How-To Guide: Artsystems Integration

How-To Guide: Artsystems Integration

Artsy and Artsystems have teamed up to provide a powerful integration that lets you quickly and securely share artwork from your Artsystem5 (A5) database to Artsy’s global marketplace. 

 

Integration Walk-Through 

See how easy it is to start sharing data with Artsy. Watch this quick walk-through video or follow the directions below to get started.

Integration Steps 

Step 1: Enable the Artsy API

1. To get started, open the “Settings” menu and select “Integrations” via the drop-down panel. 
2. Click the “Enable” checkbox next to ARTSY. Then, sign into your existing Artsy account by typing in your User Name and Password where prompted. Then click the “Sign In” button. This will direct you to an authorization page.
3. Click the “Yes, Authorize” button to authorize and complete the Artsy connection.

Note: If you do not have an existing Artsy account, you can sign up for one here.

 

Step 2: Configure Works

1. After enabling and authorizing the API connection, open the “Works” module in your Artsystem5 database and select “Edit List Fields” from the drop-down panel. 
2. Then select “Types” from the “Select List” menu. This will enable you to link your existing A5 inventory types with the established list of Artsy "Medium Types."
3. For each A5 inventory type available, select the applicable Artsy Medium Type from the pre-populated drop-down list.
4. When all types have been matched, click the “Close” button to apply changes.

Note: Selecting an Artsy Medium Type is required to publish Works on the Artsy platform.

 

Step 3: Select Work(s) to Share

With the initial setup configured, Artwork record data can be efficiently transferred to the Artsy CMS. You are now ready to share Work(s) with Artsy!

 

To share an individual work:

1. Select the Work you are interested in sharing. 
2. Via the Preview page, click the “Share” button. 
3. Choose the “Artsy” selection and click “Send Work.”

To share multiple unique works (not in an Edition):

1. Select multiple Works you would like to share. 
2. Once selected, click the “Share” button in the toolbar.
3. Then choose the “Artsy” selection and click “Send Works.”

 

Note: During this process, you may be prompted to link to an existing Artist entry from the Artsy CMS.

 

When sharing Works, the primary image for each Work will always be transferred. If you would like to share additional images for each Work, you may select those additional images via the prompt.

 

During the transfer, text field data and images are pushed from the A5 database to the Artsy CMS. The data and images will automatically populate the appropriate Artsy CMS detail fields. 

For sharing Edition-ed works, see Create and Update Editions section below.

Reminder: All data is kept confidential and transmitted using a secure connection, directly from Artsystem5 to the Artsy CMS platform.

 

Step 4: Publish Works on Artsy

Once Works are populated in the Artsy CMS, you can review, revise, and manage Works before publishing. 

After you have reviewed your Works, click the “Publish” button to push the information to Artsy’s online marketplace. 

Note: If any required fields are missing details, the Artsy CMS will prompt you to provide that information before publication of your Works can be completed.

 

 

Integration Tips & Tricks 

How-To: Create and Update Editions

Editioned works or series are sent via the edition master record in Works. When creating editioned works for Artsy, fields specific to the edition master are also transferred. Artsystem5 is able to send complete edition series information to Artsy including the size of the edition, the inventory quantity on hand, and the actual numbered series available in the gallery as well as if an AP (Artist Proof) exists for the edition series. 

As the individual works in the edition series are sold, Artsystem5 will also update the inventory quantity on hand and the numbered series remaining available. When all the available works in the gallery are sold, Artsystem5 will change the status of the edition from For Sale to Sold.  

 

First, configure Works for sending Editions:

1. First, set the works layout by clicking Layout and selecting the option “Show Edition Masters”. This will group editioned records in the Works spreadsheet under their corresponding Edition master, designated by an  icon.

Second, send the Editions set to Artsy: 

1. In Works, navigate to the edition set to send to Artsy and click on the Edition master record.
2. In the Preview panel, select the “Share” button and point to “Artsy” then choose “Send Edition.”
3. Click Ok to send the edition and open the preview page on Artsy.
4. To view the Edition specific information, click the Edition tab on the Artsy preview page.

Third, update the Available Inventory in the Edition: 

As individual works in the edition series are invoiced and sold, the Artsy edition will need to be updated to reflect the changes to the available inventory and the numbered objects in the edition series still available. 

1. Select the edition master record, in the Preview panel select the “Share” button and point to “Artsy” and then Update Edition. 
2. You will be redirected to the Artsy preview page where you can view the updated edition status and available inventory fields. You will see the fields are now adjusted to reflect the current available inventory in A5 and the status has changed to Sold if there are no longer any available objects in the Edition for sale.

Finally, remove the Edition: 

1. Select the edition master record, in the Preview panel select the “Share” button and point to “Artsy” and choose “Remove Edition.”
2. A prompt asking “Are you sure you want to remove this edition from Artsy?” will appear. Click Yes to remove the edition.

How-To: Track Works Shared with Artsy 

We recommend keeping a Worksheet in A5 where all Works listed in the Artsy CMS can be tracked once they are transferred. Using an A5 Worksheet is a helpful tool for tracking and record-keeping. 

 

To create a new Worksheet: 

1. Ensure all Works shared with Artsy are selected. 
2. Then click on the “Sets” drop-down from the navigation bar. 
3. Select the “Add Records to Worksheet” option.
4. Add the desired details to the “Name” and “Description” fields at the top of the screen to identify your new Worksheet. 
5. Click the “Add New” button to finish creating your new Worksheet and adding the selected works to it. 

 

To update an existing Worksheet: 

1. Ensure all new Works shared with Artsy are selected. 
2. Then click on the “Sets” drop-down from the navigation bar. 
3. Select the “Add Records to Worksheet” option. 
4. Find the name of the existing Worksheet you would like to modify or add to. Select that Worksheet and click the “Add records to existing Worksheet” button. 

 

How-To: Update Works

If any changes are made to linked Works in the A5 database after the initial transfer, these adjustments can be quickly migrated to Artsy using the "Update Works" option. 

1. Apply relevant updates to the Work(s) you wish to edit. 
2. Select the Work you are interested in sharing and navigate to the Preview page. 
3. Click the “Share” button and choose the “Artsy” selection. 
4. Then click “Update Work.” You will then be directed to the updated Work in the Artsy CMS, where changes are automatically applied to the linked fields.
5. Click the “Save and Publish” button to publish those changes on Artsy’s website. 

 

Need Support?

This simple, yet powerful integration prevents double data entry and provides a secure link between the A5 database and Artsy CMS. If you have questions please visit Artsystems online or contact the Artsystems team via support@artsystems.com.