This glossary is your comprehensive reference for completing the Artwork Archive import spreadsheet for Artist account types.
Useful Tip!
Keep this help article open while you work on your import to quickly look up what information belongs in each column and how to format it correctly.
What This Template Does
The import spreadsheet allows you to bulk upload artwork records and your contact records into your Artwork Archive account, saving you hours of manual data entry. Each column in the spreadsheet corresponds to a specific field in your artwork records—from basic information like artwork piece title to detailed data like provenance and sales history.
How to Use This Glossary
While working on your spreadsheet:
Look up any column by its letter (Column A, Column B, etc.)
Review what information goes in that field
Check the format requirements and examples
Note any special warnings or limitations
Did you know?
You don't need to fill in every column (except for the Piece Title/Contact Name)—only complete the fields that are relevant to your collection. Blank columns will simply be skipped during import.
Important Notes Before You Start
Currency
All financial fields (Price, Insurance Value, Appraisal Value, etc.) must be in your default currency
The import does not support multiple currencies in a single upload
Measurements
All dimension fields default to inches
If your measurements are in centimeters, please indicate this when submitting your import
A single import can only use one unit of measurement (all inches OR all centimeters, not both)
For non-standard dimensions (like diameter or variable dimensions), use the Dimension Override column
Images & Files
You can add up to 30 images per artwork (30MB max per image)
Three import methods available: filenames, URLs, or manual upload after data import
Multiple images/files in one cell should be separated by the | (pipe symbol)
The first image listed will become the primary image for that Piece record
Date Formats
Standard format: mm/dd/yyyy
If only the year is known, use: yyyy
For approximate dates, mark "YES" in the Circa column
For non-standard dates (like "19th Century" or "2018-2020"), use the override columns
Getting Help
Questions during import preparation? Reference the specific column in this glossary for detailed guidance.
Ready to submit your import? Contact our support team with your completed spreadsheet and any special instructions (like CM measurements or image folder access). You can send your import file to us via live chat on www.artworkarchive.com or via email to info@artworkarchive.com.
After import? You can always add, edit, or enhance your records manually in the system—the import is just your starting point.
Spreadsheet Column Glossary
Column A – Piece Name
[Spreadsheet helper text: Name of artwork goes here]
Piece name is used for the title of the artwork. If the piece does not have a specific name, please use Untitled
Column B – Inventory Number
[Spreadsheet helper text: Leave blank unless you have your own inventory or ID system]
An inventory number is a unique identifier assigned to each artwork in an artist's inventory. It functions like a catalog number that stays with the piece for its entire life.
Purpose: It ensures accurate record-keeping, helps track location, ownership, and exhibition history.
Format: Artists typically create a structured format (e.g., 2025.001 or 326-Painting) that may include the year of artwork creation or sequence numbers.
When to Use in Import: If you already assign inventory numbers, enter them here so the system matches or preserves your existing cataloging scheme. If you don’t have one, you can leave this field blank.
Column C – Medium
[Spreadsheet helper text: Medium information goes here]
The medium specifies the materials and technique used to create the artwork—for example oil on canvas, bronze with patina, or archival inkjet print.
Purpose: Records exactly what the work is made of for cataloging, insurance, conservation, and accurate public descriptions.
Format: Use clear, art-standard phrasing (e.g., Oil on linen, Bronze, Watercolor on paper). Keep it straightforward: name the primary material(s) and, if useful, the key technique.
When to Use in Import: Enter the primary material(s) and relevant technique to maintain precise, consistent records.
Column D – Type
The Type field can be used if you would like to associate your work with predefined types of work in the system. For those with custom groups or categories and or groups and categories that differ from this list, you can use the Collections column.
Important Note:
If you use this column, please use one of the following options:
Book, Ceramic, Collage, Digital, Drawing, Fiber, Film/Video, Furniture, Garment, Glass, Illustration, Installation, Jewelry, Metalwork, Mixed Media, Mosaic, Mural, New Media, Other, Painting, Performance, Photography, Print, Sculpture, Textile, Wood, Work on Paper
Column E – Status
Status refers to the current status of the work and can be useful for internal filtering as well as external display. If you use donated, gifted or sold, you can specify who you donated, gifted or sold the work to in later columns, as these particular statuses will create a sales record or donation/gift record.
Important Note:
If you use this column, please use one of the following options: in_progress, available, reserved, donated, gifted, sold, not_for_sale, on_loan, installed, in_storage, in_transit, under_maintenance, work_destroyed, lost, stolen, deaccessioned, returned_to_owner
Column F – Height
[Spreadsheet helper text: Enter Number Only: default is inches. Specify if cm]
This is for the height of the artwork itself. The dimension columns can only handle numbers and assume the numbers entered are in your default measurement preferences set in the system. Our import process can only handle IN or CM (not both in the same import) and assumes the information is entered in inches. If your information is in CM, please let us know when sending over the import template.
If you have nonstandard measurements, please use the Dimension override column.
Column G – Width
[Spreadsheet helper text: Enter Number Only: default is inches. Specify if cm]
This is for the width of the artwork itself. The dimension columns can only handle numbers and assume the numbers entered are in your default measurement preferences set in the system. Our import process can only handle IN or CM (not both in the same import) and assumes the information is entered in inches. If your information is in CM, please let us know when sending over the import template.
If you have nonstandard measurements, please use the Dimension override column.
Column H – Depth
[Spreadsheet helper text: Enter Number Only: default is inches. Specify if cm]
This is for the depth of the artwork itself. The dimension columns can only handle numbers and assume the numbers entered are in your default measurement preferences set in the system. Our import process can only handle IN or CM (not both in the same import) and assumes the information is entered in inches. If your information is in CM, please let us know when sending over the import template.
If you have nonstandard measurements, please use the Dimension override column.
Column I – Dimension Override
[Spreadsheet helper text: Use this if your dimensions do not fit into h/w/d format. This can be any text string such as "12 inch diameter"]
The Dimension Override column is a plain text column that can be used to store nonstandard dimensions.
Examples: “12in Diameter”, “Variable Dimensions”
Column J – Paper Height
[Spreadsheet helper text: Enter Number Only: default is inches. If your information is in CM, please let us know when sending over the import template.]
Paper Height and Paper Width refer to the full physical size of the sheet of paper on which the artwork exists, not just the printed or painted image area.
Purpose:
Records the exact dimensions of the entire sheet for cataloging, framing, conservation, and insurance.
Important when a print or drawing has a significant border or deckled edge beyond the image itself.
Typical Use:
Works on paper—such as drawings, prints, photographs, watercolors, and mixed-media works—often have an image that’s smaller than the paper it’s on.
For example, a lithograph might have an image area of 18 × 24 inches but a paper size of 22 × 28 inches.
Measurement Tip:
Measure from edge to edge of the entire sheet (including any unprinted margins), in inches or centimeters as specified by your system.
Including both paper size and, if relevant, a separate image size allows precise documentation and helps conservators and collectors understand how the work can be framed or matted.
Column K – Paper Width
[Spreadsheet helper text: Enter Number Only: default is inches. If your information is in CM, please let us know when sending over the import template.]
Paper Height and Paper Width refer to the full physical size of the sheet of paper on which the artwork exists, not just the printed or painted image area.
Purpose:
Records the exact dimensions of the entire sheet for cataloging, framing, conservation, and insurance.
Important when a print or drawing has a significant border or deckled edge beyond the image itself.
Typical Use:
Works on paper—such as drawings, prints, photographs, watercolors, and mixed-media works—often have an image that’s smaller than the paper it’s on.
For example, a lithograph might have an image area of 18 × 24 inches but a paper size of 22 × 28 inches.
Measurement Tip:
Measure from edge to edge of the entire sheet (including any unprinted margins), in inches or centimeters as specified by your system.
Including both paper size and, if relevant, a separate image size allows precise documentation and helps conservators and collectors understand how the work can be framed or matted.
Column L – Framed
[Spreadsheet helper text: Mark YES if Framed]
This field is used to indicate whether your work is framed or not. If your work is framed, please indicate that by adding a "YES" in this column.
Column M – Framed Height
[Spreadsheet helper text: Enter Number Only: default is inches. Specify if cm]
If your work is framed, this is where you would capture the height of the work including the frame.
Column N – Framed Width
[Spreadsheet helper text: Enter Number Only: default is inches. Specify if cm]
If your work is framed, this is where you would capture the width of the work including the frame.
Column O – Framed Depth
[Spreadsheet helper text: Enter Number Only: default is inches. Specify if cm]
If your work is framed, this is where you would capture the depth of the work including the frame.
Column P – Weight
[Spreadsheet helper text: Enter Number Only]
This is where you can indicate the total weight of the piece.
Column Q – Subject Matter
[Spreadsheet helper text: Enter subject matter here]
The Subject Matter describes the primary themes, topics, or recognizable elements depicted in the artwork. It answers the question “What is this work about or what does it portray?”
Purpose: Helps viewers and collectors quickly understand the content of the piece and makes the work easier to search or group by theme.
Format: Use concise, descriptive keywords or short phrases. Examples: landscape, portrait of a child, abstract geometric forms, urban street scene, mythological figures.
When to Use in Import: Provide a brief, clear description of the subject or concept—whether it’s literal (e.g., mountain meadow with elk) or conceptual (e.g., exploration of memory and loss). Avoid lengthy essays; aim for search-friendly terms.
This field focuses on what is depicted or expressed, complementing other metadata like medium or type, which describe how the work was made.
Column R – Price
[Spreadsheet helper text: Add retail price here.]
Price refers to the retail price/sales price of the item. Like all financial fields in this import, the system assumes the amount entered is in your default currency.
Important Note:
The import does NOT support multiple currencies so please ensure all the information entered in this column is in your default currency.
Column S – Wholesale Value
[Spreadsheet helper text: Add wholesale price here]
Wholesale value is most commonly used when selling via third parties. Like all financial fields in this import, the system assumes the amount entered is in your default currency.
Important Note:
The import does NOT support multiple currencies so please ensure all the information entered in this column is in your default currency.
Column T – Creation Date
[Spreadsheet helper text: Date work was created Format as:mm/dd/yyyy. If just year use yyyy]
The Creation Date records when the artwork was made. It captures the year—or range of years—during which the artist completed the piece.
Purpose: Establishes the work’s historical context, supports provenance research, and is essential for cataloging, valuation, and insurance.
Format for this column:
Single year: 2022 or MM/DD/YYYY
When to Use in Import: Enter the most accurate date known. If the exact date is uncertain, provide an estimated year or a range and use terms like circa or c. when appropriate.
For Approximate dates: use Column U – Circa to indicate the date is circa.
For Ranges and nonstandard dates: 2018–2020 Use Column V – Creation Date Override
Column U – Circa
[Spreadsheet helper text: If the date is Circa, mark yes here]
In the art world, Circa is a Latin term meaning “around” or “approximately.” It is used when the exact date of an artwork’s creation is not known and the best available information provides only an estimate.
Please add a YES to this column in the event the year you supplied in the Creation Date column is an approximate date and you wish the Circa indicator to appear.
Column V – Creation date override
[Spreadsheet helper text: Use this if you want the creation date to display something other than a year. For example "19th Century"]
The Creation Date Override column should be used when you have a date that does not conform to standard date formats.
Examples: “19th Century”, “2002-2005”
Column W – Description
[Spreadsheet helper text: Description of the artwork goes here]
The description of the work provides a concise narrative overview of the artwork—what it looks like, how it was made, and any key details that help someone understand or identify it.
Purpose: Gives viewers, collectors, and potential buyers a clear mental picture of the piece beyond its title and medium. It supports searchability, marketing, and provenance documentation.
Content Guidelines:
Highlight notable visual elements (composition, colors, subject focus).
Mention distinctive techniques or materials not obvious from the Medium field.
Include context or intent only if it adds clarity (e.g., part of a specific series or inspired by a certain location).
Format: 2–4 sentences or a short paragraph written in plain language. Example: “Abstract landscape with layered acrylic washes in deep blues and greens, suggesting a twilight coastline. Part of the artist’s ‘Evening Tide’ series.”
When to Use in Import: Enter a brief but informative text that can stand alone if the viewer sees only this field alongside the title and image.
This field complements, rather than duplicates, Medium, Subject Matter, and Creation Date, offering a fuller picture of the artwork for records and public display.
Column X – Notes
[Spreadsheet helper text: This is a catchall field that is searchable]
The Notes field can be used for any private notes you have about the work. This is a free text/searchable field.
Column Y – Tags
[Spreadsheet helper text: Comma separated list of Tags]
Tags are flexible, descriptive keywords that highlight specific characteristics of an artwork. They provide a more granular layer of categorization than Collections.
Purpose: Enhance searchability and filtering by details such as color, style, subject, or notable features.
Examples: “blue,” “minimalist,” “figurative,” “mountain,” “mixed-media collage,” “urban nightscape.”
When to Use in Import: Enter multiple tags separated by commas (or as required by the template) to capture key visual or conceptual elements. Tags help users quickly locate works with shared traits across different collections.
Note:
If you have more than one tag, please separate them with a comma.
Tags work well with Collections organizing works into broad, purposeful groups, while Tags add specific, searchable descriptors.
Column Z – Collections
[Spreadsheet helper text: Comma separated list of collections]
Collections are groupings of artworks that share a common purpose or context. They function as high-level categories to organize and manage related works.
Purpose: Useful for grouping pieces into a series, assembling works for estate planning, curating themed exhibitions, or planning for an opportunity application.
Examples: “Summer Landscapes Series,” “Estate of Jane Doe,” “To be donated to …”
When to Use in Import: Add the name of the collection whenever you want the work to appear within that organized group. A single artwork can belong to multiple collections if relevant.
Note:
If you have more than one Collection, please separate them with a comma.
Column AA – Current Location Name
[Spreadsheet helper text: This is where the work is currently located. This is NOT where you enter who you sold the work to. That is done in later columns.]
The Current Location Field is where you can add information about where the work is currently located.
Examples: “Second Downtown Studio”, “Contemporary Gallery”, “Venue Storage”
How to Use in Import: For the import, you want to use the name of the actual building or location (e.g. a second studio outside of your main inventory or an exhibition at a gallery).
Important Note:
You do NOT need to add locations for work that has been sold, donated or gifted as the system captures that information in later columns.
Did you know?
Including a current Location for any Piece record creates a Location record in your account to track in detail. You can learn more about how Location records work in the system and they're relational function with all other records here: Getting Started with Locations
Column AB – Current Location Start Date
[Spreadsheet helper text: Format as: mm/dd/yyyy. If just year use yyyy]
This is the date where the piece was first placed in the location.
Column AC – Current Location End Date
[Spreadsheet helper text: Format as: mm/dd/yyyy. If just year use yyyy]
This is the date where the piece was removed from the location.
Column AD – Sale/Donation/Gift
[Spreadsheet helper text: This is used to capture sales, donations and giftings. The options for this column are "sale", "donation", "gift" or leave blank.]
Column AD is the beginning of the section that tracks information about any sales, donations or gifts you or your organization has made.
If the work was sold, you would indicate this is a Sale. If the work was donated, you would indicate it is a Donation. If it was gifted, you would indicate it was a Gift.
Column AE – Sale Location
[Spreadsheet helper text: If sold from a location like a gallery, that can be listed here]
The name of the location where the sale took place
Did you know?
Including a current Location for any Piece record creates a Location record in your account to track in detail. You can learn more about how Location records work in the system and they're relational function with all other records here: Getting Started with Locations
Column AF – Sale Date
[Spreadsheet helper text: Format as: mm/dd/yyyy. If just year use yyyy]
This is where you would note the date the sale, donation or gifting occurred.
Column AG – Sale Price
[Spreadsheet helper text: Amount the work was sold for]
This is where you would indicate the total value of the sale, donation or gift. Information in this column is used for reporting and sales tracking in the system which can be very useful.
Important Note:
The import does NOT support multiple currencies so please ensure all the information entered in this column is in your default currency.
Column AH – Sale Discount
[Spreadsheet helper text: Discount off the sale price (In currency units)]
If the piece was sold, this is where you would make a note of any discount you provided. Discounts are noted in your default currency NOT in percentages.
Important Note:
The import does NOT support multiple currencies so please ensure all the information entered in this column is in your default currency.
Column AI – Sale Commission
[Spreadsheet helper text: Commission taken off the sale price (In currency units)]
If there was a commission associated with the sale (example: you sold through a third party who took a commission to sell the work for you), this is where you would note that amount.
Important Note:
The import does NOT support multiple currencies so please ensure all the information entered in this column is in your default currency.
Column AJ – Sold To First Name/Company Name
[Spreadsheet helper text: First name or company name of the buyer or recipient]
This is where you would record who you sold, donated or gifted the work to. For sales/donations/gifts to a company or organization, please use this field to put the full name of that company or organization’s name.
Did you know?
Including a "Sold To" name for any Piece record marked as "sold/donated/gifted" creates a Contact record in your account to track in detail. You can learn more about how Contact records and full CRM work in the system and they're relational function with all other records here: Using Artwork Archive's CRM- Built for Artists
Column AK – Sold To Last Name
[Spreadsheet helper text: Last name of the buyer]
This is where you would record the last name of who you sold, donated or gifted the work to. For sales/donations/gifts to a company or organization, please use the First Name/Company Name field to put the full name of that company or organization’s name.
Column AL – Provenance
[Spreadsheet helper text: The history of ownership for this work of art.]
Provenance is the documented ownership and custody history of the artwork from the time of its creation to the present.
Purpose: Establishes authenticity, legal ownership, and historical context. A clear provenance supports valuation, insurance, and due-diligence checks for acquisitions or sales.
Content Guidelines:
List previous owners, galleries, auction houses, or institutions in chronological order, with dates if known.
Include acquisition details such as purchase, gift, or inheritance.
Note any gaps or uncertainties (e.g., “Private collection, France, c. 1950–1975”).
Format Example:
“Artist’s studio, New York (1978–1980); Private collection, Chicago (1980–1995); Acquired by current owner from Sotheby’s, New York, 1995.”When to Use in Import: Enter all known ownership history at the time of cataloging. Use clear, concise sentences or bullet points; avoid speculation unless clearly labeled as such (e.g., “possibly owned by …”).
Accurate provenance strengthens the artwork’s credibility and aids future research, exhibitions, and legal compliance.
Column AM – Signed
[Spreadsheet helper text: Mark Yes or No]
If the work is signed, please indicate that by adding a Yes to this column.
Column AN – Signature Notes
[Spreadsheet helper text: Details on where the signature is located.]
This is where you would add more details about the signature itself.
Example: “Signed in the lower right hand corner”
Column AO – Edition: Group Name
[Spreadsheet helper text: Must match for all pieces in the edition, and must be unique between different editions]
If the work is part of an Edition, please indicate the name of the Edition group here.
Did you know?
Including an Edition Group Name for a Piece then creates a full Edition group in your inventory. You can learn more about Editions and Edition record detail tracking here:
Column AP – Edition: Number
[Spreadsheet helper text: This pieces number in the edition. e.g.: 1, 2, 3, etc. Proofs must also have a number starting with proof #1, etc.]
This is where you can enter more detailed information about the edition itself that will be included in labels, reports and other places where the work appears.
Example: A.P. 2/5
Column AQ – Edition: Total Pieces
For a limited edition of 10 enter 10 here. If this is an open edition, leave blank.
Column AR – Edition: Proof
Is this piece a proof for the edition?
Mark: Yes or No (or leave blank for no)
Column AS – Edition Set Image URL
[Spreadsheet helper text: The URL that represents the single image for this edition set.]
We can accept images up to 30 images (30MB in size each) per piece, and have three ways to get images into the system.
Method One:
Image Filename – If you are going the image filename route, you can add the name of the image file (example: IMG234.jpg) and give us access to the folder you have the images stored. Please make sure to include the FULL filename including the extension. Access to the folder can be granted via any cloud storage method including Dropbox, OneDrive, Box, Google Drive, We Transfer.
Note on the shared folder: This must be a single image folder and not a folder with subfolders.
Note on multiple images: If you have more than one image associated with the work, please separate the image filenames with a | (pipe symbol).
Note on ordering: The first image entered in this column will be assumed to be the primary.
Method Two:
URL/Hyperlink - If your images are stored online (e.g. dropbox, one drive or your own website), we can import those as well and you can include their URL in this column. If you are including image links, PLEASE make sure to send us a sample link in advance so we can make sure it's the correct format.
Note regarding Google Drive: Google Drive links/URLs are not supported at this time as they recently placed a limit on exports.
Note on multiple images: If you have more than one image associated with the work, please separate the image links/urls with a | (pipe symbol).
Note on ordering: The first image entered in this column will be assumed to be the primary.
Method Three:
Manually upload the images once the data is uploaded. Images can easily be added to each record once the data is in if you prefer to do it after the data import.
Column AT – Piece Image Filename or URL
[Spreadsheet helper text: URL path to the image file. NOTE: You can add up to 10 additional Image URLs in this column separated by pipe character "|". The first image URL listed will be the Primary Image for your piece record.]
We can accept images up to 30 images (30MB in size each) per piece, and have three ways to get images into the system.
Method One:
Image Filename – If you are going the image filename route, you can add the name of the image file (example: IMG234.jpg) and give us access to the folder you have the images stored. Please make sure to include the FULL filename including the extension. Access to the folder can be granted via any cloud storage method including Dropbox, OneDrive, Box, Google Drive, We Transfer.
Note on the shared folder: This must be a single image folder and not a folder with subfolders.
Note on multiple images: If you have more than one image associated with the work, please separate the image filenames with a | (pipe symbol).
Note on ordering: The first image entered in this column will be assumed to be the primary.
Method Two:
URL/Hyperlink - If your images are stored online (e.g. dropbox, one drive or your own website), we can import those as well and you can include their URL in this column. If you are including image links, PLEASE make sure to send us a sample link in advance so we can make sure it's the correct format.
Note regarding Google Drive: Google Drive links/URLs are not supported at this time as they recently placed a limit on exports.
Note on multiple images: If you have more than one image associated with the work, please separate the image links/urls with a | (pipe symbol).
Note on ordering: The first image entered in this column will be assumed to be the primary.
Method Three:
Manually upload the images once the data is uploaded. Images can easily be added to each record once the data is in if you prefer to do it after the data import.
Column AU – Additional File Filename or URL
[Spreadsheet helper text: URL path to the file. Mutliple URLs in this column should be separated by pipe character "|".]
Note:
Additional Files feature is only available for Artist Professional and Master subscription levels.
Additional Files are typically documents and other files (like artwork statement, progress images of the work, reference images, etc.) that you wish to associate with a specific piece.
Additional Files have a 30MB size limit, and we have three ways to get files into the system.
Method One:
Additional File Filename – If you are going the filename route, you can add the name of the file (example: invoice.pdf) and give us access to the folder you have the files stored. Please make sure to include the FULL filename including the extension. Access to the folder can be granted via any cloud storage method including Dropbox, OneDrive, Box, Google Drive, We Transfer.
Note on the shared folder: You can either add the files to the same folder you are using for images or create a single files folder with NO subfolders.
Note on multiple files: If you have more than one file associated with the work, please separate the filenames with a | (pipe symbol).
Method Two:
URL/Hyperlink - If your Additional Files are stored online (e.g. dropbox, one drive or your own website), we can import those as well and you can include their URL in this column. If you are including links to the Additional Files, PLEASE make sure to send us a sample link in advance so we can make sure it's the correct format.
Note regarding Google Drive: Google Drive links/URLs are not supported at this time as they recently placed a limit on exports.
Note on multiple files: If you have more than one file associated with the work, please separate the filename links/urls with a | (pipe symbol).
Method Three:
Manually upload the files once the data is uploaded. Files can easily be added to each record once the data is in if you prefer to do it after the data import.