Feature
Catalogue a work once: the intake checklist
Use this checklist every time a work arrives (purchase, consignment, return from loan). Complete the Works record before it moves to storage or the floor. Pair it with Object vs catalogue work and configurations when you sell more than one variant.
Before you open Add artwork
Confirm the Artist record exists (`/artists` → Add artist if not). Create the consignment contract when the work is consigned so owner and split are on file before pricing.
Pick Object vs Catalogue work at create time. One unique painting with no variants → Object. Sizes, numbered runs, or stock kept as quantity → Catalogue work plus configurations.
Details tab: minimum fields
On Details, enter in order:
- Artist (linked record) and Title / Year as credited.
- Medium from your workspace list (avoid one-off free-text variants).
- Dimensions height × width × depth in centimetres; framed vs unframed when both matter.
- Edition metadata when applicable (size of run, AP count) on the configuration for catalogue works.
- Condition, Condition notes, Condition date at intake.
- Customs: Country of origin, HS code, Weight when the work may cross borders.
- Link Consignment or owner on Links.
Images and Files
Images: primary install or studio shot plus detail when surface matters. Upload at fair-ready resolution; use filenames your team recognizes six months later.
Files: intake condition PDFs, consignment scans, prior appraisals. Mark Public only when the file should appear on the public work page or artist CV download.
Run Export… → Condition Report from the work header when you need a formal PDF from the same fields.
First Status timeline row
Open Status → add the first Status timeline entry: Effective at (today), Availability (e.g. available or on consignment), Location (storage room, gallery floor, or linked Address record).
This row is the baseline for multi-location tracking and fair manifests. Do not leave location blank because "everyone knows" where it is.
Commerce and configurations
Object: set retail price and Include on storefront on Commerce when you sell that row directly.
Catalogue work: open Editions or Options → Add configuration per sellable variant. Set price, stock, copy tracking, and storefront toggle on each configuration's Commerce panel.
Toggle On web in Website Studio Content → Works when the record should appear on the public site.
Verify from Overview
Overview should show artist, availability, location, tags, linked consignment, and storefront/website flags. If a fact is wrong here, fix it before sending a viewing room or invoice.
Use Activity for the paper trail after intake (notes, shipments, campaigns). The checklist above is the static identity; Activity is everything that happens next.
FAQ
- Do I need a configuration for a single painting?
- No. A unique Object with one price lists from Commerce. Configurations are for variants, editions, or any catalogue work you sell.
- Where do inventory numbers come from?
- Set an Inventory number prefix on the artist record; new works can auto-increment from that prefix. You can still override per work on Details.
- Can I change work type later?
- Object → Catalogue work is supported; the work-level storefront listing comes down and you sell through configurations. See Object vs catalogue work.
- What if medium is not in the list?
- Add the phrase to your workspace medium taxonomy in Settings (or ask an admin) instead of typing a one-off on the work.
- When do I attach condition photos?
- At intake on Images, and again in Status → Condition history when condition changes. Export Condition Report when a lender needs a PDF.
Explore the full capability matrix on Features, compare modular plans on Pricing, or contact the team with workflow questions.