> ## 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.
# Artwork records
> An artwork record holds the complete documentation of a piece, capturing everything from artist, title, creation date to dimensions, medium, provenance, images and documents.
## 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.
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.
Attach multiple images for each artwork: front, back, and detail shots. Select one as the primary thumbnail.
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](/features/bulk-actions).
If you have any questions, reach out at [hello@art-opia.com](mailto:hello@art-opia.com)
## Related topics
- [Artworks](/features/artworks.md)
- [Transfer artworks](/features/sharing.md)
- [Artwork documents](/learn/documents.md)