Introduction guide for the NADA Chicago Gallery Open exhibitors

This guide serves as an introduction to your new database and explains how you can share artworks and exhibition information to the NADA Chicago Gallery Open website.

For any support enquiries, please contact the Artlogic team via nadamembers@artlogic.net from 9:30 am-6:00 pm BST Monday-Friday, and they will be in touch within 24 hours.

Already an Artlogic client?

If you are already an Artlogic database client, you will find some new sharing options which are now available to you in both the Private views 'website sharing' tab, and the Gallery details section under core preferences. These have been specifically enabled so that you can share your artworks and organisation details through to the Chicago Gallery Open website from your existing database. Please read this article through and follow the steps provided. If you have not yet explored the Private Views section of you database, or you want to find out more, please read our guide on creating a Private View link here.

Getting started

Please watch this short introduction video. It includes an overview of your database and a step-by-step guide for how to share your artworks and exhibition information to the Chicago Gallery Open website. 

Step 1: Share details of your gallery

Fill in the details about your gallery, which will be displayed on your Chicago Gallery Open exhibitor page.

1. In your database go to Other > Admin > Preferences > Core preferences.
   
2. Go to the Gallery details tab.

Here you will be able to add the information about your gallery, including; 

1. About. This is the text introducing the gallery. It will appear at the top of your Chicago Gallery Open exhibitor page, alongside the gallery contact details and a representative image.
2. Address, Phone number, Website URL, Email addresses (optional: additional email where inquiries from your online viewing room will be sent to.)
3. Social media links.
4. Representative Image and Default Exhibition header image.

As seen in the 'Gallery details' tab in the Artlogic database

As seen in the Exhibitor page on the Chicago Gallery Open website.

Step 2: Upload Artworks 

1. In your top navigation tab, go to Artworks.
2. At the bottom, click New record;

Here you can either create each new artwork record individually by selecting 'Create new record' (which will open up a blank artwork record for you to complete)

OR

Alternatively use the Upload and Create Multiple tool for bulk uploads based on image files.

Once you've completed the details of your record/s using the various fields, ensuring all information is accurate, make sure you click 'Save'.

By saving your record/s, these will appear in your Main Artworks inventory list.

Unsure about Status & Availability?

Status & Availability is a fundamental part of an artwork record, and it is particularly important for ensuring your works are correctly listed for visitors in your online viewing room.

What do they mean?

The most important status and availability combinations for the purposes of this event, will be;

• Stock - Available
• On consignment - Available
• Ex-Inventory - Sold

If you are unsure which applies to your artwork record, you can find out more about what each represents by clicking on any of the S&A dots in your list view, then selecting the 'i' icon.

This will reveal a useful list documenting this information, including what each of the coloured dots represent.

Step 3: Create a Private View 

To share your artworks to the Chicago Gallery Open website you must first create a 'Private View'.

To share artworks to the Chicago Gallery Open site you will need to create a Private View link. To create a new Private View see this guide, or follow the steps in our tutorial video above.

Step 4: Share your Private View to the Chicago Galley Open website

For your Private View to be correctly shared, you must use the following settings in the Private Views edit screen:

1. In your database, go to Artworks > Private Views > All.
2. Find your chosen Private View and click the 'pencil edit' icon to view its edit screen.
3. Go to the ‘Website sharing’ section in the Private View settings.
   
   Two options:
   

• (Optional) Video URL.

  Add your Vimeo or YouTube Video URL (not an embed code) here. Only when you have added a valid URL will this field will highlight green. Only Vimeo and YouTube URLs are accepted. This video will be displayed below your gallery details on your Chicago Gallery Open Private View. It cannot be previewed in the Private View edit screen in your Artlogic database.

• Share this Private View with the Chicago Gallery Open website.

Enable this option to ultimately share the Private View with the website. When turning this on, you’ll be met with a warning; click ‘Ok’ to continue. It's important to remember that you’ll still need to save your Private View before it syncs to the website.

Finally, when you have completed editing your Private View, click Save and confirm the update. This can take up to 30 minutes to fully sync to the Chicago Gallery Open website. For further information on creating your Private View, see: Create a Private View. 

You can check that you've shared this Private view through successfully with the website, by checking if the NADA Chicago 2020 tag has appeared against your link on the main Private views page in your database.

Step 5: Previewing your online viewing room on the Chicago Gallery Open website

Once a Private view has been shared with the Chicago Gallery Open website, and you've clicked Save, the standard private view URL at the top of the edit screen, will be replaced with a NADA specific preview link.

From here, you'll be able to click 'Visit Chicago Gallery Open Online Viewing Room' and preview how it will be presented on the live website.

Only this NADA specific link will work for previewing, so ensure this is the one you are looking at, as opposed to a standard private views link.

Un-sharing Private Views

Before un-sharing any Private Views from the Chicago Gallery Open site you'll be warned after pressing 'Save' in the Private Views edit screen, to confirm this update.

Getting started with your database

All the guides below will further help you in getting to know your Artlogic Database. 

Getting started

Import tools

Contacts

Artworks & Artists

Create a Private View 

Data export options