Artworks Import tool

Download the Template and Example spreadsheet

• Use the Import template artworks (notes) spreadsheet to input your data and upload into your database.

• Use the Example spreadsheet for the Artworks Import tool as a reference; to see what your spreadsheet could look like when it's completed. The file is password protected to ensure it is not mistakenly used instead of the Artworks import template spreadsheet. Once you have downloaded the Example file, click 'Read-only' to view it.

Artworks Import Template.xlsx
Example spreadsheet for the Artworks Import tool (click 'read-only').xlsx

How do I use the Artworks import tool?

The Artlogic import tool is designed for the quick and easy transfer of data from an excel spreadsheet into your Artlogic database. Follow the steps in this guide to help you import your artworks. Please note, the bulk import tool is for database clients only. 

Please note: If you have purchased a Standard Import service, you can use this guide to help format your spreadsheet, and then Artlogic will import this for you. 

Video tutorial

Find the import tool

Go to Artworks > Tools > Import

The wizard that opens will guide you through the initial steps, before taking you to an edit screen where you can complete the import.

Click 'Help' to begin.

Beginning your artwork import

You have two options when using the artwork import tool. Our recommended approach involves using our template excel spreadsheet, which removes the risk of making typos with the 'Labels' included in your spreadsheet's first row.

1. (Recommended) Use our template spreadsheet

Download the attachment at the bottom of this guide. This is pre-filled with all necessary labels in row 1 that are applicable to your particular Artlogic account (Gallery/ Artist/ Collector).

2. Insert our column headings into your own spreadsheet

Populate the first row of your excel spreadsheet with the fields you'd like to import, making sure that spelling and capitalisation are exactly the same. Reference the fieldnames in the labels below in row 1 of your spreadsheet. We explain what each 'Type' refers to here.

Filling in your spreadsheet

Use the Help button to walk through the steps (found in the popup when going to Artworks > Tools > Import > Help) to ensure your spreadsheet is ready to be uploaded.

Using the template

If you are using the excel template, you may delete any columns that you don't need/don't apply to you artwork, or simply leave them there.

Using your own excel spreadsheet

Alternatively, if you already have an excel spreadsheet with data to be imported, it is not necessary to download the template, although it will be useful reference, as a full list of column names can be found in the above table.

From the second row onwards in your excel spreadsheet - under your selected column headings - insert each record as a row of data in your spreadsheet.

Use these field names and formatting styles: 

Record Limit

Each spreadsheet can hold up to 200 artwork records per import.

After uploading your spreadsheet

After you have uploaded your spreadsheet, you will then be redirected to a new window where you can amend column headings, upload images, check for duplicates, and import.

Warning messages

After uploading your file, you may be shown warning messages about importing new artists and interests; this is to flag that new records will be created.

You may also see a warning about 'empty headings'. You can click the edit pencil button for these columns to choose which field these should be attributed to. If you cannot find the field, it is likely that these fields are not available for your account type, or you do not have the core preference switched on (for example, 'Consignor is an artist' is not included in Artist accounts). 

Upload images

To include images as part of your import, use the Upload images button on the import tool screen. Make sure to also include an images column in the spreadsheet, where each cell contains the relevant filename for the associated image.

To ensure your images upload correctly

1. Note that the filenames cannot contain any spaces or semi-colon ; characters.
2. Make sure that you have labelled your image files correctly in your template (be particularly careful to watch out for spelling inconsistencies like .jpg and .jpeg).

Maximum image specifications

All records

Info: image sizes are currently capped at 15mb.

Import data and finding duplicates

When you have checked your data thoroughly and have uploaded your images, select 'Import data' to continue.

If there are no duplicates detected (i.e. if this is your first data import), the data will be imported into the system.

The system will automatically find any records that are already in the system. These duplicates will be available to view in another tab on your browser if you wish to review them before importing your data. You can then decide whether to include these duplicate records in your import or to have the system automatically skip these. 

Successfully imported your data

Once your records have been imported, click 'View all' to see your newly created artwork.

Finding your imported records

If you wish to find these imported records in the future you can do so from the import log, this can be found by navigating to Other > Admin > Logs > Import logs.

Here you will be able to view the 'Imported records', the duplicates detected, which will be listed under 'Omitted records' if you chose to skip these records when importing your data, or 'All records'.

What to do next

Before you being using your artwork records in your database, you'll first want to make some checks. 

Check your newly imported records

• Scan through your newly imported works - use the sort and layout options to quickly spot any errors.
• Look through groups of artworks that you are very familiar with/ use often.
• Select works that are particularly complex in areas such as: financial data, location data, condition, shipping etc.
• Check any imported artwork lists.
• Check through artworks stored in specific locations.
• Try running searches using the filters and advanced searches - This can highlight inaccuracies and is a great way to learn the database.

Delete records and restart if necessary

Go to Other > Admin > Logs > Import logs, which will allow you to find the records you’ve just imported. From here you'll be able to delete them and begin the process again if necessary.

Create edition records

The import tool will not automatically create “edition records” for any prints/editions that you’ve imported. You will only need to import a single artwork record for each edition. You can then specify if an artwork record is an Edition Data Record and create any associated Edition Records post-import.

Check out this guide to see how.

Begin using Artlogic

Once you have completed the above, you'll be able to start using your Artlogic database to the fullest. Begin editing your artworks, upload any documents, using PrivateViews, start sharing your artworks to your website if you have an integrated system with us.

See our Introduction to your database for more.