This guide will show you how to find, create and update the location of your artworks.
Current location
The current location of your artwork will be documented in the first three fields of the Location section of the Location/Shipping tab.
Your artwork's current location remains in this field until you choose to move it into the Location history field.
Info: Location reports
When creating location reports, it is the Current location which is documented in the report, not the information added to the Location history field. Find out more about creating Location reports here.
Create location records
- Enter your new information into the Current location field and click on the save location button.
- Add more information, such as Location detail, notes, and Last examined by.
- The next time you go to enter that location to the Current location field, you will find it in the dropdown menu when you start typing.
Using Value lists
- Go to Artworks > Value lists > Locations.
- Select New record.
- Add your location name.
- Click OK.
- The next time you go to enter that location to the Current location field, you will find it in the dropdown menu when you start typing.
How to update individual records
Steps
- Go to Artworks > Views > All.
- Find the Artwork record that you want to update.
- Click the pencil edit button.
- Select the Location/Shipping tab.
- Scroll down to the Location section.
- Fill in the fields: current location, location detail and date.
- Click Add to location history to add the information.
- Write your new location details into the Current location fields, which should now be empty.
- Each location added will appear in order of modification, with the most recent at the top.
How to update locations in bulk
Use the Update multiple tool to batch update artworks in one action, for example when a collection of artworks moves from the gallery to an art fair booth.
Steps
- Go to Artworks > Views > All.
- Flag your selected artworks
- Click on Find flagged.
- Select Update/delete multiple from the bottom of your screen.
- Select Location (current) in the Location/Shipping dropdown.
- Click on the checkboxes for the fields you want to update.
- Make sure to read the instructions about the red and orange warning signs.
- Select Update.
Find out more about the Current location field here.
Advantages of using Location records
- Less risk of users writing in variations of the same location name.
- QR code inventory updating only works with Location records.