Import artworks from an Excel file

Introduction

The Excel file import feature allows you to quickly add or update a large number of artworks in your Artshell archive.

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 will learn how to prepare the Excel file, import it correctly, and use it to update artworks already existing in the database.



Before you begin

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

  • Use only the Excel template provided by Artshell;
  • Make sure the template language matches the language of your Artshell account: if you use Artshell in Italian, use the Italian template; if you use Artshell in English, use the English template; if you use Artshell in French, use the French template;
  • Do not modify or translate the headers in the first line of the file;
  • Save the file in .xlsx format.

Important: Artshell uses column headers to correctly identify the fields to be imported. For this reason, always use the template in the same language as your account, and do not manually translate or modify the headers.


Step 1: Download the Excel template

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. If you download the template directly from Artshell, make sure your account is set to the language you'll use for the import.

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 row represents an artwork record. Fill out one row for each artwork you wish 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 consult the Add an artwork article.


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 model's language matches the language of your Artshell account;
  • 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:

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

The duration of the import depends on the number of artworks in the file and your internet connection speed.

Important

By accepting Artshell'sterms and conditions, you have declared that you have the appropriate authorization to manage all the information from Artworks that you are uploading. 



Once the import is complete

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

  • How many artworks have been imported: the number of successfully imported artworks.
  • How many artworks have been merged: the number of artworks already existing within Artshell that have been updated.
  • Errors: the number of artworks that were not imported due to errors in filling out 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 existing artworks

Advanced import isn't just for adding new Artworks —you can also use it to update multiple records that are already in Artshell.

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


How Artshell identifies an artwork

Artworks identified using the Artwork ID field.

Situation What Artshell does
The Artwork ID corresponds to an existing artwork Update the record with the data from the Excel file.
The Artwork ID does not correspond to any artwork Create a new artwork 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:

  1. Select the artworks you want to update or edit;
  2. First export the artworks from Artshell in Excel format;
  3. Copy the entire Artwork ID column from the exported file;
  4. Paste it into the import file;
  5. Fill in only the fields you want to update;
  6. 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 using the Artwork ID, you can keep your archive up to date while minimizing errors and duplicates.

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