Import from a spreadsheet

You can import artwork data directly from a spreadsheet. To get started, download our CSV template file and open it in a tool like Excel, Numbers, or Google Sheets. When you’re done, save it as a CSV or Excel file. In Numbers, use File → Export To, and in Google Sheets, use File → Download.

To import:

1. Go to the Settings → Import / Export page.
2. Click the Spreadsheet button.
3. Drag and drop your file, or click to select it.
4. Review the preview to confirm the number of records that will be imported.
5. Press Import.

Images will be processed in the background after the import completes.

Template columns

Columns can be in any order, and their names don’t need to match the template’s capitals or spacing. Columns not listed on this page are skipped, and the import preview warns you about any that have something in them.

Column	Required	Description
ID	Yes	A stable artwork identifier (e.g. VD-001). Rows that share the same ID are grouped together as editions of the same work.
Title	No	The artwork title. Must be consistent across all rows sharing the same ID.
Year	No	The year the work was created. Can vary per edition for editioned works.
Medium	No	The medium or materials used. Can vary per edition for editioned works.
Dimensions	No	The dimensions of the work. Can vary per edition for editioned works.
Edition	No	Leave empty for unique works. See editions below.
Status	No	The artwork status. See valid statuses below. Defaults to Available.
Location	No	The name of the location where the work is stored. Matching location names are deduplicated.
Retail Price	No	The retail price as a number (e.g. 1500 or 13,000.50). Stray currency symbols like $ or € are stripped. See pricing below.
Retail Price Currency	No	A currency code (e.g. USD, EUR, GBP). When blank, falls back to your vault’s default currency.
Notes	No	Free-text notes. Notes from multiple rows sharing the same ID are merged and deduplicated.
Tags	No	Tags for the artwork, separated by commas or semicolons. Tags from multiple rows sharing the same ID are merged.

Additional columns

The template covers the common fields. The importer also accepts these columns if you add them:

Column	Description
Artist	One or more artist names, separated by commas or semicolons. Each name is matched to an existing contact or creates a new one.
Image N	The URL of an image for the artwork, where N is a number (Image 1, Image 2, and so on). Only images hosted by Valise are accepted, so this is mainly useful for moving artworks between vaults with an artwork CSV export.
Image N Caption	A caption for the image in the matching Image N column.

Editions

For unique (one-of-a-kind) works, leave the Edition column empty or set it to unique. Each unique work needs only one row.

For editioned works, use one row per edition with the same ID and Title. The Edition column supports the following formats:

• Numbered editions: 1/5, 2/5, 3/5, etc. The number before the slash is the edition number, and the number after is the total count.
• Artist’s proofs: AP1, AP2, etc.
• Printer’s proofs: PP1, PP2, etc.
• Exhibition copies: EC1, EC2, etc.

You don’t need a row for every edition in a run. For example, if you have a run of 5 but only have records for editions 1 and 3, you can include just those two rows. The remaining numbers (2, 4, 5) are left open.

If you don’t know an edition’s number, leave its Edition cell empty or write Unassigned, and it’s imported as an unassigned edition. If several rows share an ID and none of them has an edition number, each row becomes an unassigned edition.

Each edition row can have its own Year, Medium, Dimensions, Status, and Location values, so you can track per-edition details like where each copy is stored.

Pricing

The Retail Price column accepts numeric values, with or without thousands separators (e.g. 1500, 1,500, 13,000.50). Amounts written the European way work too, like 1.500 or 13.000,50. Stray currency symbols like $, €, £, ¥, or kr are ignored, and the Retail Price Currency column is used instead.

The Retail Price Currency column accepts the following currencies: USD, CAD, EUR, GBP, AUD, NZD, CHF, HKD, JPY, MXN, NOK. If left blank, the price is stored in your team’s default currency.

Retail price is set at the artwork level, not per-edition. For editioned works, only the first row with a non-empty Retail Price is used. We’ll warn you if later rows have different values.

Statuses

The Status column accepts the following values (case-insensitive):

• Available (default)
• Sold
• Consigned
• Donated
• Gifted
• Not for Sale (or “NFS”)
• In progress (or “Incomplete”)
• No Longer Exists

Limitations

• Spreadsheet imports create artworks, locations, and artist contacts. Sales, consignments, collections, and presentations are not included.
• Files must be under 25 MB.
• Only .csv, .txt, .xlsx, and .xls files are accepted.