eArtist 5.0 Release Notes and Upgrade Instructions to eArtist 5.0 from eArtist 4.0


This document covers the new features and enhancements made to eArtist over version 4.0.x. Users who wish to upgrade to eArtist 5.0 should first purchase the upgrade from version 4.0.x from our website at Upgrade instructions are included at the end of this document.

Version 5.0 is mostly a compatibility upgrade for Mac OS Lion users as well as a recompile with FileMaker 11 which has its own list of enhancements. Still, we made a couple adjustments in version 5.0 for our international users and accommodated a couple user-suggested enhancements. We’ll cover our enhancements first, then cover the FileMaker enhancements and user interface changes.

New Features and Enhancements

Install Locations

eArtist 5 installs to the Applications directory on Mac OS X (default), and your c:/ root directory on Windows.

Language Translation

Customer-facing reports can now be printed in your language of choice. You can create a language file for any language you wish to support, and supply your own translations for the field labels on certain reports. The Invoice/Receipt, Information Sheet, Price Sheets, and Exhibition Lists all support language translation. English, French, and Spanish language files have been supplied by default. You can create your own language starting from the Language Translation tab of the Admin module.

The language list on the language translation tab of the Admin module. Select your default language from the drop-down menu. Click on the blue arrows on a language in the language list to edit a languange file. Add a new language by giving the language a code and name on the blank (last) line then clicking on the blue arrow to edit the language file.

Edit existing language translation files or add your own language file and provide language translations for ALL the available fields.

A Language file for field translation. Edit and provide translations for the fields that appear on various reports.

NOTE: Please note that the Notice of Authenticity and the Invoice Legalese fields have been moved to the Language Translation feature so that you may create and use different notices and legalese for different languages.

Invoices are allowed a different language for each invoice. The default language used on the invoice is the default language you set on the Language Translation tab of the Admin module. If a particular customer uses a different language, change the language on that Invoice/Receipt to the desired language. Changing the language on one Invoice does not effect the language displayed or used on any other invoice. Changing the language on an Invoice/Receipt is stored with that Invoice/Receipt so eArtist will remember which language is used for which Invoice/Receipt.

The Language setting on Invoices is right above the Currency and Rate settings. Change the Langauge used for the Invoice/Receipt using the dropdown menu on the field.

Like Invoices/Receipts, language selection in the Exhibition module affects the reports printed for that Exhibition. The language preference is saved with each individual Exhibition, but is initially defaulted to the default language selected in the Admin module.

The Language setting on Exhibitions is right below the Currency setting. Change the Langauge used for the Exhibition using the dropdown menu on the field.

Language selection in the Artwork module, on the other hand, affects the language printed on reports for ALL Artwork reports that use language translation. In the Artwork module, the language selection is global to the entire Artwork module. Change the language in the Artwork module to fit the situation.

The Language settings in the Artwork module can be found near where the Information sheet report buttons can be found. The Information Sheet is the only report in the Artwork module affected by Language Translation. Setting this setting changes the language printed on the report until you change the language again. Webviewer

When you first open eArtist 5, if you are connected to the internet, the home page will be displayed in a web-viewer. --OK, this was a feature of 4.0. Well, in this version we’ve added the option to shut this off or set a different page to open up. We also changed the default to open these release notes on the web on the first startup of this version. Change the default options on the System Administration tab of the Admin Module.

The webviewer options on the System Administration tab of the Admin module.

Backup and User Guide Locations

The locations of the Backup folder and the installed User Guide are calculated based on the location of the running copy of the Admin module. If your Admin module has moved or these files do not exist where eArtist think they should be, you can see where eArtist thinks they should be and the blue arrow next to their locations will take you to the directory locations in your operating system. View these locations on the System Administration tab of the Admin module.

The Backup and User Guide locations on the System Administration tab of the Admin module.

Find and Select a group of artworks to include in an Exhibition or Invoice from the Artwork List View

Three new buttons are on the Artwork module List View: Clear Targeted, New Invoice with Targeted, and New Exhibit with Targeted.

The Targeted field is a checkbox to allow you to select or target arbitrary selections of artworks for inclusion in reports or other functions.

The buttons on the List View allow you to manipulate your targeted artworks a little easier.

  • Start with a “blank canvas” and click the Clear Targeted button. This will clear the Targeted field of all artworks.

  • Find and check the Targeted checkbox of those artworks in your list you would like to include in an exhibition or invoice.

  • When you have checked all the artworks you would like to include in your exhibition or invoice, click either the “New Invoice with Targeted” or “New Exhibit with Targeted” and eArtist will create an exhibit or invoice with the artworks you have selected.

  • When you are ready to perform a new selection list, click the Clear Targeted button again to clear the Targeted field to start all over.

  • Preview your selected artworks by either performing a Find for the Targeted check box, or sorting list by clicking on the Targeted list heading. Click the Targeted list heading again to reverse your sort direction.

The new Artwork Targeting buttons on the Artwork module List View.

New FileMaker Features

New Navigation Toolbar

The new version of FileMaker (from which eArtist is developed) moved the Navigation bar from the left hand side of the screen to the top of the screen. The functions are all the same, but they may have been moved around a little.

The new Navigation toolbar.

In addition to the location change, FileMaker now allows you to customize your toolbar. To customize the toolbar, CTRL + mouse click or Right-click the mouse on the toolbar and select "Customize". A toolbar customization screen will appear. Drag and drop items from the toolbar customization screen to the toolbar to add functionality to your toolbar.

Editing the new Navigation toolbar.

Saved Finds

After you've performed a find, the Saved Find submenu in the Records menu is active. From here, you can save your find criteria so you can recreate your find in the future. This is helpful if you have a particularly complex find that you'd like to use all the time, based on dynamic data such as all the Constituents who've bought within a date range.

Using the Save Finds feature.

Helpful Tips

Mac users in particular have a useful feature that has been available in Mac OS X for a while: You can print any report to PDF and send the report in an email direct from the eArtist Print dialog. When the Print dialog appears, select the PDF pull-down menu, and choose "Mail PDF". This is particularly useful if you want to print a PDF and email an Information Sheet or a Proof Sheet.

Choosing "Mail PDF" from the Print Dialog drop-down.

Windows users with Microsoft's .NET Framework installed (installed by default on Windows 7 operating systems) can similarly print to a Microsoft XPS document, or, if you have Adobe Acrobat software installed (full version, not just the Reader), you can also print to PDF.

Upgrading to eArtist 5.0 from eArtist 4.0

NOTE: If you are upgrading from any version of eArtist earlier than eArtist 4.0, you must purchase the additional upgrade service from, and allow to transfer your data for you to the new version. eArtist 5.0 does not have a script that will automatically transfer data from a version earlier than version 4.0. Installing eArtist 5.0 will create a whole new eArtist directory. If you have eArtist 5 open, close and exit out of the application before proceding.

  1. Open your version of eArtist 4.

  2. Create a backup of your eArtist 4 files:

    • Go to the System Administration tab of the Admin module.

    • Click on the “Data Backup” button. Click this button even if you have a scheduled backup to create fresh backup files in your eArtist 4 backup directory.

  3. Quit eArtist 4.

  4. COPY the backup files (ending in .bak) from your eArtist 4/BACKUP directory.

  5. PASTE the backup files to your eArtist 5/BACKUP directory. (You do NOT need to rename the extention on these files).

  6. Open eArtist 5.0.

  7. Enter your artist name and eArtist 5.0 registration key from your eArtist 5.0 registration email, and click the “Register” button to register your copy of eArtist 5.0.

    • NOTE: You may fill in the rest of your details if you’d like, or simply wait until later, but the application must be registered before running the upgrade script!

    • NOTE: The eArtist 5.0 upgrade script will NOT copy your artist information from eArtist 4.0. You will have to re-enter your artist information (and logo, if applicable) on the Set System Settings tab of the Admin module.

  8. Select the Scripts menu->Update to eArtist 5.0 from 4.0 script.

    • You will be presented with a couple warning/reminder messages before the import process will begin. Read through these carefully!

    • You will be prompted through a series of import dialog boxes which will import data from your eArtist 4 backup files into eArtist 5. The import dialogs should be set automatically. You shouldn’t have to adjust anything on these dialogs. Simply click OK through all the dialogs.

    • A couple of the imports into the Admin module will report that the “Help” file cannot be found. This is OK. Just click through these dialogs and “Continue” the script when prompted.

    • When the script is complete, you should have run through nearly 20 table imports.

  9. Check ALL your data in eArtist 5.0 for accuracy. If only some inaccuracies exist, correct them. If you do not think the data transfered appropriately, you may try again by quiting eArtist 5, uninstalling eArtist 5, and starting from scratch, including reinstalling eArtist 5, and copying over your eArtist 4 backup files. If you still need help, and if you think the problem may be minor, you may send an email support request to, or, purchase the upgrade service to eArtist 5.0 and we’ll be happy to do the upgrade for you. If you are an expert FileMaker user, you may also attempt to correct the import yourself by checking through the import dialogs as they pop up during the upgrade script. If you want to learn more about importing/exporting data to/from eArtist, be sure to read the import/export section of our User Guide.

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