Exporting Data

Valise is built on the belief that artists should have autonomy and ownership over their artwork data and not be at the whims of galleries, outdated systems, or third-party vendors. That includes Valise itself.

To that end, we try to make it easy for you to take your data out of Valise, whether for filling out forms, backing up your data, or migrating to another tool.

Full export

Valise makes it simple to quickly export all your data. This is a great way to back up your data, or to take it with you if you’re moving to another tool.

From the settings view of your account, go to the Import / Export page. From here, you can press Export data to request an export. Within a few minutes, we’ll send you an email with a link to download your data.

Export links expire after 48 hours, so be sure to download your data promptly.

What’s in a full export?

Exports of your data will give you a .zip archive containing six CSV files, which open in Excel, Google Sheets, Numbers, and other spreadsheet apps:

File	What’s in it
artworks.csv	Every artwork, one row per edition, with its details, status, location, tags, and price
contacts.csv	Every contact, with their email, location, and notes
consignments.csv	Every consignment, one row per artwork, with the consignee and dates
presentations.csv	Every presentation, with its venue, type, dates, and checklist
sales.csv	Every sale, with its date, prices, buyer, and seller
press.csv	Every press entry, with its publication, authors, date, and the artworks it mentions

The archive also includes all of the original images and documents you have uploaded to Valise, sorted into folders:

Folder	What’s in it
Artworks	A folder for each artwork with its images, documents, edition documents, and receipts
Consignments	Documents for each consignment, in folders named by start date and consignee
Presentations	Images and documents for each presentation, in folders named by start month, venue, and title
Sales	Documents for each sale, in folders named by sale date
Press	Documents for each press entry, in folders named by publish date and publication

Inside each artwork’s folder, documents are in a Documents folder and receipts in an Expenses folder. For editioned works, each edition’s documents are in an Editions folder, under the edition’s number, like 3 of 5 or AP1.

If you have thoughts or opinions on how exports can be more useful, please get in touch.

Sales CSV export

If you need a quick export of your sales data, for example to prepare an annual tax report, you can export a CSV directly from the Sales page without running a full export.

1. Go to the Sales page.
2. Select one or more sales using the checkboxes.
3. Open the Actions menu and choose Export to CSV.

The CSV will include each selected sale as a row, with columns for date, buyer, seller, number of items, retail total, sale total, and notes. The rows are exported in the order you see them, so any sort or filter you’ve applied will be reflected in the file.

Artwork CSV export

You can export a set of artworks as a CSV file in the same format as our spreadsheet import template, so the file can be imported into another vault or edited in a spreadsheet app.

1. Go to the Artworks page and select one or more artworks using the checkboxes, or open a single artwork or collection page and press the … menu.
2. Open the Actions menu and choose Export to CSV.

The CSV has one row per edition, with columns for the artwork ID, title, year, medium, dimensions, edition, status, location, retail price, notes, tags, and artists. Images are included as Image N and Image N Caption columns, which the importer uses to copy them into the destination vault. Prices are left out for members without pricing access.

A single export covers up to 1,000 artworks. For everything in your vault, run a full export instead.

PDF exports

If you need to quickly send someone a printable copy of your artwork data, you can use our PDF export feature:

1. Go to any Artwork or Collection page, and press the ”…” menu in the top-right of the page.
2. Select Export to PDF….
3. Choose a page layout: Portfolio, Tear Sheet, or Labels.
4. Pick your options and paper size.
5. Press Export.

Each layout has a small preview beside its name: Portfolio gives a single work per page, Tear Sheet fits several to a page, and Labels prints text only.

PDF exports are limited to 100 artworks at a time.

PDF options

Every layout prints each work’s title, artist, year, medium, dimensions, and edition. Under Options, you can add:

• Show Page Numbers
• Show Retail Price. This option is hidden for members without pricing access.
• Show Artwork IDs
• Show Location

Page numbers and artwork IDs are on by default.

For Portfolio and Tear Sheet, Images sets whether each work shows Only primary image or Show all images. With all images, each image gets its own page or spot on the sheet, and the work’s details print with the first one. Image captions print beneath their image.

Under Paper Size, choose US Letter or A4.

Expense report exports

If you need to share or submit expenses for a specific artwork, you can export them directly from the artwork page:

1. Go to any artwork page and scroll to the Expenses section.
2. Open the … menu in the section header.
3. Choose Export to PDF to download a PDF, or Export to CSV for a spreadsheet-compatible file.

The PDF report includes the artwork details and an itemized expense list with a total. If any expenses have receipt files attached, they are bundled with the PDF in a ZIP archive, named to match their line items in the report.

For more details, see the Artwork Expenses guide.

Quick image downloads

If you need just the images for an artwork or a set of works, you don’t need to run a full export. Valise offers a few quick ways to download images directly:

• Single artwork: open the artwork page and press the Download button in the Images section. This downloads a .zip of all images for that artwork.
• Multiple artworks: on the Artworks page, select the works you want using the checkboxes, then choose Download images from the Actions menu. All images for the selected artworks are bundled into a single .zip.
• Collection: open a collection and choose Download images from the … menu. This downloads all images for every artwork in the collection.
• Presentation: open a presentation and press the Download button next to the presentation images.
• Single image: right-click (or long-press on mobile) any image thumbnail and choose Download image to save that image as a JPG.

API access

You can also access your data through our API. This is a useful way to power a website with your artwork data, or build other integrations that rely on getting data out of Valise.

For more details on what’s available, read our API documentation.