Bring your records across
Coming from Artlogic, Art Galleria or a spreadsheet? Import your artists, artworks, images, contacts and sales history yourself, any time, or let our team run the imports for you.
What comes across
Artists
Name, biography, birth and death year, nationality, website, email and phone.
Artworks
From an Artlogic artworks export or an Art Galleria “Artworks: All Fields” report, as CSV or Excel. Artfolio recognises both from their column labels and maps them: inventory number, title, artists (several to a work), year, medium, dimensions (as text, or height, width and depth in the unit you choose), retail price and currency, purchase cost, status and availability (Artlogic’s Stock and On consignment become gallery owned and consigned in), edition numbers, provenance, location, tags and description. Artlogic’s consignment columns (consigned by, dates and percentage) become an incoming consignment for an unsold work the file shows as consigned in (or doesn’t say), unless an agreement already holds it; on an owned, sold or third-party work, or one already consigned in, they are kept with the artwork. Columns no field takes are kept with each artwork (up to 2,000 characters a value), for members who can see prices.
Images
Art Galleria’s image archive (a folder for each Inventory ID), files named by inventory number (AF-0001.jpg, AF-0001_2.jpg), or the file names and links in an artworks import’s Images column (Artlogic’s). JPEG, PNG, WebP, GIF or TIFF, up to 25 MB each; export HEIC photos as JPEG first. Links are read from public websites.
Contacts
Name, email, phone, company, type, address, notes and source. A marketing consent column is recorded in the consent log with how consent was given, and never turns a recorded opt-out into an agreement.
Sales history
Past sales of artworks you have imported, found by inventory number, with the buyer found among your contacts by email or name. They are recorded as paid sales, dated before your payout start date, so they open no artist payouts and send no emails.
What doesn't come across yet
Exhibitions, invoices and offers, emails and campaigns, documents and attachments, and reports. Keep your old system's copies of these to hand.
The full listHow it works
01
Export
Export your records from Artlogic or Art Galleria as CSV or Excel (up to 25 MB and 20,000 rows a file).
02
Map
Artfolio maps the columns for Artlogic and Art Galleria files. Check them and change any you like.
03
Preview
Every row is checked against what is already in Artfolio before anything is saved. Rows with problems are named, and duplicates are found (artworks by inventory number, else title, artist and year; contacts by email; artists by name): skip them, update them or add them anyway. Inventory numbers stay unique, so an artwork whose number is already used can be skipped or updated, not added again.
04
Import
The import runs on Artfolio’s servers in batches, so you can close the page while it works.
05
Report and undo
Download the rows that didn’t go in, each with its reason, fix them and import them again. Undo removes what an import created unless someone has changed or used it since (an attached document doesn't count as a change); a recorded email opt-out stays.
What undo removes, and what stays
Undo removes what an import created, unless someone has changed or used it since. A contact it recorded as not wanting marketing email stays, so their opt-out isn't lost, and changes an import made to records already in Artfolio stay, except one: undoing a sales history puts a work it marked sold back to its earlier status (and reopens its consignment), unless someone has changed the work since. A document attached to an imported artwork doesn't count as a change, so undo still removes that artwork.
On Enterprise, our team runs the imports
For Enterprise customers, our team runs the imports at no extra cost: we map your Artlogic, Art Galleria or spreadsheet exports, go through each preview with you, and import what comes across. Importing yourself is available on every plan, any time.
Plan your migration