Artworks

Everything in your collection lives under Artworks. From here you can browse the whole set, open a single piece to see its record, or add a new one. This page is a short tour of all three, with links to the fuller articles for each.

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Browse your artworks

The Artworks page shows every piece in your active collection. At the top of the page you can switch between a visual grid and a detail-rich list. Artopia remembers your choice for next time. From the grid or list you can:

• Filter by scope (all, in collection, archived), tags (including artworks with no tags), artist, status, location, series, size (S/M/L or exact dimensions), whether documents such as invoices or certificates are attached, and inventory prefix
• Search across title, artist, tags and series
• Sort by newest, oldest, artist, title, inventory number or acquisition date
• Open the Insights panel to see totals for whatever you have filtered to: artwork count, acquisition years, currency totals, top artists and document coverage

Your filters, sort order and view choice persist between sessions, so you can pick up where you left off. To update several artworks at once, select them from the list and use the bulk actions bar. Learn more:

• Search & filter
• Bulk actions

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Open an artwork record

Clicking an artwork opens its record, the full page that holds everything you know about that piece: images, documents, dimensions, medium, value history, provenance, condition, exhibitions and notes. The left side shows the images, title, artist and descriptive basics. The right side holds status, location, value, tags, series, exhibitions, notes and documents. Most fields can be edited directly on the page, without opening a separate form. Click on status, location, value, tags, exhibitions, notes, images or documents to change them. The full edit form is only needed for the descriptive basics: artist, title, dimensions, medium and inventory number. From the record menu you can also:

• Create a PDF using one of four presets. Artopia remembers the fields you last selected for each preset
• Transfer the artwork to another Artopia user by email
• Delete the artwork. This asks for confirmation and cannot be undone

Learn more:

• Artwork records — plain-language intro to what each field means
• Creating PDFs
• Transfers

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Add a new artwork

Add a piece from New artwork in the sidebar, or from the + shortcut in the header. Artist is the only required field, so you can save a basic record now and fill in the rest over time. A few things that make adding artworks quicker:

• The artist picker includes an Add new artist shortcut, so you can create an artist without leaving the form
• Inventory numbers suggest the next free number for your chosen prefix
• Creation date accepts free text, so 1993, 70s, Unknown, or a range, all work
• The form saves a draft for 7 days, in case you close the tab before saving

Learn more:

• Adding an artwork, a step-by-step walk-through
• Inventory numbering
• Artists