You can update existing artworks in Art Galleria individually, or in bulk by importing a CSV spreadsheet.
The spreadsheet must contain:
one column with the artworks' Inventory ID, and
one or more columns for the fields you wish to update.
You can include as many columns as you need to update multiple fields at once, or you can update just one.
IMPORTANT
How the system deals with empty cells and columns
Before you import a CSV file into our system, we strongly recommend reviewing your CSV file closely and then:
Deleting any empty columns, and
Identifying any empty cells.
This step is essential when you already have data in the system, because you might unintentionally overwrite existing data. That happens because the system interprets empty cells in the CSV as an instruction to clear any pre-existing data in the corresponding fields
Taking this step protects the integrity of your data, ensuring the system imports only the information you intend. Time spent in preparation will enhance the accuracy and completeness of your data within our system, and save you time in the future.
Step 1: Export a CSV from Art Galleria
The first step is to export a file with the Inventory IDs and any fields you want to update.
1. Open the Reports area of Art Galleria and select Custom Report.
2. Remove all Artwork fields you don't want to include by clicking the trash icon next to them:
3. Add the Inventory ID field and then add any fields you want to update by clicking + Add field button.
4. Select CSV as the Report Type.
5. Click Generate Report.
Step 2: Update the field values
1. Download the file and then open it in Google Sheets or Excel.
2. Modify any of the values you need want to change (excluding the Inventory ID).
3. Once done save the spreadsheet as a CSV.
Below are guidelines for some of the more complicated CSV columns:
Sublocation | In this column, use the "greater than" symbol (>) as a separator. For example, it should be in this format: A > B > C. Please note the Location column is required for the CSV to be mapped, otherwise the Sublocations cannot be imported as they need to be linked to a specified location. For more on Sublocations please see this article. |
Collection | The Collections column can contain one or multiple collections. If you want to include multiple collections, you need to separate the values. For example a cell in the CSV would look like this: Oil, Acrylic.
You can use either a comma (,) or semicolon (;) as the separator. You can configure this in Settings > Default Settings at the bottom of the page. |
Artwork Measurement columns | These include:
These fields must be numeric only (1, 2, 3), but can include decimals (e.g., 1.0, 2.0, 3.0). |
Original
and
Framed | There are different options for the values you put in the Original and Framed columns. Select one of the following options:
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Status | The values for this column must match the spelling (case insensitive) for the artwork status options in your account.
For example: "For Sale" and "Sold".
If Art Galleria is not able to match them to existing status labels the artworks will instead be added with “Details Pending” (draft) status in your inventory. |
Notes | The text in the Notes column will be added as notes on artworks in Art Galleria. This can be viewed in the inventory by clicking the speech bubble next to an artwork. |
Custom Fields | Any Custom Fields with Checkbox values you create in Art Galleria must be of type "Checkbox" not "Text".
Values in the CSV need to be either a '0' or '1'. For example '0' represents "No" and '1' represents "Yes". Alternatively you can use the values "Yes" or “No”, as well as “true” or “false” to represent the state of the checkbox item, any other values will not be understood by AG. Please note custom fields need to be setup before importing them into AG from the CSV, for more on creating Custom fields in AG, please see this article. |
Image_files | If you have images of your artworks available via publicly accessible URLS or in Dropbox, use the image_files column to provide a link to the images so that they can be uploaded to the artworks when you upload the CSV file.
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Step 3: Re-import the spreadsheet
To update the artworks, re-import the spreadsheet by following the steps in the article Uploading artworks using a CSV.
Ensure you check the box to update existing artworks
After mapping the fields in the re-import process, make sure to enable the checkbox to confirm that you wish to update existing artworks.
If this box is not checked, duplicates will be created instead.
Troubleshooting
Invalid CSV file If you get an error message that displays "Invalid CSV file" when you import a CSV into Art Galleria, this is because Excel exports CSV files without UTF-8 formatting. To prevent this you need to save the file using the Unicode (UTF-8) option as shown in this article: https://www.webtoffee.com/how-to-save-csv-excel-file-as-utf-8-encoded/#save-csv-microsoft-excel
If this still does not work please import your CSV file into Google Sheets and export as a CSV from there.