An introduction to Private Views and the Artlogic app

Last edited: 29 May 2026 15:16

There are two ways to view Private Views: through Private View and the Artlogic app. This guide will focus on Private Views but will also explain how these work in the Artlogic app.

Private Views and the Artlogic app

1. Private Views

   These are URL links to web pages that open in your clients' browsers. You can create these from the database (app.artlogic.net/accountID) using your choice of artworks. You can then use these links as sales presentations to send on to your clients in emails, offer emails, newsletters and/or text messages etc. 

   The URL links generated will be unique and unguessable and will look something like this: https://privateviews.artlogic.net/2/dbbfc0434c09ad5995232d/

2. Artlogic app 

   Our app for iPads and iPhones is a wonderful tool for presenting your inventory on your mobile device. The app also works offline, making it an excellent tool for sales emails and a popular choice at art fairs.
   
   You can share your Private Views  to your Artlogic app via the App Section of your Artlogic database. Go into the Private Views you want to share and and under App Synchronisation, toggle on Synchronise to iPads/iPhones.
   
    

   
   
   There are two types of Private Views you can share to the Artlogic App:

   • Custom Private Views - This functionality allows the Private View you have created in your Artlogic database to be synchronised to your Artlogic app.
   • Automatic Artist Private Views - This feature enables you to synchronise automatically generated Private Views of your artists. 

Create Private Views

If you are an Admin user in your account, please make sure to visit Other > Admin > Preferences > Core preferences > Private Views and review the settings available to you.

For example, the name of your organisation will display at the top left of your Private Views link. This can be overridden via the Default gallery name (displayed in header) field. 

Note: Private View can include up to 200 artworks.

There are two ways to create a Private View record in your Artlogic Database:

Option 1

1. Go to Artworks > Flag records > Find flagged > Select Create... > Create a Private View.
2. Title your new Private View record and select a sort option.
   
3. Select to either:
   • Visit the edit screen for the new Private View in a new window.
   • Visit the Private Views list screen in the opening window.

Option 2

1. Create your Private View record first by going to Artworks > Private Views > All.
2. Select New record.
3. Add a title and your chosen artwork records.
   
4. Select Continue.
5. To further customise your Private view, see the guidance below.

Customise your Private Views link

Add Artworks and Installation views

Click the Add items button to add Installation views (records of an artist's exhibition/s found by going Artworks > Views > Installation views) to your Private View.

Remove items

To remove items, check the tick boxes of the items you wish to clear and click Remove selected items from the drop down menu.

Artwork settings

Use this section to determine whether your Private View should show Availabilities dots (simplified to red, yellow, and grey) and additional descriptive and financial information.

Items to show

Additional information, for example, Provenance or Literature, will only display if there is data entered into those fields in the Artwork record's Provenance/Exhibitions... tab.

Prices

Use this section to determine what pricing information to display. Artworks on the Margin scheme will display the Selling price regardless of the 'Prices' setting.

Price labels

• Automatic: This option will use the labels applied to the specific tax status of your individual Artwork record/s (found in your artwork record's 'Financial' tab).
  To customise these labels, please go to your tax statuses (Accounts > Value lists > Tax statuses) to edit these.
• Custom: This label will apply to all the artworks in your Private View.

Custom text for ex-inventory or unavailable works e.g 'Sold'

• This option allows you to control how these artworks are advertised to your recipients and is fully customisable.
• Use Other > Admin > Preferences > Core preferences > Private Views > Status and Availability to determine what is considered 'unavailable' in your database.

Show framing/extras pricing

This option will display the information entered into the Financial tab of your Artwork record.

Header Image/Background

This section allows you to add an introductory header at the top of your Private View, using the Title as a Heading and allowing for an additional Subheading.

1. Add an image or a colour for the Heading and Subheading background.
2. If you have used an image, use the Set focalpoint feature to specify which area in your image is prioritised.
3. Customise your Heading and Subheading text colour to work best with your choice of background.

Appearance

This section allows you to further customise how your Private View looks.

Dark theme

Toggle Dark theme on and off to see how the theme changes the look of your Private View.

Layout

• Adjust the columns of the grid to complement your artworks
• Activate Display images as tiles for a more visually effective display.
• If you have displayed images as tiles, you can choose to Display captions as image overlay for a more minimal layout.
• Caption overlay theme gives you the option to have a white or black overlay.

Secondary images

• Selecting this option will display an item's secondary images on the initial grid view of the Private View as additional items 'Image 1/2', 'Image 2/2' etc.
• De-selecting this will isolate the secondary images to only display when you click on the item to view further details.

Artworks

Artwork secondary images will only display if Include all images when publishing Private Views and creating reports is activated in the Artwork record’s Images tab.

Installation views

If you'd like to always display secondary Installation views images on the initial grid view, please navigate to Other > Admin > Preferences > Core preferences > Private Views and select Automatically select to Show secondary installation view images as additional items on the grid view

Website sharing

If you are using a Version 1.0 theme or on a Gallery 500 plan you will need to upgrade your website or change your plan.

Documents

To read our guide on uploading documents, click here.

Social media sharing

This feature will allow your recipients to share this Private View on their Facebook, Twitter or Pinterest accounts.

Login/Expiry

Use this section to add a level of security to the Private View and to ensure that it can't be accessed after a certain date.

Artlogic App

Syncing Custom Private Views

The Private View you have created in your Artlogic database can be synchronised to your Artlogic app via these steps:

1. In your Private View Link edit window, find the App Synchronisation settings in the Private View Settings panel.
2. Toggle on Synchronise to iPad/iPhones.
3. Click Save.
   

Note: When the Private View is displayed on your Artlogic app it will respect your App Settings. This includes what artwork specific information is displayed, the price display settings etc. Please check the 'Share' tab in individual Artwork records for further settings.

Syncing Automatic Artist Private Views

From the Artlogic app settings in your database, you are able to generate automatically created Private Views of your artists. To do this:

1. Navigate to the App section of your Artlogic Database and click View Settings.
   
2. In the settings window, click into the Automatic Artist Private Views tab.
3. In the Automatically created Private Views collection name field, name the Collection that these will be added to (e.g. Automatic Artist Private Views).

4. Select one of the following options:

   Create automatic Private Views for SELECTED artists (You can select these artists in the Select the artists for whom automatic Private Views should be created field).
   Create automatic Private Views for ALL artists
   Don't create automatic Private Views by artist

   

5. Now scroll down to select the specific artwork Availability Statuses you would like to be synchronised to these Automatic Artist Private Views.
   
   Only records with the selected Availability will be added to their artist's Automatic Artist Private View. If you do not select any options, all available records will be added.
6. Scroll down further to customise sorting, edition management, and custom grid image settings:
   
7. Once you have set these, click Save.

You can find out more about how to add your Custom and Automatic Artist Private Views to Collections in the app here.

Not seeing what you expect in the Artlogic app? Find out how to troubleshoot synchronisation issues here. 

Related Articles 

• Installation Views
• Artlogic App - Getting Started
• Differences between the old Private Views app and Artlogic app