ve entered for Cindy Sherman. For an Incoming Request, it would default to the Contact that made the request for a license from your museum.
You can also add additional emails to copy others on the message. An example you might want to copy one of your colleagues who is also working on the project.
The Subject field is automatically filled with the Request ID, and you can customize it as you wish. Let’s add a little bit of info so that the recipient is able to see more specifics at a glance. After the ID number, let’s add “- Cindy Sherman Film Still #21 Postcards”. In the Message box, the user is able to set the tone, ask questions, or enter any other points of clarifications or context deemed necessary. In this scenario, we already negotiated the pricing with the rights holder, so she’s somewhat familiar with request. Let’s write “Hi Cindy, this is the completed request to produce postcards for the exhibition “Cindy Sherman in New York”. Let me know if all of the details look good to you. best, (your name).”
The checkbox at the bottom allows you to attach the Request in its current state. This box would go unchecked if you just wanted to ask a quick question to be recorded along with your notes, but in our case, the request is ready to go, so let’s check the box and hit “Submit”. That’s it– you just sent your request to Cindy Sherman.
3. Setting additional statuses
Back in Preview, you can see the record of the message you just sent, added to the top of the notes section on the right. You may now wish to update the Status once again. Because you’ve sent the request, let’s change the Status to Pending. This state conveys that you’re waiting to hear back from the rights holder regarding your request.
You’ll notice that there are three more Status options. If for some reason you need to cancel the request, set the Status to Canceled. Denied can be selected if the rights holder declines the request, the reason for which could be entered into a Note. Lastly, the Closed status signifies that the request has been terminated and no further action will be taken.
That’s it! You’re now an expert at setting statuses and sending requests. In the next tutorial, you’ll be learning about Setting Deadlines.