Web Dashboard Manual

1. 01Go to artworkcodex.com and choose Start with Free plan, Log in, or Try the demo.
2. 02Choose artist, collector, or both, then complete the six-step guide so the dashboard can show the most relevant fields.
3. 03If you are an eligible new Free user, use Quick Add after the guide to create your first artworks from images.
4. 04Continue to the viewing-room editor, where successfully imported artworks are already selected. Review the room and save it when you are ready.
5. 05Open Dashboard, then Add artwork whenever you want to add or edit more detail. Complete the open Basics and Images section first (shown as Media when video is available), then expand only the optional sections you need.
6. 06Use the persistent Create artwork action whenever the essentials are ready; you do not need to scroll to the end of the form.
7. 07Review Settings after the first few records. Set preferred units, currency, inventory code format, visible fields, and artist text.

Keep eligible saved artworks

1. 01Save each personal artwork you want to keep. Unsaved form changes cannot be copied.
2. 02Before the demo timer ends, choose Keep my artworks and review the exact artwork, image, document, and sample-attachment counts.
3. 03Download any private documents you need before continuing, because documents are not part of this transfer.
4. 04Continue in the same browser, create and verify a new account on the Free plan, and return to the protected transfer page within the fixed 24-hour window.
5. 05Wait for the copy to finish before leaving. Safe retries resume the same protected transfer rather than creating another account copy.

Account settings to check early

• Display name and contact email for profile, portfolio, room, and support context.
• Account type so artist-specific and collector-specific fields are available.
• Preferred units for dimensions and weight display.
• Preferred currency. This is the default for new records, not a forced conversion for older records.
• Inventory code prefix and template.
• Visible fields for the dashboard and generated materials.
• Artwork pricing assistant rules if you want suggested prices from dimensions, medium, category, or tag matches.

Main record areas

• Core details: title, artist name, status, category, medium, year, dimensions, duration, weight, price, currency, and location.
• Description and notes: description can use limited rich text. Notes are private working text.
• Tags and custom categories: use tags for flexible filtering and custom categories when built-ins are not specific enough.
• Editions: track edition size, edition type, numbered copies, status, and color labels where relevant.
• Exhibitions and consignments: keep current and historical movement attached to the artwork record.
• Certificates, labels, and documents: generated or attached material stays connected to the artwork.

Create and edit without losing your place

1. 01On a new record, start with Basics and Images (shown as Media when video is available). Measurements, Pricing, Availability, Edition details, and Additional information stay available as optional disclosure sections.
2. 02Use the persistent Create artwork action when the record is ready; it remains available while you move through the form.
3. 03Inside a collection, use the pencil action on an artwork tile or row to open the shared quick editor.
4. 04Quick edit changes the artwork record itself, so saved changes appear anywhere the same record is used. Portfolio and viewing-room access controls and visible-field settings still decide what visitors can see.
5. 05Choose Open full record from the quick editor when you need history, paperwork, or the complete record workspace.

Use the pricing assistant

1. 01Open Dashboard, Settings, then Artwork pricing assistant.
2. 02Turn suggestions on and define a baseline rule: formula, base size, base price, minimum price, and rounding.
3. 03Add specific rules when different mediums, categories, or tags need different pricing logic.
4. 04Open or create an artwork record and enter dimensions. If a rule matches, the Pricing section shows a suggested rounded price.
5. 05Choose Use suggestion to fill the artwork price, or ignore it and enter your own price.
6. 06Turn suggestions off from either Settings or the artwork Pricing section.

Edit an edition copy

1. 01Open an artwork record with edition details enabled.
2. 02Choose one numbered copy from Edition Copies.
3. 03Set the copy status, location, price, currency, notes, and optional color label.
4. 04Use color labels as visual working markers; they tint the copy tile but do not publish anything or change the copy status.
5. 05When marking a copy sold, add the sale date and price so Sales records and Contacts stay accurate.

Find records quickly

1. 01Use the artwork search field for title, artist, inventory code, medium, category, notes, description, and tags.
2. 02Open filters for status, category, medium, year, location, tags, collections, recent catalogs, and recent viewing rooms.
3. 03Apply filters explicitly on mobile-sized screens so the list does not change while you are still choosing options.
4. 04Use bulk actions for collection changes, status updates, batch edits, tags, deletion, and renumbering.

Images

• Upload images from the artwork form or artwork detail page.
• Use crop and replacement tools when the display image needs cleanup.
• Compressed display images are used throughout the app for performance.
• The Studio plan can preserve original-resolution image files, subject to plan limits.

Video

• The Studio plan supports video uploads up to its current video file limit.
• Video can be added while creating a new web artwork record, then uploaded after the artwork is saved.
• QR phone video upload is available only for already-saved artwork records because the phone uploads to the final artwork destination.
• Videos play in the dashboard media lightbox after processing finishes.

Documents

• Accounts on the Studio plan can attach private documents to artwork records.
• Use documents for invoices from galleries, condition notes, appraisals, receipts, or conservation files.
• Documents are not public unless a future explicit sharing flow is added.

1. 01Open Dashboard, Collections.
2. 02Create a collection with a clear working name.
3. 03Open Add artworks and choose Existing artworks to select records with the shared artwork picker.
4. 04Choose Create new artwork when the record is not yet in your library. Complete the shared artwork form and choose Create & add to save it directly into the current collection.
5. 05Use the pencil action on an artwork tile or row for quick edits. This changes the same artwork record everywhere it appears; public access controls and visible-field settings still decide what visitors can see. Choose Open full record from the editor for the complete workspace.
6. 06Reorder artworks if the sequence matters.
7. 07Use the collection later for catalogs, viewing room selection, or portfolio selection.

1. 01Open Dashboard, Catalogs.
2. 02Choose Create catalog and select artworks.
3. 03Choose a PDF layout, page options, field visibility, and whether to include artist text pages.
4. 04Generate the PDF. Keep the tab open until generation completes.
5. 05Download, share, or return later to saved catalogs.

Good to know

• PDF generation requires an internet connection.
• Saved catalog count is limited by plan.
• Artist Bio, Artist Statement, and C.V. are managed in Settings or the catalog builder.
• Weights and dimensions use the account's preferred units when displayed.

1. 01Open Dashboard, Viewing Rooms.
2. 02Create a room and choose the artworks using the shared picker.
3. 03Choose layout, visible fields, artist pages, branding, and contact display.
4. 04Add an optional password and expiry date when the room is for a specific recipient or deadline.
5. 05Copy the public room link and send it to the recipient.

Portfolio controls

• Enable or disable the public portfolio.
• Choose a public slug, display name, artist image, Bio, Artist Statement, and C.V.
• Choose template: Masonry, Sideways, Grid, Grid uncropped, or Editorial.
• Choose content mode: selected artworks or selected collections.
• Set visible fields separately from private dashboard field visibility.
• Add a cover image as a separate entry state.
• Opt in to brand/logo display only when you want it shown.
• Open your live portfolio while signed in to switch privately between Visitor view and Edit artworks. Selecting a work in edit mode opens the shared quick editor.
• Copy website integration code for WordPress, Squarespace, Wix, or a self-hosted website after the portfolio is published.
• On an active Studio plan, explicitly enable Custom website feed only when a developer needs the same curated published information and web-ready media as JSON. This web-only setting does not change the normal portfolio or embeds.

Embed a portfolio on another website

1. 01Open Dashboard, Portfolio.
2. 02Publish the portfolio and save any artwork, template, visibility, or branding changes.
3. 03Use Website integrations to copy the Universal embed code for code blocks or the Direct embed link for Squarespace Link embeds and external-page/iframe blocks. Published portfolio collections also have individual embed options for series pages.
4. 04Paste the code or link into the destination website. Future saved portfolio changes update the embedded version automatically.

Give a developer the custom website feed

1. 01Publish the portfolio and save the exact artworks or linked collections, ordering, visible fields, cover, and artist information you want to share.
2. 02Open Website integrations, then find Custom website feed after the ordinary embed controls.
3. 03With an active Studio plan, turn on Enable JSON feed and copy the read-only feed link for your developer. Anyone with that link can read the published information.
4. 04Turn the feed off at any time. Unpublishing the portfolio or pausing Studio access also makes it unavailable immediately; the saved opt-in can resume when both are active again.

Use each area of Selling

• Overview: see what needs attention, turn Selling on or off, and preview your page.
• Selling page: choose work, use a collection as a shortcut, and edit buyer options or artwork details.
• Messages: read and reply to private buyer enquiries. An enquiry does not reserve an artwork.
• Orders: online orders will appear here if payments become available. Agreed and historical transactions remain in Sales records.
• Settings: update seller details and policies.

Get ready to sell

1. 01Add the seller name, country, private message email and policies, then choose where buyers see your work.
2. 02Add Available artworks and choose Enquire, Request to buy or Gallery for each one.
3. 03Preview on desktop and mobile, finish the wizard, then turn Selling on from Overview.

Payments, delivery, and availability

• Online payments are not currently available. Agree the complete price, payment and delivery directly with the buyer.
• If payment is introduced, buyers will see the complete artwork and delivery total before paying.
• A confirmed payment will make one unique work or edition copy unavailable, or reduce finite online stock by one. Refunds, cancellations, reversals and disputes will not relist it automatically.
• Gallery, resale, estate and uncertain-ownership work will remain enquiry-only.

What buyers can see

• Buyers see the published artwork, any price you choose to show, your public seller details and policies. If online payments become available, they will see the artwork price, delivery and complete total before paying. Private messages, inventory, contacts and notes stay private.
• Buyer rights stay in place alongside your own terms.
• Visitors can report an artwork or payment concern. A report does not decide a buyer dispute automatically.
• You can turn Selling off or remove one artwork without deleting private messages, orders, or Sales records.

Full reference and troubleshooting

• Contacts store buyers, galleries, advisors, institutions, and other people tied to your work.
• Sales can link to an artwork, an edition copy, a contact, price, currency, date, and notes.
• Invoice PDFs can be generated for sale records, with optional tax and shipping lines added to the artwork subtotal.
• Tax labels are editable for regional wording such as Sales tax, VAT, GST, HST, or Consumption tax. Artwork Codex does not automatically determine your tax obligations.
• Edition copies marked sold should have linked sales records so Sales records and Contacts stay accurate.
• Delete a sale from the artwork detail page, Sales ledger, or contact detail page when a record was created by mistake. If it is the last linked sale, the artwork or edition copy is made available again.
• Mixed-currency totals should be read by currency rather than silently converted.

Import

• CSV import maps spreadsheet columns to artwork fields.
• When creating new records from CSV on the web, map Inventory Code to preserve existing codes from a spreadsheet or legacy system. Blank Inventory Code cells use auto-numbering.
• To bulk edit existing artworks on the web, choose Update existing records and upload one row per artwork.
• For description updates, a CSV can be as simple as Inventory Code and Description. Inventory Code is used only to find the existing artwork.
• Blank mapped cells are preserved during updates, so sparse CSV files do not erase other artwork details.
• Preview flags duplicate inventory codes, existing-code conflicts, missing matches, blank-only rows, and validation errors before changes are applied.
• Review mapped columns before import, especially dimensions, price, currency, dates, category, and tags.
• Imported records still count against artwork and media plan limits.
• Instagram import is not generally available yet.

Export

• Settings includes data export for records.
• The Studio plan can export media archives, including originals and videos, through the web dashboard.
• Frozen accounts can still view and export their data.

Current public plans

• Free plan: small archive with one Certificate of Authenticity.
• Starter plan: 100 artworks, 300 images, 10 images per artwork, 5 viewing rooms, 20 saved catalogs, and one Certificate of Authenticity.
• Studio plan: unlimited artworks and rooms, Team access for the owner and up to five teammates, documents, unlimited COA generation, 20 media items per artwork, 5,000 media items total, 50GB of media storage, original images up to 250MB per file, videos up to 2GB per file, and 200 saved catalogs.

• Cannot log in: confirm the email address, try password reset, and check whether you used Google or Apple originally.
• Upload blocked: check plan limits, file size, network connection, and frozen or past-due account state.
• PDF stuck: refresh after a minute and retry on a stable connection.
• Viewing link not visible: check portfolio selection, room active state, room expiry, and whether the artwork is included.
• iOS not matching web: open iOS Account, Settings, Sync, then Pull Latest Changes.
• Billing access missing after payment: wait a short time, then refresh billing or restore purchases on iOS.

• Artwork records are private unless included in a public portfolio or active viewing room.
• Viewing rooms can use passwords and expiry dates.
• Public portfolio fields are controlled separately from dashboard field visibility.
• Deleting an account permanently removes account data and associated media according to the deletion flow.
• Support will never ask for your password or payment card details by email.

Include

• Account email.
• Page URL.
• Browser and operating system.
• What you clicked or changed.
• What happened and what you expected.
• A screenshot when layout, PDF, media, or public page output is involved.