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Organizations: Allow Artists to Upload Works Directly to your Artwork Archive Account

Give artists a private, password-protected upload page so they can add their own artwork and update their contact information in your Organization account.

Working with a group of artists on an exhibition or a new body of work? Instead of collecting images, artwork details, and bios over email, give each artist a private, password-protected upload page. Artists add their own artwork and keep their contact information current, and everything lands directly in your Organization account.

Note:

Artist submissions are available on Organization accounts only.

Turn On Artist Submissions from an Artist's Contact Record

Artist submissions are set up one artist at a time, from that artist's Contact record.

  1. Navigate to Contacts in the left-side menu

  2. Select Edit next to the artist's name

    • If they aren't in your Contacts yet, click New Contact, enter their name, and check Artist under Associations

  3. In the Enable Artist Submissions section, check Allow Piece Submissions

  4. Create a password for the artist in Submission Page Password

    Edit Contact page with Contacts highlighted in the left-side menu and the Enable Artist Submissions section showing Allow Piece Submissions checked and a Submission Page Password entered.

  5. Click Update Contact, or Create Contact if this is a new Contact

For more on adding artists to your account, see How to Create Artist Profiles in Artwork Archive (for Collector and Organization Accounts).

Share the Upload URL and Password with Your Artist

  1. Open the artist's Contact record and scroll to Allow Uploads for this Contact, which shows that submissions for this Contact are ON

  2. Click Copy to copy the Upload URL (the link to the artist's upload page) and Upload Password

    Artist's Contact record with the Allow Uploads for this Contact section enlarged, showing submissions ON, the Upload URL and Upload Password, and the Copy button.

  3. Paste both into an email or message to the artist

If the artist has their own Artwork Archive account, ask them to log in before they open the link. That way they can send Pieces they've already documented instead of entering them again.

Did you know?

Each artist has their own unique Upload URL and password.

How Artists Upload Artwork to Your Organization's Artwork Archive Account

The steps depend on whether the artist has their own Artwork Archive account. Here's what each artist will see, so you can guide them.

Important Note:

Artists can't edit artwork details after they submit, so ask them to check everything before clicking Submit Piece or Submit.

Artists Without an Artwork Archive Account

  1. Open the Upload URL (the link to the artist's upload page)

  2. Enter the password

  3. Fill in the Add New Work Below form with the artwork details and images. Title is the only required field, but the more they fill in, the more complete your records will be

    Artist upload page for an Organization showing the Update Contact Information button and the Add New Work Below form, with an Upload Work Directly From Your Account link for artists with their own account.

  4. Click Submit Piece

  5. Repeat for each artwork. Submitted Pieces appear at the top of the page under Recent Uploads

Artists With an Artwork Archive Account

  1. Log in to their Artwork Archive account

  2. Open the Upload URL (the link to the artist's upload page) and enter the password

  3. Click Upload Work Directly From Your Account

  4. Select the Pieces to send and click Add # to move them to Selected Pieces

  5. Click Submit

Artists can find the full steps in Artists: Upload artworks directly to an Organization's inventory with Artwork Archive.

How Artists Update Their Contact Information for Your Organization

Artists can come back to the same upload page later, using the link you sent, to keep their details current. That way you aren't chasing a new bio or mailing address by email. When an artist clicks Update Contact Information at the top of the upload page, they can update their:

  • Contact image (headshot)

  • Phone numbers, email, and website

  • Primary and secondary address

  • Artist bio

  • Social media links

  • Birth date and nationality

Update your contact information form on the artist upload page, with fields for a contact image, phone, email, website, address, bio, social media links, birth date, and nationality, and the Save button.

When they click Save, the changes update their Contact record in your account.

Did you know?

An artist's phone numbers, email, and addresses are always private. Visitors only see details like their bio and social media links on their Artist Profile.

Did you know?

You can keep editing an artist's Contact record after they update it, such as changing their Associations. The artist isn't notified of your changes.

Find Artwork Your Artists Have Uploaded

Submitted artwork appears on the artist's Contact record and on your Pieces page. Ask artists to let you know when they've finished uploading so you know when to review their work.

To build out each artist's details, see How to Create Artist Profiles in Artwork Archive (for Collector and Organization Accounts) and Getting started with Contacts.

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