Standard Import Template Explanation of Fields

When first migrating your collection to Collectrium, you will be asked to fill out an excel spreadsheet that makes reference to many fields.  

Import Template Field Definitions

Accession Number: alphanumeric field corresponding to Accession No. in Collectrium; it is an Object’s unique identifying number. If it is left blank, Collectrium will assign a number to the Object at the time of import.

Title: alphanumeric field for the name of the Object or how you identify the item in your collection.  

Artist Name: divided into two columns: Artist First Name and Artist Last Name.  Each alphanumeric field can contain the first or last name of the artist,  maker, Company, or workshop. You may also add a qualifier, such as “From the workshop of Hans Holbein” or “Attributed to Gustav Courbet” – note that these would be treated as different from either Hans Holbein or Gustav Courbet. If an Object has more than one artist, consult with your Client Specialist on how to add an extra field to the Template.

Artist Bio: alphanumeric field for storing dates, education, histories and other important events in the artist’s life.

Barcode Number: alphanumeric field used for Objects tracked by barcode.

Category: a drop-down list field to identify the type of object you’re referring to. Different categories will produce category-specific fields within the object page of Collectrium. For example an object that is designated “Paintings” will have fields such as artist, medium and dimension, as opposed to an object designated under “Watches” which will have make, model, movement, dial, etc.

An Object’s category cannot be changed from a Fine Art Category to a Non-Fine-Art Category after the Object is entered and would have to be re-added to correct an error.  When entering multiple Non-Fine-Art Objects, please consult with your Client Specialist on how to capture all of their specific attributes.

Medium: alphanumeric field for describing the Object’s materials (e.g. oil on canvas).

Date: alphanumeric field; date of Object – can be a specific date or a broad estimate (e.g. 18th century).

Measurement Unit: specific text field – choose between inches (to be entered as “in.”) and centimeters (to be entered as “cm”).

Dimension Height: numeric field; for inches use fractions, for centimeters use decimal form. If an Object requires more than one set of dimensions (e.g. framed and unframed dimensions), talk to a Client Specialist about adding additional fields to the Template.  

Dimension Width: as above.

Dimension Depth: as above.

Dimension Diameter: as above.

Edition Size: numeric field; if applicable, enter the size of the edition the Object belongs to (e.g. if a lithograph is inscribed “3/125”, the edition size is 125, indicating the total size of that edition).

Edition Number: numeric field; if applicable, enter the edition number of the Object (using the above example [3/125], the edition number would be 3).

Edition Notes: alphanumeric field; include any notes about the edition ( Artist Proofs, title of the series, publisher etc.).

Signature: alphanumeric field; describe any signatures or artist marks on an Object (ex: Signed by in pencil, lower right corner)

Provenance: alphanumeric field; for information about past and present ownership of the Object.

Literature/Citations: alphanumeric field; input information about any literature that references the Object. If there is more than one citation, separate them by typing the + symbol between each.*

Condition: specific text field. Choose one of the following designations: Excellent; Good; Fair; Poor; Requires Immediate Attention.

Condition Notes: alphanumeric field used to describe Object condition in further detail (ex: slight discoloration )

Description: This is an alphanumeric field for a description of the Object.

Personal Notes: alphanumeric field. This corresponds to the Comments field in Collectrium. Use it to add quick notes about an Object.

Asking Price: numeric field for an asking price. Information does not get added to the total financial value. Do not include currency symbol.

Asking Price Currency: specific text field. If you have used the Asking Price, use this field to indicate the currency. Choose from the list of currency codes set by the International Organization for Standardization.

Tag(s): alphanumeric field used to add a tag to help search and filter Objects – examples to add: artist name, Object year, century, color, medium, client name, country of origin or any other relevant tag.  Used to filter results in search and to create Smart Groups.  When entering more than one tag, separate them by typing the + symbol between each (ex: blue+landscape+women artist+contemporary)

Status: specific text field. Choose from: Available Inventory; Consigned Out; Consigned In; Unsettled Purchase; In Production; Unsettled Sale; Sold and Settled; Gifted; Unavailable On Loan; Under Consideration; Lost/Stolen/Destroyed.  If left blank, Object status will be listed as unspecified.

Attachments: alphanumeric field for listing attachment file names related to the Object. Be sure to include the type of file such as .jpg or .pdf. When entering more than one file name, separate them by typing the + symbol between each (ex: receipts.pdf+second_receipt.jpg ).

Group Name: alphanumeric field. A Group is a way to organize Objects. In your collection, Objects will be located Object<Group<Section.  If left blank, Objects will be located in an Ungrouped Objects Group.

Section: alphanumeric field.  A Section is the top tier of the organization hierarchy.  A Section can contain multiple groups.  If left blank, Groups will be located in Uncategorized Groups Section.

Image File Name: alphanumeric field for listing image file names related to the Object. Be sure to include the type of file such as .jpg. When entering more than one file name, separate them by typing the + symbol between each (ex: image1.jpg+image2.jpg+image3.jpg)

 

Purchase Information

The Fields located under Purchase Information will be entered under the Financials Tab of each Object as well as under the Acquisition section on the Menu Panel .  Purchases are divided into either Acquisition or Auction Acquisition.  Collectrium will automatically calculate a total based on other financial fields including tax and purchase cost (private acquisition) or hammer price (auction acquisition).

Auction House: alphanumeric field for recording the Auction House an Object was acquired from in an Auction Acquisition.

Individual/Gallery: alphanumeric field for recording the Individual or Gallery an Object was purchased from in an Acquisition. Cannot be used in same transaction as Auction House.

Invoice Number: alphanumeric field for recording an invoice number.

Lot Number: alphanumeric field used only with an Auction Acquisition.  

Discount: numeric field. Enter the discount amount for the Object. Do not include currency symbol.  Used only with Individual/Gallery in an Acquisition.

Purchase Cost: numeric field. Enter the purchase price of the Object. Do not include currency symbol. For use only with Individual/Gallery. For an Auction Acquisition, refer to Hammer Price.

Purchase Price Tax: numeric field. Enter the purchase price tax amount of the Object. Do not include currency symbol.

Purchase Cost Currency: specific text field. Use this field to indicate the currency. Choose from the list of currency codes set by the International Organization for Standardization. Collectrium has the capability to switch between currencies while displaying current conversion rates.

Purchase Date: numeric field requiring specific format. Enter the purchase or invoice date in YYYY-MM-DD format, for example, for a purchase on May 21st, 1978 enter 1978-05-21. If not included, Collectrium will auto-populate this field with the date of import.

Purchase Notes: alphanumeric field for notes or significant terms pertaining to the Object’s purchase.

Buyer: alphanumeric field for recording agent/person/organization the Object was purchased by.  

Seller: alphanumeric field for recording agent/person/organization the Object was purchased from.

High Estimate: numeric field. Enter the high estimate of the Object. Do not include currency symbol. For use only in an Auction Acquisition.

Low Estimate: numeric field. Enter the low estimate of the Object. Do not include currency symbol. For use only in an Auction Acquisition.

Payment Method: specific text field. Choose from: Am and Check; American Express; Check; Exchange; Offset; Offset Sale; Wire; Wire and Offset.

Buyer’s Premium: numeric field. Enter the buyer’s premium amount for the Object. Do not include currency symbol. For use only in an Auction Acquisition.

Hammer Price: numeric field. Enter the hammer price of the Object. Do not include currency symbol. Auction Acquisition equivalent of “Purchase Cost”.

Tax on Hammer Price: numeric field. Enter the tax amount on the hammer price of the Object. Do not include currency symbol. For use only in an Auction Acquisition.

Tax on Buyer Premium: numeric field. Enter the tax amount on the buyer’s premium of the Object. Do not include currency symbol. For use only in an Auction Acquisition.

Date Paid: numeric field requiring specific format. Enter the date of payment in YYYY-MM-DD format, for example, for a purchase paid for on May 21st, 1978 enter 1978-05-21.

Date Shipped: numeric field requiring specific format. Enter the date of purchase in YYYY-MM-DD format, for example, for a purchase on May 21st, 1978 enter 1978-05-21.

Notes: alphanumeric field for recording any other notes pertaining to Object purchase.
Location Information:

Title: alphanumeric field for recording the name of a location.  To separate location titles if nested within each other, add + symbol (ex: My home + First Floor + My bedroom)

Address: alphanumeric field used to record the street address.

City: alphanumeric field to record city name.

State: alphanumeric field to record state name.

Zip/Post Code: alphanumeric field to record post code.

County: specific text field. Choose from dropdown list of Countries.

 

Exhibition Information

First Exhibition Title: alphanumeric field for recording the first exhibition title.

First Exhibition Start Date: numeric field requiring specific format. Enter the date of exhibition in YYYY-MM-DD format, for example, for May 21st, 1978 enter 1978-05-21.

First Exhibition End Date: numeric field requiring specific format. Enter the date of exhibition in YYYY-MM-DD format, for example, for May 21st, 1978 enter 1978-05-21.

First Location: alphanumeric field for recording the address of an exhibition.

First Notes: alphanumeric field for recording notes about an exhibition (ex: Location, exhibition description,  press release, etc).

Second, Third and Fourth Exhibition: See above.  Subsequent Exhibitions cannot be added without preceding exhibition.

Valuation Information:

Value: numeric field. Enter the valuation figure of the Object. Do not include currency symbol.

High Estimates: numeric field. Enter the high estimate of the Object. Do not include currency symbol.

Low Estimate: numeric field. Enter the low estimate of the Object. Do not include currency symbol.

Valuation Date: numeric field requiring specific format. Enter the date of valuation in YYYY-MM-DD format, for example, for May 21st, 1978 enter 1978-05-21.

Valuation Currency: specific text field. If you have used any valuation field, use this field to indicate the currency. Choose from the list of currency codes set by the International Organization for Standardization.

Owner: alphanumeric field for recording agent/person/organization the Object is owned by.

Valued By: alphanumeric field for recording agent/person/organization the Object is valued by.

Notes: alphanumeric field for recording notes about the valuation.

 

Insurance Information

Policy Start Date: numeric field requiring specific format. Enter the policy start date in YYYY-MM-DD format, for example, for May 21st, 1978 enter 1978-05-21.

Policy End Date: numeric field requiring specific format. Enter the policy end date in YYYY-MM-DD format, for example, for May 21st, 1978 enter 1978-05-21.

Policy Number: alphanumeric field for recording the insurance policy number.  

Value Source: specific text field for recording the source of the Object valuation. Must be one of the following: Clients Own, Third Party Valuation, Agreed Value Basis

Currency: specific text field. If you have used insurance value, use this field to indicate the currency. Choose from the list of currency codes set by the International Organization for Standardization.

Insurance Broker: alphanumeric field for recording the name of the insurance broker.  

Insurance Company: alphanumeric field for recording the name of the insurance company.

Company Representative: alphanumeric field for recording name of the insurance company representative.  

Insured Party:  alphanumeric field for recording the name of the insured party.

Insured Representative: alphanumeric field for recording the agent/person/organization of the insured representative.

Associated Contact: alphanumeric field for recording name of the associated contact.

Policy Excess: numeric field. Enter the policy excess of the Object. Do not include currency symbol.

Policy Limit: numeric field. Enter the policy limit of the Object. Do not include currency symbol.

Notes: alphanumeric field for recording any notes pertaining to insurance.

Insurance Value: numeric field. Enter the insurance value of the Object. Do not include currency symbol.

 

Sales Information

The Fields located under Sales Information will be entered under the Financials Tab of each Object as well as under the Sales section in the Menu Panel. Sales are divided into either Sale or Auction Sale.  Collectrium will automatically calculate a total price based on other financial fields including tax and sale cost (private sale) or hammer price (auction sale).

Auction House: alphanumeric field for recording the Auction House at which an auction Sale of an Object took place.

Individual/Gallery: alphanumeric field for recording the Individual or Gallery at which an auction Sale of an Object took place.

Sale Number: alphanumeric field for recording a sale number.  Four use only with and Auction House in an Auction Sale.

Account Number: alphanumeric field for recording a sale account number.

Lot Number/Inventory Number: alphanumeric field used to record a lot or inventory number.

Sale Cost: numeric field. Enter the sale price of the Object. Do not include currency symbol. For Use only with Individual/Gallery.

Sale Cost Currency: specific text field. Use this field to indicate the currency. Choose from the list of currency codes set by the International Organization for Standardization.

Discount: numeric field. Enter the sale discount amount for the Object. Do not include currency symbol.  Used only with Individual/Gallery in a Sale.

Sale Date: numeric field requiring specific format. Enter the date of sale in YYYY-MM-DD format, for example, for May 21st, 1978 enter 1978-05-21.

Buyer: alphanumeric field for recording agent/person/organization the Object was sold to.

Seller: alphanumeric field for recording agent/person/organization the Object was sold by.

High Estimate: numeric field. Enter the high estimate of the Object. Do not include currency symbol. For use only in an Auction Sale.

Low Estimate: numeric field. Enter the low estimate of the Object. Do not include currency symbol. For use only in an Auction Sale.

Payment Method: specific text field. Choose from: Am and Check; American Express; Check; Exchange; Offset; Offset Sale; Wire; Wire and Offset.

Buyer Premium: numeric field. Enter the buyer’s premium amount for the Object. Do not include currency symbol. For use only in an Auction Sale.

Hammer Price: numeric field. Enter the hammer price of the Object. Do not include currency symbol. For use only in an Auction Sale.

Tax on Hammer Price: numeric field. Enter the amount of tax on the hammer price of the Object. Do not include currency symbol. For use only in an Auction Sale.

Tax on Buyer Premium: numeric field. Enter the amount of tax on the buyer’s premium of the Object. Do not include currency symbol. For use only in an Auction Sale.

Date Paid: numeric field requiring specific format. Enter the date paid in YYYY-MM-DD format, for example, for May 21st, 1978 enter 1978-05-21.

Date Shipped: numeric field requiring specific format. Enter the date shipped in YYYY-MM-DD format, for example, for May 21st, 1978 enter 1978-05-21.

Notes: alphanumeric field for recording any other notes pertaining to Object sale.

 

Expense Information

Expense Costs: numeric field. Enter the expense costs of the Object. Do not include currency symbol.

Expense Currency: specific text field. If you have used the Expense Cost field, use this field to indicate the currency. Choose from the list of currency codes set by the International Organization for Standardization.

Expense Type: specific text field. Choose from: Accounting; Advertising; Commission; Dues and; Subscriptions; Entertainment; Framing; Installation; Insurance Premium; Labor; Legal; Licences; Photography; Restoration; Security; Telephone; Travel; Valuation

Expense Notes: alphanumeric field for recording any other notes pertaining to Object expenses.

Framing Information:

Framing Notes: alphanumeric field for recording any other notes pertaining to Object framing.

Framing Type: specific text field. Choose from: Frame; Glazing; or Mount.

 

Point of Note

*When separating file names in a list using the + symbol:

To insert this symbol hold down the SHIFT key and press the = key. Do not insert a space before or after this symbol.

For example:

London, Royal Academy, 1966, no. 144+London, National Gallery, 1972, no. 12 as “Plaza de la Concorde”+San Francisco, CA, Addler & Co. Galleries, Impressionism of Modern Life, 2 February-1 March 2015, no. 35, illustrated in catalog.

 

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Data Migration with the Standard Import Template

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