Prints & Editions overview

Managing multiples

This guide will introduce you to the master-child record relationship in your Artlogic database.

Video tutorial

Key concepts

What are master records?

Master 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 child edition records.

What are child records?

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

Master-child relationship

What information is connected between master and child records?

Master records contain the foundational information of an edition. Any updates made to a master record will update all the child records that are attached. This includes any edits made subsequently to its creation.

The following information, if edited in a master record, will automatically update its child 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 master record will only be applied to its child records when they are created. This is because many organisations apply dynamic pricing to editions as they sell out. Therefore, price changes in master records will not update its child records automatically after the point of creation.

Make a master record and child editions

Go to your Artworks > New record > Create new record > tick This work is a print or edition and Master record.
Tick Show more options
Select Create child editions 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 child editions. In this case, you can choose to 'detach' the record from the master. 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 child editions.

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 child 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

Master editions, for example grouping the same work in different sizes, can be grouped together for displaying on a website.

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

Managing your online edition sales