Data Migration: Inventory

Written by Kalila Richards
August 26, 2024

We understand how frustrating it can be to deal with duplicate contacts or broken artwork images when all you want to do is get back to work. Organizing your data might seem time-consuming, but it doesn't have to be difficult! By the end of this guide, you'll be ready to import contacts successfully.

Just a quick note: Our importer can read most information, but there are some columns in CSV files from other platforms that aren't necessary. For example, you can go ahead and delete columns like Note:Log_Modified_By or Work_Title_Fixed_Length.

Pre-requisite Checklist

Before sending us your data to import, make sure the following items are checked off:

• Your file is formatted as a CSV.
• Your column headers are correctly labeled, and rows are properly formatted according to our template.
• If your sheet contains more than 2,000 rows, split it into separate sheets.
• Inventory and Contact Listings: As a general rule, each inventory item or contact should be listed in its own row.
• Image URLs: Ensure that image URLs are direct links, meaning the link should lead directly to the image itself, with no additional content or navigation. Anyone should be able to open the link. To verify this, you can test by opening the link in an incognito browser window.

Inventory Template

Just like with the contact template, we've broken the inventory template into sections to highlight specific columns. Please note that each header is in lowercase!

• The id column is pretty straightforward but we still wanted to highlight it! Here, you'll enter the inventory number used to identify the artwork. If the id row is left blank, ARTERNAL will auto-generate an inventory number. Be sure this isn't left blank unintentionally, as it could result in an artwork having an unexpected inventory number.

• Columns parent_catalog_number and edition are a dynamic duo. To link editions to a specific artwork, add the parent_catalog_number and edition. In the example below, AW-0001 is recorded in parent_catalog_number to reference the inventory number, and Edition 1 of 3, Edition 2 of 3, and Edition 3 of 3 are recorded in the edition column.

• The availability_status column lets you specify the work's status. Please keep in mind that the only options in this column are: available, on hold, sold, not for sale (NFS), N/A, and on consignment:

• Inventory Dimensions: We have four fields for inventory dimensions: inches (unframed), centimeters (unframed), inches (framed), and centimeters (framed). It's best to keep these dimensions separated for clarity.

Now, let's move to the price column:

• For the price column, make sure to not include the currency symbol or separate prices with more than three digits using a comma (,).
• The currency column should include the abbreviated form of the currency (e.g., USD, EUR). If you don't see the currency you need, contact support@arternal.com, and we'll add it for you!
• Unlike in the contact template, tags in the inventory template's tags column should be separated by semicolons (;).
• If you're using the sold_to column, let us know so we can ensure your contacts have been imported first.

We're almost finished breaking down the inventory template—let's go over the last few columns!

• The imgurl and alternateviewurl columns ensure that artwork images appear correctly. In imgurl, paste the URL for the primary image. If the artwork has alternate views, paste the URLs in alternateviewurl, separated by semicolons (;).

• For document_filename and document_url, ensure you include the document link so the document associated with the work is properly imported.

Summary

You've made it to the end! You now have all the tools needed for a smooth transition to ARTERNAL.

Remember, you don't have to fill out every column listed in the templates. Adjust the headers to fit your data. If there's a column you'd like us to add to your platform, just include it in the header and data—it will appear as a custom field for your organization.

And don't forget, we're here to help! If you have any questions or want us to review your file, reach out to support@arternal.com. We're happy to assist!