Amended “Import folder of images” step when using the Artwork Image Manager so it works as expected.
This List – of artworks is an ideal way to review and sort a number of artworks at once. Use the button provided on the List – screen to select which field appears in the left-most column. The first three choices in the menu result in bold titled columns. Selecting to sort these, and other bold columns, results in summarised details. Couple this with using the Hide Sold Artworks button to quickly review groups of available artworks.
New artwork’s screen now includes a comprehensive list of fields for data entry including custom fields. Up to three images can now be added when creating a new artwork. Extended range of custom fields available on this screen as well.
Individual artworks now allow the import of a folder of images
The navigation board now includes access to one-click access to each View available in each component.
other minor alterations to ensure Tessera works as expected.
There’s nothing mysterious about the Omit button. It simply shows the artworks that are not being shown, or omitted, from the artworks being browsed. Let’s say you have 7 artworks and have conducted a search so that you are now viewing only 5 of these artworks. The Navigation bar will show (A) that you are viewing 5 records and that (B) there are a total of 7 artworks available.
Use the (C) Omit button and you are now viewing the 2 artworks that were omitted and the 5 initial Artworks you found are omitted instead. Click the Omit button again to toggle between these sets. This is useful to find artworks that do not belong to your search criteria. For example: Search for artworks that belong to the artworks medium of “Oil”, click the Omit button, and you are now viewing all artworks that are not marked as having an artwork medium of “Oil”.
Use the Show All button (E) at any time to revert to viewing all Artworks.
When browsing artworks in Tessera you’ll usually be interested in viewing artworks that are available. But when you’ve conducted a search you’ll often be left looking at a screen like the one below where there are a mixture of sold and in-stock artworks. (Where there is no stock available the Info Button will always be displayed in red instead of green).
To temporarily hide out of stock artworks use the “Hide Sold Artworks”. Now you can use the Omit button to toggle the view between sold and unsold artworks.
Import People records into Tessera before attempting to import artwork records as Artworks depend on finding and linking to the appropriate artists and owner records in the People Component..
When you import artwork data into the Artwork section Tessera will use the name you import into the Artist Last Name field and will attempt to match it with a record that has the same information in the Last Name field of a record you’ve already imported into the People Component of Tessera for those records where the person is marked as an artist.
If the import into an artwork record’s Artist Last Name = Last Name of an entry the People Component, where that record is marked as an artist, then Tessera will lookup and enter the correct artist name for you which will save you time where large imports are being made.
(Note: Tessera only looks for this link at this point of the import. Once your data is imported serial numbers are used and you can safely alter artist names with no effect on how Tessera works).
Tessera features the ability to add virtually an unlimited number of custom fields to store data within Tessera. On import there are ten of these custom fields available. Once you’ve imported data into these fields you’ll have the chance to specify what these fields are for before committing them to Tessera.
This is a list of the names of the fields into which you can import data.
These fields are all text fields apart from the Artwork Retail Price, Artwork Purchase Price and Artwork Inventory Price fields which are numbers and the Image field which is a container designed to hold images. Image records can only be imported if you are importing from a FileMaker Pro file. (Alternatively there is an “Import images from a folder” feature which lets you import a folder of images after which you can add the artwork details.)
Artist Last Name, The last name of the artist
Artwork Title, The artwork title only
Artwork Dated, This can be a single date or an approximate date for historical artworks
Artwork Category, “Painting”, “Sculpture” or any other values you want to use to categorise artworks
Artwork Medium, “Oil on canvas”, “Mixed media” etc
Artwork ID, An unique identifier for your artwork
Artwork Other ID, The ID an artist may have already given to this artwork
Artwork Retail Price, The price for which the artwork will sell
Artwork Purchase Price, The amount you purchased this artwork for (useful for galleries and collectors)
Artwork Purchase Date, Format dates as 30/12/2014
Artwork Dimensions, Use any format suitable for your needs
Frame Dimensions, For consistency use similar formatting to general artwork dimensions
Location of Artwork, “Stockroom”, “Studio” useful for running inventory reports
Inscriptions, Where and when artwork signed. (“Signed and dated on reverse”)
Provenance, The history of the artwork
Literature, Reference in publications for this artwork
Collection Details, Are you recording details of an artwork that belongs to a collection?
Artwork Source Details, For galleries to collectors of historical works from where was this artwork sourced?
Image, The image for this artwork. (Note images can only be imported from another FileMaker file or directly either one by one or as a folder of images without accompanying text.
Image Name, Have you a spreadsheet full of artwork details and an accompanying folder of artwork image? Use the Image name field to record the name of the image. This way during the import process this will make it easier to find and enter the relevant image.
Custom 01, Tessera can hold any number of custom fields for holding other data use these fields for that data and once you’ve imported the records you can specify the names of the fields.
TIP: Are you a gallery regularly having artists sending you in artworks? Help speed the process by encouraging artists to download the spreadsheet and enter the data into the required fields. You won’t need all of the cells filled so specify in your email what you do require. The spreadsheet includes a column where the artist can enter the name of the image associated with the artwork. That way if they send you the images as well you’ll find it easy to locate and enter the correct image during the import process. To simplify life simply ask your artists to provide a spreadsheet with: The name of the artwork, the quantity and the retail price. Once this is imported the import features in Tessera will allow you to fill other fields rapidly.
You can download a pre-formated Excel Worksheet for importing artworks here. The pre-formatted Worksheet doesn’t include a column for images, which aren’t usually stored in a spreadsheet, but does include the Image Name column to help you find and insert relevant images during the import process.
Import text data from a wide range of sources. (See FileMaker Pro support page on this topic)
Access the import feature from the home screen.
Use the Find records to import… button to find and select your spreadsheet or other import file.
Once you’re happy with the records use the Commit button and the data will be moved into Tessera.
What happens when you commit 1,000s of records to Tessera and then discover there’s an error in every record? Use the Artwork advanced search feature to find all of the last imported records then use the Tools button > Delete Button > More feature to delete all of the imported records.
Tessera now no longer includes the ability to create invoices although artworks can still be mark as sold and linked to the purchasing client. This has allowed a new price point for Tessera. For those purchasers of Tessera prior to this version they will now be automatically updated to a Tessera Pro licence.
CHANGES TO NAMES OF PRICE FIELDS
“Purchase Price” now “Inventory Price”
“Wholesale Price” in Version 400 is now “Purchase Price”
With Version 309 of Tessera the Purchase Price field has been renamed as the Inventory Price the price entered when adding stock has been renamed from Wholesale Price to Purchase Price.
These changes are simply to help in comprehension and to avoid ambiguity and make no alteration to the underlying purpose or function of these fields.
PRICE fieldS NOW AVAILABLE
Retail Price: Amended over time as you adjust price levels for artworks. Changes are automatically written to the retail price log.
Inventory Price: Likely to start off as the same amount as the Purchase Price but as the value of the artwork increases over time should be amended so that inventory reports accurately reflect the true value of your inventory.
Purchase Price: For artworks you purchase outright, which is likely to be relevant for Collectors and Galleris but not so for artist’s who use Tessera to manage their output, this entry will remain fixed for each stock entry you make.
Tessera has been redesigned with an emphasis of clean simple graphics and reducing colour where possible to remove as much distraction from the artworks.
When marking artworks as consigned in, you now have the option of including the date the artwork was consigned to you.
There is now a second ID field. Often artists have their own ID system which they prefer to refer to when identifying artworks. For galleries or collectors it’s useful to include this ID along with your own ID for reference purposes.
Changes to artworks belonging to an edition.
Artists and galleries often have a number of artworks in an edition. These are unique artworks in a series that are often numbered in the format 1/5, 2/5 etc. These are usually prints or photographs but could also be a series of sculptures from the same casting.
Any artwork that belongs to an edition even if you hold a single item requires the Edition Checkbox to be checked. Importing your data into Tessera 400 from 309 will automatically make this alteration where possible. Keep an existing copy of Tessera 308 for references purposes to confirm this alteration has been made as expected.
When placing artworks that belong to an edition out on consignment you now explicitly attach specific members of the edition to the consignment. You now have an unambiguous record of not only the artworks sent out on consignment but also the specific editions of that artwork. Editions out on consignment will be marked as such and you will not be able to sell or delete an edition marked out on Consignment until you detach it from the Consignment Document. This helps prevent inadvertent sales of artworks that are not currently available.
The Artwork Component is where artwork details are entered and stored.
Each record represents an artwork.
An artwork can have a stock level of zero, one or more than one.
If you sell jewellery or multiple editions of an artwork or any item where you have many copies then the artwork is entered once and the stock level can be added to where required. See the section on the unique stock tracker for more details on how to manage artworks where each stock entry has an additional unique value such as an edition number.
For collectors and galleries it’s likely there will only be one item per artwork. For artist and shops using Tessera there may well be many pieces for each artwork.
Add and edit artwork details. All fields are included on this layout, with access to additional fields via buttons and popover screens. See the help files on the individual fields available on these screens for more details.
Where most of an artwork’s fields are available for edit and review. See the help files on the individual fields available on this screens for more details.
This screen shows you one artwork at a time and is useful when showing artworks to clients. Click on the image to reveal more details.
View several artworks at a time in list format.
View many artworks at a time in list format.
View many artworks in a format designed to highlight images use the Preferences to specify the details to appear under images.
The Tessera Screen you see when you open Tessera and can be accessed from most areas using the Tessera Logo found in the top left hand corner of the screen. From here you have access to all the components of Tessera. This is also the screen from where reports can be run, upgrades to Tessera become available and where other essential features are found.