If you have artwork data stored in another system or spreadsheet, you can easily transfer that information into your Artwork Archive account using our import service. Our team will handle the import process for you, allowing you to quickly populate your account with your existing data without the need for manually uploading each piece.
Did you know?
The first import is free for the following account types:
Artist Master
Collector Premier
All Organization levels
*We can also provide this service to other plans for an additional fee.
How it Works
1. Subscribe to a plan and request the pre-made import template.
Contact us via chat (located on the lower right-hand side of your screen) or email at info@artworkarchive.com.
2. Fill in the import template with your data
If you're moving from another database or Excel document, copy and paste the information into our pre-made template. The spreadsheet matches the fields in your Artwork Archive account (title, medium, creation date, etc.).
The only required field is the Piece Name (Title). Don't feel compelled to fill out all columns if you don't have the information.
If you have information that doesn't fit into a specific column, use the Notes field, which is fully searchable.
Images: We can accept images up to 30mb in size, and have three ways to get images into the system:
Hyperlinks - 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 the IMAGE URL 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.
Google Drive links/URLs are not supported at this time as they recently placed a limit on exports.
If you have more than one image associated with the work, please separate the image links/urls with a | (pipe symbol).
Image filenames - If you do not have your images online, you can add the name of the image file (example: IMG234.jpg) to the IMAGE URL column on the template, and give us access to the folder you have the images stored. Access to the folder can be granted via any cloud storage method including Dropbox, OneDrive, Box, Google Drive, We Transfer.
This must be a single image folder and not a folder with subfolders
If you have more than one image associated with the work, please separate the image filenames with a | (pipe symbol).
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.
Important notes:
Google Drive links/URLs are not supported at this time as they recently placed a limit on exports.
Please note the gray helper text at the top of many columns, it's there to help!
Do not delete or reorder any columns, the order is important for our import process
** Importing Editions: (click arrow to expand instructions)
** Importing Editions: (click arrow to expand instructions)
Edition: Group Name (Required)
This field is required and must be unique for each group of editions.
The Group Name is used to group editions together into their set.
Edition: Number
The Edition Number needs to be unique for each edition within the group, except for artist proofs (APs).
You can have an edition #1 and an AP #1 in the same group.
Edition: Total Pieces
For limited edition runs, this field represents the total number of editions in the set, not counting APs.
This number is used to generate edition counts like "1 of 3", etc.
Edition: Proof
Set this field to "YES" if the edition is an AP or proof.
APs will have edition numbers like "AP #1".
Images for Editions
Edition Set Image URL
You can provide a single image URL that will be shared between all editions in the group.
Single Piece Image URL
If you have unique or different images for each edition, you can provide a single piece image URL.
This image will override the Edition Set Image for that specific edition.
3. Send us your completed template for review.
Once you've filled out the import template with your information, send it back to us via chat or email at info@artworkarchive.com, and we'll review it and follow up with any questions.
4. Our team imports your information to your account!
*The cost for additional imports is $50-$100 per import, depending on complexity.
Prefer to Upload Pieces Manually?
If you'd rather upload your artwork data manually, please refer to our upload guide.