Your Artlogic database provides several tools to help you refine your data after it has been imported. This article gives you insight into these tools.
Search Terms
Artlogic's search term functionality is particularly useful for organising and searching through legacy data imported from other systems. It allows you to retroactively refine and parse out groups of data by using the search term field.
Add multiple search terms in the "General" tab of your artwork record to segment your data further. Use commas to separate each entry.
Search terms can be used in your quick search, filter results and advanced search functions.
Using Advanced Search to Find Missing Data
Our advanced search tool is a powerful feature that allows users to pinpoint specific data and identify missing information within their system. This can be particularly valuable for maintaining data integrity and ensuring that your records are complete and accurate.
To locate Artworks or Contacts with missing data:
- Navigate to Artworks or Contacts.
- Click the search bar and select "advanced search."
- Choose the desired value from the dropdown menu.
- Select the function "is empty" to find fields that are missing data.
Using Advanced Search to find specific data in fields
The 'contains' function allows you to find specific data within the fields of your artwork or contact records. This is useful for identifying information that needs to be corrected or modified.
To locate fields with missing data:
- Navigate to either "Artworks" or "Contacts."
- Click on the search bar.
- Select "advanced search."
- Choose the desired value from the dropdown menu.
- Utilise the "contains" function to pinpoint fields within the system that are missing data.
Update Multiple
The Update Multiple tool is Artlogic enables you to add or replace fields in your artwork records en masse. You can find more details on how to use the tool here: Update Multiple
This can be helpful in cases where there are inconsistencies in your imported data that require manual updates post-live. Here are a few examples where this can be helpful:
- A simple example may be a bulk location update. Some of your works may have changed locations since the import, and will need to have the location fields updated.You can then follow these steps to make an Update Multiple that will update the location and also move the previous location into the history log:
Step 1: Run a search for the location of works that you need to update, this can be further filtered with other criteria, for example a period of time when a work is sold
Step 2: Once you’ve run the search, you can then flag and use the Update Multiple at the bottom toolbar and select locations. This allows you to update all the selected works location and move the current location to the location history:
Step 3: Here is a before & after of a work that’s been updated:
- You can also add or remove contact or artwork records from lists or categories etc. This can be helpful for example, when you have duplicate contact categories that you may need to reorganise:
Step 1: You can filter by the category you want to delete. Here, I need to delete the ‘vip’ category as there is already another ‘VIP’
Step 2: Once filtered, you can then perform an Update Multiple and first REMOVE the contact from ‘vip’ and then ADD them to ‘VIP’
Step 3: Once all the contact from the category ‘vip’ is cleaned and added to ‘VIP’ you can then remove the category altogether from the value list section. More details on categories and value list can be found here: Creating Categories for Contacts
- Some fields also allow you to either add to or replace the existing data such as the Commentary/description field
Resolving duplicates
For Contacts: The resolve duplicate tool helps by finding contacts with the same email address in your contact records, you can learn more about this here: Removing duplicate contacts
For Artworks: There aren't similar tools for artwork records, but using the filtering and advanced search tools, and then sorting the works can help find artworks with similar titles, or stock numbers etc.