This guide will walk you through setting up and managing Editions in Artwork Archive. You'll learn how to create Edition Sets, add individual pieces, manage limited and open editions, and track everything in one place.
What is considered an Edition?
At Artwork Archive, an "Edition" refers to any multiple or reproduction, including printmaking, archival photograph reproductions, sculpture castings, giclée print of original paintings, and more.
Note:
This feature is available for Artist and Organization account types.
Editions vs. Runs & Reproductions
The choice between using the Editions feature and the Runs & Reproductions feature depends on the level of detail you need to record. Use the Editions feature if you require in-depth information recording, sales tracking, location management, or sharing pieces through our Private Rooms feature.
You can find more information on the differences between these features here.
Note:
Editions count toward your Artwork Archive "Piece" count and have the same functionality as original artworks in our system. Each Edition piece has full artwork functionality. You can track individual sales, generate certificates, record locations, and document exhibition history.
Creating an Edition
There are different paths to create an edition within Artwork Archive.
Option 1: Using the Editions tab
Under Artwork on the left side menu select the Editions tab. This is the main navigation area for all things editions.
Click +New Edition.
Fill out the Edition Set information, select if it is an Open or Limited Edition, and fill in any default data that you'd like for the editions to have.
Select Create Edition highlighted in blue on the bottom right corner of the screen.
Did you know?
Did you know?
You can document variations of Edition pieces after the Edition set is created.
Example Views
Internal view of an Edition Set
Public Profile view of an Edition Set
Public Profile view of an individual Edition piece
Option 2. From within a Piece Record ("Master Piece")
If you have the original artwork that your Editions are based on, you can link them together. We call this original piece the "Master Piece," and it creates a clear provenance connection between the original and the edition series.
Create or select an existing Piece record from your main Pieces page to serve as your Master Piece.
If you need additional information about creating a new Piece record, check out this tutorial.
Within the individual piece record, find the Original Editions field on the right.
Click New Edition.
Enter the name of the Edition Set, select if it is an Open or Limited Edition, then fill out the default data for new pieces added to the Edition. Clicking Populate with Master Piece data copies the original's details into those default fields as a starting point, so you are editing rather than typing from scratch.
This is a one-time copy, not a permanent link: changing the Master Piece later does not change Editions you have already created.
Click Save Edition.
Example View
Internal view of an Edition created from a "Master" Piece record
3. By Creating and Assigning to a "Master" Piece
Create or select an existing piece record from your main Pieces page.
If you need additional information about creating a new Piece record, check out this tutorial.
At the top of the screen, you'll see a Master Piece (Optional) box.
Use the drop-down menu to select an existing Piece record by typing in the name of the Piece and selecting it within the drop-down menu.
Follow the instructions to finish filling out the Edition set information.
Did you know?
Every piece in an Edition Set is a full Piece record. Click into any one of them to add a price, assign a Location, record a sale, or change its image, exactly as you would with an original. The Edition Set holds them together; the individual records are still yours to edit.
What is a Master Piece?
A Master Piece is the original artwork your Editions are made from: the plate you etched, the painting you photographed, the negative you printed. Linking your Editions to it records the relationship between the original and the series, so the provenance is clear to you and to anyone you share the work with.
A Master Piece is optional. If your Edition has no original behind it, or the original is not in your account, you can create the Edition on its own and nothing is missing.
Which path you take depends on what you already have:
If the original is not in Artwork Archive, or does not exist as a separate work, create the Edition from the Editions tab
If the original is already a Piece record, start from that record so the two are linked from the beginning
Understanding Edition Types
Limited Editions
A predetermined, fixed number of pieces (e.g., 25 prints total). Once you reach that number, no more can be created.
Number in Limited Edition: Total that will ever exist (e.g., 25)
Initial pieces to create: How many you've made so far (e.g., 10)
Note: You can always expand a Limited Edition later by editing the total number.
Initial proofs to create: If applicable, enter the total number of proofs for this Edition
Recording Limited Editions
Navigate to Artwork > Editions
Click +New Edition
Choose Limited Edition
Enter the total number to be created in the "Number in Limited Edition" field.
Enter the number you have created thus far in the "Initial pieces to create" field.
Note: If all Editions are created, these two fields should match.
You can always add or subtract more editions later on.
Enter the total number of Proofs for the Limited Edition set.
Note: The number of proofs is not included in the "Number in Limited Edition" total.
Open Editions
No predetermined limit. Create pieces as needed or as orders come in.
Initial pieces to create: How many you've made so far (e.g., 10)
Initial proofs to create: If applicable, enter the total number of proofs for this Edition
Recording Open Editions
Navigate to Artwork > Editions
Click +New Edition
Enter the total number of editions created.
Did you know?
You can create open editions of up to 1000 artworks. You can always add or subtract more editions as needed.
Proofs (A/P, PP, TP, etc.)
Pieces created during development or kept by the artist, typically not included in the main edition count.
Common types:
Artist Proof (A/P or AP)
Printer's Proof (PP)
Trial Proof (TP)
Studio Proof (SP)
Recording Proofs
Artist Proofs are recorded in Artwork Archive in the Editions feature. There are many types of proofs that can be associated with an edition. Proofs are documented but typically aren't included within the total edition count.
Proofs are listed separately from the numbered edition. Open an Edition Set and you will see a Pieces tab and a Proofs tab, so the proof count stays distinct from the edition count. Use Add Proofs at the top of the Edition Set to add more.
Note:
There is no global industry standard for naming proofs (e.g., Artist Proof may be listed as A/P or AP). Any proof associated with an Edition can be recorded as a Proof. You can specify the type of proof in your preferred format within the individual Edition piece record.
Managing Your Editions
Adding More Editions to an Existing Edition Set
Click into the Edition Set that you want to add an Edition to.
Select Add Edition on the top bar of your screen.
Select the number of editions you'd like to add to the Edition set from the drop-down menu or enter the number in the blank drop-down field.
Note:
If adding to a Limited Edition, click Edit Edition and increase the "Number in Limited Edition" field to add more editions. Save, then start at step 2.
Deleting Edition pieces from an Edition set
Click into the Edition Set that you would like to delete an Edition from.
Delete individual editions from the Edition Set by clicking the delete button to the right of the individual edition.
Important note:
Deleting piece records is a permanent act and cannot be reversed.
Viewing Editions on the Main Artwork Page
Click Artwork in the left-side menu.
In the Filter menu at the top, click on More.
Then, select Only Editions, Hide Editions, or filter by Edition name within the Editions drop-down menu.
Did you know?
You can filter Editions whenever the filter options appear, such as when creating Private Rooms, generating Reports, and more.
Manage your Editions Webinar
Ready to expand your art's reach and streamline your edition management? Whether you're already creating multiples or curious about exploring editions, this hands-on session will transform how you manage your work.
Discover how Artwork Archive's Editions feature helps you reach more collectors, build sustainable income, and present your work with gallery-level professionalism.
Are you a long time user?
If you’ve been using our Editions feature for five or more years and can’t find your Editions or Runs/Reproductions, please contact us using the chat button in the lower right for assistance.