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 a single folder of images 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.
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.
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
Understanding Your Import Template
Your import template is designed to match the different record types and features in Artwork Archive. The exact fields available depend on your account type.
Artwork Information flows into your main Piece records
Basic details: Piece Name, Medium, Type, Status, Creation Date
Dimensions: Height, Width Depth, Paper dimensions, Framed measurements, Weight
Descriptive Info: Subject Matter, Description, Notes, Tags (creates a new tag/tags in your account), Collections (creates a new Collection in your account)
Authentication: Signed, Signature Notes, Provenance Info
For Collector & Organization account types only: Artist First Name, Artist Last Name, Attribution Line
Location Fields create Location records that track where artwork is stored or displayed (outside of your own inventory).
Current Location Name (this will create a new Location record in your account), Start Date, End Date
For Collector & Organization account types only: Acquisition Purchase Location
For Organization account types only: Sub Location Name, Tertiary Location Name (for detailed location tracking), Location Record Notes, Longitude, Latitude (for mapping)
For Artist account types only: Sale Location
Contact Fields create Contact records for collectors, galleries, artists, collaborators, and other connections
For Artist account types only: Sold To First Name/Company Name, Sold To Last Name
For Collector & Organization account types only: Much more extensive contact tracking including sellers, donors, appraisers, and acquisition sources
Transaction Fields create Sales records and transaction history
Sale/Donation/Gift, Sale/Donation/Gift Date, Sale/Donation/Gift Price, Sale Discount, Sale Commission
For Collector & Organization account types only: Extensive acquisition tracking (Purchase Price, Purchase Date, Donation Date, Donation Value)
Valuation Fields (For Collector & Organization account types only):
Price, Fair Market Value, Insurance Value, Wholesale Value
Appraisal Date, Appraisal Price, Appraiser contact information
Editions Fields
For Artist account types only: Full editions functionality (Edition: Group Name, Edition: Number, Edition: Total Pieces (limited or open editions), Edition: Proof, Edition Set Image URL)
For Collector & Organization account types: Basic editions tracking (Edition, Edition Info)
Images and Files
Piece Image URL(s), Additional File URLs
For Artist account types only: Edition Set Image URL for shared edition imagery
This integrated approach means one import can populate multiple areas of your account, creating a comprehensive database of your artwork and career/collection information.
Understanding Artwork Statuses:
Sold, Donated, and Gifted
When setting the status for an artwork as Sold, Donated, or Gifted, this creates a transaction record in your account, documenting when and how artwork changed hands. You can learn more about how the Piece status drop-down menu and selection works here.
Important Note for Collector & Organization Imports:
Be mindful of how you use "Donated" status—this should reflect artwork you donated to others, not artwork that was donated to you. If you received artwork as a gift or donation, you can include that information in the Acquisition columns.
Importing Editions
Edition Fields Breakdown
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 (limited or open editions)
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.
For open editions (unlimited number), you can leave this field blank
Edition: Proof
Set this field to "YES" if the edition is an AP or proof.
APs will have edition numbers like "AP #1".
Note:
At this time the import process does not support the concept of Master Piece records for creating Editions. If you would like to nest your Editions under original Piece records (as Master Piece records), you can create Editions under original Piece records that you upload or after they are imported into your account.
Did you know?
The Master Piece refers to the original Piece record that your Editions can be linked to and created from. If you have an Edition that is based on original artwork and you want to link them together in your records, you can do that with the Editions feature. Your Editions of that work will then show up nested under that artwork record.
For example, if you have an original oil painting titled "Sunset Boulevard" in your inventory and later create a limited edition print series based on that painting, you would designate the original oil painting as the Master Piece when creating the Edition set. The print editions would then be linked to this Master Piece record, allowing you to see all related pieces grouped together when viewing the original artwork's record.
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 piece, you can provide a single piece image URL.
This image will override the Edition Set Image for that specific edition.
Editions Import Examples
Understanding how to set up Editions can be tricky, so here are some real-world examples to help:
Example 1: Photographer with Multiple Print Sizes
Edition Set Name: "Sunset Over Mountains 16x20"
Edition Type: Open Edition
Edition Numbers: 1, 2, 3, etc.
For the same image in a different size, limited series:
Edition Set Name: "Sunset Over Mountains 8x10"
Edition Type: Limited Edition
Edition Numbers: 1, 2, 3, etc.
Example 2: Printmaker with Traditional Editions
Edition Set Name: "Urban Rhythms" (same as title)
Edition Type: Limited Edition
Edition Numbers: 1, 2, 3, etc. (up to your total)
Artist Proofs: AP 1, AP 2, etc. (recorded separately as Proofs—not counted against Piece total)
Example 3: Ceramic Artist (Open Editions)
Edition Set Name: "Blue Vessel Series" (same as title)
Edition Type: Open Edition
Edition Numbers: Each unique piece gets its own number (no set limit)
Still have questions?
Contact our import team! When you chat with us live you'll be messaging one of our real team members (no robots). You can also email us with your import questions at info@artworkarchive.com
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 guide you!
Do not delete or reorder any columns - the order is important for our import process
Transaction Records: Remember that Donated/Gifted/Sold fields create permanent transaction records. Double-check these entries for accuracy
Each column in your template corresponds to specific features in your account. When in doubt, refer to the information above on how different fields create different types of records.
Did you know?
We also offer an import service for Contact records! You can import Contacts related to your art business or art collection into your Artwork Archive by requesting our pre-made import template and filling in any relevant data.
If interested, simply reach out to our team via chat or by email at info@artworkarchive.com and we can send you the Contacts import template.
You can learn more about the Contacts import process here.
Prefer to Upload Pieces Manually?
If you'd rather upload your artwork data manually, please refer to our upload guide.