What are Reports?
Artwork Archive's reporting feature allows you to generate professional, customizable documents for various purposes in your art business or collection management. This guide will walk you through the process of creating reports, customizing them, and managing your report templates.
✅ Generating a New Report
You can generate new reports from various places throughout your Artwork Archive account including within a Piece Record, an Exhibition page, a Location Record, etc.
However, the two most common places include:
From the Reports Page:
Go to the Reports/Docs page located in the left-hand menu.
Click the blue New Report button from the top menu.
Select report type and choose data and artworks to include.
Tip: Use the Filter bar to narrow down artworks more quickly.
Click Generate Report.
Once generated, click the title of the report in blue to immediately view, download to your computer, copy the url or share directly from your Artwork Archive account.
From the Main Dashboard (Pieces Page)
Click Artwork in the left-hand menu.
Click New Report at the top.
Choose from the following report types:
Inventory Report
Tear Sheet
Portfolio Pages
Catalog Pages
Artwork/Labels
Export your data to XLS or CSV
After Generating a Report:
View, download, copy URL, or share directly from your account
Edit: Click the blue pencil icon, adjust, and regenerate
Rename: Click the blue title, select Rename, update, and confirm
Delete: Click the blue X icon and confirm deletion
Search: Use the Report Search bar on the main Reports page
Share: Click the report title and choose sharing options
Did you know?
When you share a Report from Artwork Archive to a Contact Record, the sharing record is automatically stored in that Contact Record's history. This helps you keep track of interactions, easily reference past shared Reports, and maintain organized records for follow-ups.
To use this feature, simply click the Share option and choose the Contact Record or Contact Group from the dropdown menu.
Note: You will need to create a Contact Record first in order to share.
✅ Customizing Your Report
Branding Elements
Go to My Profile in the left-hand menu
Upload profile image, logo, report header (up to 30MB each)
Add contact information
Report-Specific Customization
When creating a report, you can often:
Choose between Serif and Sans Serif font styles
Decide the order in which artworks appear
Select specific data fields to include or exclude
Did you know?
You can also add your logo, profile image or report header to your invoices! Learn more here.
✅ Using Report Templates
Creating a Template
Select report type from Reports page.
Check Save as Template and name it.
Select preferred data settings that you will want to be included in this report template going forward.
Generate Report.
Using a Template
Go to the Reports page.
Click Templates button and select your template.
All your pre-set data settings will already be selected.
Deleting a Template
Go to the Reports page.
Click Templates > View All Templates.
Click Actions next to the template.
Select Delete.
✅ Specific Report Types
Create labels from the Reports page, Pieces page, as well as within a Location or Exhibition Record. Artwork/QR Labels can be used for a variety of purposes, such as attaching to the back of artwork before shipping or creating wall labels for exhibitions. Three sizes and QR code options available. Learn more.
Example Artwork/QR Labels
Example Artwork/QR Labels
Certificates of Authenticity verify the authenticity of your artworks, including information about the piece, the artist, and any provenance details. Learn more.
Example Certificate of Authenticity
Example Certificate of Authenticity
An Inventory Report provides a detailed listing of your artworks, including images, descriptions, and other relevant information. This is useful for keeping track of your artwork and sharing with potential buyers, galleries or insurance purposes. Learn more.
Example Inventory Report
Example Inventory Report
(For Organization Accounts types only)
Maintenance Reports are designed to help organizations keep track of the condition and maintenance history of their artworks. These reports include details about inspections, repairs, and other maintenance activities. Learn more.
Example Maintenance Report
Example Maintenance Report
Portfolio Pages showcase selected artworks with detailed information, making them ideal for presenting to potential clients, galleries, or during exhibitions. Learn more.
Example Portfolio Page
Example Portfolio Page
Catalog Pages showcase a large-scale primary image of your artworks, similar to a Portfolio Page. These are useful for exhibitions, sales events, and providing to collectors. Learn more.
Example Catalog Page
Example Catalog Page
Like an Inventory Report, a Tear Sheet is a great report to present to galleries, art dealers, and others who want to see your available inventory with smaller thumbnails of your artwork. It can also be used as a quick price list. Learn more.
Example Tear Sheet
Example Tear Sheet
Consignment reports are documents that outline sales terms, artwork care, and professional relationships. They help establish clear guidelines for the consignment process, covering aspects from artwork handling to exhibition details, ensuring transparency for all parties involved. Consignment reports are only available once you have assigned inventory to a Location Record. Learn more.
Example Consignment Report
Example Consignment Report
Exhibition Reports are a great tool to stay organized by presenting information related to an Exhibition Record in a professional way. Exhibition Reports can include show dates, location information, and the pieces in a specific Exhibition. Learn more.
Example Exhibition Report
Example Exhibition Report
Address Labels are created from your Contact Records and can help in mailing documents, invitations, or promotional materials. These labels can be customized with contact details and are formatted to fit either Avery 5160 (US Letter Size) or Avery 7160 (A4 Letter Size). Learn more.
Example Address Labels
Example Address Labels
Contact Reports provide detailed information about your contacts, including associated groups and contact information. Learn more.
Example Contact Report
Example Contact Report
Income and Expense Reports summarize your financial activity, providing insights into your revenue, expenses, and overall financial performance. Learn more.
Example Income/Expense Report
Example Income/Expense Report
Sales Reports track your sales, detailing each transaction and providing an overview of your financial activity. Learn more.
Example Sales Report
Example Sales Report
Tips for Effective Report Creation
Consistency: Use templates for reports you generate frequently to maintain consistency
Branding: Include your logo and contact information for a professional look
Relevance: Only include information relevant to the report's purpose to keep it concise
Organization: Use clear titles and dates in your report names for easy searching later
Sharing: When sharing reports with contacts, use the built-in sharing feature to automatically track the interaction in your contact records
Review: Always preview your report before sharing to ensure all information is correct and formatted properly
Troubleshooting Common Issues
Report not generating: Ensure you've selected at least one artwork and all required fields are filled
Missing logo/branding: Double-check your uploads in the My Profile section
Slow generation: For reports with many artworks, generation may take a moment. Be patient and avoid refreshing the page
Remember, practice makes perfect. The more you use Artwork Archive's reporting features, the more efficiently you'll be able to create professional, impactful reports for your art business or collection.
Additional Resources
Reports for Artists
Reports for Collection Management