What Are Locations in Artwork Archive?
Your artwork rarely stays in one place. A Location is any place your artwork is showing or being stored outside your own inventory, whether that is a gallery, an exhibition, a place of business, a storage unit, or a collector’s home.
Creating a Location record and assigning your Pieces to it means you can see where every piece of your artwork is at a glance, and keep a running history of everywhere it has been.
Did you know?
Assigning Pieces to Locations also feeds your Insights page. You will be able to see your top performing Locations, so you know which Location is doing the most for your art business.
How to Create a Location Record in Artwork Archive
Create a New Location from the Locations Page
Click Locations in the left-side menu
Click New Location at the top of the page
Add in the Location’s information
Click the blue Create Location button at the bottom
Create a Location While Adding a New Piece
Click Artwork > New Piece or navigate to an existing Piece and select Edit
Scroll to the bottom to the Location box
Select the Assign to Existing Location drop-down menu, or create a new Location by clicking the blue Create a new location button
Note
If you create a new Location record this way, the rest of the Location’s details, such as address and contact information, are added from Locations in the left-side menu.
Did you know?
You can connect a Contact to a Location, which is how you keep a gallery director or venue manager attached to the place your artwork is sitting. The Location record has to exist first. Once it does, open the Contact record, find Location Relation under Associations, choose the Location from the drop-down, and click Update Contact.
How to Assign Your Artwork to a Location
Change the Location of a Single Piece
When a Piece is already assigned to a Location, you can move it at any time.
Click Artwork > Pieces in the left-side menu
Click the Piece record that you want to update
Click Assign to Location
Choose an existing Location from the drop-down menu, or create a new Location record
Enter all relevant information
Click the blue Save button at the bottom
Assign Multiple Pieces to a Location at Once
If a whole group of artwork is heading to the same gallery or exhibition, move it in one pass instead of one Piece at a time.
Click Artwork > Pieces in the left-side menu
Select the Pieces you want to move
Click Bulk Actions > Assign to Location
Add or Return Inventory from a Location Record
You can also work from the other direction and manage artwork from inside the Location record itself, using Manage Inventory to add work to that Location or return it to your inventory with an end date. For the full steps, see How to manage inventory from Locations.
Did you know?
Once your artwork is at a gallery or shop, you can create a formal consignment agreement straight from that Location record. See How to Create a Consignment Report.
How to Export Your Artwork Location History
Artwork Archive keeps a record of every Location your artwork has been assigned to, so you can show a collector, a gallery, or an insurer exactly where a piece has traveled. You can export that history from either side, by Location or by Piece.
Export Location History for a Location Record
Click on a Location in your account
Select Showing History from the top bar
Open the New Report drop-down to export the complete location history for that Location as a .csv or .xls file
Export Location History for a Single Piece
Click on a Piece in your account
In the right panel, next to Location History, use the export options
How to Delete a Location Record
Click Locations in the left-side menu
Click Edit to the right of the Location you want to delete
Click the red trashcan button
Important Note
Deleting a Location is permanent. The Pieces assigned to this Location will not be deleted and will return to your Inventory.