Once your Artlogic website has been connected to your new Artlogic database, you’ll notice some key differences in how artworks, artists, and contacts are managed. This guide walks you through what has changed, what has stayed the same, and the new tools available to you.
What's new?
Contacts & Mailings
With an integrated website, users who submit enquiries and join your mailing list can be automatically captured as contact records in your database, ensuring that no one slips through the cracks. The video below will walk you through setting up the enquiry, mailing list sign-up, and data capture features in the website CMS, and demonstrate the ways in which they tie into your database.
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Connected Contacts
Mailing list sign-ups and enquiries are automatically added to your contact records in the database.
You can create interests and categories for your mailing list sign up form, which will be automatically assigned to your contact record. Read here on how to create this:
Creating categories and interests for your website's mailing list
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Enquiry Buttons
Enable and display enquiry buttons on artworks to capture interest directly into your database. How to enable and display 'enquiry' buttons for artworks on your website
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Mailing List Management
You can create marketing & events lists in the database and connect them to forms on your website. Event-specific sign-ups will feed directly into the linked event record. Read more about how to set up this feature here:
Connecting a Marketing & Event list (integrated accounts)
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Find Website Contacts
Use filters in your database to quickly locate contacts added via your website.
Find contacts added via your website
What is different?
Artworks
In the integrated system, artworks are created and managed directly within your database. You can then share selected artworks and their details to your website. The video below guides you through creating and sharing artworks from the database, and how you can sort and categorise them.
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Creating and sharing to the CMS
Artwork records can be created in your Management system and then synced to your CMS. Find out how to create and share artworks to your CMS in our help notes below:
Sync artworks and artists from your database to your website (for integrated websites)
Share Prints & Editions to your website from your database (integrated clients)
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Sorting Artworks
Sorting artworks for individual artist pages and the online store section is now managed within your Management system, you can find our guide here:
How to sort artworks in Store page (integrated)
Artist Records
When you share artworks from your database to the website, the website CMS will match them up with the appropriate artist record. If it cannot find a corresponding artist record, it will create a new one for you, which you can then populate and enable on the website at your convenience. To access the list of artist records in the website CMS, navigate to Records > Artists.
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Updating Artist Names
Please note that an artist’s name in the database must be an match to the name in the website CMS for artworks to be exported to that artist’s webpage. For example, “John Smith” and “John A. Smith” will be treated as two different artists. So, if you update the name of the artist in one system (e.g. the database), we strongly recommend that you copy/paste the artist’s name directly into the artist record in the other system (e.g. the website CMS). -
Duplicate Records
Sometimes, artist records may appear duplicated on your integrated website, this is because inconsistencies in the way your artists' names or artists' sort names have been entered when adding new artworks in your database can cause the system to pull up duplicate artists on your website. Read more here on why this happens, and how you can resolve them: Why are my 'Artist' records duplicated on my integrated website?
Online Order & Invoicing
You can now manage online sales directly within your database. When an order is placed on your website, it will appear under Artwork > Views > Online sales. From there, you can view details, track status, and issue invoices. For a full walkthrough, see:
Managing Your Online Sales (for Integrated Websites)
What stays the same?
Some parts of your website will continue to be managed directly in the CMS.
Translations
Translations are not supported in integrated artwork records. If you previously had translations for artworks in your CMS, these will not carry over after the import. Translations for exhibitions, events, and other CMS-managed content also remain unchanged.
Artist Record
Artist biography, dates, and other details are managed from the CMS
Exhibition & Events
Exhibition and event records remain unchanged, and stay in the CMS.
Online Store Setup
The process for setting up your store is the same, read more on how to set up your online store here:
Setting up your online store
Publication
These remain CMS-managed. If you’ve had a data migration, your existing publication records will not be imported into the Library & Publications section of the database. Learn more here:
Library & Publications Overview
Import Tools
With the database’s bulk import tools, you can easily upload large lists of contacts & artworks at once or import from other inventory to your account. For detailed steps, see: