Help Resources

Find Out What’s New In Your Account

What's New in Release 5.58 - August 9, 2017
What's New in Release 5.58 - August 9, 2017
Components, Printing of Object Details Page and Bug Fixes
What’s New in Release 5.57 – July 19, 2017
What’s New in Release 5.57 – July 19, 2017
Contacts Import, Audio and Video Support, File Upload and Bug Fixes
What’s New in Previous Releases - Archive
What’s New in Previous Releases - Archive
See all new features released by date.

Get Quick Tips on Collection Management

– Unsure about the next step after registering? Sign into your account and take a short tour by clicking on Settings and Quick Tour

– Are your collection details in another management system? Our team can help you migrate your data to Collectrium. Email us at datamigration@collectrium.com.

For more quick tips, click here.

Read Frequently Asked Questions

How do I sign up for Collectrium?

Call us at +1 212 796 5887 (Americas), or +44 20 3608 1312 (Europe), and ask to speak to a member of the sales team. You can also email us at info@collectrium.com. If you would like a demonstration of Collectrium, please go to http://go.collectrium.com/demo/ and send us your details, so we can get in touch.

How do I sign in to my account?

To log in go to the Collectrium website at collectrium.com and click on SIGN IN at the top right of the screen. You’ll be prompted to enter your username and password.

Can I transfer my collection information to Collectrium from another system?

Collectrium has developed an import template (the Standard Import Template, an MS Excel document) which you can use to transfer your collection data from another system or a spreadsheet. This template can also be used to upload multiple items at once. Once your data has been added to the template, you can email it to a Collectrium Registrar at registrar@collectrium.com and a Collectrium Data Migration Specialist will ensure that your data is migrated to your Collectrium account.

We do also offer a concierge service to help with transferring data on your behalf. The cost of this service depends on the size of your collection, and on which database you are transferring data from, if applicable. For pricing inquiries or any questions regarding data migration, please contact us here

Related Links:

Migrating Data Using the Standard Import Template – Step by Step Visual Guide>

Standard Import Template Explanation of Fields>

 

What should I do if I lose my username or password?

Click on SIGN IN at the top right of the Collectrium website as usual, then click the Forgot password? link. Enter the email address associated with your Collectrium account and we will send you a link to reset your password. (If you do not receive an email within fifteen minutes, please email support@collectrium.com or contact us here.)

I am having trouble logging in. What should I do?

If you are having difficulties logging in, we are here to help. Please email support@collectrium.com or contact us here.

What support and training can I receive in person?

At Collectrium we want you to be comfortable with the platform and aware of all the features you have access to. We are more than happy to host training in our offices, or come to you, wherever you may be. Please inquire for details, as price will depend on where a session takes place and the scope of the training you need. Please email support@collectrium.com or contact us here.

How do I add my first item to my Collectrium account?

To add your first object simply follow the instructions outlined below:

  1. Sign in to Collectrium and you will be directed to the Home page;
  2. Click on the red Add Object button (in the upper right corner of the screen) where you will be prompted to fill in several fields, including: Category (required), Artist, and Title;
  3. Save your new object by clicking Add Object.

Once you have added your object you will be taken to the new object page where you can add additional details such as cataloguing, location, financials, images, and attachments.

Related Links:

Collectrium 101: How to Add an Object>

Standard Import Template Explanation of Fields >

 

What kind of objects can I record on Collectrium?

Collectrium allows you record anything from Fine Art, Cars and Watches, to Jewellery, Textiles and Wine.

Whereas most collection management systems (CMS) are specifically designed to cater for one specific category of object, such as Fine Art, Collectrium has earned its position as one of the world’s leading CMSs by providing its users the ability to record and manage a wide and diverse range of collectibles. 

Related links:

Reorganizing your hierarchy – Step by Step Visual Guide

Collectrium 101: Adding an Object>

 

How many items can I add to my Collectrium account?

You can add as many objects to Collectrium as you wish. Collectrium provides an infinite amount of space for you to store your collection details; this is included in your monthly subscription.

How do I create a new artist?

When assigning an artist to an object in your collection you can find the desired artist by searching and selecting from Collectrium’s database. If you don’t find the artist you are looking for, create and add them to your collection by following these instructions:

Create an new artist from the Artists module:

  1. Go to the Artists module by clicking on Artists in the left-hand menu panel;
  2. Click on Add Artist in top right-hand corner of the page;
  3. Then click on +New next to the artist search field. You will be prompted to enter a first and last name;
  4. Once you have entered the name, click Create.

Your new artist has now been successfully created so from now on you are able to search and assign them to any object in your collection.

Alternatively, you can create a new at artist on the fly, as you add a new object to your collection:

  1. Click Add Object in the top right corner of the the Homepage. You will be prompted to fill in fields such as Category, Accession #, Title, and Artist;
  2. If you have not found the artist you desire from Collectrium’s database, click on the +New button to the right of the Artist field;
  3. Once you have entered the artist’s name, click Create.

Note: Your new artist will only be fully saved to your collection and assigned for further use once the object is created.

Related links:

Collectrium 101: How to Add an Object

What type of photographs and image files does Collectrium accept, and how do I attach them to an object in my collection?

Collectrium accepts .JPG, .PNG and .TIFF image files. There is no limit to the size, quality or number of images and attachments you can store on your account.

Adding an image to your object is simple:

  1. Go to the object’s page you wish to add an image to;
  2. Click on the Add Photo icon in the upper section of the page;
  3. Now follow the prompts to drag and drop an image or to click and select from your files.

If you have uploaded multiple images in one go you may want to choose a cover image from them. To do this, simply hover your mouse of the image you want and click Use as Cover Image.

How do I attach a document to an object or an artist in my collection?

To attach a document to an object:

  1. Go to the object’s page in question;
  2. Scroll down to the Additional Details section, and click on Edit;
  3. Click on + Attachments;
  4. Here you will be invited to select the document you wish to upload from your files;

To attach a document to an artist:

  1. Go to the artist’s page in question;
  2. To the right of the page you will see the Documents section;
  3. Here you can either drag and drop your document into the upload window, or;
  4. Click on the Add button to select the document you wish to upload from your files.
How can I manage my contacts in Collectrium?

Click on Contacts (Menu Panel>COLLECTION MANAGEMENT). Contacts in Collectrium are where the details of all the people related to your collection are stored, from the artists themselves to the people/institutions you have bought from or sold to, to the individuals and organizations involved in supporting your collection-care activities (insurers, framers, shipping & storage agents, etc.). In the Contacts section you can add a new contact or edit the details of an existing one. You can also generate a Contacts Report or delete a contact (and do so for one or multiple contacts) by checking the box beside the contact name and clicking on the red Actions button denoted by the Collectrium frame.

How do I record an acquisition?

Recording an Acquisition for an an object in you collection is simple;

  1. Go to the object you wish to record an acquisition for;
  2. Scroll down the Object page to the Activities & Financials section and click on Add Financials;
  3. From the dropdown select either Acquisition or Auction Acquisition – this will produce a new transaction window;
  4. Fill in the basic transaction fields available, such as Invoice No., Seller and Price;
  5. Once you are finished click Save and Continue to continue adding additional acquisition details, or Save Return to return to the object page.

Related links:

Collectrium 201: Recording a Sale or Acquisition>

How do I record a sale?

Recording a Sale for an an object in you collection is simple:

  1. Go to the object you wish to record an sale for;
  2. Scroll down the Object page to the Activities & Financials section and click on Add Financials;
  3. From the dropdown select either Sale or Auction Sale – this will produce a new transaction window;
  4. Fill in the basic transaction fields available, such as Invoice No., Buyer and Price;
  5. Once you are finished click Save and Continue to continue adding additional acquisition details, or Save Return to return to the object page.

Related Links:

Collectrium 201: Recording a Sale or Acquisition>

Is there a way to edit financial information if I’ve made a mistake or want to add further detail?

Yes, there are two possible ways to do this. The first is from the object page, where you can quickly add to or edit a limited number of fields of the financial transaction; and the second is directly from the transaction page itself, where you are able to update all elements of the transaction.

To edit financial information from the object page:

  1. Go to the object page in question;
  2. Scroll down to Activities & Financials section;
  3. Click on the financial transaction you wish to update, such as “Acquisition” or “Expense”;
  4. Hover your mouse over the transaction and then click on Edit;
  5. Once you have finished updating the information click Save.

If you find that you need to update fields that aren’t available in this quick edit window, click on the transaction invoice number which will take you to the transaction page. Here you will be able to update further details such as Buyer and Seller information and Terms & Conditions etc.

Related Links:

Delete or Edit Financial Information – Step by Step Visual Guide

How can I apply additional details such as tax or a discount to a financial transaction?

After entering the basic transaction details, such as Invoice #, Buyer, Seller and Price in the initial window for a new transaction (e.g. Acquisition), you are given the option to Save and Continue or Save and Return. By clicking Save and Continue, you will be taken to the transaction page where the objects associated with it will be listed. Here you are able to enter further details such as Discount, Tax, Terms & Conditions and Notes.

  1. After filling in the fields available in the initial window for a new transaction, click Save and Continue. This will take you to the transaction page;
  2. Now that you are on the transaction page, either go to the Details tab to start updating transaction details (e.g. Invoice # and Invoice Date); or update object details (e.g. discount and Tax) by remaining on the Objects tab;
  3. Select the object you wish to update by clicking on the tick box to the right of the object (it will turn green once selected);
  4. Click on the actions button on the right-hand side of the page, then click on Edit;
  5. Update your information and save your changes.

Related Links:

Collectrium 201: Recording a Sale or Acquisition>

How do I include seller information for a sale or acquisition?

First you need to add the seller’s name to your Contacts (Menu Panel>COLLECTION MANAGEMENT) – click on the red Add Contact button and type the details into the Add Contact pop-up window. Once you have done this, when you are entering information on a sale or acquisition, you can type the first three letters of the contact’s name and it will appear in the box for you to confirm.

Related Links:

Collectrium 201: Recording a Sale or Acquisition> 

Can I delete purchase or other financial transaction information without deleting the Object itself?

Yes. In fact, objects will never be deleted unless you actively do so. This means that if you delete a transaction, the objects associated will not be deleted – simply the transaction itself.

There are a two ways to delete a transaction:

From the transaction list page:

  1. Via the side Menu Panel, click on any transaction listed under Operations, e.g. Insurance;
  2. Find and select the transaction you wish to delete by clicking on the check box to the left of the record;
  3. Click on the actions button (Collectrium logo) in the top right hand corner of the screen;
  4. Then click Delete and confirm your decision with the pop-up that will appear.

The second way is through one of the objects associated with the transaction:

    1. Go to the object that is associated with the transaction you want to delete;
    2. Scroll down the object page to Activities & Financials section;
    3. Click on the financial transaction you wish to delete, such as “Acquisition” or “Expense”;

 

  • Then click on the red invoice number – this will take you to the transaction page and you can repeat the steps provided in the previous instructions.

 

Related Links:

Delete or Edit Financial Information – Step by Step Visual Guide>

How can I organize my collection by object type/grouping?

There is plenty of scope for organizing your collection logically according to its content. Your Objects can be placed in Groups, which are subsets of larger Sections.

Related Links: 

Organization Hierarchy – Step by Step Visual Guide>

To Create Sections and Groups – Step by Step Visual Guide>

Adding Objects to Groups – Step by Step Visual Guide>

Removing an Object from a Group – Step by Step Visual Guide>

 

How can I keep track of where my objects are located?

Keeping track of where your objects are located is a fundamental aspect of collection management, therefore this key information is made readily available throughout the platform.

An object’s current location is clearly displayed on the:

  • Object List View: in the column titled Ref / Location / Modified;
  • Object Page: on the right hand side of the object summary at the top of the object page; and then further down the page under the section called Current Location;

In order to obtain a complete overview of all the objects located a specific location you can utilise the Locations module:

Locations module: access via the left hand menu panel (under OPERATIONS>Location Mgmt.>Locations). From here you not only able to inspect all of the objects within a main location, but also which sublocation they have been assigned to.

What is the scope of the new Auction Results feature?

This feature incorporates sales figures from auction houses around the world into Collectrium. There is also a calendar of forthcoming auctions. This proprietary database has an archive back to the 1950s and is growing continuously.

What does Beta mean on the Home page, in the context of the Auction Prices feature?

Adding Auction Prices to Collectrium is an exciting new feature that offers the opportunity to give collectors the ability to search and monitor works that have been at auction or are in an upcoming auction. Because we have worked quickly to develop this component of the platform, it is still in ‘Beta.’  We will be working on further additions and refinements in the coming months we’d love to get your feedback as we work to continue improving it.

How do I look up art prices for a particular artist?

You may access auction results by clicking on Auction Price on the menu panel. From there you can type an artist name in the search bar and filter your results down to details like the color or the type of work. You may also access results based on a particular artist in your collection by clicking on the Auction Results tab within the individual object page. Objects without comparables in the database will not have this tab.

How do I run a report on aspects of my collection?

You can run a report on information you have stored in Collectrium in a couple of ways.

To run a report on a particular item in your collection, from the Object page, click on the Actions button (denoted by the Collectrium frame) at the top right of the screen, then choose Generate Report from the drop-down menu. Follow the prompts to specify the desired report and format options. Click on Add.

If you want to run a report on multiple items, in Groups select the group of interest, then either click the Select All button or check the objects in that group you’d like to run the report on. Click on the red Actions button and choose Generate Report from the drop-down menu, then follow the prompts.
When you have created the reports you require, in the Operations area in the menu panel, click on Reports. The reports you have run will be displayed here. You will see a number beside the Reports link to indicate the reports are ready. They are ready to download once the status has changed from Pending to Completed. Clicking on the report name opens the document for you to save or print.

Related Links:

Generating Reports – Step by Step Visual Guide>

Generating USPAP Compliant Reports – Step by Step Visual Guide>

What is the difference between the Report formats offered?

There are three output formats, depending on your Report Type: PDF, Excel, Word. You can save Report files where you choose on your computer. As with any PDF, the file cannot be altered, whereas if you choose Excel or Word you can edit the information generated in the Report.

In terms of the data each Report Type includes, Collectrium offers a variety of pre-formatted Reports, as well as the option to create your own custom Reports. The Quick Guide to Reports has a table showing the fields corresponding to each Report Type; it also gives you detailed steps for creating your own custom Report.

Can I create custom fields for objects in my collection?

Yes, you can create up to 15 custom fields which will appear in the Configurable Fields section of the object page. To create a custom object field you will need to start off by going to Settings.

  1. To get to Settings, click on the silhouette at the top of the menu panel in the top left hand corner of your screen; click Settings in the drop menu;
  2. Go to the Configurable Fields tab, then scroll down to the bottom of the page until you reach the section called Add Custom Object Fields;
  3. Click the red Add Field button and enter the the name of your new field;
  4. Make sure to tick the box Is Visible so your new field will be displayed on object page.

Your new field is now ready for you to update with information. To do this you will need to go to the object you wish to update – once you are there:

  1. Scroll down the object page until you reach the Configurable Fields section and click Edit;
  2. Update the field with your information;
  3. Finish by clicking Save.

Related Links:

Visual Glossary>

Are tags necessary; what do they do?

Tags are simply another more discreet means of organizing your collection. They can be a great alternative to creating Groups or Smart Groups. As the number of your objects recorded on your account increases, tags can be helpful for searching and reporting on specific aspects of your collection quickly and efficiently. To add a tag to an object, follow these simple instructions:

  1. Go to the object you wish to add a tag;
  2. Scroll down to the Additional Details section of the object page and click Edit;
  3. Click on the Tags field and select from existing tags, or create a new one;
  4. Press enter on your keyboard to save your new tag.

To increase efficiency you can also add tags to multiple objects in one go, by using the Bulk Edit feature.

 

Related Links:

Collectrium 101: How to Bulk Edit>

How can I filter my search results to focus on items in my collection?

You can filter particular attributes, such as those over a certain market value, tags, your available inventory.

To filter: click on Objects (Menu Panel>COLLECTION MANAGEMENT), then on All (inc. deaccessioned). Click on the word, Filter at the top left of the object list view. A filter menu will appear to the left of the screen. From here you can choose all your filter options. Be sure to click on Show Advanced for more options. 

Can I edit more than one Object at the same time?

Yes, you can. Please refer to the Quick Guide to Bulk Edits.

Related Links:

Collectrium 101: How to Bulk Edit

​What are Smart Groups?

Smart Groups are ways of grouping items in your collection based on attributes they have in common, and saving this filtered view. A Smart Group can be created for any shared attribute that can be filtered to search on, such as Location, Artist, Measurements, Acquisition Number, Ownership, Tags, etc. For example: you might have a lamp, a sculpture and a decorative item, all made of glass but from different categories of art; these Objects would usually be in different Groups from each other, but you can give them the Tag of  ‘glass’ and they will all appear in the same Smart Group. Smart Groups update automatically to reflect Objects newly added to Collectrium or recently labelled with these Tags.

Can Collectrium recommend a company that can help me ship and store items in my collection?

Collectrium has strategic partnerships with carefully selected and vetted organizations. You’ll find more information on the shipping and storage company, Momart here. You can get in touch with Momart directly from Collectrium: Select the pieces you are interested in shipping or storing, and then click the Actions button, denoted by the Collectrium frame, at the top right corner of the screen. There is a Request Service section in the upper left corner of the window. Choose what you require and follow several easy steps to receive  a timely response from a Momart Specialist.

Related Links:

Generating Reports – Step by Step Visual Guide>

Who can access my information?

No one can view your information on Collectrium but you as the Account Owner, and any users you nominate. Everything you enter is encrypted and stored at data centers with bank-level security, keeping it private and confidential no matter where you’re accessing it from.

Related Links:

Private Viewing Rooms – Step by Step Visual Guide>

Editing and Adding Roles – Step by Step Visual Guide>

Can Collectrium employees access my information? How does Collectrium handle human resources security?

Collectrium employees, and this includes developers, do not have access to client data. In order to access client data, Collectrium support personnel must receive explicit permission from the Account Owner. To do this, the Account Owner must go to the Settings area of their Collectrium account and grant Collectrium support personnel user access.

It should also be noted that we do not outsource server management or any management that would give third parties access to customer data. Technical employees are carefully selected, have a minimum of ten years’ professional experience and undergo extensive background checks before hire.

Related Links:

Client Privacy & Data Security> 

Can Christie’s view my collection?

No, none of your collection information is shared with Christie’s, nor any of our partnerships. Collectrium is an independently operated subsidiary of Christie’s with its own management and employees, separate office space and separate infrastructure.

Why does Collectrium require that I use a long password with a special character?

Collectrium offers bank-level security to ensure that your private information remains absolutely safe. We require a complex password to add a further layer of security.

Related Links:

Client Privacy & Data Security>

How can I show my friends and clients my collection on Collectrium without giving them my login credentials or revealing my financial information?

You as the Account Owner are able to give temporary, limited access to your collection through the Private Viewing Room. You choose which items and which details to share with a friend or client, and you can use the facility to request a shipping or insurance quote from a Collectrium partner, for example. You can email invitations to the Private Viewing Room, and you can withdraw access at any time.

Related Links:

Private Viewing Rooms – Step by Step Visual Guide>

Editing and Adding Roles – Step by Step Visual Guide>

Does Collectrium have a backup of my account?

We do not offer account-specific backups, so if a user deletes or damages the data in an account, Collectrium cannot retrieve it. However, automated backups happen once a day, and complete copies of the database are stored in different locations with independent support systems. So if there is an issue, such as extreme weather, in one location, the copy of the database at the next location takes over. You can find more detailed information about this in our Security White Paper

Related Links:

Security White Paper>

What security policies does Collectrium have in place?

Collectrium has the strictest of policies, both with regard to physical security and in the way the information is protected and backed up, ensuring bank-level security for client data at all times. Collectrium offices are always locked. Employees gain access with an electronic photo identification card, and visitors and contractors check in and are monitored. Data is not stored on site. A strict ‘no print’ policy is adhered to with regard to client information. You can find more detailed information about this in our Security White Paper.

Related Links:

Security White Paper>

Does Collectrium have compliance and validation certificates in respect of security?

Collectrium and its data centers are compliant with multiple audit and review protocols. These include standards set by the American Institute of Certified Public Accountants for cloud computing-based businesses and the Federal Information Processing Standard Publication created by the United States government. You can find more detailed information about this in our Security White Paper.

Related Links:

Security White Paper>

What support resources are available to me?

Contact one of the Collectrium Client Specialists if you need help on any topic, or if you want technical assistance. You can either send us an email at support@collectrium.com or contact us here.

In addition to our FAQs, you’ll also find online training sessions and product demonstrations to help you get the most out of Collectrium.

 

Can I use special characters in titles, artists and file names?

Yes, you may use any characters in the Title and Artist fields, and any combination of characters in file names that your computer operating system will permit (the * is prohibited, for example).

What is the best internet browser to use?

Collectrium can be used with all internet browsers. However, it is optimized for Chrome.

We recommend the following browser versions:

  • Chrome v31+ on iOS, Android, OS X, Linux, Windows
  • Safari v7+ on iOS, OS X
  • Opera v20+ on iOS, Android, OS X, Linux, Windows
  • Firefox v27 on iOS, Android, OS X, Linux, Windows, Firefox OS
  • Internet Explorer v11+ on Windows

Earlier versions of these browsers do not support TLS 1.2 security, which may put a subscriber’s data at risk. Collectrium therefore recommends use of one of the above supported browsers only.

Why won’t the website page load? (I just see the gray circle spinning.)

Loading times do vary, and are influenced by the size of your collection. There may be an issue with your current browser; Collectrium is supported best by Google Chrome. You can try clearing cache and cookies, as well as making sure your browser is up to date. More browser details can be found here. If the issue persists, it’s also worth checking your internet speed.

Related Links:

The Best Internet Browsers to Use with Collectrium>

Why won’t my images upload when I try to add them?

Check that your image is in .JPG or .PNG format. Your internet speed is also an important factor when uploading images; an upload speed below 5 mbps may be insufficient. Be sure that you also have sufficient internet connection. 

Is there a Collectrium app for my phone or tablet?

Yes, there is a Collectrium app designed for both iOS and Android. With the innovative Collectrium app, you are able to enjoy your collection and every one of our partner services directly from the palm of your hand. It’s the same, easy-to-use platform, equally secure and even more convenient. You can download the Collectrium app from the iTunes Store or from Google Play.

Is the app free to use?

Yes. Anyone who already has a Collectrium account may download the app, and it is free of charge. You can download the Collectrium app from the iTunes Store or from Google Play.

If I update my collection information on my mobile device will it show up on my computer?

Yes. Since Collectrium is cloud based, anything you add on your phone or tablet will be available from your home computer. Your Collectrium account can be accessed through any device with an internet connection.

What are the differences between the Collectrium App and collectrium.com?

There are no major differences in function between the Collectrium app and our website. Both offer the same bank-level security and rich functionality. The App does put the emphasis on convenience and flexibility, and offers a few handy tools with mobility in mind, such as the ability to photograph an item and visualize it in a new location.

Can I access and update my collection details when I travel?

Yes, you can.  You can access your collection details from any Internet-capable device wherever your travels take you. Through its cloud-based infrastructure, Collectrium provides you with unlimited storage capacity and mobility. The secure web platform means you are assured of bank-level security and absolute privacy. You may wish to download the Collectrium App for iPhone and iPad or for Android before you go.

Am I able to access Collectrium on Android?

Yes, the app is available for Android users. Download it from Google Play here.

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