Address book

A directory of institutions and people for the whole instance: lenders, insurers, shipping agents, workshops. An address field refers to it. The address book is a contact directory, not an authority file for people. Artists and other people in the object’s history belong in the authority data .

Under Libraries › Addresses all addresses are listed, grouped by country. A bar at the top jumps to the matching group by country and city. Each entry gives its type and city, below it the people with their function, and on the right in how many objects it is used. A click opens the address as a page of its own: on the left the designation, type and the postal addresses, on the right the people as tabs with Add Person. The arrow at the top left takes you back to the list.

Entry Stiftung Kunstbesitz Hellweg in Moliri's address book: on the left designation, type and postal address, on the right the contact Clara Voss with her function

Two levels

Level	What	Example
Address	An institution with up to three postal addresses	Galerie Musterstadt
Person	A person at this institution	Dr. Erika Beispiel, registrar

An address can have any number of people. An address field refers to a person and so provides that person’s details and the postal address of their institution.

You create a private individual as an address with one person. The address designation is then their name.

Details of an address

Detail	Note
Address designation	Name of the institution. The search in the field searches here
Type	Category, such as Museum, Lender, Shipping agent, Private. A field can be restricted to one type
Note	Free text about the institution

In addition there are three postal addresses as tabs with the same details. The first tab carries the address type as its name, the others are called 2. Anschrift and 3. Anschrift (2nd and 3rd address):

Detail	Note
Address type	Such as Postal address, Delivery address, Pickup address
Street, House number, Address line 2	Address line 2 for example rear courtyard, 3rd floor, side wing
Postal code, City / Town
State / Province / District, Country

Which postal address appears in a contract is determined by the Word template.

Details of a person

Detail	Note
Salutation	Free text with suggestions from the address book
Title
First name, Name
Function	Several are possible, with suggestions. A field can be restricted to one function
Telephone, mobile, fax, email
Note	Free text about the person

Salutation and Function suggest what already occurs. This produces consistent spelling without anyone having to maintain a list. Letterheads and contracts need the Salutation.

Choosing in the field

A click in the address field opens the Address dialog. If an address is already chosen, the dialog carries its designation as the title and shows its details; Choose a different address switches to the search, which names the Chosen address at the top. The hits are shown as a single-column list, each with the postal address on the right.

Element	Effect
Search field	Searches designation, city, person and function
New address	Creates an address, from status 6. If exactly one type is set up on the field, it is preselected
Open in address book	Jumps to the chosen entry
Choose a different address	Chooses another person
Remove assignment	Empties the field
Close	Closes the dialog

Choosing the address on the Leihgeber (lender) field in Moliri: a search for Stiftung and the matching entries from the address book

Permissions

Action	Permission
Choose in the field	Write access to the field
Create and change an address or person	Status 6
Address book under Libraries › Addresses	Status 9

People who may catalogue should be able to choose, but not necessarily create entries. The address book is a shared basis for all projects.

Usage and deleting

In the dialog, Moliri shows whether a person is used only in this object or in others as well (This person is also used in n other objects), and for a postal address, how many other people and objects share it. Before you delete a person, you see in how many objects they are linked. Deleting empties these fields.

For an entry that is no longer valid, the note is often a better route than deleting.

In exports and templates

In the gallery, table and kanban, an address field appears formatted, with the institution first. In the Excel export the stored value comes first; you choose a formatting there per column. In Word templates all details are available individually, such as salutation, name or the street of the first postal address. Their names are listed under Template variables .