This guide outlines the Multi-Gallery feature and how some of its functionality is designed to use.
How to segment your inventory
The Multi-Gallery feature allows users to segment their inventory and invoices to specific locations. Below, we have listed how to edit various sections of your database when Multi-Gallery is setup.
Artworks
- Artworks can be assigned to specific businesses/galleries/locations.
- Individual users can be restricted to only see artworks allocated to specific galleries in their artworks overview. Artworks that are not assigned to a gallery will be visible to everyone.
- Your login details will be the same as they currently are (unless you need to add any additional users) and administrators are able to manage individual user permissions/restrictions.
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To assign an artwork to a specific gallery/studio, open the Artwork record > Artwork tab > select a value from the Gallery/Studio field. If you decide not to choose any, this artwork will be visible to all galleries.
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If you wish to do a bulk update, you can do so by flagging your chosen artworks, selecting Update multiple > search Gallery.
Invoices
- If you have opted to split your invoices by gallery during setup. Your invoices can be assigned to specific businesses/galleries/locations.
- You can have different invoice numbering systems for each gallery. For example, each location may have a different prefix followed by consecutive numbers. You will need to let us know which invoices need to be assigned to which location upon set up.
- It will not be possible to split historical invoices between galleries, you will need to choose one gallery which they will all fall under.
- If separate invoicing is enabled you will need to set up new headers and footers for the different locations. These can also be set up for general documents as well. Administrators are able to set up new document templates for the different galleries (one for invoices and one for all other documents).
Your invoices will be split into the multiple galleries, for example:
To see past invoices go to https://app.artlogic.net/galleryID/records/invoices/0 and tell us how you would like to split them at support@artlogic.net.
Users and permissions
Your log-ins will be the same as they currently are (unless you need to add any additional users) and administrators will be able to manage individual user permissions.
To modify a user's gallery access, head to the Users section and open the record you wish to edit. At the top of the User Settings tab, click on the drop-down box besides the Gallery field to assign the user to a primary gallery. Should they need access to multiple galleries, scroll further down to the bottom section, where you can tick each additional gallery location they require.
To select multiple galleries:
Contacts
Contacts will remain shared between all locations, as the multi-gallery functionality cannot completely silo groups of information. Therefore, information cannot be completely hidden from individual users. However, you can use our contact restriction functionality to limit certain information from team members.