Artist Portfolios
In CIMS Artist are those who carry out the work specified in jobs or contracts. Each Artist can have one or more portfolios which clients may wish to view before commissioning the artist. CIMS Portfolio Management System is similar to a library lending software package which tracks the movement of Artists portfolios (Hard copies only. This does not monitor on-line access to portfolios on the web). It records whether or not the portfolio is currently "lent out" or not. If it is lent, it records who has the portfolio, how long they've had it, who is next in the queue to view the portfolio and who else is in the queue. Portfolios which have been with client for longer than an agreed period are marked as overdue and clearly shown in the system.
To create an Artist Portfolio do the following
1. From the main ring menu, select "View Listing"
2. Select "Portfolios"
3. Select The Artist
4. Select "Edit The Artist"
5. Select The Portfolios tab
6. Select "Create New Book"
7. Enter the name of the book in the dialog box and click OK
Adding Client To Portfolio Queue
To Add a client to a Portfolio queue do the following
1. From the main ring menu select "View Listings"
2. Select "Portfolios"
3. Select the relevant portfolio (under the Portfolio Column)
4. In the "Company" field enter the name of the Company by typing the first few letters and then selecting from the list
5. In the Person field enter / select the recipient
6 Select the "Add To Queue" button to add to the list
Sending Portfolio To Someone In Queue
To Record sending the Portfolio to someone in the queue do the following
1. From the main ring menu select "View Listings"
2. Select Portfolio
3. Select the relevant portfolio
5. Select the recipient
6. Select the "Send to someone in Queue button
The system has now recorded the loan.
Recording Portfolio Loan Notes
To record notes against a "Loan" do the following - Note that there are two sets of notes, one for the Portfolio itself (main notes field) and the other for individual loans. This refers to individual loans
1. From the main ring menu select "View Listings"
2. Select Portfolio
3. Select the relevant portfolio
4. Go to the history section to find the relevant loan
5. Click the + icon
6. Enter the notes and select save
To record that the portfolio has been returned do the following:
1. 1. From the main ring menu select "View Listings"
2. Select Portfolio
3. Select the relevant portfolio
4. Select the "Return From Loan" button
Removing Client From Portfolio Queue
To remove someone from a portfolio queue do the following
1. From the main ring menu select "View Listings"
2. Select Portfolio
3. Select the relevant portfolio
4. Select the "Return From Loan" button
Viewing Individual Portfolio History
To view the history of a Portfolio, perhaps in response to a request from the Artist, do the following:
1. From the main ring menu select "View Listings"
2. Select Portfolio
3. Select the relevant portfolio
4. Go to the history section
Viewing History of All Portfolios For An Artists
To view the history of all Portfolios for an Artist do the following:
1. From the main ring menu select "View Listings"
2. Select "Portfolio"
3. Select the artist
4. Select "Book Report"
5. Select the period required from the drop down list
6. The report is displayed.