# Artwork Intake: Create Records from PDFs, Images & Text

Upload PDFs, text, or images to extract artwork details and create reviewed records in ARTERNAL with one approval step.

Written by Kalila Richards  
April 7, 2026

## How It Works

1. Upload a document or paste text
2. Let the agent extract fields
3. Review extracted details
4. Approve and create the record

Nothing is created in ARTERNAL until you explicitly confirm.

## Step 1: Start a New Intake

1. Go to **Agents → Intake Agent**  
2. Click **\+ New Intake**  
3. Upload a file or paste text  
   Click **Process Documents**.

**💡 Supported file types:**
- PDF
- Images (JPG, PNG, TIFF)
- CSV / Excel
- Pasted text

## Step 2: Review Extracted Fields

Once processing is complete, the artwork appears in the left panel under **Pending**.
Click the artwork to review. You’ll see:
- **Extracted Fields** tab
- **Images** tab (if images were included)
- A **View Source** button (top right)

If a value looks incorrect, you can edit it directly in the Intake Agent review screen before approving. Click into a field (such as Price, Medium, or Dimensions), make your changes, and confirm using the checkmark.

## View the Original Source

If you would like to verify the information, you can:
1. Click **View Source** (top right)
2. A side panel opens with the original document preview
3. Compare extracted fields with the source content

## Step 3: Review Images (If Included)

If your intake included images, you can find them under the **Images** section. Here you can add more and update the main image.

## Step 4: Approve the Record

Once you’ve reviewed the details:
1. Click **Approve**
2. Confirm by clicking **Create Record**

You’ll see a confirmation message:
```
This action cannot be undone from this interface.
Once created, the record will be saved in your inventory and must be managed there.
```

After confirming, the artwork record is created in ARTERNAL.
To view the artwork, click on the "approved" tab and then click **Open**:

## Duplicate Detection

Before a record is created, the Intake Agent checks for possible duplicates.
A duplicate warning is triggered if:
- The **Artist name AND Title** match an existing record
OR
- The **Inventory number** matches exactly

## Reviewing a Duplicate

When a duplicate is detected, you’ll see a comparison modal showing:
- Left: New intake record
- Right: Existing record
- Matched fields clearly grouped
- Changed fields highlighted
- New fields shown separately

You can then choose:
- **Update Existing Record**
- **Ignore** (keep both records)

## Intake Statuses

In the left panel, you’ll see:
- **Pending** – Awaiting review
- **Approved** – Record has been created

This makes it easy to track intake progress.

## Important Notes
- The agent does not auto-create records.
- You must explicitly approve before a record is created.
- You can edit extracted details before approving.
- Once created, the record behaves like any other artwork record in Inventory.

## Common Use Cases
#### Exhibition Intake
Upload a PDF checklist from an artist studio and quickly generate draft records for review.

#### Art Fair Preparation
Batch upload intake documents and approve works one by one.

#### Estate Intake
Upload structured PDFs or spreadsheets and convert them into artwork records.

## ❓FAQs
**Q: Does the agent automatically publish artwork records?**  
A: No. You must click Approve and confirm record creation.

**Q: Can I edit the information before approving?**  
A: Yes. You can edit fields directly in the Intake Agent review screen before approving.

**Q: Where can I see the original document?**  
A: Click **View Source** in the top right of the review screen to open the original document and verify the extracted details.

**Q: What triggers a duplicate warning?**  
A: A duplicate is flagged if:
- The **Artist name AND Title** match
OR
- The **Inventory / Catalog number** matches exactly

**Q: What happens if a duplicate is found?**  
A: You can review the comparison and choose to update the existing record or ignore and keep both.

**Q: Can I ignore a duplicate warning?**  
A: Yes. If the works are different, you can choose Ignore.

**Q: Can I edit the record after it’s created?**  
A: Yes. Once the record is created, it behaves like any other artwork record in ARTERNAL and can be edited in Inventory.

**Q: What file types are supported?**  
A: PDF, JPG, PNG, TIFF, CSV, Excel, and pasted text.

**Q: What if the extraction looks incorrect?**  
A: You can edit the fields before approving. If needed, you can also discard the intake and create the record manually.