Importing artworks via Excel file

Introduction

Managing a large art collection can be challenging, especially when it comes to cataloging every single piece. Artshell simplifies this process by offering two solutions to efficiently import your collection:

• Our Concierge Service: a team of experts will take care of everything for you. Click here to learn more about the Concierge Service.
• Advanced Import: a tool that lets you import Artworks your own by uploading an Excel file to the Artshell database.

In this article, you'll find step-by-step instructions on how to use the advanced import feature.

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

Below is an Excel spreadsheet template that you can download and fill out.

Download the Excel template for importing Artworks :

After downloading the file, follow these steps:

Open the file in Excel.

The file consists of a first header row—the headings of which MUST NOT be modified —and a second row containing sample descriptions. The first header row is color-coded to distinguish between different types of information and make it easier to fill out.

1. Take a moment to review all the columns in the file. If there are any columns you don't need, you can choose to leave them blank or delete them entirely from the file.

2. Each row in the Excel file corresponds to a record . Fill out one row of information for each work you want to upload, following the header row. If a field is relevant only to certain Artworks, you can leave the cell blank for the others—it will not be imported into their record. Finally, some fields require a specific format to be imported correctly.

   Below are instructions on how to fill out each field.

   
   

   
   

   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

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3. Save the file in XLSX format and rename it as you like. Do not save the file in any other format, as the system cannot process it.

Step 2: Import the Artworks Excel) file

Once you’ve prepared your file—making sure it doesn’t contain any filters or formatted elements—it’s time to upload it to Artshell. Follow these steps:

Once the upload is complete, the system will display a brief summary of the import:

• How many Artworks been imported:

  That is, the number of Artworks successfully.

• How many Artworks been combined:

  That is, the number of Artworks the system recognized as already existing in Artshell and, for this reason, merged the newly uploaded data into record existing record .

• Errors:

  That is, the number of Artworks were not imported due to errors in the data entry.

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.

Subsequent imports

You can import data via Excel files multiple times in Artshell, both to add new Artworks to update Artworks in your database.

During subsequent imports, the system checks whether the Artworks the Excel file match existing records , in order to avoid duplicates and ensure that the data is updated correctly.

How Artshell identifies and links Artworks

Artworks identified using the Artwork ID field.

If the Artwork ID field is filled in, the system checks whether a record with the same identifier already exists.

• If a match is found, the data in the Excel file is used to update the existing record . (See the next paragraph.)
• If no match is found, the system will create a new record .

How is data handled during the merger?

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.

Artworks update multiple Artworks

If you need to update a large number of Artworks in Artshell, we recommend that you do not manually enter the artwork IDs in the import file. You can speed up the process by following these steps:

1. Select the Artworks want to update or edit;
2. Export these Artworks Excel;
3. Copy the entire "Artwork ID" column from the exported file;
4. Paste it into the "Artwork ID" column of the Excel import file;
5. Fill in only the columns corresponding to the fields you want to update or add;
6. Upload the updated file using the import feature.

This way, you use the Artwork IDs already in the system, reducing the risk of errors or duplicates and making the update process much faster and more efficient.

Conclusions

Importing via Excel is a powerful tool that allows you to quickly and efficiently manage even large volumes of Artworks. By using the Artwork ID correctly and following the best practices outlined, you can keep your library up to date and organized, minimizing errors and duplicates.