Create an artwork

Creating an artwork lets you record a piece in ITGallery with all its main information: image, artist, inventory, characteristics, location, prices and documentation.

Tip

Remember that to create an artwork you need to have created the artist beforehand, or create them by clicking the "+ Create artist" button in the artist search box while creating an artwork.

How to create an artwork

  1. Go to the Artworks module.
  2. Click New artwork.
  3. Fill in at least the mandatory fields marked with a red asterisk:
    1. Title.
    2. Select the artist or create a new one.
    3. Inventory ID.
    4. Status and availability
    5. Price (you can tick no price)
  4. Fill in the rest of the fields as you need.
  5. Click Save.

Fields you can fill in on an artwork


  1. Main image of the artwork

    You can upload an image of the artwork. If you do not add one, the record will show a default image saying that no image is available.

    See related article.


  2. Language

    Language is a mandatory field. When you create an artwork, you first have to record the information in the main language of your account. Afterwards, if you need to, you can add the record in other languages.

    See related article.


  3. Title*


  4. Serie name

    Add the series the artwork belongs to, if applicable.


  5. Artist

    To create an artwork, you need to select an artist that is already recorded. If they do not exist yet, you can create them there and then from the + Create artist button, which opens a window to fill in the artist's basic information.


  6. Inventory ID*

    The inventory ID is a mandatory field. If you use autonumbering, ITGallery will suggest this value automatically. If you do not use any of the autonumbering options, you will have to enter it manually.

    See related article: artist prefix.

    See related article: artwork autonumbering.


  7. Year

    Enter the year or date range when the artwork was created.


  8. Status and availability

    The Status field lets you indicate the current situation of the artwork, for example: available, reserved, sold, on loan, in transit or under restoration.

    The Availability field simply indicates whether the artwork is available or not available.

    See related article.


  9. Ownership

    This field lets you indicate who the artwork belongs to - for example the gallery, the artist, a third party or a collection. If you select a third party or a collection, you can assign the owner from your contacts.

    See related article.


  10. Type, technique, support and materials
    1. The type classifies the artwork within a general category, such as painting, photography, sculpture, etc.
    2. The technique defines how the artwork will be shown in records and documents, for example: oil on canvas or acrylic on paper.

    3. Support and materials let you add additional information according to the needs of each artwork.


  11. Description

    Add a descriptive text for the artwork. You can then decide whether or not to show it in PDFs or showrooms.


  12. Dimensions

    Enter the measurements of the artwork.

    See related article.


  13. Weight

    You can record the weight of the artwork and indicate the relevant unit, such as grams, kilos or pounds.


  14. Duration

    If the artwork is a video, you can indicate its duration.


  15. Editions

    If you work with editioned works, you can record the different editions and their numbering from the artwork record.

    See related article.


  16. Location and sublocation

    Lets you indicate where the artwork is. You can select locations that already exist or create new ones during the process.

    See related article.


  17. Packaging

    If you tick this option, you can add the packaging details, such as reference, measurements or weight.

    See related article.


  18. Price

    Add the sale price of the artwork.

    See related article.


  19. Artist amount

    Indicate the percentage due to the artist if the sale is split.

    See related article.


  20. Notes

    Internal field for observations visible only within ITGallery.


  21. Documentation notes

    These notes appear in the documentation tab of the artwork within ITGallery.


  22. Notes for PDF

    These notes are shown at the foot of the artwork PDFs, for example to include copyright statements.