This guide serves as an introduction to your new database and explains how you can share artworks and exhibition information to the Outsider Art Fair website. We've created a step-by-step video guide on how to upload your artworks and gallery information to the database and how to share them with the Outsider Art Fair Paris 2020 website. Please follow the Outside Art Fair Style Guide to see how you should enter information into the database so it displays correctly on the OAF Paris 2020 website.
Already an Artlogic client?
If you are already an Artlogic database client, you will find 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 gallery details through to the OAF Paris 2020 website from your existing database. Please read this article through and follow the steps provided to create your Private View to share with the OAF website.
For any support enquiries, please contact the Artlogic team via firstname.lastname@example.org from 9:30 am-6:00 pm BST Monday-Friday, and they will be in touch within 24 hours.
Please watch this step-by-step video guide on how to upload your artworks and gallery information to the database and how to share these with the Outsider Art Fair website.
Please follow this style guide for how information should be entered into your database so it is displayed correctly on the OAF Paris 2020 website.
All artworks listed on the site must be available for sale at the time of publication
Limitation on numbers of works
Each gallery is asked to not include more than 24 artworks
Any additional artworks being added to your private view will be automatically capped at 24. These artworks will not show on your online viewing room.
- Do not put the artwork title in quotation marks
Please use the following format “First Name Last Name”
Fields must include one of the following:
Work on Paper
- The format is (h)x(w)x(d) Please note all dimensions must be in inches and you must include ‘in.’ after the values. If the work is unframed only, you only need to enter the unframed dimensions.
Enter dimensions into the dimensions field as:
Unframed: XX x XX x XX in. ( XX x XX x XX cm)
Framed: XX x XX x XX in. ( XX x XX x XX cm)
Prices not including tax
“About Artwork” section
Include artwork description - 300-word count cap
Include artist biography
Step 1: Upload gallery details
Fill in the details about your gallery, which will be displayed on your OAF Paris 2020 exhibitor page.
- In your database go to Other > Admin > Preferences > Core preferences.
- Go to the Gallery details tab.
Here you will be able to add the information about your gallery
Add gallery 'About' text and contact information
- About. This is the text introducing the gallery. It will appear at the top of your OAF exhibitor page, alongside the gallery contact details and a representative image.
- Address, Phone number, Website URL, Email addresses (optional: additional email where inquiries from your online viewing room will be sent to.)
- Social media links.
Add gallery images
- Representative Image and Default Exhibition header image.
These will be displayed on the Exhibitor page on the OAF Paris 2020 website as follows:
Step 2: Upload Artworks
You can choose to upload artworks one at a time or upload multiple artworks at once. Below are guides for both processes.
Upload one artwork
- In your top navigation tab, go to Artworks.
- At the bottom, click New record;
Here you can create each new artwork record individually by selecting 'Create new record' (which will open up a blank artwork record for you to complete)
Upload multiple artworks
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 now 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 represents.
Step 3: Create a Private View
To share your artworks to the OAF website you must first create a 'Private View'.
Flag your artworks
Go to 'Artworks' and flag the artworks you want to share with the OAF website. Click on the flag at the top of the list view and select 'Find flagged'. This will bring your group of artworks together. Ensure that you only have the number of records that you wish to use on the screen, by checking the 'Found' records at the top.
Create a Private View
Go to the buttons at the bottom of the page and select 'Create...' then 'Create a PrivateView...'
You will then be prompted to give your new Private View a name.
After you have given your Private View a name, and clicked 'Create', select the second option to 'Visit Private Views list screen in the opening window.'
This will take you to the 'Private View - All' screen. Now click to 'Edit this record' on the right-hand side of the list.
Edit your Private View
Once you are in the Private View edit screen you can easily rearrange your artworks by dragging and dropping them into the order you want and clicking 'Save'. You can also easily add and remove artworks here. Please note that the OAF page layout differs layout from the edit screen - you can preview your exhibitor page once you have shared you Private View with the OAF Paris 2020 site using your unique Preview Link.
After you are happy with the order of your artworks go to 'Artwork Settings' and make sure you have selected the correct fields.
Once you have completed the 'Artwork Settings' section move on to 'Header Image / Background' and turn on 'Show banner'. The image you added into the Gallery details section in your Core preferences should be pulling through now automatically to this section. If it is not, simply click to upload it again here, by clicking the Upload Image button under Background Image.
It's important to note, that you are not able to preview the following information here in the Private views edit screen, but that it will be visible to preview once you've shared your private view through to OAF's website;
- Gallery details
- Artwork details information (such as; description commentary, provenance, exhibitions etc)
- Secondary images
Step 4: Share your Private View to the Outsider Art Fair website
Lastly, for your Private View to be correctly shared, you must use the following settings in the Private Views edit screen:
Go to the ‘Website sharing’ section in the Private View settings.
Add a video
This is optional and if added will be displayed below your gallery details on your Outsider Art Fair Private View.
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. It cannot be previewed in the Private View edit screen in your Artlogic database, but you will be able to preview it in the after you've shared your private view through to OAF's website.
Share your Private View with the Outsider Art Fair website.
This is the final step in this process. Enable this option to ultimately share the Private View with the website.
When turning this on, you’ll be met with a warning;
Read through the checklist to ensure you have completed all the necessary steps before sharing your private view.
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.
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 Outsider Art Fair website.
You can check that you've shared this Private view through successfully with the website, by checking if the 'Outsider Paris 2020' tag has appeared against your link on the main Private views page in your database.
Step 5: Previewing your content on the Outsider Art Fair Website
Once your Private View has been shared with the Outsider Paris 2020 website, a specific preview link will appear. It's important that you visit this link to see how all your information will look from a visitors point of view on your online viewing room.
Click on the link to preview the website. Only this Outsider Art Fair specific link will work for previewing, so ensure this is the one you are looking at, as opposed to a standard private views link.
If there is anything that you want to update after previewing this link (such as artwork details or layout) make sure you re-save your Private View to update this information on OAF Paris 2020 website.
Un-sharing Private Views
Before un-sharing any Private Views from the Outsider Art Fair website 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.