Introduction

This article guides you through all the steps needed to add an artwork from scratch, edit or delete an existing one. Here you can also find the explanations of the available fields you can use to catalog your artworks in Artshell.

Add an artwork

Step 1: Create a new tab

Click the  icon in the top right corner to open the artwork tab (the window on the right), where you can enter the artwork's information. 

Step 2: Fill in the fields

Below you can find a list of all fields in the artwork tab.

Click each section to expand and see further details:

Images

Use this field to add images to the artwork.

Click Add and select the image you wish to include in the artwork tab, then click Add again. Repeat the action if you have several images of the same work. For a more detailed explanation or if you have not yet uploaded images to the Medialibrary click here to read the dedicated article. 

Artist

This field allows you to associate an artist to the artwork. Click Choose an artist and type in the first or last name initials of the artist, then select it from the drop-down menu. If the artist has not yet been entered into Artshell click the + to create the artist tab. Click here to read the article on how to add artists.

Title, Year, Technique

Title: Add the title of the artwork.

Year: Enter the year or period in which the work was realised. You can also enter date ranges or centuries or approximations.

Technique: Specifies the technique or materials used to produce the artwork. 

Dimensions & weight

Here you can enter the dimensions and weight of the artwork. You can detail height, width, depth and diameter and use the description field to specify dimensions of more complex works such as installations, diptychs or triptychs, for which one set of fields is not sufficient.

Edition

Enter the edition number of the work, if present. 

Signature

Here you can specify whether the artist's signature is present and where it is located in the artwork.

Add tag

The Tag field allows you to create tags useful for describing works and grouping them together. Click here to read the article on tags for artworks.

ID and Status

ID: is the inventory number specific to each collection. Artshell does not assign an automatic ID to each uploaded work, this allows you to use the criteria you prefer.

Status: drop-down menu that allows you to choose between 3 different statuses for the work: Available, Reserved or Unavailable. 

Location 

With this field you can associate a work with a contact that indicates the location of the work. 

You can update the artwork valuation while maintaining the chronology of changes: if you receive a new valuation for a work you can add the new value without changing the previous one. This feature is available both for individual works and for massive updates. Click here to read how to use the History feature.

Price 

In this field you can enter the price of the work, specifying the currency, the presence or absence of VAT, and the possibility of indicating a descriptive note.

You can update the artwork valuation while maintaining the chronology of changes: if you receive a new valuation for a work you can add the new value without changing the previous one. This feature is available both for individual works and for massive updates. Click here to read how to use the History feature.

Acquisition 

You can update the price of a work while maintaining the history of changesHere you can enter the data related to the acquisition of the work. The cost, with the presence or absence of VAT, the date of acquisition, the provenance and the possibility of indicating a descriptive note.

You can update the artwork valuation while maintaining the chronology of changes: if you receive a new valuation for a work you can add the new value without changing the previous one. This feature is available both for individual works and for massive updates. Click here to read how to use the History feature.

Insurance 

Here you can enter all the details about the insurance such as the cost, the period the work is insured, who the insurer is, the policy number, and any other descriptive notes.

You can update the artwork valuation while maintaining the chronology of changes: if you receive a new valuation for a work you can add the new value without changing the previous one. This feature is available both for individual works and for massive updates. Click here to read how to use the History feature.

Evaluation 

In this field you can file the appraisal and evaluation of the work, indicating the expert and the date on which the evaluation was made.

You can update the artwork evaluation while maintaining the chronology of changes: if you receive a new appraisal for an artwork you can add the new value without changing the previous one. This feature is available both for individual works and for massive updates. Click here to read how to use the History feature.

Property and collection

You can use this field to add details about the ownership of the artwork and which collection it belongs to.

Certifications and rights

With this field you can add details of the certifications that the artwork has, whether they are special restrictions, applied by the Superintendency, resale or copyright, SIAE or photographic copyrights

Framing, packaging and quantity

Maximum dimensions: this section is useful for specifying the dimensions of the work with any support or frame, when these are not an integral part of the artwork. You can enter the height, width, depth, diameter and weight.

Conservation status: a drop-down menu from which you can select whether the state of the artwork is Excellent, Good, Fair or Very Bad. 

Packaging: here you can specify the details of the work's packaging, the dimensions of the crate, the number of packages or other descriptive notes.

Quantity: drop-down menu from which you can choose the medium. You can start typing the first few letters of the medium of interest to facilitate your selection. 

Note

Here you can enter any other notes relating to the artwork. 

Add document

Here you can add all the documents related to your artwork. 

Step 3: Save

Once you have added all the necessary details, click Save at the top left of the artwork tab.

Edit an artwork

To edit an artwork you have already created:

1. Select the artwork you want to edit to open its tab.
2. Click the  icon to access the edit mode and make the changes you want.

Duplicate an artwork

The Duplicate feature lets you quickly copy and edit artwork records, streamlining your artwork management and cataloging.

1. Click the  icon in the top right corner.
2. Select the artwork you want to duplicate.
3. Click the  icon, scroll down and select the Duplicate option. 
4. Select which information you want to be present also in the duplicated work, then click Duplicate. 
5. The duplicate work will be marked (duplicate) next to the ID to indicate that it is the duplicate and not the original work. 

Delete an artwork

If you want to delete an artwork you have to:

1. Select the artwork you want to delete.
2. Click the  icon.
3. Select  Delete.
4. If you are sure you want to permanently delete the work click Delete. If you have selected another work by mistake click Cancel.

If you want to delete a selection of artworks:

Use the Select function to select your artworks, then click the  icon, click  Delete selected and then Delete. If you have selected any works by mistake click Cancel to go back.

Here is a brief demonstration: