Web Dashboard Manual

1. 01Go to artworkcodex.com and choose Start Free, Log in, or Try the demo.
2. 02Complete onboarding. Choose artist, collector, or both so the dashboard can show the most relevant fields.
3. 03Open Dashboard, then Add artwork. Start with title, status, category, medium, year, dimensions, and location.
4. 04Upload at least one image so the record is easy to identify in grids, PDFs, rooms, and portfolios.
5. 05Review Settings after the first few records. Set preferred units, currency, inventory code format, visible fields, and artist text.

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. Dimensions are stored internally in cm and displayed as metric or imperial at the edge.
• 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.

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, and numbered copies 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.

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.
• Studio can preserve original-resolution image files in private storage, subject to plan limits.

Video

• Studio supports video uploads up to the current Studio video file limit.
• Video can be staged while creating a new web artwork record, then uploaded after the artwork row exists.
• 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

• Studio accounts 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. 03Add artworks using the shared artwork picker.
4. 04Reorder artworks if the sequence matters.
5. 05Use 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, Archive grid, 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.

• 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.
• Edition copies marked sold should have linked sales records so the Sales dashboard and Contacts dashboard stay accurate.
• Mixed-currency totals should be read by currency rather than silently converted.

Import

• CSV import maps spreadsheet columns to artwork fields.
• 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 remains gated until Meta approval is complete.

Export

• Settings includes data export for records.
• Studio 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: small archive for trying Artwork Codex.
• Starter: 100 artworks, 300 images, 10 images per artwork, 5 viewing rooms, and 20 saved catalogs.
• Studio: unlimited artworks and rooms, documents, COA generation, 20 media items per artwork, 5,000 media items total, 50GB Studio 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 for webhook processing, 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.