Importing data

Bring your data into Valise from other sources.

To import data into Valise, navigate to the Settings → Import / Export page. From there, you can choose from the available import options.

You can import artwork data yourself using our spreadsheet importer, or contact us for help importing from ArtLogic, Art Record, or Artwork Archive.

How imports work

Imported artwork records will only be created. No existing artworks will be modified during an import.

If an artwork in the import has the same ID as one already in your vault, the existing artwork is kept as-is and the duplicate is skipped. Any other imported records that reference that artwork — such as collections or presentations — will be linked to the existing artwork automatically.

For nested record types, like locations, we’ll match the data to existing records. For example, if you import an artwork with a location of “Spencertown Studio,” if your vault already contains an existing location named “Spencertown Studio,” we’ll link the imported artwork to the existing location instead of creating a new one.

Spreadsheet

You can import artwork data directly from a CSV spreadsheet. To get started, download our CSV template file and open it in a tool like Excel, Numbers, or Google Sheets.

To import:

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

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

Template columns

Column	Required	Description
`ID`	Yes	A stable artwork identifier (e.g. `AB-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 team’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, semicolons, or spaces. Tags from multiple rows sharing the same ID are merged.

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 want to set details for editions 1 and 3, you can include just those two rows — the remaining editions (2, 4, 5) will be created as placeholders.

Each edition row can have its own Year, Medium, Dimensions, Status, and Location values, allowing you to 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). 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”)
Incomplete
No longer exists

Limitations

Spreadsheet imports create artworks and locations only. Other record types like contacts, sales, collections, and presentations are not included.
CSV files must be under 5 MB.
Only .csv and .txt files are accepted.

ArtLogic

To get your data from ArtLogic, their guide on exports provides the following instructions:

Go to your ArtLogic account, then Artworks > Create… > Export…. Choose a CSV export from the available options.

ArtLogic imports bring in artworks, locations, collections (from the Series field), and consignment records.

Limitations

ArtLogic’s exports don’t provide edition-level information or sale information. We can record which works have a sold status, but we can’t create full sale records.
Consignment records are only imported when valid start and end dates are present in the export.

Art Record

To export your data from Art Record, visit the settings page, and choose Download Entire Archive, which will direct you to the data export page. You can make a request, and after a day or so, you’ll receive a zip file with all your data.

You can import that ZIP file into Valise. Art Record imports are the most comprehensive — they bring in artworks, contacts, collections, presentations (exhibitions), sales, locations, and tags. Images and documents from the export are also imported.

Limitations

Art Record’s edition information is free-form text, so it’s stored in the artwork’s notes field rather than as structured edition records.
For sales of editioned works, we can’t determine which specific edition was sold, so artwork titles are recorded in the sale notes instead.
PDF files attached as images in Art Record are moved to the documents section during import.

Artwork Archive

To get your data from Artwork Archive, you can use their guide on exporting your data to CSV.

Artwork Archive has a few different types of exports and reports, but you’ll want to go to the Artwork > Pieces page, select New Report and then select Export to CSV. This will give you a CSV file with all your artwork data, which you can import.

Artwork Archive imports bring in artworks, locations, contacts (from buyer and seller fields), and sales.

Limitations

Only CSV exports are supported. XLS exports from Artwork Archive are not compatible.
All prices are assumed to be in USD, since Artwork Archive exports don’t include currency information.
Inventory numbers, provenance notes, and signature notes are stored in the artwork’s notes field.