Create PDF reports

Artopia lets you create PDF reports for any artwork in your collection. Generate one for a single work from its own page, for several works from the list view, or for your whole collection from the Export data page. Use them for insurance records, provenance documentation, sale proposals or clean printed references.

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PDF presets

Four presets cover the usual purposes. Each one preselects the fields it needs, and each is only a starting point, so you can add or remove fields before creating the file. Each preset is a starting point. Before generating the PDF, you can add or remove individual fields to match exactly what you need.

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What you can include

When creating a PDF you can include or leave out fields from five groups:

• Main info, the primary image, artist, title, year, medium, dimensions and type
• Value, acquisition and valuation entries
• More, exhibition history, condition report, provenance, public description, private note and links
• Documents, everything attached to the artwork
• Images, the artwork’s additional images

Additional images are grouped together on their own page, two to a row. Attached documents each get a page of their own at the end of the PDF. Your choices are remembered for each preset, so the next time you use it the same fields are already selected.

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Creating your own header

To add a consistent header to every PDF you generate, open Collection Settings and fill in the PDF export header section. The available fields are:

• Logo: Appears on the left side of the header
• Name: Your organisation, gallery, or personal name
• Contact email
• Phone number (optional)
• Website (optional)

Once set, the header appears on every PDF automatically. If you leave it blank, the PDF begins straight with the artwork content.

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Creating PDFs for several artworks

To generate PDFs for more than one artwork at a time, switch to the list view and select artworks using the checkboxes. Once more than one artwork is selected, a Create option appears next to Actions. Choose your preset, then decide how you want the output:

• Separate PDFs, one file per artwork, each named after the work
• Combined PDF, everything in one document, with each artwork starting on a new page

To cover your whole collection in one step, use Create a PDF of all artworks on the Export data page.

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Where your files go

PDFs are built in your browser from your own data and images, then downloaded straight to your device. Nothing is emailed, uploaded or stored anywhere else. Because a PDF can carry private information, including values, notes, acquisition details and attached documents, it stays private unless you choose to share the file yourself.