When you start using a new platform, you're met with a bunch of new terms, features, and tools that might be unfamiliar to you. We get it! It can be overwhelming navigating a brand new site—let alone trying to decipher all of the terms used on that site. That's why we created the Artwork Archive Glossary. We've taken all of our features, tools, and most common terms and defined them for you. All in one place!

  • Additional Files

    • This is a way to store existing files that you want to associate with a particular work of art, contact, or location. Examples could include photographs from an exhibition, multiple versions of photos of your work (sizes, resolution, etc.), press articles, commission contracts, consignment reports, gallery contracts, etc. Additional files can be found in all artwork, contact, and location records.

  • Additional Users

    • Additional users are available if you need multiple users to have access to your account. The first type is an ‘Admin user’ which has a full view and editing rights. The second type of user is ‘View Only’ and has no ability to add or edit data. Additional users can be useful for executives or stakeholders that want access but don’t need to edit information. This feature is only available for Artist Master, Collector Premier, and all Organization level accounts.

  • Artist Apprentice Plan

    • This subscription plan is for emerging artists looking to start their business with a solid foundation of tools. With this plan, you are able to upload 50 pieces and 5 location records. All reports are included in this plan as well as basic online invoicing, contact management, a Public Profile, and more. See our pricing page for more details.

  • Artist Professional Plan

    • This subscription plan is for artists running a small business and/or sharing work in galleries/retail spaces. Pieces and locations are still limited, (500 pieces and 50 locations), however, you do get more space than the Apprentice plan. The Professional plan includes features like income/expense tracking, web embed capabilities, payment processing, and more. See our pricing page for more details.

  • Artist Master Plan

    • This subscription plan is our highest-level artist plan and is great for mid-career and established artists. There is no limit for the number of pieces and locations you can upload and you’re able to add up to 3 additional users. This plan comes with advanced features including QR codes and a free data import. See our pricing page for more details.

  • Artwork Labels

  • Artwork Record

    • This refers to all recorded information about a specific piece of artwork. You can find your Artwork Records under ‘Artwork’> ‘Pieces’ in the left-hand menu. (This term is interchangeable with ‘Piece Record’).

  • Artwork Status

    • The status of an artwork changes frequently, and you need to be able to keep track of it in order to stay organized. In Artwork Archive, you can mark a Piece as Available, Reserved, Donated, Sold, Not for Sale, Gifted, Work Destroyed, Lost, or Archived for quick reference, as well as filter by these statuses when searching for Pieces in your inventory. Please note that work marked as ‘Destroyed, Archived, or Lost’ will be hidden from view.

  • Calls-for-Entry Page

    • The go-to place for artist opportunities of all kinds! Our Calls-for-Entry page is packed with upcoming exhibitions, competitions, grants, residencies, and more so you can find amazing opportunities that will excel your career. You can filter by location, type, eligibility, etc. so you can find the perfect opportunity. If you have a Call for Entry yourself, you’re also able to submit a call to be featured on the page!

  • Certificate of Authenticity

    • This is a document that should accompany every artwork you create, whether or not it sells. The Certificate of Authenticity is the number one tool in determining an artwork’s provenance, and it also declares that the work was indeed created by you.

  • Collections

    • Collections are used as a broad categorization tool in Artwork Archive. These can be a series of works or categorized by subject, genre, medium, etc. You can make a collection however you see fit for your own tracking system.

  • Competitions

    • Competitions are events where you submit work, some (or all) of the work is accepted and can win awards. All of these things are trackable within the Competition record. Note: You can distinguish between a Competition and an Exhibition when creating a new Exhibition record. You’ll be able to select ‘Competition’ from the ‘Show Type’ to create a Competition record.

  • Consignment Report

    • This is a formalized agreement between artists and galleries. Consignment reports stipulate terms and conditions of sales, address how art should be cared for, and work to start defining a professional relationship between artists and galleries. You’ll need to have your inventory assigned to a Location record before you generate a Consignment report.

  • Contacts

    • Contacts are the people associated with your art business such as collectors, clients, galleries, art consultants, etc. You can create a contact record so you have all the details whenever and wherever you may need them. You’re also able to create specific reminders for each contact to keep track and build relationships with your clients!

  • Contact Groups

    • Grouping your contacts is a great way to keep track of and organize all of the people associated with your art career. You can group contacts by Collectors, Curators, Museum Admin, Collaborators, etc. so you can easily sort and filter important information! There is no one way to group your contacts so you can customize your groups to fit your specific needs.

  • Description

    • The description field for a piece can contain any information you wish to be public alongside the image (if you choose to make your piece public). This could be a brief description of the inspiration or process behind the piece to photo credits. This field is optional and does not need to be filled out if you do not wish to do so.

  • Discovery Page

    • This is a tool used by collectors, designers, curators, galleries, architects, and buyers of all kinds to discover new artwork. It is a public resource open to anyone searching for art and is a great way for our artists to showcase their work and share who they are as an artist. Additionally, many of our Collector and Organization users utilize this tool to display their collections as a public/educational resource.

  • Editions

    • Editions are used as a set of original works produced by or under the supervision of the artist who designed it. These are images or casts that are produced to be multiples. Examples of editions include etchings, lithographs, fine art photography prints, bronze castings, etc. Editions do count toward the piece count in your plan but have all functionality of a regular piece record.

  • Exhibitions

    • This tool is used for one-off shows (either online or in real life) where your work is being shown for a specific amount of time. When creating an Exhibition record, you can also choose to create a Location record for the Pieces accepted to this show. All the Pieces in the Exhibition will be assigned to that Location for the specific start and end dates of the Exhibition.

  • Exhibition Report

    • This report is a great tool to stay organized (and impress clients) by presenting information related to an Exhibition in a professional way. Exhibition reports can include show dates, location information, and the pieces in a specific Exhibition.

  • Filter

    • The ‘Filter’ tool is key to keeping track of your Inventory. You can use this tool to find subsets of your artwork. You’re able to filter your pieces based on Status, Location, Date, Medium, Price, Size, Collections, Editions, Type, Subject Matter, and Tags.

  • Insights

    • The insights page offers valuable information so you can track the progress of your art career. You can track which gallery is selling the most, measure your production and sales over time, see the worth of your entire inventory, and view your Piece count (and more)

  • Inventory Report

    • Inventory Reports are professionally generated lists of your pieces and desired information. This is a great report to present to galleries and art dealers who want to see your available inventory.

  • Invoice

    • The Invoice feature on Artwork Archive allows you to add artworks to an invoice and seamlessly send them to your clients to get paid faster. You can set a schedule for payment installments, add custom notes and headers, and send off a branded invoice in seconds. With Artwork Archive + PayPal, you get paid directly and the sales information gets updated in your account. The general invoice feature is available on all Artist plans but Payment Processing with PayPal is not available on Artist Apprentice plans.

  • Locations

    • Locations are typically used for places where you sell your art (gallery, fair, shop, etc) and/or places you have your art stored (alternate studio, storage facility, etc). It's also a feature that helps track where your artwork is at any time and works directly with our exhibition feature.

  • Location History

    • Location History logs where your Pieces have traveled and in what galleries and locations they have been exhibited. You can view your Location History from Pieces. This will show where your artwork has been. Or, you can view Location History from Locations. This will show what pieces have been at a particular Location.

  • Master Work

    • The Master Work refers to the original artwork that your Editions can be linked to. If you have an edition that is based on original work 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.

  • My Docs

    • My Docs is the library for you to upload, store and share all of your most frequently used documents for your art business. With this tool, you can store your artist statement, bio, resume, and much more side-by-side with your art inventory, sales insights, and contact information. You can find this feature in the left-hand column.

  • Notes

    • This field is used for any additional information you’d like to record about a specific piece. We’ve seen artists use this field for everything from materials used to kiln temperatures and everything in between. This field will ALWAYS remain private even if you decide to make your piece public.

  • Original Image Files

    • All uploaded artwork images are automatically sized depending on the reports you generate and to prevent copy/theft. However, you’re always able to have access to the original high-resolution image files associated with an artwork record. To find this file, click on the specific Artwork Record and scroll down to the bottom of the page. There, you’ll see a link for your original image file as well as options to view, share, or download.

  • PayPal Integration

    • With this integration, you’ll be able to get paid online and accept payments directly through invoices. To do this, you will need to connect to your PayPal account in account settings. Payments will go directly to your PayPal account and will be recorded as payments on your invoices on Artwork Archive. Artwork Archive does not take any fee or commission from sales on the platform, but standard PayPal fees do apply and will depend on your currency and location. This feature is not available on Artist Apprentice plans.

  • Piece Picker

    • When generating reports, you’ll want to choose the pieces you’d like included. The Piece Picker is the unofficial term we use for the tool that is used to do this. It is located towards the bottom of the page when generating any report. Please be sure you add desired pieces from the Piece Picker before generating your report.

  • Piece Record

    • This refers to all recorded information about a specific piece of artwork. You can find your Piece Records under ‘Artwork’> ‘Pieces’ in the left-hand menu. (This term is interchangeable with ‘Artwork Record’).

  • Portfolio Page

    • Portfolio pages help you present a professional portfolio of selected works to potential buyers and galleries. Portfolio Pages are great when you want the artwork itself to be the main point of focus. They include one artwork per page and you’ll be able to view, share (via URL/email) and/or download these reports.

  • Private Rooms

    • Private Rooms gives you a place to easily prepare online viewing rooms to share your collection exclusively with your contacts. You can easily select your artworks and curate a collection. Then, invite your collaborators to a private online gallery of your works. Share selected artworks, create custom collections, and get more done. You can even add a passphrase to your private room to protect your collection behind a key phrase that you give to your client.

  • Public/Private Status

    • By default, all of your data uploaded to your account is private. So, when uploading an artwork record, it automatically has ‘Private Status’. To make a Piece public, click the gray Not Public box to the far right of your Piece. The box will turn blue when made Public. Your changes will automatically save.

  • Public Profile

    • Your Public Profile is an easy and professional way to showcase your work and share who you are as an artist. It's a great way to gain additional exposure, boost to SEO, and is an invaluable asset for any artist looking to grow their business. It’s also linked directly to your inventory, so you never have to worry about separately updating the works on the Profile. By activating your Public Profile, you also become part of our Discovery network where collectors, buyers, and art lovers of all types search for art. Interested buyers can contact you directly through the "Inquire" button and contact you about your artwork.

  • Public Profile URL

    • This is the URL that will be connected to your Public Profile. You can easily edit the name of your URL to reflect your brand so clients get the right impression.

  • QR Codes

    • Short for Quick Response, QR codes are a type of barcode easily readable with digital devices like smartphones. They store information about the item to which it is attached. In Artwork Archive, you have access to two types of QR codes. You can create QR codes for your own inventory purposes with QR Code Internal Links. They will lead back to your private artwork records when scanned (must be logged in). You can also create QR Code Public Page Links that will provide the public, a gallery, or a potential buyer with more information about the artwork when scanned. These links lead back to the public page of your artwork and can be scanned by anyone with the QR code.

  • Quick Edit

    • This tool helps you quickly edit an artwork. To access the Quick Edit, hover over the artwork record in the list or tile view and click the pencil icon.

  • Revenue/Expense Report

    • This report is used to track all income and expenses associated with your art business. Please note this feature is not available on the Artist Apprentice plan.

  • Sales Links

    • Buyers can purchase a piece directly from your Public Page when you add a sales link from your online storefront (i.e. Shopify) to your Public Pieces.

  • Sales Record

    • A Sales Record is where you record all information pertaining to a sale of an artwork. You can include the contact record for the client who purchased the piece, the location it was purchased from, and other additional information important to your record keeping.

  • Sales/Donations Report

    • This report can be generated to get an overview of your art business income for tax season and beyond. Sales Reports list the sale dates, title, values, and sale info for each piece sold, as well as your Sales Totals, including pieces sold, total price, net total, and taxes. Sales are also broken down by Location and Buyer, so you can get a more accurate picture of your art business and use these insights to strategize for future sales.

  • Sort

    • Use this tool to arrange the order in which your artwork is displayed. You can choose the ‘Sort’ order by clicking on the drop-down menu located in the top-right hand corner of your page.

  • Tags

    • Tags are specific descriptive keywords you can add to your artwork to help categorize and group your artworks when searching or filtering your inventory. You can add tags when you enter an artwork record into the system or when you edit that piece record.

  • Tear Sheet

    • Similar to an Inventory Report, a Tear Sheet is a great report to present to galleries, art dealers, etc. who want to see your available inventory with more artworks and smaller thumbnails of your artwork per page.

  • Web Embed

    • Your Artwork Archive public profile can be installed on virtually any website using the universal embed code. The embed code is the JavaScript code that loads and displays the Artwork Archive public portfolio on your existing website, typically where you want to display your available and past works. (Think of where you want to put your online portfolio). To embed your public portfolio, you will paste your custom Universal Embed Code into your website on the exact page and location that you want your portfolio to appear. Here are further step-by-step instructions for those using SquareSpace or Wix.

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