Artwork data entry

Artwork data entry

The Artwork Component

Where details of individual artworks are entered and stored. See Creating a new artwork for details on adding artworks.

Finding Help

Click on help icons on individual items for feedback.



Artist and Owner entries for artworks

When you enter records into the People Component of Tessera you have the option of marking the entries as belonging to one or both of two available categories, Artist and Owner. See the help screens on the People Component for more details.

Artist. As you’d expect this is the person who created this artwork.

Owner. An owner is the person who owns the artwork at the time of sale. Are you an artist running your own business? Then you will be the owner so enter your own name. Are you a gallery that has purchased the artwork? Then enter the gallery as the owner. Are you a gallery selling on the agency model? Then the artist will be the owner. Are you a collector or museum? Then the owner will be yourself or perhaps a third party such as a trust-fund.

  1. Artist: Select the artist from the drop-down list. (The only names that appear in this list are those people who have been marked as artists in the People Component. If the artist you need isn’t available in this list then go to the People Component of Tessera and make sure all artists and owners are entered and correctly tagged).
  2. Owner: The owner of the artwork at the time of sale. Marking the owner of an artwork lets you create accurate inventory reports. (The only names that appear in this list are those people who have been marked as owners in the People Component. If the owner you need isn’t available in this list then go to the People Component of Tessera and make sure all artists and owners are entered and correctly tagged).


Deleting artist and owner entries and navigating directly to an artist or owner record

  1. Use the arrowed buttons to leave the Artwork Component and move directly to the linked record in the People Component.
  2. Use the delete buttons to clear the related field.


Consigned Artworks

If artworks have been consigned into Tessera then you’ll want to keep track of when and by whom they were consigned.

For comprehensive details on consigning artwork see the Consignment help pages.

  1. If this artwork has been consigned to you then check this checkbox.
  2. Tessera expects an Owner to have been entered and you’ll see an alert if this isn’t the case.
  3. As a reference enter the date the Artwork was consigned into Tessera.
  4. Click on this button to see all artworks consigned to you by the current Owner.

Artwork Title, Artwork Date and Artwork ID

Some of the fields detailed in this section are populated at the time you create a new artwork record. (See creating a new Artwork record help pages for more details).

  1. Artwork Title: The name of the artwork only. If you require artwork titles to be enclosed in quotation marks then enter them along with the title.
  2. Artwork Date: The date of the artwork is text and can be in any format that suits your requirements. (e.g. 1963 approx or 1885-1889).
  3. The Artwork ID: can be any combination of characters but it should be unique. The Other ID is for use when the artist who has consigned an artwork to you if you’re a gallery has their own artwork ID you want to record. Or use it for any other artwork ID you may have.
  4. Manage IDs when you are on the screen for creating a new artwork. (See creating new artworks to understand how Artwork IDs are automatically generated and entered for new artworks and how you can control the next artwork ID used).




  1. Dimensions can be added for the artwork itself, the frame and the paper size. Enter dimensions manually in any format that suits your needs.
  2. Use the Dimensions settings button to turn on auto-formatting of dimensions. When this feature is on you need only enter the two or three numbers representing the dimensions, with each numeral separated by a space, and when you move out of the field Tessera will format the result as you’ve specified. This still allows manual editing of the entry where required.NewImage

Frame Dimensions

  1. If an artwork is framed check the Framed Checkbox to reveal additional fields. When the checkbox is checked the retail price is highlighted in blue, an easy way to identify framed artworks.



Use this to store the artwork description.


Category, Medium and Location

  1. Category is used to specify the relevant Category (Painting, Sculpture etc:) This is useful when searching for artworks and producing reports. For example you could produce a report detailing all sales in a particular month and sort them by category allowing you to see how various categories have performed.
  2. Medium is used to specify the medium of the artwork. (Acrylic, Oil, bronze etc:) and also helps produce accurate sales and inventory reports.
  3. Location is used to specify the artwork’s current location allowing you to produce accurate search results and inventory reports where you can see what artworks are held in what areas.
  4. Use these menu control buttons to edit the values that appear when you click into one of these fields.
  5. When a location is altered Tessera writes the change to the Location Log that can be accessed using this button. Manual entries can be made to this log where required. Logs can be exported to spreadsheets if need be.



These next items all give access to a secondary screen for additional input.


Custom fields

Add as many additional fields to Tessera for your own use. Specify the names of these fields and alter them where required. While Tessera can hold any number of additional fields you specify the twenty fields that are accessible for everyday use. The custom fields you make available can be altered at any time.

Learn more about custom fields

Artwork Files

Artwork Files are any electronic documents related to this artwork that you want to store along with the current artwork. These can be spreadsheets, videos or other files from a wide range of formats. NewImage


  1. Store websites relevant to the current artwork within Tessera. You can view these webpages within Tessera allowing to add relevant web data on shows and exhibitions to your artworks.NewImage

Production Notes

As a reference use this feature to record the process involved in creating the artwork using text and images.


Artworks can be added to one or more Collections. Collections are a convenient way to group artworks together. Create collections when you want to group together artworks for an art show or for a client to view or as a way to collect together all your portraits or all of your landscapes. Collections can be managed from the Tessera Screen using the Collections Manager and artworks can be added to Collections from the Artwork Component using the Info Button.

  1. Clicking into the Collections field opens the Info Panel and the Collections tab where all available Collections are listed on the right side of the screen.
  2. Add the current artwork to a Collection by selecting the “+” button next to the required collection.
  3. These are all the Collections the current artwork belongs to. Remove artworks from collections using the “-“ button.
  4. Where required add catalogue numbers when the collection is being used as a catalogue.
  5. Because an artwork can belong to one or more collections it may have one or more catalogue numbers. Make a selection here to designate which collection is used whenever you want to display a catalogue number, for example on reports or for export. This setting can be altered at any time.
  6. For finer detail on managing  Collections you can leave this screen and go to the Collection Manager itself which is accessed from the Tessera Screen.


Interest shown in an artwork

Record those people who have expressed an interest in the current artwork

  1. Use this button to select one or more people who’ve has expressed an interest in the current artwork.
  2. Use this button to view these people listed in the People Component making it easy to add them to mailing lists.
  3. Use this button to remove the link to this person




    1. Use this feature to add any number of Keywords to an artwork. Access the keywords screen where you can add, remove and edit available Keywords. Search for Keywords when using the Artwork Search feature.NewImage


  1. Status allows you record a short-term state for the current artwork. Often this field will be left empty. But it’s useful if you want to record that the artwork is On Loan or Reserved, for example. Rather than altering the location, if the artwork is off-site for a day to be framed, simply enter a status such as “Framed” instead. Status can be used as a filter when compiling a stock report.
  2. Use the details field to link the artwork to a client where appropriate.NewImage

Other Fields

Many of these fields are used for collections and galleries dealing with historical works.


  • Inscriptions on artwork: Where and when this artwork is signed. e.g “Lower left and dated on reverse”
  • Provenance of artwork: The story details for this artwork.
  • Artwork Literature: Document the bibliography for this artwork.
  • Origin Collection: Collection this artwork belongs to or is on loan from.
  • Exhibited history: Where and when this artwork was exhibited.
  • Contributors: Contributors or collaborators on this artwork.
  • Coverage: Contributors or collaborators on this artwork.
  • Language: Usually used for works of literature.
  • Publisher: The producer or publisher of this artwork.
  • Relation: Information on the rights holder for this artwork.
  • Rights: Information on the rights holder for this artwork.
  • Source: How and when and from where this artwork was sourced.
  • Subject: The topic of the artwork.
  • Comments: General comments on this artwork.


See Entering Editions for details on entering a single artwork that has many editions.


 The stock management features give you an overview of the current level of stock for the artwork. The available stock level is a product of stock added less any stock sold or any stock consigned out from Tessera.


Image Manager

  1. This is the image you’ve selected to be the image used throughout Tessera to represent the current artwork. An artwork can have any number of images added but only one image is selected to be image in use throughout Tessera. This image will appear if required on invoices, reports and on many of Tessera’s screen. (See Managing Images for more details).
Click on the image here, or elsewhere you see images, to reveal an enlarged image and more options.