Introduction

Managing a large art collection can be challenging, especially when it comes to cataloguing every single artwork. Artshell simplifies this process by offering you 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 allows you to independently import artworks by uploading an Excel file into the Artshell database.

In this article, you will find step-by-step instructions on how to use the Advanced Import feature.

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

Below you will find the Excel template that you can download and fill in.

Download the import excel file template:

The file is also available within Artshell on the Settings Panel () by selecting Import > Artworks > download Excel template.

Once you have downloaded the file, follow these steps:

Open the file in Excel.
The file contains a header row (DO NOT edit the headers) and a second row with example data. The header row is colour-coded based on the type of artworks information to assist you during compilation.

1. Take a moment to review all the columns in the file. If there are any that are not relevant to your needs, you can either leave them blank or delete them entirely.
2. Complete one row of information per artwork. If a field is only useful for some artworks, leave the cell blank for the others—it will not be imported into their cards. Finally, some fields require specific configuration to be imported correctly.
   Below you will find instructions on how to fill in each field.
   
   
   Detailed instructions for each field

   Artwork ID	text and number
   Title	text and number
   Year	number
   Technique	text
   Medium	text, from the medium sheet
   Height	number
   Width	number
   Length	number
   Diameter	number
   Measure size unit	text, from the size unit sheet
   Weight	number
   Measure weight unit	text, from the weight unit sheet
   Description of size and weight	text and number
   Edition	text and number
   Signature	text and number
   Tags	testo
   Status	number, from the status sheet
   Location details	text and number
   Price	number
   Price currency	number, from the currency sheet
   VAT	yes / blank cell = no
   Price notes	text and number
   Acquisition value	number
   Acquisition currency	number, from the currency sheet
   Acquisition VAT	yes / blank cell = no
   Acquisition tax label	text and number
   Acquisition day	number
   Acquisition month	number
   Acquisition year	numero
   Acquisition notes	text and number
   Insured value	number
   Insurance currency	number, from the currency sheet
   Insured	yes / blank cell = no
   Insurance period start	number
   Insurance period end	number
   Insurance policy n.	text and number
   Insurance notes	text and number
   Evaluation	number
   Evaluation currency	number, from the currency sheet
   Evaluation day	number
   Evaluation month	number
   Evaluation year	number
   Evaluation notes	text and number
   Collection	text and number
   Certified	yes / blank cell = no
   Certification description	text and number
   Rights	yes / blank cell = no
   Rights description	text and number
   Droit de suite	yes / blank cell = no
   Droit de suite description	text and number
   Authority constraint	yes / blank cell = no
   Authority constraint description	text and number
   SIAE	yes / blank cell = no
   SIAE description	text and number
   Copyright	yes / blank cell = no
   Copyright description	text and number
   Photo copyright	yes / blank cell = no
   Photo copyright description	text and number
   Framed	yes / blank cell = no
   Frame height	number
   Frame width	number
   Frame length	number
   Frame diameter	number
   Frame size unit	text, from the size unit sheet
   Frame weight	number
   Frame weight unit	text, from the weight unit sheet
   Frame description	text and number
   Conservation status	text, from the conservation sheet
   Packaging height	number
   Packaging width	number
   Packaging length	number
   Packaging size unit	text, from the size unit sheet
   Packaging weight	number
   Packaging weight unit	text, from the weight unit sheet
   Packager	text and number
   Packaging description	text and number
   Quantity	number
   Notes	text and number

3. Save the file in XLSX format, renaming it as you prefer. Do not save in any other format, as the system will not process it.

Step 2: Import the artwork file (Excel)

Once your file is ready and free from filters or formatting, you can upload it to Artshell. Follow these steps:

1. Click the  icon in the bottom left.
2. Select Import.
3. Choose Artworks.
4. Click Browse and select the file from your computer.
5. Click Import and wait for the upload to complete. The duration may vary depending on the number of artworks and your internet connection. 

At the end of the import, the system will show you a summary:

• Artworks imported:
  Number of new artworks successfully added.
• Artworks merged:
  Number of artworks matched with existing ones in your archive. New data is added to existing cards. Learn more in the next section in this article.
• Errors:
  Number of rows not imported due to errors in the file.