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Creating and Linking Depositors

You can create a depositor two ways: from the Depositors directory, or in the moment, while linking one to an accession. Both end up with the same record.

From the Depositors directory​

  1. Open Depositors in the sidebar.
  2. Click New depositor.
  3. Fill in:
    • Name (required) — e.g. "Mrs Margaret Thompson", or "Uniper Ltd"
    • Type — Individual or Organisation
    • Do not contact — toggle on if this depositor has asked not to be contacted
    • Contact email, Contact phone, Address
    • Lawful basis for holding these details — free text, shown later in the depositor's data export
    • Notes — internal only
  4. Click Create depositor.

If the name nearly matches one you already hold, a notice appears under the Name box as you type: You may already have this person, naming the match and how many accessions it has. Use this one instead links the existing record; No, this is someone different dismisses the notice and lets you carry on.

The Depositors directory lists every depositor in your organisation with search-as-you-type by name, email, or reference. Click through to a depositor to see their contact details, their data-protection panel, and every accession linked to them.

The Depositors directory, listing each depositor with their accession count, last accession date, contact email, and any flags such as Do not contact

Linking a depositor to an accession​

Open an accession and find the Depositor panel.

  • If nothing is linked yet, click Link or create a depositor.
  • The Link a depositor dialog opens: search for an existing depositor by name, or — under Not on the list? — click New depositor to fill in the same form as above without leaving the accession, then Create & link.
  • Once linked, the panel shows the depositor's type, name, and contact details, with Change and Remove actions alongside.

The Depositor panel on an accession, showing the linked depositor's name, type, and email with Change and Remove actions

A depositor flagged Do not contact shows a warning badge everywhere their record appears, so it's visible from the accession page as well as their own record.

During bulk import​

If you're importing accessions from a spreadsheet, the import wizard's mapping step can match depositors by email: rows with an email that matches an existing depositor link to that depositor automatically, and rows with a new email create a depositor on the fly. Map a depositor email column to take advantage of this — see Importing accessions.

See also​