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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.

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.

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.
  • A search-or-create dialog opens: search for an existing depositor by name, or click Create new depositor to fill in the same form as above without leaving the accession.
  • Once linked, the panel shows the depositor's type, name, and contact details, with Change and Remove actions alongside.

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​