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Learn Sharing Artopia A private viewing room lets you share the artworks in one group through a link, without making your full collection public. Visitors do not need an Artopia account. Use it when you want to present a focused selection to an advisor, curator, gallery, client or collaborator while keeping the rest of your collection private.
A viewing link works like a key. Anyone who has it can open the room and can forward it to someone else. Share it only with people you trust, and disable it when it is no longer needed.

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Creating the selection

Private viewing rooms are created from Artwork groups. Start by creating a group, adding the artworks you want to show and arranging them in the order visitors should see them. The group name and description appear at the top of the viewing room. Use the description to introduce the selection, explain its purpose or add context for the recipient. You can copy a group’s link in two places:
  • On the Groups page, select the copy button on the group card.
  • Open the group and use Copy link in the Viewing link section.
Open the link yourself before sending it to check the name, description, artwork order and details. The viewing room is separate from your public collection. Sharing it does not make your collection public, and the group is not added to your public collection page.

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What visitors see

The viewing room shows:
  • The group name and description
  • The selected artworks in your chosen order
  • Each artwork’s primary image
  • Artist, title and creation date
  • Dimensions, medium and edition, when available
  • The public description from the artwork record
Visitors can open an artwork to see its image and presentation details on a separate page. Private records stay private. The viewing room does not show acquisition or sale values, valuations, inventory numbers, status, location, private notes, documents, provenance or other internal collection information.
If you want visitors to understand the work in more detail, add or update its Public description on the artwork record before sharing the room.

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Disabling and enabling access

Use the switch in the Viewing link section of the group page to control access.
  • Enabled: Anyone with the link can open the viewing room.
  • Disabled: The viewing room becomes unavailable, including to people who used the link before.
You can enable the link again later. Changes to the group’s name, description, artworks or order appear in the same viewing room, so you do not need to send a new link after every edit.

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Private viewing room or public collection?

Both features let you choose which artworks other people see, but they serve different purposes. See Your public collection for how to build and publish a collection page.

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Ways to use private viewing rooms

Share a shortlist before a meeting so the recipient can review the works and open each one in detail.
Present a proposed selection in its intended order without exposing unrelated works from your collection.
Send a clean, focused room that works on desktop and mobile. If the presentation also needs prices or private supporting information, create a separate PDF with only the fields you want to include.
Gather the works connected to a possible loan, publication, installation or other project and share the visual selection with the people involved.

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Before you share

  1. Give the group a clear name.
  2. Add a short description for context.
  3. Check the artwork order.
  4. Confirm each work has the right primary image and public description.
  5. Open the viewing link and review the room.
  6. Disable the link when the review or project is finished.

Artwork groups

Create, arrange and export flexible selections of artworks.

Your public collection

Build an ongoing public page for your collection.