We are certain that ArtVault Pro is truly intuitive and easy to use. Just ask the 76 year old mother of one of our clients who's inputting large amounts of data and loves working with the program. We therefore claim: if you can send email, you can use our program. Edit Mode, Quick Find, Filters, Drag & Drop, Automatic Image Resizing - discover unique features which make working with ArtVault Pro a true pleasure.
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The ultimate time saver
New record creation is possible even faster thanks to default content options. For example, if you're adding many artworks by the same artist, or collaborating with the same dealer, broker, or insurance company, you can specify this information in the Settings tab of ArtVault Pro and the information automatically populates newly created records. Default content is available for select fields in Artworks, Appraisals, Images, Offers, Sales, Consignments, Exhibitions, General Loans, and Shipments. Content can be chosen from convenient drop-down menus, is shared across all user accounts, and can be temporarily disabled for each module individually by using the "on/off" switch.
ArtVault Pro allows you to resize the main window thanks to a technology called FlexWindow. This technique allows for taking advantage of larger screens, while still retaining the possibility to run ArtVault Pro "as-is" on Apple's full size iPad. Making the window larger does not magnify the content (such as in iPhoto), but reveals more of it. For example, if the window is enlarged in a vertical direction while in artwork list view, you can see more artwork records without having to scroll.
Barcodes are an incredible tool when managing larger collections. With ArtVault Pro you can print barcode labels for your artworks, frames, crates, or other archival materials. Choose between generating a barcode based on the database's record ids or your own inventory numbers. Easily locate artworks in your storage facility by scanning the barcode into the search field. ArtVault Pro will execute a search and instantly display the work scanned in your virtual collection.
Sorting options give you control over how the records are sorted when you first open ArtVault Pro. Pick any of the fields visible in a list view from a convenient drop-down menu and use the switch on the right to specify the sort order to be ascending or descending. Of course the sort order specified here is only a starting point, when working with lists in ArtVault Pro the sort order can be changed anytime by simply clicking on column headers.
ArtVault Pro helps you manage co-ownership for your artworks. Add one or more co-owners, enter the percentage owned by each, and ArtVault Pro will automatically calculate your personal purchase cost, and potential based on the artwork's value.
In addition to keeping track of current exhibitions, loans, and sales of your artworks, ArtVault Pro offers a space for recording the ownership history of a work of art. Create individual provenance entries with dates, owner information, whether the artwork was accessible to the public, and enrich it with notes of your own.
Enter intricate information about storage, framing, and crates for the artwork. Specify the type of frame, glass, molding, mounting, and even the dimensions and cost of the frame. Take notes on the condition of the crate, keep track of the cost, or leave special care and handling instructions. Thanks to the report templates, you can setup an entire report with just this kind of information.
Thanks to color-coded status information, you always know exactly what's happening with each and every piece of your collection.
A standard date field in a database always forces the user to enter DDMMYY. The field that stores the artwork's creation date however, needs to be flexible as it is not always known exactly when an artwork was created. Unfortunately, by using a Text field for free-form entry the possibility to properly sort by date is lost. This is why ArtVault Pro employs two fields: a text field into which you can enter the creation date in any way, shape, or form you like and a number field which automatically extracts the year and allows artworks to be sorted by creation year.
You can keep track of key business contacts such as the dealer, broker, or the sales person right on the artwork record itself. Simply link appropriate individuals or institutions to the artwork from the contacts module of ArtVault Pro. You can then jump to the full detail of a contact with just one click and see which other artworks they are involved in.
Store any number of documents on each an every Artwork record, such as authentication documents, insurance policies, condition reports, etc. Whether the electronic file is a Word document or PDF, you can open it right from within ArtVault Pro or sent it as an email attachment.
ArtVault Pro allows you to enter not only the weight of the artwork itself, but also the weight of the frame and shipping crate. From these values the total shipping weight is automatically calculated. Alongside with detailed dimensions of all these items, this is no doubt a great time saver when requesting quotes from shipping companies.
ArtVault Pro allows for storing up to three addresses for each contact: "Private", "Other", and "Primary Institution", which is selectable from any linked institution records. But with so much choice, which address winds up on printouts? In ArtVault Pro you can set one of these addresses to be the primary contact method for the contact. When printing address lists, labels, etc. select the option to use the "Primary Contact Method" and ArtVault pro will compile a list based on your individual address preferences for each and every contact in your database, thus eliminating the need to perform complex searches and print multiple lists with different address types.
Link images to individuals as well as institutional contact records. Do you have a portrait of one of the artists? Store it in ArtVault's central image archive and link it to the contact record. Central storage of images allows you to link an image to multiple items throughout the database without having to upload it twice.
Contact Types are a great way to categorize your contacts. Powerful search and filter functions allow you to quickly find individuals and institutions based on their assigned categories. In ArtVault Pro the selection of available contact types is expansive. Multiple selections per contact are also possible. Should a contact type you need not be listed, you can use one of the available customizable fields to add additional keywords to the records.
ArtVault Pro formats the addresses on reports in accordance with the country. If the address is located in the US, the ZIP code follows the city and state. If the address is located outside of the US, the ZIP code precedes the city. This formula also detects any missing lines and automatically formats the address accordingly.
You don’t have to assemble each line of the address to print labels. Simply choose "Address Private", " Address Other", "Address Primary Institution", or "Primary Contact Method" and ArtVault Pro will generate already formatted addresses for you.
You can see all related purchases, offers, sales and invoices right on the contact's detail page. For example, the entire sales history for a given contact is visible, complete with information on the payment status for each entry. If you need full details on the sale (or any other linked item), just double-click on it to jump to its detail page in the transaction module of ArtVault Pro.
The home record indicates your own contact information. It can be entered on the Settings tab of ArtVault Pro and links to a a contact record marked with the house icon. You can choose either an individual or institution as your home record. This is especially useful for foundations, museums and galleries.
Consignments, Offers, and Sales can be administered between third parties. This means that you (the owner of the collection) don’t need to be the Consignor, Offerer, or Seller. Depending on the business arrangement, any contact record stored in ArtVault Pro can be used for these roles, as well as Consignee, Offerer, Prospect, and Purchaser.
Just as with Offers, Sales, and Loans, ArtVault Pro can manage multiple artworks on one purchase record. If you bought multiple works for your collection from the same seller, you can add them to the same purchase record.
Commission and Sales Tax can be added to any Offer or Sale and will carry over to the invoice. When adding a commission, you can either add a percentage or an amount. Both features are fully compatible with Currency Support.
On Offers, Sales, and Invoices ArtVault Pro automatically generates descriptions for artworks based on various fields from the artwork record. You can manually edit and adjust that description as early as on the offer record. Your modified description then carries through unaltered all the way to the invoice printout.
Searching for a range of dates can be a time consuming process. Typically the user needs to type something like "04/01/2013…04/30/2013" into a date field to find matching records. In ArtVault Pro you can choose a plain text entry, such as "Last Month" and the program does the work of finding and typing the dates for you.
All Loan types have an additional report which allows you to quickly generate professional inventory sheets for your consignments, exhibitions, or general loans. The report comes complete with pictures of the artworks, descriptions, retail prices, and room for signatures by two parties.
The city column completes the list views in the loans module. Quickly filter records by city to reduce the listing or use the sort function to get an alphabetical listing.
You can add expenses to your image records. Keep track of the cost of photography, film development, scanning to convert pictures to digital images, etc. Then head over to the Expense module and analyze spendings for your entire collection.
When adding expenses to an Offer or Sale you can mark whether the amount is billable to the party receiving the artwork or whether you are paying for it. Only expenses which are marked as "billable", appear on the Offer or Sale (Invoice).
Each expense record offers a space to upload a scan of the receipt.
The record ID can be an important tool to identify records with certainty and is prominently shown on the detail page of each record. You can also enable a function which shows the record ID when hovering over records in list view.
When copying and pasting text from other applications, the formatting can overwrite the standard font, size, and style of ArtVault Pro. This does not look professionally, especially on reports. You can use the "Undo Formatting" command in the Edit menu to remove any excess formatting from the pasted text.
Show in List View is a powerful feature that lets you see linked records in their own list view. If four images are linked to an artwork, simply click "Show in List View" at the bottom of the listed images, and ArtVault Pro takes you to the images list view and presents exactly those four images. From here you can view them as a slide show, print reports, etc.
Wherever there are amounts in list view, there's a total at the bottom of the screen. Use the powerful search or filter functions to reduce the listing of your virtual collection and the total summarizes the found set of records on screen. In many cases, this eliminates the need to print a report and waste valuable paper.
Using image-zoom, a large version of your art images is available anywhere there's a thumbnail of an artwork. Enlarge the window to fill your entire screen and enjoy your collection!
With well over 100 fields in the artwork module, drop-down menus with field choices get rather lengthy. This is why ArtVault Pro includes categories that make it easier to find what you're looking for.