Introduction
With Artshell, showcasing your artworks to the right audience is fast and fully customizable.
You can share your artworks via a direct link or email, or export them as PDF or Excel files. Each sharing and export can be tailored to your needs—choose exactly which details from the artwork records to include, with complete control.
Each sharing option includes toggle switches (), which you can turn on or off to include or exclude specific features and details.
Watch the short explainer video below:
Select artworks for export and sharing
Exporting and sharing begin with selecting the artworks.
Expand the box below to review how to use the “Select” function:
- Click the checkmark icon in the top right.
- Click artworks to select them. Selected artworks will display a black checkmark, and the green counter at the top will update accordingly.
- Click the green counter to view only the selected artworks.
- Use the hand icon to drag and reorder artworks— this sets the order in which they will appear in the export.
For more detailed guidance, see the article Introduction to the Artwork section.
Once artworks are selected, the Manage panel appears automatically on the right, offering all available export and sharing options.
If the panel doesn't appear (e.g., due to a small screen size), click the circled three dots icon in the top-right:
This article focuses on the first option, Export ().
You can:
Share artworks online
After selecting the artworks you want to share, choose between Link or Email.
Click the boxes below to expand the details:
The share via Link feature allows you to share the selected artworks through a public link, accessible to anyone who has the URL.
In the Manage panel, click Export, then choose Link under the Sharing options.
Use the left-hand panel to explore the different customization settings. A live preview of your link appears on the right as you make changes. If your screen size is small, click the Open preview button at the bottom.
Overview of options:
Settings
Select the language, customize the textual content (title and intro text), and choose which elements to include—such as an “Inquire” contact button for each artwork, your logo, and if applicable, the specific office location configured in your Organisation venues.
Link style
Customize layout, cover background, title style, and artwork arrangement.
Metadata
Enter the title, description, and preview image that will appear when your link is shared on chats, social media, or other websites.
Artwork data
Use the toggles to enable or disable specific fields (such as acquisition, rights and restrictions, etc.). This allows you to choose which information from the selected artworks to include in the link. In addition, with the View on Wall toggle, you can include the View on Wall display for the selected artworks where this feature has already been configured.
Price
Use the switch to include all pricing information. If needed, you can customise the amount and currency for each artwork without altering the original value stored in the artwork’s card. Activate the second switch to include the price notes, finally use the last switch next to each artwork to display “+ VAT”.
Images & videos
Choose which images (cover or secondary) and videos to include, either via toggle or by manually selecting specific media.
Folders
Select which folders and their attachments include in link.
Files
Select which files you want to include in the link. Next to each file, you will see an icon indicating the file type, such as Word, PDF, Excel, etc.
Once done, click Export at the bottom to generate your shareable link.
If you prefer to send artworks by email, from the Manage panel, click Export, then select Email under Sharing options.
Customize your email:
Settings
Choose which elements to include, such as your logo at the top of the email and — if you’ve set up multiple venues — the specific office to display in the email footer.
Artwork data
Use toggles to enable or disable specific fields (e.g. acquisition, rights and restrictions). This lets you decide which information to include in the email.
Price
Use the switch to include all pricing information. If needed, you can customise the amount and currency for each artwork without altering the original value stored in the artwork’s card. Activate the second switch to include the price notes, finally use the last switch next to each artwork to display “+ VAT”.
Images and videos
Choose whether to include cover images and additional media. You can personalize selections by clicking directly on the listed images or videos.
Folders
Select which folders and their attachments include in link.
Files
Select which files you want to include in the link. Next to each file, you will see an icon indicating the file type, such as Word, PDF, Excel, etc.
Click Create Email Draft in the bottom right to start composing your message.
Enter the recipient, sender, subject, and then the body text where prompted ("Insert your text here...").
Use the formatting menu as shown in the reference image.
If the sender’s address is missing or not selectable, check that it has been added and enabled in the Email Settings section.
When all fields are completed, click Send Email.
Export artworks
Documents
After selecting the artworks, choose the type of document to generate.
Click the boxes below to expand each option:
Generate a detailed document with images and information about the selected artworks. This is the most comprehensive format — ideal for proposals to interested clients, curatorial insights, materials for publications, etc.
Settings
In this section, you can configure the main options for your export file:
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Document name, language, and font:
Enter the title of the document, select the language, and choose the font to be used for the text. -
Image quality:
Choose whether the images should be in high, medium, or low resolution, depending on the intended use of the file:-
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Low: recommended for internal use, to keep the PDF file size small.
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Medium or high: ideal for materials to be shared externally or for print, to ensure the highest quality and best presentation of the artworks.
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Page orientation:
Choose between landscape or portrait, depending on your preferences or content. -
Additional elements:
Decide which elements to include in the file, such as:-
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The “View online” button, which allows users to open, zoom in on, and share the artworks online.
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Page numbers on each sheet of the document.
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The organization’s logo, to be displayed at the bottom of each page.
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If you’ve configured multiple venues in the Organization venues section, select the specific venue to be shown in the document.
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Artwork data
Use toggles to enable or disable specific fields (like Acquisition, Rights and Restrictions, etc.).
Price
Use the switch to include all pricing information. If needed, you can customise the amount and currency for each artwork without altering the original value stored in the artwork’s card. Activate the second switch to include the price notes, finally use the last switch next to each artwork to display “+ VAT”.
Images and videos
Choose whether to include cover and secondary media. You can click directly on images or videos to include or exclude them.
Folders & Files
Select which folders and attachments to include. The same applies to individual files.
Once you've configured everything, click Export at the bottom right.
Settings
Choose the document name, language, and font. Customize the page content, such as adding a QR code to view artworks online, a sequential number next to each artwork, and whether to include your logo and contact details in the footer (if your office contact info is missing, configure it in the Organisation venues section).
Artwork data
Use toggles to enable or disable specific fields (e.g., acquisition, rights and restrictions).
Price
Use the switch to include all pricing information. If needed, you can customise the amount and currency for each artwork without altering the original value stored in the artwork’s card. Activate the second switch to include the price notes, finally use the last switch next to each artwork to display “+ VAT”.
Once you've configured everything, click Export at the bottom right.
Settings
Enter the document name and select a template if available.
Choose the elements to include:
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- Signature: Add signature spaces for sender and recipient.
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Billing Info: Include billing details for both parties.
Note: Make sure the Billing info field is correctly filled in the contact records.
Logo and Footer
Whether to include your logo and contact details (if you cannot find the contact details for your office, configure them in the Organisation venues section)
Artwork data
Use toggles to enable or disable specific fields (e.g., acquisition, rights and restrictions).
Price
Use the toggle to include price and, if needed, customize the amount and currency per artwork. Enable the second toggle to show “+ VAT”.
After configuring the information, click the Preview Document button at the bottom right.
Enter the sender and recipient details — if they’re not listed in the dropdown menu, click + Create new contact. Enter the date manually or select it from the calendar, and fill in the location. If necessary, add any additional text where prompted Insert your text here...
Once you have filled in all the items, you can choose to save the document as a template by clicking the Save Template button, or export it by clicking the Export button.
- Click Save Template at the bottom.
- In the box that appears, enter the name of the new template, then click Create Template. Click Cancel to go back and continue editing the consignment document.
Saved templates are found under Consignment Templates in the Settings Panel ().
Settings
Enter the name of the document and choose the language. You can also decide whether to include a space for the artist's signature (useful if you are the artist yourself or manage the archive of a living artist). The document will always include a space for your organisation's signature by default (Click here to manage your organisation's name). Choose whether to show your logo and contact details in the footer, also select the location (if you have set up more than one in the organisation's venues section).
Artwork data
Use toggles to enable or disable specific fields (e.g., Technique, Edition, etc).
Price
Use the toggle to include price and, if needed, customize the amount and currency per artwork. Enable the second toggle to show “+ VAT”.
After you’ve configured the content to be shared, click the Preview Document button at the bottom right.
Other formats
- Settings: Name the document and select the language.
- Excel Sheets: Use toggles to include sheets like Location History, Folders, etc.
Click Generate Excel once ready.
Export artworks into printable labels — ideal for transport, wall texts during exhibitions, or art fairs.
Settings
Enter the document name, language and text font. Choose the label type (image, no image, or QR code for online viewing) and the elements it should contain such as adding a sequential number next to each work. Also choose whether to include your logo and contact details below each label (if you can't find the contact details of your venue, set it up in the Organisation venues section).
Artwork data
Use toggles to enable or disable specific fields (e.g., Technique, Edition, etc).
Price
Use the switch to include all pricing information. If needed, you can customise the amount and currency for each artwork without altering the original value stored in the artwork’s card. Activate the second switch to include the price notes, finally use the last switch next to each artwork to display “+ VAT”.
After completing your settings, click Export at the bottom right.
Settings
Enter document name and language. Choose the type of code (Public, Private, Barcode) and whether to include an “Inquire” button in the linked web page.
Artwork data
Use the switches to enable or disable specific fields (such as Technique, Edition, etc.). This allows you to choose which information of the selected artworks you want to include in the web page to which the QR code links.
Price
Use the switch to include all pricing information. If needed, you can customise the amount and currency for each artwork without altering the original value stored in the artwork’s card. Activate the second switch to include the price notes, finally use the last switch next to each artwork to display “+ VAT”.
Images and videos
Use the toggles to choose whether to export cover images and secondary images or videos. If you prefer, manually select which media to include or exclude by clicking on them.
Folders & Files
Select which folders and attachments you want to include. The same applies to individual files.
Once you've configured everything, click Export at the bottom right.
Where to find generated Exports
All exports generated can be found in the Exports section, accessible via the @ icon in the left sidebar menu.
In addition to the Exports section, links can also be viewed and managed directly from the artwork card by clicking the green Online button. However, the editing options available from here are limited: you can only copy or delete the link.
Within the Exports section, all exports are sorted by creation date, starting with the most recent. Each export displays:
- The title of the export;
- The type: whether it is a Link, an Excel file, an Artwork sheet, etc.;
- The number of items (artworks, events, contacts, etc.) it contains;
- The date and time of creation;
- The time remaining before it expires.
Clicking on an export allows you to view additional details and perform several actions, such as:
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Synchronize the link. |
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| Copy the link. | |
| Open the link in a new window. | |
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Edit the initial link configuration; Rename the link; Remove the expiry date; Delete the link. |
Link synchronisation
It may happen that, after publishing a link, you notice a typo (for example, a spelling error) or that some information needs to be updated due to external changes. With the Synchronize function, you can update the shared link without having to generate a new one.
Depending on the type of update required, you can proceed either from the artwork card or from the Exports section.
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From the artwork card
Use this option if you need to correct or update information that was already included when the link was first created.
- From the Exports section
Use this option if you forgot to include a field when generating the link, particularly if it concerns content within the Details tab. Synchronisation does not apply to fields that were not originally included in the link.
In these cases, click the icon, then select Edit configuration. Add the missing fields by selecting them or toggling the switches, then click the black Synchronize button in the bottom right corner. To finalise, click the white Synchronize button, as shown in the example image.
It is not possible to synchronise documents (PDF or Excel), since these are static files.
Cancel the expiration date
Every type of export—whether an Excel file, link, or document—expires by default after 5 months. If you want your export to remain available for longer, remember to cancel the expiration date in the Exports section. Once the expiration date has been cancelled, it cannot be reset.