Keeping track of artwork location movements is key for managing loans, exhibitions, storage, and sales. It ensures nothing gets lost, misplaced, or forgotten, and helps you quickly respond to inquiries or claims. Clear records also support insurance and condition reporting.
The Location Movement tab is an optional alternative to the existing Location tab. You can enable it in Settings > Locations > Enable Artwork Movements.
We recommend that Locations and Sublocation fields are disabled on the artwork edit form.
This article covers:
Creating a movement record
Once you have contacted us, and we have confirmed the alternative Location tab is active on your account, you can locate it when you edit an artwork record.
1. In the Inventory Artworks section, click on an artwork title to edit it.
2. Click the Location tab > Add new movement.
3. Enter in your details for the following fields:
Location - This will be the new location the artwork has moved to.
Date Moved
Time Moved
Moved By - Enter the moving company or entity responsible for the movement.
Notes - Any notes left by the moving company or entity.
4. Click Save to create the location movement record
You can record multiple location changes as needed. Simply continue adding them as required to track changes over time.
Editing & deleting a movement record
If you want to adjust the record, you can edit it, or even it delete it to remove it entirely.
FAQ
Can I track both current and past locations for each artwork?
Can I track both current and past locations for each artwork?
Yes, the current location displays at the top of the page, as well as in the Basic tab. Any additional location changes will be recorded and remain in this Location tab.
When should I create a new movement record?
When should I create a new movement record?
That's entirely up to you. If you're moving art around, you can add the new location once you've confirmed it is there. The more you log, the more historical data you will have to draw from.
Can I bulk update location movements for multiple artworks at once?
Can I bulk update location movements for multiple artworks at once?
Unfortunately, no. Location movements must be recorded individually via the Location tab to ensure proper tracking. While you can change the location using bulk actions or from the Basic tab of an artwork, please note that this will not create a movement record or history entry. If accurate movement records are important for your workflow, updating through the Location tab is essential.
How do I use this feature to track artworks on loan, in transit, or at an art fair?
How do I use this feature to track artworks on loan, in transit, or at an art fair?
You can use the Notes field, when creating a new location movement record, to track any additional movement info.
Can I export movement history for artworks into a spreadsheet or report?
Can I export movement history for artworks into a spreadsheet or report?
No, currently there is no way to export location movement history.
Can I still use the Bulk Action "Assign to location"?
Can I still use the Bulk Action "Assign to location"?
Yes, you can! Doing so will not create a location movement record, though.
What happens if I update the location elsewhere, outside of the Location tab?
What happens if I update the location elsewhere, outside of the Location tab?
The location will change, but no movement record will be made.