> ## Documentation Index
> Fetch the complete documentation index at: https://learn.art-opia.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create & Configure PDFs

> Create branded artwork PDFs in Artopia with live previews, flexible Pages, List and Labels layouts, custom branding, fields and per-artwork display values.

<img src="https://mintcdn.com/artopia/UjNTPNzNoY-7xolR/images/pdf-general.png?fit=max&auto=format&n=UjNTPNzNoY-7xolR&q=85&s=a87189151940c038ee3b73bb7ae46d64" alt="Pdf General" width="2680" height="1600" data-path="images/pdf-general.png" />

Artopia's PDF creator gives you a live preview while you design a document for one artwork, a selected set of artworks or an [artwork group](/features/artwork-groups). Choose a layout, control the branding and catalogue fields, make PDF-only changes for individual works, then download one finished PDF.

## Open the PDF creator

You can start in three places:

1. **One artwork:** Open the artwork, open its actions menu and select **Create PDF**.
2. **Selected artworks:** In the Artworks list, select the works you need and choose **PDF** from the selection bar.
3. **An artwork group:** Open the group and select **Create PDF**. The PDF uses the order of the artworks in the group.

When you start from a selection, the PDF follows the current order in the Artworks list. A PDF can contain up to 100 artworks.

<Note>
  Only the collection owner can configure and create PDFs.
</Note>

## Choose a layout

The layout choices at the top of the creator change both the document structure and the available controls.

<Tabs>
  <Tab title="Pages">
    <img src="https://mintcdn.com/artopia/UjNTPNzNoY-7xolR/images/pdf-pages.png?fit=max&auto=format&n=UjNTPNzNoY-7xolR&q=85&s=d6550e81c27322ba9745f2527cb59ecc" alt="Pdf Pages" width="2680" height="1600" data-path="images/pdf-pages.png" />

    Creates one full A4 page for each artwork. You can position the content at the top, centre or bottom; choose a small, medium or large primary image; and align the artwork text left, centre or right.
  </Tab>

  <Tab title="List">
    <img src="https://mintcdn.com/artopia/UjNTPNzNoY-7xolR/images/pdf-lists.png?fit=max&auto=format&n=UjNTPNzNoY-7xolR&q=85&s=deb2641ba2cf38adb88ead52bea08367" alt="Pdf Lists" width="2680" height="1600" data-path="images/pdf-lists.png" />

    Places several artworks on each A4 page. Choose whether images sit on the left or right, use a narrow or wide content area, and show 4–8 artworks per page.
  </Tab>

  <Tab title="Labels">
    <img src="https://mintcdn.com/artopia/UjNTPNzNoY-7xolR/images/pdf-labels.png?fit=max&auto=format&n=UjNTPNzNoY-7xolR&q=85&s=d6c05e488ca9c71b9a5b996592cb987f" alt="Pdf Labels" width="2680" height="1600" data-path="images/pdf-labels.png" />

    Creates ten print-ready artwork labels per A4 page. Choose whether the label content sits at the top, is mixed between top and bottom, or sits at the bottom, then align it left, centre or right. Labels do not include artwork images.
  </Tab>
</Tabs>

**Pages** and **List** require every included artwork to have a primary image. If an artwork has no primary image, add one or use **Labels** instead.

For several artworks, the creator downloads one combined document. Use **Pages** for one artwork per page, **List** for a compact overview and **Labels** for display or inventory labels.

## Use the configurator

The controls are on the left and the PDF preview is on the right. Changes update the preview automatically.

### Branding

Open **Branding** to add or edit:

* Logo and logo size
* Organisation name
* Location
* Additional information, such as an art fair, booth number or dates
* Contact email
* Phone number
* Website

Use the main Branding switch to show or hide all branding. Each logo or text field also has its own visibility switch.

For **Pages** and **List**, branding can appear at the top, bottom or split between both using **Mix**. It can be aligned in the corners or centred. For **Labels**, choose one branding detail and set its placement and alignment.

Branding belongs to the active collection and saves automatically, so you can reuse it in future PDFs from that collection.

### Layout

Open **Layout** to refine the selected format:

* **Pages:** Content position, primary-image size and text alignment
* **List:** Image position, content width and artworks per page
* **Labels:** Branding and artwork-text placement and alignment

If the selected List fields do not fit at the requested density, Artopia reduces the number of artworks per page and tells you about the adjustment.

### Artwork fields

Open **Artwork fields** and select any combination of:

* Inventory number
* Artist
* Title
* Creation date
* Medium
* Dimensions
* Edition
* Status
* Price (For sale)

The Price field uses the artwork's latest **For sale** value. The Status field uses its collection status. Empty values are left out of the PDF.

Each layout keeps its own field selection and layout settings, so switching between Pages, List and Labels does not erase the other configurations.

### Individual artworks

Open **Artworks** to review the works included in the PDF. From here you can:

* Hide or show an artwork without removing it from your collection or group
* Enter a custom PDF status
* Add a red sold dot
* Enter custom PDF price text, including more than one currency
* Reset all custom PDF values

PDF status and price overrides change only this PDF setup. They do not update the artwork record. Leave an override blank to use the stored value when that field is selected.

<Note>
  A custom PDF status or price is included even when its Artwork field is switched off.
</Note>

When working from a group, select **Edit in Group** to change the artwork order or membership, then return to the PDF creator.

## Preview and download

The preview shows the finished pages as you work. Use the controls above it to zoom in or out, fit the page width or fit a complete page. The page count updates with the preview.

Wait until the latest preview finishes updating, then select **Download PDF**. The button stays unavailable if the preview is still rendering or if the latest update failed.

Your setup saves automatically. Group PDF setups are saved with the group; one-off artwork selections are remembered in the browser. If cloud saving is temporarily unavailable, Artopia keeps the setup in the current browser.

<Note>
  On a phone-sized screen, you can switch layouts, preview the most recent configuration and download it. Use a desktop-sized screen to edit branding, layout, fields and individual artwork settings.
</Note>

## Privacy

The finished PDF is generated in your browser and downloaded directly to your device. It is not emailed or added to your Media Library.

PDFs can include private statuses, prices and contact details. Review the preview before downloading, and share the file only with its intended recipients.


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.