Import Artworks an Excel file

Introduction

The Excel file import feature allows you to quickly add or update a large number of Artworks your Artshell library.

This is the ideal solution if you already have a digital archive and want to avoid manually entering individual records . If, on the other hand, you’d prefer to have the Artshell team handle the import, you can request the Concierge Service or the Data Migration service (contact the Sales team to learn more).

In this guide, you'll learn how to prepare the Excel file, import it correctly, and use it to update Artworks in the database.

Before You Begin

To use the advanced import feature correctly, you must keep the following in mind:

Use only the template file provided by Artshell;
Fill out the file in .xlsx format;
Leave the header row unchanged for now.

Step 1: Download and fill out the Artworks import file Artworks Excel)

You can download the Excel template in two ways:

directly from this article, right here: DOWNLOAD THE EXCEL FILE;
From the Settings panel → Import → Artworks Download the Excel template.

Open the file in Microsoft Excel or a compatible program (such as Google Sheets).

Step 2: Compile the file

The template consists of two opening lines.

Riga	Contents
First line	Contains the column headers. Do not modify this.
Second line	It contains code examples that you can use as a reference. You can delete it before importing.

Tips for filling out the form:

• Notes on columns: Hover over the column headers to view the notes.

• Sample line: You can keep the second sample line while you're filling out the form and delete it only after you've entered your Artworks. This will allow you to refer to the sample descriptions if you have any questions.

Each subsequent line represents a record . Enter one line for each work you want to import.

Take a moment to review the columns in the file. If a piece of information is not available or not relevant, you can leave the corresponding cell blank.

For a detailed description of all available fields, you can also refer to the article Add a work.

Read the instructions for filling out the form in more detail

Artwork ID	text and number
Title	text and number
Year	number
Technique	text
Medium	text, from medium-weight paper
Height	number
Width	number
Depth	number
Diameter	number
Units of measurement	text, from a worksheet on units of measurement
Weight	number
Units of weight	text, from a sheet of paper; unit of weight
Dimensions and Weight	text and number
Edition	text and number
Signature	text and number
Tags	text
Status	text, from a government document
Location details	text and number
Price	number
Currency price	number, from currency sheet
VAT	"Yes" or an empty cell means "No"
Notes on the price	text and number
Acquisition cost	number
Acquisition currency	number, from currency sheet
VAT Collection	"Yes" or an empty cell means "No"
Type of taxation	text and number
Acquisition Date	number
Month of acquisition	number
Year of acquisition	number
Acquisition Notes	text and number
Insurance value	number
Insurance premium	number, from currency sheet
Insured	"Yes" or an empty cell means "No"
Insurance start date	number
Insurance expiration date	number
Policy number	text and number
Insurance Notes	text and number
Evaluation	number
Rate this review	number, from currency sheet
Valuation Date	number
Evaluation Month	number
Assessment year	number
Grading notes	text and number
Collection	text and number
Certified	"Yes" or an empty cell means "No"
Certificate issued by	text and number
Rights and Restrictions	"Yes" or an empty cell means "No"
Description of Rights and Restrictions	text and number
Resale right	"Yes" or an empty cell means "No"
Description of the resale right	text and number
Listed by the Department of Cultural Heritage	"Yes" or an empty cell means "No"
Description of the Superintendency's restrictions	text and number
SIAE	"Yes" or an empty cell means "No"
SIAE Description	text and number
Copyright	"Yes" or an empty cell means "No"
Copyright Notice	text and number
Photo credit	"Yes" or an empty cell means "No"
Photographer's copyright notice	text and number
Framed	"Yes" or an empty cell means "No"
Frame height	number
Frame width	number
Frame depth	number
Frame diameter	number
Frame dimensions	text, from a worksheet on units of measurement
Frame weight	number
Unit of measurement for frame weight	text, from a sheet of paper; unit of weight
Frame description	text and number
Condition	text, from the conservation sheet
Package height	number
Package width	number
Packaging depth	number
Packaging unit of measure	text, from a worksheet on units of measurement
Packaging weight	number
Unit of measurement for package weight	text, from a sheet of paper; unit of weight
Logistics company	text and number
Packaging description	text and number
Quantity	number
Notes	text and number

Before importing

Before uploading the file, make sure that:

the column headers have not been changed;
the file is saved in .xlsx format;
there are no filters;
there is no formatting (bold, italics, colors, links, etc.).

Step 3: Import the file

Once the file is ready—and does not contain any filters or formatted elements—it's time to upload it to Artshell. Follow these steps:

Click the icon in the lower-left corner to open the settings.
Select the " Import" option.
Select Artworks.
Click the " Browse " button and select the file you want to import from your computer.
Click the "Import " button and wait for the file to upload.

The duration of the import depends on the number of Artworks the file and the speed of your Internet connection.

Important:By accepting Artshell’sterms and conditions, you confirm that you have the appropriate authorization to manage all information Artworks are uploading.

Once the import is complete

Once the upload is complete, Artshell displays a summary showing:

Number of Artworks : The number of Artworks that Artworks Artworks successfully.
Number of Artworks : The number of Artworks present in Artshell that have been updated.
Errors: The number of Artworks were not imported due to errors in compiling the file.

If Artworks or errors are detected during the import, a "Download Report" button will appear, allowing you to download an Excel file summarizing the Artworks and any errors.

Update Artworks

You can also use the same procedure to update Artworks that are Artworks in your archive.

During subsequent imports, Artshell automatically checks whether each line in the file corresponds to an existing record , preventing the creation of duplicates.

How Artshell Recognizes a Work of Art

Artworks identified using the Artwork ID field.

Situation	What Artshell Does
TheArtwork ID matches a work that already exists	Update the record with the data from the Excel file.
TheArtwork ID does not correspond to any artwork	Create a new record .
The " Artwork ID " field is empty	It cannot verify whether the work exists and creates a new record, which risks generating duplicates.

Important!If the Artwork ID field is left blank, the system cannot recognize any Artworks and will create new records, which may result in duplicates.

How the data is updated

When a work is identified as already existing, Artshell updates the record the following rules:

Empty fields: these are populated with the values from the Excel file;
Pre-filled fields: these are overwritten with the new values from the Excel file;
Tags: Only tags that are not already present in the record are added.

This feature allows you to use the import function as a tool for bulk updates, ensuring that your database data remains consistently up to date.

Tip

If you need to update a large number of Artworks , you can speed up the process by following these steps:

Select the Artworks want to update or edit;
First, export the Artworks Artshell in Excel format;
Copy the entire " Artwork ID " column from the exported file;
Paste it into the import file;
Fill in only the fields you want to update;
Perform a new import.

This way, Artshell will be able to correctly recognize Artworks and update them without creating duplicates.

Conclusions

Importing via an Excel file is the fastest way to add or update large numbers of Artworks.

By filling out the file correctly and usingthe Artwork ID, you can keep your archive up to date while minimizing errors and duplicates.