Feature
Shipping docs from the work record, not a last-minute folder
Registrars need the same identity block on the condition PDF, packing slip, and shipper email. This guide uses work Details customs fields, Status timeline moves, Export… → Packing Slip / Shipping Label, and Shipments Carrier & Tracking so paperwork stays aligned.
Confirm identity and customs on Details
Before pickup, open each work → Details. Required for cross-border moves: Dimensions, Weight, Country of origin, HS code, Insurance value, owner on Links.
Primary and detail photos live on Images; signed condition PDFs on Files. Run catalogue intake fields at receipt so fair week is not data entry week.
Baseline condition before exit
Details holds current Condition, Condition notes, and Condition date. Status → Condition history stores dated entries with photos.
Export Condition Report (single work) from the work ⋯ menu when the lender or insurer needs a formal PDF.
See Condition reports for the four handoff moments: intake, pre-ship, receipt, return.
Generate Packing Slip / Shipping Label
From `/works` multi-select or a List → Export… → Packing Slip / Shipping Label. Complete Items, Layout, Content, Publish.
Ship-to and bill-to contacts pull from linked Contacts addresses when you include those fields in Content.
Enable Link export to related records to attach the PDF on each work Files tab and the related Shipment when created.
Create a Shipment record
Sidebar → Shipments → add row. Tabs: Overview, Details, Carrier & Tracking, Linked artworks, Files, Notes, Links.
Attach linked works on Linked artworks. Enter carrier, tracking URLs, and pickup dates on Carrier & Tracking.
Upload broker confirmations and customs stamps on Files so Activity on the work shows the move without digging through email.
Update Status timeline at handoffs
When the crate leaves, add a Status timeline row: Location = in transit or the fair booth Address, Effective at = pickup timestamp.
On receipt at the venue, another row documents arrival. Return trips get a row back to storage or the buyer's install site.
Multi-location tracking explains batch updates when an entire fair list returns the same day.
Tie to sales and invoices
Sold works shipping to collectors should link the Invoice on work Overview so the packing slip recipient matches Bill to on the invoice Details setup.
Export photos… from the work header bundles install images for the shipper without mixing unrelated works.
After delivery, log proof-of-delivery on the Shipment Notes tab and close the Follow-ups task if one was set for the registrar.
FAQ
- Which export type is the shipping label?
- Packing Slip / Shipping Label in the Export… modal. It supports multiple works per PDF when selected from a list.
- Where do condition photos go?
- Raking-light shots on Images; signed PDFs on Files. Reference them in Condition history on the Status tab.
- Do I need a Shipment for every move?
- Use Shipments when you want Carrier & Tracking and files in one place. Still add Status timeline rows so `/works` Location stays accurate.
- Can customs brokers get a spreadsheet?
- Yes. Export… → download spreadsheet (CSV) from `/works` with columns for HS code, weight, and value. Save the column set as a reusable layout under Layout.
- How is this different from a condition report?
- Condition Report documents physical state (one work). Packing Slip / Shipping Label documents identity, addresses, and crate contents for logistics.
Explore the full capability matrix on Features, compare modular plans on Pricing, or contact the team with workflow questions.