How to Import Inventory Using the New Importer

You can now bulk import your inventory into ARTERNAL using the new importer. This is ideal when uploading multiple works at once and gives you flexibility in formatting. Follow the steps below to prepare your spreadsheet and complete your import.

Step 1: Prepare your spreadsheet

Your spreadsheet should contain one row per work and clearly labeled columns.

Here are some of the most commonly used fields:

Column Name	Description
`inventory_number`	Catalog number. If left blank, one will be auto-generated.
`title`	Title of the work
`artist`	Artist name
`artist_firstname`	First name of the artist
`artist_lastname`	Last name of the artist
`year`	Year created (YYYY format preferred)
`medium`	Primary medium (e.g., Oil on canvas)
`dimensions`	Dimensions in inches (HxWxD)
`price`	Price of the work (e.g., $400 or 400 USD)
`availability`	Availability status (e.g., Available, Sold)
`location`	Current location
`tags`	Tags to categorize the work (comma-separated)
`add_to_list`	Name of list to assign the work to
`image_url`	Primary and alternate image URLs (separated by `;`)
`notes`	Any notes related to the work

💡 Optional fields include detailed provenance, exhibition history, sales info, alternate views, and more.

For a full list of fields, see our Inventory Import Field Reference.

Want a template of these columns? Click here: Inventory Template.

Step 2: Launch the importer

Click your profile picture in the bottom left.
Click Import Wizard.

Once you’re in the portal:

Tap Import Works & Docs to get started.

Next, upload your prepared .csv or .xlsx file by dragging it into the box or clicking to select from your computer, then click Continue.

Step 3: Map your columns

After uploading your file, you’ll see the mapping column on the left, with each column name from your CSV listed in the dropdown on the right. The importer will automatically match any columns that align with ARTERNAL’s supported fields.

If a column isn't matched, you can manually select the correct field from the dropdown menu next to each column.

⚠️ Tip: Make sure every important column is mapped before continuing, so your data goes to the right place.

When you’re satisfied with all mappings, click Continue to move on to the data review stage.

Step 4: Review and fix data

Before importing, you’ll see a full preview of your data. Every cell is editable, so if there’s a typo or missing field, you can update it right on this screen.

One of the great things about the new importer is that it highlights errors during this review stage, so you can fix them before importing. The importer won’t let you continue until any detected errors are corrected.

Tip: If you want to remove an entire row, simply click the row number on the left and then tap the trash bin 🗑️ icon.

Step 5: Finalize the import

Once all fields are valid and no errors are highlighted, click Continue to start the import.

⚠️ Don't close the window while importing. Wait for the progress bar to complete.

Step 6: View or revert import history

After import, you can visit the Import History page to:

See what was uploaded.

Revert or delete any changes if needed.

Import History also keeps a copy of the spreadsheet you uploaded. New imports show Original spreadsheet saved. For older imports, click Choose original spreadsheet to add it.

Additional notes

Some fields support multi-value or formatted data. A few examples:

image_url: Separate multiple image links with ; (first image is the primary).
document_urls + document_filenames: Must match one-to-one, separated by ;.
price_history: Format each entry as YYYY-MM-DD, Price, Currency. E.g. 2023-12-25, 950, USD.
location_history: Format each line as YYYY-MM-DD, Location, Sublocation.
consignor_history: Include Consignor, Date, Price, and Notes in separate lines.
notes, notes2, notes3: These will all appear under Notes in the inventory.

That's it. Your inventory is now uploaded and ready to go!

If you have any questions or want a second set of eyes on your spreadsheet, feel free to reach out via chat or email us at support@arternal.com. We're always happy to help.

Frequently asked questions

Q: What’s the only required field?
A: inventory_number. If left blank, ARTERNAL will create one for you.

Q: Can I import multiple images, prices, or documents?
A: Yes! Use the supported formats listed above for multi-value fields.

Q: Will the importer create new artists or contacts?
A: Yes, if the artist or contact doesn’t already exist in ARTERNAL.

Q: Can I test the import with just a few records first?
A: Absolutely. It’s a great way to make sure everything is working before uploading a full list.

Q: Is there a sample template I can use?
A: Yes. Click here: Inventory Template.