Create Presentation-Ready PDFs in ARTERNAL

Create branded, presentation-ready PDFs from your inventory with flexible layouts, artwork blocks, and full design control.

Written by Kalila Richards
April 7, 2026

Where to Find the new PDF Builder

1. Tap on Previews from the left-hand navigation
2. You’ll land on the main PDF dashboard

Here you’ll see:

• Recents (previously created PDFs)
• My PDFs(For users with teams, you can find the PDFs you created here.)
• Archive (Archived PDFs)
• Brand Profile (PDF settings)
• A Create New button to start a new PDF

Step 1: Create a New PDF

1. Click Create New
2. Select a list (inventory, exhibition, fair, or selection cart)
3. Click Generate PDF

Once selected, your PDF will be automatically generated and opened in the editor.

Step 2: Get Familiar with the Editor

When your PDF opens, you’ll see a visual editor designed for quick layout control.

Left Panel: Pages

• Shows all pages in your PDF
• Click to navigate between pages
• Drag to reorder pages

Main Canvas

• The page you’re actively editing
• Move and resize elements directly on the page

Right Panel: Properties

• Updates based on what you select
• Controls layout, typography, spacing, opacity, backgrounds, and more

Top Bar Controls

At the top of the editor, you’ll find:

• Back → Return to the PDF dashboard
• Menu → Access additional settings (pages, margins, rename, etc.)
• Preview → View your PDF before exporting
• Download → Export your finished PDF
• Share → Generate a live link to view your PDF in a browser

Step 3: Add Content to Your PDF

You can build your PDF using flexible content blocks.

Add Artwork

Pull artwork directly from your selected list. Main images automatically include captions, which can be edited.

Add Text

Use text blocks for titles, descriptions, or curatorial notes.

Add Shapes

Add simple shapes like rectangles, circles, or lines to structure your layout.

Add Images

Upload images from your computer, such as logos or supporting visuals.

Step 4: Add and Structure Pages

Click + New Page to build out your PDF.

You can choose from:

• Cover Slide → Title page with background
• Artwork Slide → Artwork with caption
• Detail Slide → Full-bleed image
• Blank Slide → Fully custom layout

This allows you to structure your PDF like a presentation, catalog, or sales document.

Step 5: Customize Your Layout

Click on any element (artwork, image, or text) to edit it.

You can adjust:

• Position and alignment
• Font, size, and spacing
• Opacity and shadows
• Layer order (bring forward or send backward)
• Background color or image

Share Your PDF

You can share your PDF using a live link, making it easy to send to collectors, clients, or collaborators without downloading a file.

How to Share a PDF

1. Click Share in the top right corner
2. Select Share Link
3. Click Copy to copy the link
4. Send the link to your recipient

Your recipient will be able to view the PDF directly in their browser.

How Shared Links Work

Shared PDFs are live links, which means:

• Any updates you make to the PDF will automatically reflect in the shared link
• You don’t need to resend the link after making changes
• The link always shows the most recent version of your PDF

This is especially useful when you’re iterating on a presentation or updating available works.

Share Link vs. Downloaded PDF

There’s an important difference between sharing a link and downloading a PDF:

• Shared Link

  • Always stays up to date
  • Reflects any edits made after sharing

• Downloaded PDF

  • Static file
  • Does not update after changes are made

If you need a fixed version for records or offline use, download the PDF. If you want a flexible, always up-to-date version, use a share link.

When to Use Each

• Use a Share Link when:

  • You’re still editing or refining the PDF
  • You want recipients to always see the latest version
  • You’re sending to collectors or clients digitally

• Use a Download when:

  • You need a finalized version
  • You’re attaching it to an email
  • You need a static file for records

Brand Profile (Optional Setup)

You can set up your Brand Profile to ensure consistency across all PDFs.

This includes:

• Gallery name and contact details
• Logo (light and dark versions)
• Brand colors
• Typography

Once set, your branding will automatically apply to your PDFs.

Tips

• Start with a cover slide to introduce your PDF
• Use detail slides for high-impact visuals
• Preview your PDF before downloading
• Use your Brand Profile to save time on styling

❓ FAQs

Q: Can I edit artwork captions in the PDF?
A: Yes. Captions are automatically added, but you can edit or reposition them.

Q: Can I upload my own images?
A: Yes, images can be uploaded and placed anywhere in your layout.

Q: Can I reorder pages?
A: Yes, drag and reorder pages from the left panel.

Q: Does the PDF automatically use my branding?
A: Yes, if your Brand Profile is set up.

Explore Layout Ideas

Looking for inspiration?
Check out PDF Layout Examples & Best Practices to see how to structure different types of gallery PDFs and design more polished presentations.