Changelog

Artwork expenses can now be exported as a report, making it easier to submit to your gallery for reimbursement.

From any artwork’s Expenses section, use the ellipsis menu and select Export as report… to download a PDF with the artwork details, an itemized list of all expenses, and a total.

If any expenses have receipt files attached, the export will include them alongside the PDF in a ZIP archive, with each file named to match its corresponding line item in the report.

You can also export expenses as a CSV for use in a spreadsheet.

When recording a sale, we save the retail price of each artwork at that moment so we can show historical prices and compute discounts later. Previously this was set only from the artwork’s page, which meant that if a price was missing or wrong at the time of a sale, you couldn’t correct it from the sale itself.

Now, you can edit the retail price of any line item directly in the sale dialog. Click the price on a line item to open a small editor where you can adjust both the retail and sale prices side-by-side, with the resulting discount shown as you type.

Valise now supports self-serve imports of artwork data from spreadsheets.

From the Import/Export Settings page, in the imports section, select Spreadsheet. You can download our CSV template, fill it out, and upload the file back to us. We’ll provide a preview of everything that will be imported. We’ll also flag any warnings, like missing fields or duplicate records, so you can fix issues in your spreadsheet before affecting your vault.

These imports are helpful for an initial migration to Valise, but also if you’re backfilling an old archive with data from your gallery, other services, or paper records.

Give it a try and let us know if you have any feedback or questions.

As we’ve added new features, Valise got harder to use on mobile devices. Text fields would sometimes extend off-screen, and reordering uploads or collection artworks could sometimes interfere with your ability to scroll down the page.

We’ve made these core elements easier to use on phones:

• Text fields can no longer extend off-screen. When editing, the field will automatically expand to fit the text you’re editing, so long artwork titles are no longer cut off.
• Deleting uploads is now tucked into a press-and-hold menu, making it harder to accidentally delete an uploaded image—and now also making it possible to quickly download a single JPG on the go.
• Reordering works now has an explicit Edit button, preventing accidentally reordering artworks when you’re just trying to scroll down the page.

The consignments page now has quick filters, letting you press to quickly see active and upcoming consignments. We also now show full start and end dates for consignments. When you’re preparing for a consignment starting soon, or you want to see which works are consigned right now, this should make it much easier to find what you need.

We’ve refined how sorting works on the artworks page to group works more logically.

Now, when you sort works by title, by year, or by last updated time, we’re smarter about how works within the same year/title are grouped. We’ll always group works by title and by artist. And these sub-sorts are consistent now too: flipping from most recent to oldest won’t cause the list to go from A-Z to Z-A.

This should make it much easier to find what you’re looking for, regardless of how you prefer to browse your collection. And please let us know if you think this could be improved further.

Newly created artist proof (AP), printer proof (PP), and exhibition copies (EC) editions will now be set to the “Not for Sale” status by default. This better reflects the way most people think about these edition types, and plays more nicely with other Valise features like availability in collection previews.

We’ve also updated the edition pickers for both sales and consignments. They’ll now indicate whether editions have already been sold, or are marked not for sale, making it easy to tell why an edition isn’t available.

We’ve updated collection previews with a new Availability toggle, letting you add an indicator of whether a work is available for purchase or not.

This is a great way to share a collection with potential buyers and keep them aware of what works have already sold and which ones are still for sale.

For editioned works, we’ll treat a work as available as long as there’s one edition that’s available or consigned, excluding artist proofs (APs), printers’ proofs (PPs), or exhibition copies (ECs).

Editions now support document uploads, making it possible to track condition reports, edition-specific receipts, and other documents directly on the works themselves.

Throughout Valise, we’ve now added the ability to make edits to many records at once, including artworks, editions, and sales.

In each of these places, we’ve also added new actions for common changes: for example, when selecting multiple artworks, you can now quickly copy tombstone information for all of them at once. Or quickly export a PDF from a small set of works. Or when selecting editions, you can now modify their status, dimensions, or location all at once.

We hope this makes it easier to keep track of your data. And if you have suggestions for other actions you’d like to see, please let us know.

Locations can now be merged together. This is useful if you move studios, stop renting a storage unit, or need to clean up incorrectly entered data. Go to the Location Settings, select several locations you’d like to merge, then tell Valise which location is the destination.

For a while you’ve been able to download the images attached to an artwork record. We’ve now updated this feature to give you a more legible export, with images tucked into a folder and filenames that reflect your artwork title.

We also made it possible to download every image for every artwork in a collection at once, from a collection’s menu.

When most consignments last a year, it’s easy for the ending of that consignment to slip your mind. We’ve heard stories from artists who lose track of where their works are because consignments ended but their works were never sent back.

Paid accounts will now receive a reminder 3 days before a long-running consignment ends. This reminder includes a list of works in the consignment, and a link to the consignment details to quickly see and follow-up with the consignee.

We’ve also extended consignment to have their own Notes field, letting you track any additional information about the consignment.

You can now filter artworks by multiple statuses, so you can quickly find all the Available or Consigned works. We’ve also extended a few filters to support not in queries, so you can find every work that doesn’t have a status, or isn’t tagged with a tag.

The artwork page now allows you to sort works by artist name first. This feature is most helpful for collectors, who may have many works by different artists and would prefer to see them grouped together.

When filling out grant applications forms, drafting emails, or texting your dealer, it can help to have quick access to artwork details. We’ve tried to make this easier by introducin a new right-click menu on artworks.

When right-clicking on an artwork, you’ll now see options to quickly open the artwork, copy rich-text formatted artwork details, or download the artwork’s primary image in a JPG format.

We’ve just launched a public beta of the Valise API, offering a read-only view into your data stored on Valise.

Developers can use the API to build integrations on top of Valise, such as powering a portfolio website with data from a specific collection in your vault, or syncing data from Valise to other systems.

The API is currently in private beta. If you’d like to use it and provide feedback, please get in touch.

You can now quickly add artworks to presentations directly from the artwork page. When backfilling your archive of works, this makes it much easier to fill in missing data without jumping around.

As a part of this, you can also now create a presentation directly from the artwork page as well.

Since the introduction of collections, Valise has allowed you to share them via links with collectors, galleries, and others, and making real-time updates to those collections as needed. But sometimes, you just want to email a PDF.

We’ve heard you, and are now launching a PDF export feature. Now you can export to a PDF in one of three styles:

• a Portfolio, which features a single artwork per page
• a Tear Sheet, which has image thumbnails and artwork details, like an exhibition checklist
• or Labels, which features no images

You can generate PDFs for any Artwork or Collection. From a page, click on the three-dot menu and then Export to PDF… to open the export dialog.

We’ve revamped Valise’s global search to make it easier to find what you’re looking for.

As a recap, Valise offers a powerful filter system on each page for narrowing down a specific type of data, like artworks, contacts, or sales. But sometimes you just want to jump straight to a specific record. That’s where the global search comes in.

Previously we used simple in-browser search, but that could be slow for larger vaults and didn’t handle misspellings, accented characters and other common but not obvious cases. This new system handles all of that, and also includes more data than before, like tags, artists, and all edition information too.

Give the new search a try by pressing the search icon in the top-right of any page, or using the / shortcut.

A small but important change: you can now edit the currency of a sale.

Previously, when recording sales we would use the currency of the artworks included in that sale. For most artists, this is fine, but if you work across currencies — such as selling a work priced in CAD via a gallery in the UK — you weren’t able to change this.

Now, when adding or editing the line items of a sale you can configure the currency of the sale overall, to ensure your records are accurate.

We’ve recently added support for importing data from Artwork Archive, making it easier to migrate to Valise from other services.

Our importer is still in development and requires contacting us to do the imports on your behalf. If you’re interested, reach out and we’ll be happy to help.

Alongside this change, we’ve also made a few other improvements to imports:

• We now have a help guide explaining how to export your data from various tools to import into Valise. You can read it here.
• We’ve improved our importer’s handling of fetching images and files from other services, meaning vaults with thousands of images should now import more smoothly than before.
• Imports from various services now support importing presentation records and collections from services which offer equivalent functionality.

Like for artworks, you can now apply tags to editions. This is a great way to organize your editions and make them easier to find.

Tags can also help you keep track of structured information about editions, like whether you’ve been paid for a sale (e.g., “unpaid”), or for production status (e.g., “unprinted”).

To add a tag to an edition, open an artwork, and then edition page, and click on the tags field. You’ll be prompted to search existing tags or create a new one.

You can review all your tags from the Tags Settings page.

We’ve recently made a few improvements to sales and consignments.

First, you can now edit sales and consignments after they’re created.

This makes it easy to correct mistakes or make changes to any data — particularly helpful when recording a large consignment, where it’s easy to miss a single artwork amongst a large set.

We’ve also made a number of smaller improvements:

• Retail prices are now recorded with sales, so we now show historical retail prices and any applicable discounts when looking at a sale. This only applies to newly recorded sales.
• The sales index table now shows the sale total and retail total for each sale, so you can quickly see which sales brought in the most money.
• We fixed a small bug where quickly switching between artworks would show the retail price for the previous artwork.
• We fixed a bug where an artwork’s page would only list consignments for the first edition. Now, it correctly lists consignments for all editions, and you can even see per-edition consignments from an editions own page.

Valise now lets you sort data on any page.

Before, data was usually organized by date: newly created collections would appear first, as would more recent sales. However, this default ordering isn’t always helpful. If you’re…

• reviewing works from the beginning of your career, you probably want to see the oldest works first, instead of having to scroll to the bottom every time.
• you’re looking for the most recent collection you’ve updated, even if it’s old
• you remember exhibitions titles more than years

Now, you can order data however makes sense for you: recently updated first, alphabetically by title, large sale amounts first, or even by consignment start and end dates. Press the Display button in the top right corner of any page to adjust your settings.

It’s a small change, but one we hope helps you find what you’re looking for faster.

Valise now supports overriding year, medium, and dimensions for individual editions. This is useful when you’re doing a run of prints and need to adjust the year or medium to account for a new production date/method. It’s also useful for variant editions.

You can edit these settings from any edition page, which you can get to by clicking on the edition number (eg. 1/5) in the edition table. From there, you can unlock fields you want to edit, and change the values as needed.

Part of keeping an inventory of works is tracking their provenance, which includes events where they’ve been displayed. Whether on solo or group exhibitions, art fair booths, online viewing rooms, grant or residency applications, or elsewhere.

Valise now supports tracking this information in a first-class way with a new Presentations section. You can now record the venue, title, dates, and more information about any show, upload related images and documents, and connect artworks in your vault.

Try it out by adding a presentation to your vault.

Valise lets you track sales for individual or sets of artworks. Until today, the only way to access that information was to open the artwork itself and find the sale record.

If you needed to review your sales in aggregate — maybe to answer questions like “how much did I earn from sales in 2022?” or “which of my galleries sold the most works” — it required more manual work than it should have.

Well no more! As of today, you can now see all your sales in one place and filter them by date, buyer, seller, amount, and more.

To give it a spin, open up the sales page in your vault.

Valise now supports tracking artists for artworks. This is a new feature that’s useful for artists who frequently work with collaborators, or collectors tracking works by multiple artists.

Since most Valise users only track their own works, by default, all new artworks are assigned to their vault’s contact information. If your vault name is Alice Chen, all new artworks you create will have Alice Chen as the sole artist. That name will appear in your artwork-view pages and in collection preview links shared with others.

If you’d like to opt-out of automatically assigning yourself as the artist, toggle the “Default Artists” setting on your vault settings page.

When signing up you may have chosen a name like Alice Chen Studio, which leads to that phrase appearing throughout Valise. We recommend naming your vault after yourself. You can update your vault name on your vault settings page.

When tracking information about your works, you’ll inevitably want to keep track of the people and organizations you work with too: who are these works consigned to? Who bought these works? What photographer took these documentation photos?

Contacts are a way to keep a handle on all this information. Contacts act as a single home for any information about a person or organization, referenced throughout your vault.

You can create a contact as you’re creating a consignment, or recording a sale. Once you’ve done so, it’ll autocomplete for future consignments or sales.

If you want to edit or delete contacts, you can do so from the Contact Settings page.

And to keep things organized, you can assign contacts one or more roles, which determine where we show them to you. So you won’t see buyers suggested when you’re creating a consignment, but you’ll see them when you’re recording a sale. If you want to change which roles a contact has, you can do so from the Contact Settings page.

For all the details, read our contact docs page

Until recently, if you wanted to navigate between two artworks, you either had to go back to the artwork index or use the search. This was a bit of a pain, especially if you were using filters to narrow down artworks, because those filters would be lost every time you navigated somewhere else.

We’ve introduced two changes to make this much easier:

• Filters now persist for your entire session, so you can click into an artwork page and then return without losing your place.
• You can use the new arrow navigation in the top-right corner of the artwork page to quickly navigate between artworks. You can also use j and k to navigate left and right, respectively. (These are the same shortcuts as Gmail and other apps.)

What’s more, when navigating to subsequent and previous artworks, we’ll only show you the artworks that match your current filters.

This makes it easy to filter down to a subset of works that need edits and then quickly navigate between only those works. For example, if you’re adding location information to every artwork that’s missing it, you can filter by Location → Is Not Set, pick the first artwork, and then work your way through the list with j and k.

We’ve now added support for displaying HEIC and TIFF images in Valise. We hope this makes it easier for you to quickly add documentation of your works directly from your iPhone or working files.

TIFF (.tiff) is an older image format that’s useful for storing lossless image data.

HEIC (.heic or .heif) is a new image format that’s designed to have a smaller file size with higher quality. Since iOS 11, most photos taken on an iPhone are saved as HEIC files.

Web browsers like Chrome, Safari, and Firefox don’t natively support displaying these image formats. This means you often need to convert these images to different format before you can upload them to apps.

Valise now supports uploading and displaying these formats like any other image type. And we do this without any changes to the raw data you upload to us, so when you request an export of your data from Valise, you’ll get back the original unmodified TIFF or HEIC image.

You can now apply tags to artworks. This is a great way to organize your artwork and make it easier to find.

We’ve seen early users of this feature use it to group artworks by medium (e.g., painting vs. sculpture), add status information (e.g., “unsigned”), or add collaborators’ names.

To add a tag to an artwork, go to the artwork page and click on the tags field. You’ll be prompted to search existing tags or create a new one.

On the Artworks page, you can filter by tags to find every artwork with a specific tag.

You can now create new vaults to help organize your work or collaborate with others.

When you first join Valise, you’ll be prompted to name your first vault. After signing up, you can create additional vaults in the top-left corner of the dashboard.

You can invite others to join your vault from your settings page. For more details, see our help docs.

As a part of this change, you can also delete a vault you no longer need from the settings page. To be safe, we’ll notify all owners of the vault and wait 72 hours before deleting it.

Valise is still in beta and is currently free to use. However, when we turn on billing, we’ll require each vault to be a separate subscription, so keep that in mind as you structure your work.

One of the biggest benefits of cloud-based software is that it’s someone else’s job to keep your data backed up and safe. However, this is also the biggest downside: oftentimes, you don’t have access to your own data, can’t keep backups yourself, and can have a hard time migrating to other tools.

We want Valise to be different—we want our users to be able to leave at any point in time, without feeling locked in. To support that, we’ve added a data-export feature to Valise.

From the Import/Export Settings page, you can get a full export of all the data you’ve given us at the click of a button.

After requesting an export, within a few minutes you’ll receive an email with a link to download the export. It’s a .zip file that includes your artworks, consignments, and sales, plus all the images and files you’ve uploaded to Valise in their original size and resolution.

For more details, see our help docs.

Valise now supports editioned artworks. After creating an artwork, you can set up editions for it.

You can specify the number of editions (up to a maximum of 100) and the number of Artist Proofs (APs) for each edition. For example, 3+2AP.

Once an artwork is editioned, each edition will have its own location and status fields, and sales and consignments will be associated with specific editions rather than the whole artwork.

Learn more in our help article about editioned artworks.

We have recently completed a number of smaller improvements and fixes while we work on the next big features:

• Added a new Profile Settings page for editing user settings (which are distinct from team settings).
• Added support for zooming in to uploaded images on artwork pages. Tap on an image to see it in high resolution and tap again to close.
• Search now returns 20 results instead 10.
• Fixed an issue where search results were matching unrelated words.
• Fixed an issue where edits made to collections were not being synced properly and might have shown outdated information on artwork pages.
• Fixed artwork sorting ambiguity: previously when “title” or “year” was selected, duplicate titles or years would sort in an arbitrary order. Now, they will fall back to sorting by ID.

You are now able to keep track of expenses for an individual artwork in Valise.

This is useful to keep track of framing, shipping, and production costs that arise during the production of an artwork. In some gallery relationships, you’ll be reimbursed for these expenses. And even if you’re not, having a record of expenses can be useful to negotiate better rates with vendors, and to understand the true cost of producing your work.

Read more in our artwork expenses guide.

You can now edit the display of your collections, toggling between a grid or list view.

And you can now reorder your collections by dragging and dropping them into the order you want. This can be helpful when preparing for a show or refining the private preview you’re sending to galleries or collectors.

Large file uploads will now show a progress bar to give you a sense of when the upload will complete.

Collections can now be privately shared with a secret link. You can also set a link expiry date to automatically disable the link after a certain day.

When recording a sale, you can now record prices for each individual artwork. We’ll calculate the total price for the sale, and any discount percentages if applicable. After creation, you can see this info later on the sale’s page.

Valise will now auto-generate unique IDs for artworks. You can customize the prefix and numbers behind these IDs at any time. Then, next time you add an artwork, Valise will automatically generate the next ID in the sequence.

Read more in our Artwork ID docs.

We just added support for tracking basic sale information. You can now record a sale for multiple artworks, and track the sale price, date, and buyer information.

You can now filter artworks on the artworks page by title, year, status, and location.

On this day, we started working on Valise in earnest. Thanks for scrolling all the way back here!