Feature
Works inventory: from intake to storefront listing
Inventory in Art.industries lives on Works (`/works`). Each row is an artwork record with Overview, Details, Status, Commerce, optional Configurations, and export actions. This guide follows the tabs your registrars and sales team actually open daily.
Start on the Works list
Open Works from the sidebar. Columns you will use most: Artist, Inventory #, Location, Availability, On website, On storefront (when a site exists).
Toolbar actions: Add artwork, search, advanced filters, list/grid toggle. Multi-select → Export…, Export photos…, Bulk edit, Add works to selection for viewing rooms or checklists.
Create with the right work type up front: Object, Catalogue work, or Edition copy (for numbered impressions under a configuration).
Record identity on Details
On Details: link the Artist record, enter Title, Year, Medium (from your workspace taxonomy), Dimensions (stored once; inches derive from centimetres), Edition fields when applicable, Condition + Condition notes + Condition date, customs fields (Country of origin, HS code, weight) for shipping.
Attach the primary image on Images. Name files clearly before upload so fair exports and condition reports stay traceable.
Follow the full intake checklist in How to catalogue artwork.
Track location on the Status timeline
Open the Status tab (not a separate "locations" app). Status timeline entries record Effective at, Availability, Location, owners, and value at that moment.
Current status is the latest entry; earlier rows stay for audit. When a work returns from a fair, add one new entry the same day instead of editing an old row.
See Multi-location inventory for address records and fair-week batch updates.
Sell from Commerce and Configurations
Objects can toggle Include on storefront on Commerce when the parent row itself is sellable. Catalogue works sell only through configurations on the Editions or Options tab.
Each configuration has its own Commerce panel: price, Storefront shipping strategy, stock, and listing toggle. Website Studio Content → Works shows On storefront per configuration.
Numbered runs use discrete copy tracking; open stock uses aggregate counts.
Reserve, invoice, and export
Availability on the timeline drives what viewing rooms and the storefront show. Pair holds and invoices with the work from Overview linked sections or the omnibar.
From the work header ⋯ menu: Export… opens the modal (Full-page portfolio, Checklist, Condition Report, Wall label, etc.). Export photos… bundles install shots for shippers.
Paid sales flow through Stripe payment links and invoicing; storefront checkout orders appear under Storefront orders.
Common setup mistakes
Fix these on day one so you are not reconciling before Basel:
- Free-text artist names on works instead of artist records.
- One dimension unit stored; fairs need both cm and inches from the same value.
- Catalogue work listed on Commerce without a configuration row.
- Availability changed by editing an old timeline row instead of adding a new one.
- Consignment splits only in email, not on the linked consignment contract.
FAQ
- Where is the inventory "module"?
- Works is the inventory list. There is no separate Inventory nav item; artists, exhibitions, and contracts link back to work records.
- How do edition copies relate to the parent work?
- A numbered impression is an Edition copy row linked to a discrete configuration. Selling 3/25 updates that copy, not a duplicate parent work.
- Can I bulk-update locations after a fair?
- Yes. Multi-select works on `/works`, use Bulk edit where supported, or add timeline entries work-by-work. Batch custody updates are covered in multi-location tracking.
- What column tells me if something is online?
- On website (public catalogue) and On storefront (checkout) are separate toggles: set in Website Studio Content and on each row's Commerce panel.
- Where do consigned works show ownership?
- Link the work to a consignment on Links. Owner and split terms live on the contract; the work Overview shows active consignments.
Explore the full capability matrix on Features, compare modular plans on Pricing, or contact the team with workflow questions.