Feature
Condition reports on the work record
Condition data belongs on the Work, not in an orphaned Word file. Use Details for the current summary, Status for Condition history, Files for PDF evidence, and Export… → Condition Report when someone needs a formatted document.
Current condition on Details
Open the work → Details. Fields: Condition (controlled vocabulary), Condition notes (free text), Condition date (when you last inspected).
Fill these at intake and update when condition changes. Invoices, loan letters, and exports can include these fields without retyping.
Condition history on Status
Status tab → Condition history lists dated entries (add, edit, delete). Use this when condition evolves: pre-ship, on receipt at a museum, return from fair.
Each entry should reference what changed and point to photos on Images or PDFs on Files. The timeline complements Status timeline rows that track location and availability.
Photos and PDFs on Files
High-resolution raking-light shots live on Images. Signed PDF reports, conservator letters, and insurer forms go on Files.
Mark files Public only when they should appear on the public work page. Keep insurer-only PDFs private.
Document Library (`/documents` nav) holds workspace-wide uploads you can link to multiple works.
Export Condition Report
From the work ⋯ menu or `/works` multi-select → Export…. Choose type Condition Report (single work). Walk through Items, Layout, Content, Publish tabs.
Output PDF pulls the same condition fields and selected images you already stored. Check Link export to related records so the PDF stays associated with the work.
Other useful types: COA, Insurance / Appraisal Report, Packing Slip / Shipping Label. See Art exports.
Four moments to file a report
Gallery teams usually document at these points:
- Intake: baseline when the work enters your custody.
- Pre-shipment: before the work leaves for fair, loan, or sale inspection.
- Receipt at venue: compare to pre-ship when the crate opens elsewhere.
- Return: compare to pre-ship; differences trigger conservation or claims.
Viewing rooms and share links
Private viewing rooms can attach condition PDFs for institutional lenders reviewing a shortlist.
Due diligence pack link from the work header mints a share URL with selected documents. Revoke when the review ends.
FAQ
- Can one export cover many works?
- Condition Report is single-work. For fair checklists use Checklist or Compact portfolio / label with multiple items selected on `/works`.
- Where do conservator signatures go?
- Upload the signed PDF on Files and add a Condition history note referencing that file. Include the file in the export layout when needed.
- Do condition fields sync to the storefront?
- No. Condition stays internal and in buyer-facing PDFs you choose to send. Public work pages show catalogue fields you enable in Website Studio.
- How is this different from Status timeline?
- Status timeline tracks availability, location, and owners over time. Condition history tracks physical state. Both live under the Status tab.
- Can I template photo angles?
- Agree studio angles internally; the app does not enforce a shot list. Consistent filenames and Images ordering make comparison exports easier.
Explore the full capability matrix on Features, compare modular plans on Pricing, or contact the team with workflow questions.