Import your collection to Artopia

If your collection already lives somewhere else, a spreadsheet, a folder of images, or another collection-management tool, you can bring it into Artopia. If you have a CSV or Excel file you can import it yourself in a few clicks. For anything more complicated, our team is happy to migrate it for you.

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Import from a CSV or Excel file

You can import up to 1,000 artworks at a time from a CSV or Excel file. In the sidebar, open the New menu and choose Import artworks. The whole process happens in a single window on top of whatever page you’re on.

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Step 1. Get the template

Click Download template in the import window to save Artopia’s template file. Open it in Excel, Google Sheets, or Numbers and fill in one row per artwork. The template has 11 columns, in this order: If you’re starting fresh, fill in the template directly and skip to step 3.

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Step 2. Already have your own spreadsheet? (optional)

If your existing file uses different column names, the fastest way to reshape it is to hand it to an AI assistant along with Artopia’s template:

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Step 3. Upload your file and check the preview

Drop your file into the upload area or click to browse. Artopia accepts CSV, XLSX, and XLS files, and it automatically ignores any empty rows at the end. Once the file is uploaded, you’ll see a preview of every row with its artist, title, and a Status column. Each row is marked as:

• ✓ Ready, the row is good to import
• ⚠ Warning, the row will import, but with a default value filling in a missing field
• ✗ Error, the row has a problem that needs to be fixed before you can import

You’ll also see a New artists to be created section listing any artist names in the file that don’t match artists you already have. The import button at the bottom shows the exact number of artworks that will be created, e.g. Import 42 artworks.

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Warnings vs. errors

Warnings just mean Artopia will fill in a default for you:

• Blank Title becomes Untitled
• Blank Artist becomes Unknown
• Blank Unit uses the default unit from your profile
• Blank Currency (when there is a price) uses your default currency

Errors stop the import until you fix them. The whole file imports as a single batch, so even one error will block everything else. You’ll see errors when:

• A title is longer than 200 characters
• A Unit value isn’t cm or in
• Height, Width, Depth, or Purchase Price contains something other than a number
• A Currency code isn’t recognised
• Purchase Year isn’t a four-digit year

The first five errors are shown right away, and you can expand the list to see the rest. Fix them in your spreadsheet and upload the file again. Nothing is saved to your collection until every row is clean (or only has warnings).

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Step 4. Confirm the import

When everything looks right, click Import N artworks. Artopia will show a spinner with the message “Importing N artworks… Please don’t close this window.” Small files import almost instantly; larger files usually take a few seconds. When it’s finished, you’ll see a confirmation like “Import complete, N artworks added, M new artists created”, and Artopia will jump to your Artworks list so you can look through the new entries right away.

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Limits and edge cases

• File size, up to 1,000 artworks per file. If your spreadsheet is bigger, split it and import in batches.
• Plan limits, if an import would take you over your plan’s artwork limit, Artopia won’t save anything and will invite you to upgrade instead.
• Empty files get an “Empty file” message so you know nothing was uploaded.
• Something goes wrong mid-import? You’ll see “Import failed, nothing was saved” with Retry and Back to preview buttons. Your collection stays untouched until the import fully succeeds.

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Migrating from another tool

Moving to Artopia from another platform? Email us at app@art-opia.com and we’ll take care of it. We’ve helped collectors migrate from all sorts of places, including: If you have any other questions, reach us at help@art-opia.com.