Beginner
Mastering Artwork Management
Learn to catalog and organize your artworks effectively with comprehensive metadata, high-quality images, and professional documentation standards using Artledge's enhanced features.
29 minutes total
10 steps
Complete artwork cataloging
1
Prepare Your Images
5 minutes
Ensure you have high-quality images ready for upload with proper documentation standards.
Detailed Steps
- Use images with at least 300 DPI for print quality and professional presentation.
- Ensure consistent lighting and neutral background for professional appearance.
- Include multiple angles: front, back, sides, and detail shots for comprehensive documentation.
- Use natural lighting when possible, avoiding harsh shadows or reflections.
- Keep file sizes under 15MB per image for optimal upload performance.
- Capture any signatures, inscriptions, or condition details clearly.
Pro Tips
- Take photos against a neutral background for consistent presentation.
- Include a ruler or scale reference for accurate size documentation.
- Capture any signatures, inscriptions, or damage for complete records.
- Use a tripod for consistent framing and sharp images.
2
Navigate to Upload Interface
1 minute
Access the enhanced artwork upload interface through the dashboard navigation.
Detailed Steps
- Go to Dashboard → Upload / Import in the sidebar navigation.
- Or click the 'Upload Cloud' button in the main dashboard interface.
- Ensure you're in the correct workspace and have sufficient storage space.
- Review the upload interface and available options before proceeding.
- Check that your browser supports the enhanced upload features.
Pro Tips
- Bookmark the upload page for quick access to the interface.
- Use the keyboard shortcut Ctrl+N for new artwork creation.
- Familiarize yourself with the drag-and-drop functionality.
- Check your internet connection for optimal upload performance.
3
Upload Multiple Images
3 minutes
Add comprehensive image documentation using the enhanced multi-image upload system.
Detailed Steps
- Drag and drop images or click to browse and select multiple files.
- Upload 3-5 images per artwork for comprehensive documentation coverage.
- Set the primary image (first image will be default, but you can change this).
- Add descriptive captions for each image to explain what it shows.
- Wait for all uploads to complete before proceeding to the next step.
- Use the image preview to verify quality and composition.
Pro Tips
- Use descriptive filenames before uploading for better organization.
- Include detail shots of signatures, condition, and unique features.
- Add installation shots for sculptures or large pieces when relevant.
- Consider the order of images for logical presentation flow.
4
Add Essential Information
4 minutes
Enter comprehensive artwork details using the enhanced form interface.
Detailed Steps
- Title: Use the official title or create a descriptive one if unknown.
- Artist: Select from existing artists or create new artist profiles on-the-fly.
- Year: Enter creation year (use 'c.' for circa dates when exact year is unknown).
- Medium: Specify materials used (oil on canvas, bronze, mixed media, etc.).
- Dimensions: Enter height, width, and depth in inches or centimeters consistently.
- Add a brief description highlighting key features and significance.
Pro Tips
- Use consistent formatting for dimensions throughout your collection.
- Include both metric and imperial measurements if needed for international use.
- Be specific about materials and techniques for accurate documentation.
- Create detailed artist profiles for better relationship management.
5
Add Comprehensive Metadata
5 minutes
Include detailed artwork information for professional documentation standards.
Detailed Steps
- Condition: Select from Excellent, Good, Fair, Poor with detailed notes.
- Provenance: Add complete ownership history if known and documented.
- Exhibition History: List past exhibitions with dates and venues.
- Publication History: Add any published references or catalog entries.
- Notes: Include any additional relevant information, restoration work, or special handling requirements.
- Attach certificates of authenticity or other relevant documents.
Pro Tips
- Document any restoration work with dates and details of work performed.
- Include certificates of authenticity and appraisals when available.
- Note any special handling requirements or conservation needs.
- Keep detailed provenance records for insurance and value purposes.
6
Create Inventory Number
2 minutes
Assign a unique identifier using your systematic numbering system.
Detailed Steps
- Use a consistent numbering system (e.g., YYYY-001, AL-2024-001).
- Include year and sequential number for chronological organization.
- Add prefix for collection type if managing multiple collections.
- Ensure uniqueness across your entire collection database.
- Document your numbering system for future reference and consistency.
- Consider adding location codes or other identifiers if needed.
Pro Tips
- Use leading zeros for consistent sorting (001, 002, etc.).
- Consider adding location codes for multi-location collections.
- Keep a master list of inventory numbers for reference.
- Use a system that can scale with your collection growth.
7
Add Tags and Categories
3 minutes
Organize your artwork for easy discovery and professional presentation.
Detailed Steps
- Style: Select from available art movements (Contemporary, Impressionist, etc.).
- Subject: Add subject matter tags (Portrait, Landscape, Abstract, etc.).
- Color Palette: Note dominant colors for visual organization.
- Size Category: Small, Medium, Large, Monumental for quick filtering.
- Custom Tags: Add any relevant keywords for your specific needs.
- Use tags that will help with future searches and organization.
Pro Tips
- Use consistent tag naming conventions across your collection.
- Add both broad and specific tags for flexible filtering.
- Consider tags that will help with future searches and reports.
- Create a tag hierarchy for better organization and management.
8
Set Artwork Status
1 minute
Choose the appropriate status for your artwork based on current situation.
Detailed Steps
- Draft: For incomplete entries that need more information.
- Published: For complete, public entries ready for viewing.
- On Loan: When artwork is loaned out with loan details.
- Sold: For sold pieces with complete sale documentation.
- Archived: For pieces no longer in your active collection.
- Update status immediately when circumstances change.
Pro Tips
- Update status immediately when it changes for accurate reporting.
- Add notes explaining status changes for audit trail.
- Use status for filtering and generating specific reports.
- Regularly review and update statuses during collection audits.
9
Add Valuation Information
3 minutes
Include current value and insurance details for comprehensive financial tracking.
Detailed Steps
- Current Value: Enter estimated current market value with valuation date.
- Purchase Price: Original acquisition cost with purchase date.
- Currency: Select appropriate currency for international collections.
- Valuation Date: When the value was last assessed or updated.
- Insurance Value: Value for insurance purposes (may differ from market value).
- Appraiser: Name of professional appraiser if applicable.
Pro Tips
- Update values annually or when significant market changes occur.
- Keep documentation of professional appraisals and valuations.
- Consider different values for different purposes (insurance, tax, sale).
- Maintain separate records for acquisition costs and current values.
10
Review and Save
2 minutes
Final review and save your artwork entry with all documentation complete.
Detailed Steps
- Review all entered information for accuracy and completeness.
- Check that all images uploaded correctly and display properly.
- Verify inventory number is unique and follows your system.
- Ensure all required fields are completed with appropriate data.
- Use the preview feature to see how the entry will appear.
- Click 'Save Artwork' to complete the entry and add to your collection.
Pro Tips
- Use the preview feature to see how the entry will appear to others.
- Save drafts if you need to complete information later.
- Double-check spelling and formatting before final save.
- Consider adding the artwork to relevant collections immediately.
Advanced Features
Explore these powerful features to take your artwork management to the next level.
Bulk Upload Capabilities
Upload multiple artworks simultaneously with batch processing.
- Upload multiple artworks at once with CSV import
- Batch edit common fields across multiple artworks
- Use templates for consistent data entry
- Automated image processing and optimization
Advanced Search & Filtering
Find artworks quickly with powerful search and filter options.
- Real-time search across all metadata fields
- Advanced filters by status, collection, location, and more
- Save and reuse search criteria for quick access
- Export filtered results in various formats
Mobile Optimization
Manage your collection on-the-go with mobile-optimized interfaces.
- Responsive design for all device sizes
- Touch-optimized controls for mobile devices
- Camera integration for direct photo uploads
- Offline capability for remote locations
Professional Reporting
Generate comprehensive reports for various professional needs.
- Custom report generation with multiple formats
- Financial summaries and valuation reports
- Insurance and appraisal documentation
- Export capabilities for external analysis
What's Next?
Now that you've mastered artwork management, continue your learning journey with these related guides.