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.
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.