Documents

Documents are files you attach to a record in Valise. You’ll find a Documents section on artworks, editions, consignments, sales, presentations, and press entries. For example:

• A signed agreement or a shipping record on a consignment
• An invoice on a sale
• A condition report or certificate of authenticity on an artwork
• A press release or checklist on a presentation
• A PDF scan of an article on a press entry

Each record has its own documents. Editioned works have a Documents section on the artwork and on each edition, so you can keep shared paperwork on the artwork and a condition report on the copy it applies to.

Adding documents

Drag files onto the Documents section, or press the section to open a file picker. You can add several at once.

Valise accepts PDFs, images (PNG, JPG, GIF), text files (TXT, CSV, HTML), and Word documents (DOCX, RTF, and the older DOC and ODT formats).

Each record holds up to 10 documents. A file can be up to 50 MB on the Free plan, 100 MB on Pro, and 200 MB on Studio. Documents count toward your vault’s storage along with your images, which you can check on the billing page.

Managing documents

Press a document to open it in a new tab. The … menu on each document has a few more options:

• Download: save the original file.
• Rename…: change the name. The extension stays the same.
• Move to images: move an image document into the artwork’s images. Available on artworks only.
• Delete…: remove the document. This can’t be undone.

Search finds documents by filename and by the text inside PDFs, Word documents, and text files, and opens the record the document is attached to.

Documents are included when you export your data, in their original format.

Privacy

Documents are only visible inside your vault. They’re never part of a shared collection link.

Within your vault, documents follow the permissions of the record they’re on. A team member who can’t edit artworks can still open and download an artwork’s documents, but can’t add or remove them. A member without pricing access sees only document names and sizes, and can’t open, download, or change them.

Documents and scanning

Uploading a document stores the file. It doesn’t read what’s inside or create any records from it.

To pull the details out of a file, like the line items on an invoice, use document scanning, which is offered when you add sales, press, and presentations. A file you scan is attached to the record Valise creates from it.