Organizing Content: Tags and Lists

Introduction

Artshell provides two essential tools for organizing and managing your database: Tags and Lists. Thanks to these features, you can accurately and efficiently manage the content of Artshell’s main sections: Artists, Artworks, Contacts, Events, and Insights.

Tags allow you to label and group items using custom keywords. Lists, on the other hand, offer a flexible way to organize your items into “containers” defined according to criteria you choose.

For a complete understanding of these features, we recommend that you also read the article on the search bar, an essential tool for getting the most out of Tags and Lists.

The search bar

What are tags?

Tags are labels consisting of one or more terms that you can associate with artists, Artworks, Contacts, events, and insights to organize them efficiently.

Below is an example of a tag within an record :

The Role and Logic of Tags:

Tags allow you to add flexible, descriptive, and subjective metadata. To use them effectively, we recommend establishing a consistent internal logic. Here are some practical tips:

Use tags to categorize and link information in ways not already covered by Artshell’s fields. A common mistake is to use tags for information that is already stored in specific database fields. This can lead to redundancy, inconsistency, and confusion.

Avoid creating tags that duplicate existing information: For example, we recommend that you do not create tags such as the artist’s first name or last name (e.g., #Michelangelo ) . Instead, it might be helpful to create a set of tags for more abstract or thematic concepts, such as the historical period or the subject of the work.

Think hierarchically: a well-organized structure that moves from the general to the specific makes it easier to navigate and maintain the system. You can start with a general category and then narrow down your search using subcategories. Specific tags allow you to filter and find information with precision.

An example of a tag structure that goes from general to specific could be:

Historical avant-gardes > Surrealism > Women's Surrealism

A well-structured tagging system helps maintain consistency over time, even as your database grows. New tags can be easily added to existing categories. Before you start tagging, take some time to think about the main categories you want to use, considering the various aspects of your database and collection.

Set clear rules and watch out for mistakes: pay attention to uppercase/lowercase letters, singular/plural forms, and abbreviations. Check for typos and use consistent terminology to avoid ambiguity and duplication in your tagging system.

How to insert tags

Tags are added in a similar way for artists, Artworks and Contacts (for the latter two, you can also set tags using their respective Excel import files). Furthermore, for all three of these sections as well as for events, tags can be added and removed in bulk.

For insights, however, tags can only be assigned manually, one at a time.

See the related articles for more information:

What are lists?

Artshell lists are "containers" that allow you to group your items based on specific criteria you define. You can create, delete, organize, and reorder lists according to your needs.

There are two types of lists in Artshell:

Automatic lists.
Manual lists.

The Automatic lists are called that because they update in real time, based on rules and filters you define.

Here are a few examples that can help you better understand how to use automatic lists:

Using tags: With Artshell, you can organize your Contacts based on their native language.

In fact, you can assign the tag #ITA to Contacts and the tag #ENG to Contacts , and create two automatic lists containing those tags.

Any new contact labeled with one of these tags will automatically be added to the corresponding list. It’s like having a smart filter that selects Contacts on a specific criterion. This type of organization is also very useful if you use the Artshell Newsletter, so you’ll always have two up-to-date user groups to which you can send communications in different languages.

Using combined criteria: automatic playlists can also be created by combining, for example, an artist such as Giovanni Boldini with the field is:Available to maintain a constantly updated collection of Artworks by a specific artist. Alternatively, you can add the Location: to view the Artworks by the selected artist located in a specific place.

The Manual lists are static containers that do NOT update automatically. They are very useful for temporary or exclusive events such as trade shows, exhibitions, or cocktail parties, or if you want to target a specific segment of users with a communication.

Here are a few examples that can help you better understand how to use manual lists:

For Contacts: If you want to organize an exclusive event for your Contacts in Milan, you can create a manual list using the tags #VIP and #Milan, or—if you’ve filled out the address field correctly—you can combine the tag #VIPwith the address operator “Milan” in your search to immediately get a precise list of recipients for your message.

For Artworks: If you need an organized list of Artworks send to a curator, or if you’re selecting the Artworks want to exhibit at the next art fair, you can select them manually and create your own list to send.

How the lists work

Where can I find the lists?

You can access the lists by clicking on the section name (e.g., “Artists,”Artworks) in the upper-left corner of the interface.

See the related articles for more information:

How do I view the contents of a list?

In the side panel, each list displays a counter showing the number of items. When you click on a list name, the section’s content updates to show only the items in that list. The name of the selected list will appear in the top-left corner in place of the general label.

To return to the full view, click “All Artists,” “All Artworks,” etc., at the top of the panel.

How can I organize my lists?

You can reorder the lists by dragging them up or down.

Here is a brief demonstration:

How do I rename or delete a list?

Both features can be accessed viathe⋮iconto the rightof each list.

Click " Rename List" to give the list a new name, then press ENTER on your keyboard to confirm.
Click "Delete List" to delete the list.

Please note: Deleting a list is irreversible, but it does not delete the items it contains; only the list itself is removed.

Conclusions

Learning how to use Tags and Lists in Artshell allows you to organize your database in a smart way that’s tailored to your workflow. Consistent, well-planned management will save you time, making it easier to navigate, search, and communicate with your audience.

If you haven't already, we invite you to read the introductory articles to help you understand Artshell: