The Artwork Intake Agent helps you turn intake documents into structured artwork records — without copying and pasting fields manually.
Upload a document, review the extracted details, and approve when ready. You stay in control at every step.
How It Works
Upload a document or paste text
Let the agent extract fields
Review extracted details
Approve and create the record
Nothing is created in ARTERNAL until you explicitly confirm.
Step 1: Start a New Intake
Go to Agents → Intake Agent
Click + New Intake
Upload a file or paste text
Click Process Documents.
You’ll see a processing state while the agent extracts fields.
💡 Supported file types:
PDF
Images (JPG, PNG, TIFF)
CSV / Excel
Pasted text
Step 2: Review Extracted Fields
Once processing is complete, the artwork appears in the left panel under Pending.
Click the artwork to review. You’ll see:
Extracted Fields tab
Images tab (if images were included)
A View Source button (top right)
If a value looks incorrect, you can edit it directly in the Intake Agent review screen before approving.
Click into a field (such as Price, Medium, or Dimensions), make your changes, and confirm using the checkmark.
All edits made here will be reflected when the record is created.
View the Original Source
If you would like to verify the information, you can:
Click View Source (top right)
A side panel opens with the original document preview
Compare extracted fields with the source content
This allows you to confirm accuracy before approving.
Step 3: Review Images (If Included)
If your intake included images:
Click the Images tab
Review the artwork preview
Images will be included when the record is created.
Step 4: Approve the Record
Once you’ve reviewed the details:
Click Approve
Confirm by clicking Create Record
You’ll see a confirmation message:
This action cannot be undone from this interface.
Once created, the record will exist in ARTERNAL and must be managed there.
After confirming, the artwork record is created in ARTERNAL.
You can click View Work to open the record.
Duplicate Detection
Before a record is created, the Intake Agent checks for possible duplicates.
A duplicate warning is triggered if:
The Artist name AND Title match an existing record
ORThe Inventory number matches exactly
If a match is found, you’ll see a banner:
“potential duplicate found”
Click "Click to review" to open the comparison screen.
Reviewing a Duplicate
When a duplicate is detected, you’ll see a comparison modal showing:
Left: New intake record
Right: Existing record
Matched fields clearly grouped
Changed fields highlighted
New fields shown separately
You can then choose:
Update Existing Record
Ignore (keep both records)
Nothing is automatically merged. You must explicitly confirm your choice.
💡 Inventory number matches trigger a duplicate warning even if other fields differ.
Intake Statuses
In the left panel, you’ll see:
Pending – Awaiting review
Approved – Record has been created
This makes it easy to track intake progress.
Important Notes
The agent does not auto-create records.
You must explicitly approve before a record is created.
You can edit extracted details before approving.
Once created, the record behaves like any other artwork record in Inventory.
Common Use Cases
Exhibition Intake
Upload a PDF checklist from an artist studio and quickly generate draft records for review.
Art Fair Preparation
Batch upload intake documents and approve works one by one.
Estate Intake
Upload structured PDFs or spreadsheets and convert them into artwork records.
❓FAQs
Q: Does the agent automatically publish artwork records?
A: No. You must click Approve and confirm record creation.
Q: Can I edit the information before approving?
A: Yes. You can edit fields directly in the Intake Agent review screen before approving.
Q: Where can I see the original document?
A: Click View Source in the top right of the review screen to open the original document and verify the extracted details.
Q: What triggers a duplicate warning?
A: A duplicate is flagged if:
The Artist name AND Title match
ORThe Inventory / Catalog number matches exactly
Inventory number matches trigger a duplicate warning even if other fields differ.
Q: What happens if a duplicate is found?
A: You can review the comparison and choose to update the existing record or ignore and keep both.
Q: Can I ignore a duplicate warning?
A: Yes. If the works are different, you can choose Ignore.
Q: Can I edit the record after it’s created?
A: Yes. Once the record is created, it behaves like any other artwork record in ARTERNAL and can be edited in Inventory.
Q: What file types are supported?
A: PDF, JPG, PNG, TIFF, CSV, Excel, and pasted text.
Q: What if the extraction looks incorrect?
A: You can edit the fields before approving. If needed, you can also discard the intake and create the record manually.