Introduction

Artshell provides two fundamental tools for organising and managing your database: Tags and Lists. By using these features, you can efficiently manage the content of the main sections in Artshell: Artists, Artworks, Contacts, Events, and Insights.

Tags allow you to label and group elements with customised keywords, while Lists offer a flexible system to organise your elements into “containers” based on parameters you define.

To fully understand and make the most of Tags and Lists, we recommend reading the article dedicated to the Search Bar, which is essential for effectively using both tools:

The Search Bar

What are tags?

Tags are labels made up of one or more terms that you can assign to artists, works, contacts, events, and insights to help organise them more effectively.

Below is an example of tags applied to an artwork tab:

tags eng.png

Purpose and logic of tags:

Tags are ideal for adding flexible, descriptive, and subjective metadata. We recommend establishing an internal logic for how you use tags in your database.

Here are some key points and tips to help you create an organised tagging system:

Use tags to classify and connect information in ways not already handled by Artshell's built-in fields.

Avoid redundancy: do not create tags that duplicate existing information: For example, avoid using tags like #Michelangelo for artist names that are already present in specific fields. Instead, consider tags for abstract or thematic concepts, such as the artwork's historical period or subject matter.

Consider the balance between specificity and hierarchy.
Hierarchy makes navigating your database more intuitive. You can start with a general category and then refine your search through subcategories. Specific tags allow you to filter and find information with precision.

An example of a tag structure from the general to the particular could be:
Historical avant-gardes > Surrealism > Female surrealism

A good tag structure helps maintain consistency over time, even as your database grows. New tags can easily be added to existing categories. Before you start archiving, take some time to think about the main categories you want to use, considering the different aspects of your database and your collection.

Establish clear rules and watch out for typos: pay attention to upper/lower case, singular/plural and abbreviations. Check for typing errors and use a uniform language to avoid ambiguities and duplications in your tag system .

How to add tags

Adding tags is done in a similar way for Artists, Artworks and Contacts (for works and contacts, tags can also be added via Excel import files). Tags can also be added or removed in bulk for these three sections, as well as for events.

For insights, tags must be added manually, one at a time.

For more details, see the dedicated articles:

What are lists?

Lists in Artshell are “containers” that let you group items based on specific criteria you define. They can be created, deleted, reordered, and organised to suit your workflow.

There are two types of lists in Artshell:

Automatic lists.
Manual lists.

Automatic lists are so called because they update in real time based on predefined criteria.

Here are some examples that may help you better understand how you can use automatic lists:

Using tags: with Artshell you can organise your contacts according to their native language.
You can assign the #ITA tag to Italian speaking contacts and the #ENG tag to English speaking contacts. Then create two automatic lists using these tags.
Any new contact tagged #ITA will automatically be included in the Italian list — and the same applies for #ENG. It's like having an intelligent filter that selects contacts according to a specific criteria. This type of organisation is also very useful if you use the Artshell Newsletter so that you have two pools of up-to-date users to whom you can address communications in different languages.

Using combined criteria: automatic lists can also be built using multiple filters. For example, you might combine an artist name such as Boldini Giovanni with the filter is:Available to keep an updated list of available works by that artist. Another option is to add the function Location: to see only available works in a specific place.

Manual lists are static containers that do not update automatically. They're especially useful for temporary or exclusive events (e.g. art fairs, exhibitions, or private viewings) or when you want to communicate with a specific group of users.

Here are some examples to help you better understand how you can use manual lists:

For contacts: if you want to organise an exclusive event event for your VIP contacts in Milan, you can create a manual list using the tags #VIP and #Milano. Alternatively, if you've filled in the address field correctly, you can combine the #VIP tag and the Address: Milano sto quickly generate a targeted recipient list.

For artworks: if you need an ordered list of works to send to a curator, or if you are selecting works that you want to exhibit at the next fair, you can select them manually and create your own list to send.

How lists work

Where can I find the lists?

Lists are accessible from the top-left corner by clicking on the section name (e.g. "Artists", "Contacts", "Events", "Artworks").

lists eng.png

How do I view the contents of a list?

Each list in the panel displays a counter showing the number of items it contains.
By clicking on a list, the contents of the section will be replaced by the items in that list. The list name will also appear in the top-left corner, replacing the main section title.

To go back to the general list of all items, use the “All Artists”, “All Contacts”, “All Events” or “All Works” button at the top of the list panel.

How can I organise my lists?

You can reorder lists by simply dragging them up or down within the list pane.

Here is a brief demonstration:

ordine liste eng.gif

How do I rename or delete a list?

Both functions are accessible from the  icon to the right of each list.

Click Rename list to give the list a new name and press ENTER from the keyboard to confirm.
Click Delete List to remove it permanently.

Beware: Deleting a list is irreversible. However, the items within the list will not be deleted, only the list itself.

Conclusions

Mastering the use of Tags and Lists in Artshell allows you to organise your collection in a flexible, efficient, and tailored way.

A well-structured tagging and listing system will save you valuable time and simplify both navigation and searching across your database. Don't hesitate to experiment with different combinations to find the best organisation method for your workflow.