Prints & Editions overview

Managing multiples

This guide will introduce you to the Edition Data Record-edition record relationship in your Artlogic database.

Video tutorial

Key concepts

What are Edition Data records?

Edition Data records act as an umbrella record to represent the concept of an edition. They are not physical objects and cannot be sold. These records act as a way to tie together and connect information between all of the edition records.

What are edition records?

Edition records are the individual, physical editions that can be worked with (ie. sold, consigned out, located etc.).

We have changed the way we refer to 'Master' and 'Child' edition records.

Edition 'Master' records are now known as the 'Edition Data Record'
'Child' edition records are now known as 'Edition records'

Edition Data Record-edition record

What information is connected between Edition Data Records and edition records?

Edition Data Records contain the foundational information of an edition. Any updates made to a Edition Data Record will update all the edition records that are attached. This includes any edits made subsequently to its creation.

The following information, if edited in a Edition Data Record, will automatically update its edition records:

Artist details - artist, artist dates and artist sort
Title
Medium
Dimensions
Signed and dated details
Images (and embedded videos)
Edition totals
Stock numbers (unless detached and manually changed)
Courtesy and credit lines
Period, series and type info

Prices

The price of a Edition Data Record will only be applied to its edition records when they are created. This is because many organisations apply dynamic pricing to editions as they sell out. Therefore, price changes in Edition Data Records will not update its edition records automatically after the point of creation.

Make an Edition Data Record and edition records

If you are using the Artwork Import Tool, you only need to import one Artwork Record for each edition. Once this has been imported, you will need to enter the record and complete the following steps:

Go to your Artworks > New record > Create new record > tick This work is a print or edition and Edition Data Record.
Tick Show more options
Select Create edition records and choose which records to 'create edition records' for
Save your record

Attached vs. Detached

Sometimes it may not be appropriate for all the information listed above to update across all edition records. In this case, you can choose to 'detach' the record from the Edition Data Record. This fundamentally means these details won't update across the two, though a backend connection will still exist which is important for other functionality, such as website integration and Private Views.

Learn more by reading how to detach and re-attach edition records.

Prints & editions settings

Other > Admin > Preferences > Core preferences > Artworks

Always show 'Edition details'

The ‘Edition details’ field is only displayed when ‘This work is a print or edition’ is selected. Turning this preference on will always display the ‘Edition details’ field and mean any information entered into this field will always be displayed in documents, private views etc., regardless of whether the work is selected to be a print or edition.

Hide Grouped editions on Preview Pane

Turning this setting on will remove the 'Grouped editions' view from the preview pane that appears when clicking on an artwork record.

Helpful guides and tips

Types of edition records

See our guide to Edition types for more information.

Your editions and Private Views

Click here to learn about how this relationship applies to private views.

Grouped editions

Edition Data Records, for example grouping the same work in different sizes, can be grouped together for displaying on a website.

To group editions, select the relevant Edition Data Record > from the preview pane, select Edition group > Add/Remove > in the search field, choose which other Edition Data Records you would like to associate this record with.

Managing your online edition sales