Artwork records

Available fields

Artworks are the core of Artopia. Every record requires only an artist to get started; all other fields are optional so you can add works quickly and fill in details over time.

Field	Description
Artist	Creator of the work. Select an existing artist or add a new one directly from the record.
Title	Title of the artwork. Defaults to Untitled if left empty.
Creation date	Year or date the work was made. Accepts an exact date (e.g. 01.01.2026), a range, or free-form text like “1970s”.
Inventory #	Unique reference code for the artwork. Combine a prefix such as “PTG” (for painting) with a numeric value like “001”
Dimensions	Width, height, and depth in cm or inches.
Type	Whether the work is an original or a multiple (edition).
Edition	Edition number, e.g. 13/70.
Medium	Material or technique, such as Serigraph or Oil on canvas.
Signature	Whether the work is signed, and details such as front or back.
Framed	Whether the work is framed, with optional framing details.
Status	Current status: In collection, For sale, Reserved, Sold, On loan, or Archive. Add your own status if needed.
Location	Set the work’s location: Home, Studio, Storage, On loan, or Other. Add your own locations if needed.
Series	The series this work belongs to.
Tags	Flexible labels for categorising works.
Exhibitions	Exhibition history for the work.
Link	A URL related to the work, such as a gallery listing or auction result.
Provenance	Track the ownership history of the work. Each provenance entry captures the owner, location, time or period, notes, and any linked documents or images.
Public description	Free-form description shown on your public collection page.
Private note	Free-form note attached to the artwork that will remain private.
Condition report	Log condition entries over time. Each entry captures a description, detailed notes, and any linked documents or images.

Artists

Artists are standalone records that live independently from any artwork. Create an artist once and reuse them across every work in your collection. Updates to the artist record (name, biography, photo) propagate automatically to every linked artwork.

Artists

Build a searchable directory of the artists in your collection. Link an artist to any artwork in one click.

Images and documents

Each artwork record supports multiple attached images and supporting paperwork, so every visual and document related to a work stays in one place.

Images

Attach multiple images for each artwork: front, back, and detail shots. Select one as the primary thumbnail.

Documents

Store invoices, certificates of authenticity, insurance documents, and appraisals directly on the artwork record.

Use bulk actions to update the status or location across multiple artworks at once, saving you from editing each record individually. Learn more in Bulk Actions.

If you have any questions, reach out at hello@art-opia.com

Overview

The basics

How to

Artwork records

Available fields

Artists

Artists

Images and documents

Images

Documents

​Available fields

​Artists

Artists

​Images and documents

Images

Documents

Available fields

Artists

Images and documents