Contacts
Manage the people around your works — collectors, artists, curators, museums and suppliers.
Create a New Contact
How to create a contact in WrkLst, what the record holds, and how to find a contact again. This article describes WrkLst 10. Why contacts are worth doing properly WrkLst is built on the connection between works and people. A contact is not just an address book entry: it accumulates that person's history with you — the works they have shown interest in, the waiting lists they are on, their sales, the exhibitions they were part of, and their connections to other contacts. That is what makes it possible to approach a collector with something relevant rather than cold. Creating a contact Open Contacts and choose Add contact. The form opens in the page; its sections, from the top: The contacts list and its toolbar: 1 Search contacts · 2 Filter · 3 Table view · 4 Basket · 5 Import contacts · 6 Add contact The contacts list and its toolbar: 1 Search contacts · 2 Filter · 3 Table view · 4 Basket · 5 Import contacts · 6 Add contact The form for a new contact. The form for a new contact. - Name & identity — the Type (a person or a business), salutation, First name and Last name, or the Business name. A person can be linked to a company: click Business name and your businesses appear straight away, each with its logo. Add a partner adds a second person to the record, with a Shown couple name for letters; Synonym names are other names the contact can be found by, and Custom greeting overrides the salutation. While you type, WrkLst points out Possible duplicates already in your contacts. - Telephones, Emails, Addresses and Links & social media — as many of each as you need, one marked Primary. Find address… looks an address up and fills in the parts; the record then shows it on a map. - Tags, Interest (in artists or works, optionally Confidential) and Waitlists. - Notes & information — notes and Confidential notes, birthdate, Contact source and art fair, Mark address as verified, VAT ID # (EU) and Resale # (US), and Confidential contact, which hides the record's details from users without the permission to reveal them. - Contact images, Connections to other contacts — Married, Partner, Related, Employed, Represented and more, professional or personal — and the two roles Inventory artist and Documentarian / photographer. Save, and you are returned exactly where you came from: the list you were browsing, at your place in it, or the contact you were reading. Paste a signature block The Import tools section at the top of the form takes a pasted e-mail signature or contact block. Choose Fill found information and WrkLst fills in the name, email, phone, address and web address it found. The pasted text itself is not saved. What a contact record shows Contact details sit at the top of the record: email addresses with their newsletter status, phone numbers, addresses with a map, and links. Below sit Interest & waitlists, Sales & resales, Exhibitions, Connections and the linked records; Works acquired from this contact lists what you bought from a gallery, dealer or auction house, with Show in Works to select them or put them on a list. The Messages panel holds the mail you exchanged — see Correspondence: the mail you exchanged with a contact. The Change history reads each edit back in your language and time, and What changed shows an edit's old and new values side by side to administrators, for changes Privacy · Terms ·in the past year. The action menu of a contact: 1 Record an interest · 2 Edit waitlists The action menu of a contact: 1 Record an interest · 2 Edit waitlists A contact record: 1 Edit · 2 Actions · 3 Interest & waitlists · 4 Messages · 5 Find mail in your mailbox A contact record: 1 Edit · 2 Actions · 3 Interest & waitlists · 4 Messages · 5 Find mail in your mailbox When someone else is editing a contact, WrkLst shows Being edited by someone else instead of letting you both change it; if the contact changes while you have it open, you are told before you save. Finding a contact Pick a contact from the list and the record slides in beside it. Sort the list by name, email, phone or city by clicking a column heading or choosing a Sort order in the filter. The Filter groups its choices as Who (role — Collectors, Artists, Photographers, the roles WrkLst marks with an icon — and type, People or Businesses), How to reach them (street, city, state, country), What you know (interest, sales and waitlist, notes, tags, newsletter status) and Relationships (Collector of artist, On the waitlist for, Is on this list). The basket works as it does for works, and sits next to Contacts in the main menu. Artists are a special case Artist contacts are created slightly differently, because works are attached to them — see Create a New Artist Contact. Contacts can also be imported from a phone and synced to its contacts app — see the related articles. Still using WrkLst Classic? This topic in the Classic documentation: Create a New Contact Related articles - Create a New Artist Contact - Import contacts from a file or your phone - Sync your WrkLst contacts to your phone and computer - Lists - Messages
Create a New Artist Contact
How to create an artist contact in WrkLst: a normal contact with the artist role, which is what works, inventories, biographies and price factors attach to. This article describes WrkLst 10. Why artists are created differently An artist contact is the record that works are attached to, so it usually needs to exist before you can catalogue anything. If you are adding your first work, start here — see Creating New Artwork. Creating the artist 1. Open Contacts, choose Add contact and fill in the name and contact details as for any contact — see Create a New Contact. 2. Expand the Inventory artist section and choose Mark as inventory artist. 3. Set the Status — Working with or Represented — and the Artist shortcode for inventory numbers, the prefix WrkLst uses when it builds inventory numbers for this artist's works. The Caption name is how the artist is named in captions when it differs from the contact's name. 4. Save. The section then tells you which inventories the artist is part of; Manage inventories takes you to Settings → Inventories to add one — see Inventories. If you are already in the work form, Create new artist adds the artist there and then. Once an artist has works, the role cannot be removed; the artist stays an artist as long as works are attached. The role is marked with an icon in the contact list, and the Filter finds all of them under Who → Artists. What hangs off an artist record Beyond ordinary contact details, an artist record is the anchor for their works, and it is where the Biography belongs: the short bio and the structured CV are maintained in Biographies and can be exported as documents or synchronised with your website, so a CV is updated once and is correct everywhere it appears — see Biographies. Price factors If your prices follow a formula per artist — a factor applied to a work's measurements — the option Show price factor options for measurements / auto-generate factor-based prices under Settings → General Account switches it on. The factors themselves are kept under Settings → Toolbox → Artist price factors: Edit factor changes one, and Re-apply factor recomputes the factor-based prices of all that artist's works in one click, which is handy after you add new works. Artists on your phone If you sync your WrkLst contacts to your phone or computer, artists arrive as a group of their own, alongside collectors and photographers — see Sync your WrkLst contacts to your phone and computer. Still using WrkLst Classic? This topic in the Classic documentation: Create a New Artist Contact Related articles - Create a New Contact - Creating New Artwork - Inventories - Create and Manage Editions - Biographies
Import contacts from a file or your phone
How to bring contacts into WrkLst from a file exported from your phone, your computer or another address book — choosing who comes in, and without creating duplicates. This article describes WrkLst 10. What you can import A contacts file in .vcf format (a vCard file), which is what a phone, a computer's contacts app or another address book exports. WrkLst reads every entry in it; nothing is created until you confirm. Where to find it Open Settings → General Account → Import and choose Open contact import under Contact import, or choose Import contacts straight from the Contacts screen. The contact import. The contact import. How an import runs 1. Choose file and pick the .vcf file. WrkLst reads it and tells you how many entries it found: how many are new and how many are already here. 2. The whole list appears before anything is created. Search it with Search contacts, and tick the people you actually want; Select all shown and Deselect all shown work on the current search result. Each entry says what will happen to it: - New — a contact will be created. - Already here as … — the person is already in WrkLst and is left out. If their card carries nothing you do not have yet, it says Nothing new. - Can be merged — the person is already in WrkLst, but their card carries something your record lacks: a second phone number, an e-mail address, a postal address. The entry says exactly what it adds. 3. Choose Import selected. WrkLst reports how many contacts were created and how many were merged, and Go to contacts takes you to them. Duplicates and missing details Anyone already in WrkLst is recognised and left out, so an import never doubles your address book. Where an imported card holds a detail missing from the existing contact, WrkLst can add just that — and it never changes what is already there. The imported data of a contact stays visible on its record under Imported data. Larger imports If your contacts live in a spreadsheet or in another software's export, we help you move them over — contact support@wrklst.art. Works are imported separately; see Automatic Import: let AI do the data entry. Related articles - Create a New Contact - Sync your WrkLst contacts to your phone and computer - Automatic Import: let AI do the data entry - Lists
Sync your WrkLst contacts to your phone and computer
How to see your WrkLst contacts in the contacts app on your iPhone, iPad, Mac, Android phone or computer — always up to date, so you see who is calling — and how to disconnect a device again. This article describes WrkLst 10. What is synced Your WrkLst address book is synced to any device that supports CardDAV: names, phone numbers, email addresses, postal addresses and pictures. The sync is one-way — contacts are edited in WrkLst, and the device follows. On the device, the contacts come with groups: one for every list that holds contacts, and three at the top — artists, collectors and photographers, the roles WrkLst marks with an icon. A contact appears in a group as long as it is on that list or holds that role in WrkLst. Administrators decide per role who may use the sync, under Settings → User Roles. Setting up a device 1. Open Settings → My Profile → Connected apps and find Address book. Choose New app password. An app password is not your WrkLst password and opens nothing but the address book; create one per device. 2. Give the Device a name you will recognise later, such as "Anna's iPhone", so you can disconnect exactly that device. 3. Choose What this device syncs: All contacts, or Only the contacts on these lists — the device then gets the contacts on the lists you tick, and those lists as groups. To change this choice later, create a new app password. 4. Choose the Groups on the device: Artists, collectors and photographers as groups, and which lists become groups — Every list I can see, as a group, Only my own lists, Only shared lists, Only these lists or No lists as groups. 5. WrkLst shows the user name and the app password. The password is shown only this once. Settings → My Profile → Address book: 1 New app password · 2 Android Settings → My Profile → Address book: 1 New app password · 2 Android Then set the device up: - iPhone, iPad and Mac — choose Download profile for iPhone, iPad and Mac, open the file on the device and confirm the installation in Settings; it sets the address book up with this password. The file contains the password, so keep it to yourself and delete it afterwards. Your WrkLst contacts appear in the Contacts app as an account of their own. Without the profile, add a CardDAV account by hand (Contacts → Accounts → Add Account → Other) with the server, the user name and the app password. - Android — Android has no CardDAV of its own: install the app DAVx5 (Google Play or F-Droid), enter the server, user name and app password, select the address book "WrkLst" and sync. The contacts then appear in your phone's Contacts app. - Windows — use a mail program. In Thunderbird (free): Address Book → New Address Book → Add CardDAV Address Book. In Outlook: install the free add-in "CalDav Synchronizer", create a sync profile for contacts (CardDAV) and enter the server as DAV URL, the user name and the app password. - Linux — GNOME: in Evolution choose File → New → Address Book, type CardDAV, with the server as URL and the user name; GNOME Contacts shows the same address book. KDE: in KAddressBook add an address book of the type "DAV groupware resource". Thunderbird works as on Windows. The list under Address book shows every device with its Device name, User name, when it was Created, its Last sync and what it Syncs; Edit device settings changes the groups. Disconnecting a device Choose Disconnect next to the device. It stops receiving your contacts; when it next syncs — within the next 30 days — the WrkLst contacts on it are removed, and after that its app password no longer works. If a device is lost, you can also end every address book connection at once: when you set a new password through the reset email, tick "Also disconnect my apps and devices" — it ends your address book connections in all your accounts, along with the mobile app and your personal API keys. See Signing in: one login, passkeys and two-factor authentication. Related articles - Create a New Contact - Import contacts from a file or your phone - My Profile: security, preferences and connected apps - Calendar feed: your WrkLst dates in your calendar - Users, roles and permissions
Correspondence: the mail you exchanged with a contact
A contact's record can show the e-mails you exchanged with that person, found in your own mailbox, and lets you keep or answer them without leaving WrkLst. This article describes WrkLst 10. What you need Correspondence looks in your own mailbox, so it needs a mail account connected under Settings → My Profile → Email Account — Google Workspace, Microsoft 365, Infomaniak kSuite or IMAP / SMTP. A connection that can only send has no mailbox to read; add an IMAP server to it. See Email and accounting connections: Google Workspace, Microsoft 365, QuickBooks, Stripe and Shopify. Looking up the mail you exchanged Open a contact and go to its Messages panel. The search button there opens Find mail in your mailbox: WrkLst looks in your mailbox for e-mails exchanged with the addresses written down on this contact — only those addresses, and only when you ask it to. Narrow the result by Subject or content and choose Search. You can also start from Messages and answer Whose mail are you looking for? by choosing the person first. On the contact: 1 Edit · 2 Actions · 3 Interest & waitlists · 4 Messages · 5 Find mail in your mailbox On the contact: 1 Edit · 2 Actions · 3 Interest & waitlists · 4 Messages · 5 Find mail in your mailbox Searching your mailbox for a contact's mail. Searching your mailbox for a contact's mail. Each result is marked Sent or Received. Open one to read it. Images in a mail are not loaded, because loading them would tell the sender that you opened the mail; Show images loads them when you want them. Keeping a message on the contact Nothing is stored until you decide to keep a message. Keep in WrkLst adds it, as text, to the contact's record; it then shows as Kept and is part of the contact's record from then on, like any message you sent from WrkLst. Replying from the contact Reply opens the same message editor you write everything else in, so an answer can carry artworks, captions and attachments. The subject stays as it is, and the reply goes out from your own mail account into the same conversation, where your recipient's mail program files it with the original. The reply is written down on the contact like any other message. Forward works the same way. Seeing the whole exchange An open message shows the Conversation it belongs to: what you sent, and what you kept from your mailbox. A work, in turn, shows the messages you sent it with — who received each one, what it was about and what happened to it — and a click opens the message. See Messages. Related articles - Messages - Create a New Contact - Email and accounting connections: Google Workspace, Microsoft 365, QuickBooks, Stripe and Shopify - Outreach