To add a new entry, click on the New button to complete details in the tabs (Title and Artist are minimum requirements)
To edit an existing entry, click on that particular entry in the inventory. If you have many pages of artworks, you may need to change the order of listing on the right hand side of the screen, usually listed as ‘default sequence’
To delete an existing entry, select the entry by clicking in the tick box and click on the delete button. You may select more than one entry at a time and delete all those with a tick in the box.
Details of information held under the tabs are as follows:
Core Data:
Click on New image button on right hand side to import an image to your inventory.
Enter information on the left hand side including:
Title, Artist (these first two are the minimum requirement to create an entry), Pricing, Medium, Category, Subcategory (one selection for each of these four), Tags (multiple selections), Date, Dimension and Weight.
Where there is a drop down menu to choose from (Medium, Category, Tags), this list is created in the Settings area, however you are able to type your own in the empty space and this will be added to both this entry and the master list in settings.
The tick boxes at the bottom enable you to chose whether whether the work goes on your website, if this is checked, additional boxes will be available for ‘does not show price’ and ‘offer for sale’.
Detail tab enables you to:
Add a description of the work.
Add references for the piece, these are usually the artist’s/suppliers references. Each inventory entry will automatically be allocated a unique master reference number.
Add the country details; this is the country the artwork originates from.
Add any notes for the piece. These notes will not appear on the website.
Acquisition tab:
The supplier is listed as the artist by default, you may change this, so long as the supplier is in your contacts database.
There are four types of acquisitions (purchased, consigned, loaded or noted), the screen options will change depending on which option you choose. See the knowledge base on stock record acquisition methods for more details on the acquisition types.
Transacting tab:
You are able to convert your piece of work to an edition from here, this is only relevant if the gallery has printing rights for the artwork.
Enter details of the current location, location since date, any transaction notes and the condition of the piece.
The transacting tab also show details of any offers for the artwork.
More details of the Transacting tab can be found in a separate knowledge-base entry under stock record details.
Provenance tab:
This tab enables you to enter a general description of the provenance of the piece of work. You can also add a new event which could be an event, exhibition, purchase, loan, rental or other event.
Images tab:
This tab enables you to add images to your item. If you have more than one image, it will show as a slideshow on the website.
Groupings and Uploads:
You are able to create a new grouping or select one from the existing list. ensure you click the Amend groupings button to save the changes to the group.
Under uploads you are able to upload pdf, mp4 video or a link to an online video eg YouTube. These will not be shown on the website and are for internal purposes only.
As you enter information, ensure you click on the save button to save your work as you go along.