ARTERNAL Updates

This week is about moving faster through the work you do every day. You can now step through works with your keyboard, and uploading custom fonts takes one pass instead of one file at a time. We also made a few imports and PDF settings easier to use.

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Inventory

Move between works with J and K

When you open a work from a list, exhibition, fair, or search, the rest of the works stay in the sidebar beside it. You can now press J or the right arrow key to open the next work, and K or the left arrow key to go back to the previous one, without returning to your list. Hover over the previous and next buttons to see the shortcuts.

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Settings

Upload several custom fonts at once

In Settings > Organization > Custom Fonts, click Upload font files and choose all the files for a font family at once. A Review fonts window opens with each font's family, weight, and style already matched for you. Check them against the preview, fix anything that's off, remove any file you don't need, and click Upload. Your fonts then show under Installed Fonts, ready to use in PDFs, invoices, Online Viewing Rooms, and SmartMail.

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PDFs & Documents

Show Sold By stays on

If you turn on Show Sold By when creating a Data Sheet, it now stays on for your next Data Sheet. You don't have to switch it back on each time. For the full list of Data Sheet options, along with a short video walkthrough, see How to Generate PDFs for Selected Works.

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Importer

• Contact imports now accept more than one document per contact. Put several links in the document_url column, separated by a semicolon (;).
• Import history now keeps a copy of the spreadsheet you uploaded. New imports show "Original spreadsheet saved" under the file name.

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Questions?

Check out our Help Center or book a demo if you'd like to see any of this in action.

This release takes the ARTERNAL mobile app offline. You can now save lists, exhibitions, and fairs to your phone and browse them offline, and mobile email can pull in a contact's registrar or advisor in a couple of taps. We also made duplicate merges keep more of your data, and shipped new styling controls for OVRs and invoices.

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Mobile App

Take lists, exhibitions, and fairs offline

Fair floors and collectors' homes don't always have signal. You can now open any list, exhibition, or fair and choose Make Available Offline from its menu. ARTERNAL saves the artworks, documents, and installation views to your device so you can browse them without internet.

Everything you've saved lives under Offline Lists on the Dashboard, sorted into Lists, Exhibitions, and Fairs, with the number of works, file size, and date saved for each. To pull in recent changes, choose Update Offline Copy from the list's menu — it shows when the copy was last updated. Remove Offline Copy clears it from your device without touching the list itself. For step-by-step instructions, see Offline Lists on Mobile.

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Add a contact's associates to an email

After you add a contact to the "To" field in SmartMail, tap the people icon in the top bar to see the contacts associated with them, like a registrar or advisor. Pick anyone and add them to To, Cc, or Bcc — no searching required.

Quick Compose supports the same picker. Add one or more contacts to "To," tap the people icon, and you can browse associates from every recipient at once. If you’d like to read more, see Offline Lists on Mobile.

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Contacts

Merges now keep phone numbers and addresses

When you combine duplicates with the Merge Assistant, phone numbers and addresses from the merged contact now carry over to the one you keep. Added entries are labeled "(From Merge)" so you can tell them apart. Merges also no longer bring across an outdated secondary email left over from older contact records.

We've published a new guide, How to merge duplicate contacts, covering when to use the Merge Assistant versus the selection cart and exactly what moves to the kept contact. The Merge Assistant is turned on by request — if you don't see it on your Contacts page, reach out to support.

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Bug Fixes

A handful of smaller fixes that didn't need their own section:

• Consignments with fixed-amount terms keep those terms when a work's retail price changes.
• Alternate view images keep their original dimensions.
• Images pasted into rich text fields now display reliably.
• General stability and performance improvements across the platform.

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Questions?

Check out our Help Center or book a demo if you'd like to see any of this in action.

Invoices & Payments

Custom invoice margins

You can now pick Normal, Narrow, or Custom spacing for standard invoice layouts. With Custom, you set page margins and header/footer offsets separately, anywhere from 0–50 mm. That makes it easier to keep a single-work invoice on one page, or to stop a header or footer from crowding your content. Margin settings carry over when you save or duplicate a template.

Hide contact phone numbers and emails

You can now hide a contact's phone number and email address on invoices. Set it as a template default or change it on an individual invoice. A hidden email address also stays hidden in the invoice email. The contact record itself isn't changed.

Smoother header and footer image uploads

Header and footer images now show clearer loading and retry feedback. If an upload fails, your existing image stays in place. Your original image is also kept, so you can re-crop it later without uploading it again.

Bug Fixes

SmartMail document links now point to the new file after you use Replace Documents, so recipients get the latest version.
General stability and performance improvements across the platform.

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Questions?

Check out our Help Center or book a demo if you'd like to see any of this in action.

Previews & Documents

Your fonts and text styles now survive the export

Preview exports were quietly ignoring your Global Font Options. Both custom and standard fonts came out as a generic sans serif, no matter what you chose. Export now uses the same font settings the rest of the platform uses, so your documents look the way they do on screen.

While we were in there, we found the same problem affecting text styling. Letter spacing, underline, and shadow presets displayed correctly in the editor but were never saved to the document or rendered on export. Those now persist and export properly, and edits you make in the editor are saved when you leave it rather than being dropped.

Certificates of Authenticity center properly

With Artwork Alignment set to centered, the caption text on a COA wasn't actually centered. It is now.

Contacts

Contact search is much faster on large databases

Search on a large contact database could spin indefinitely and come back with nothing. The same slowdown showed up in the inventory association picker. We reworked how contact keyword search runs, and it's substantially quicker across the board. If you work with tens of thousands of contacts and still see search lag, please let us know.

Merge straight into the select cart

The contact merge tool now has a button to push the contacts you've selected into the select cart, so you can carry them into your next action instead of finding them again.

Inventory

Enter the artist once

Adding an artist to an inventory record required typing the name twice before it stuck. The artist now commits on the first Enter or Tab. The field waits for the artist search to settle rather than dropping what you typed.

New works can default to hidden on your website

A new setting in your home page settings lets newly created works default to not visible on your website. If you'd rather stage inventory and publish deliberately, turn it on and new records stay off the site until you say otherwise.

Solo exhibitions stay solo

An exhibition with one artist was being filed under group exhibitions when the artist count resolved as more than one. The categorization is fixed going forward. Heads-up: archiving a work doesn't recategorize an existing exhibition, since the relationship only clears on a permanent delete, so an older exhibition may need a manual nudge.

SmartMail

Editioned work images behave

Selecting images on an editioned work scrambled the main image with the alternate views, and the selection state didn't match the count shown. Image selection and ordering on editions are fixed.

Invoices & Payments

Tax labels follow the point of sale

On an in-person sale, the tax line on an invoice PDF took its jurisdiction from the shipping or billing address rather than the rate you selected, so a New York rate could print with a Washington, DC label. The label now follows the point of sale.

Importer

The "sold to" field can be mapped by email or first/last name, not only full name, which matches how most source files actually store it.

ARTERNAL Hosted Websites

Pasted text now takes your site's formatting

When you paste copy into an exhibition or fair description (Exhibitions, then the three-dot menu, then Edit Description), it used to carry hidden HTML styling with it, most often a font color set in whatever document you copied from. That color carried over to the live site, so text pasted from a dark-background document could appear invisible against your own background.

Pasted content is now cleaned on the way in. Font colors and font sizes are stripped so the description picks up your website's formatting instead.

Bug Fixes

A handful of smaller fixes that didn't need their own section:

Export List to File works on static contact lists again. It was silently doing nothing.

Exporting an inventory list works again.

The inventory association picker no longer creates stray contact records out of your search attempts, and a custom action label now saves.

Turning off "Send Email" when marking a work now also suppresses the push notification. The toggle is relabelled "Send Email & Push Notification" so it's clear what it covers.

Artwork dimensions now pull the correct measurement.

Delivery dates no longer show a day off in some time zones.

General stability and performance improvements across the platform.

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Questions?

Check out our Help Center or book a demo if you'd like to see any of this in action.

Online Viewing Rooms

Installation views can now run full width as a carousel

Installation views are no longer locked to a small four-across grid. You can set an install view to display as a full-width carousel, so images fill the screen one after another instead of shrinking to fit four in a row — much closer to how the room actually looked. Thank you to everyone who kept asking for this.

Locations and contacts load correctly

We fixed an issue where contact information wasn’t being pulled correctly into an Online Viewing Room, and documents no longer turn up in the set works list on your website.

Contacts

The activity timeline now records archiving and assignment

Three gaps in the contact timeline are filled: archiving and unarchiving a record, assigning a contact, and re-assigning a contact all appear on the timeline now, each with the person who made the change.

Public and private now stick

If your account has more than one organization on it, contacts you set to Public could quietly revert to Private. The setting was being applied to the wrong organization, so it never actually saved. It now saves against the contact’s own organization and stays where you put it.

Select All really does select all

Using Select All on a filtered contact view took roughly the first 120 contacts and then stopped without telling you. It now adds every contact matching your filters.

Inventory

Archive lists and inventory sets

Lists and inventory sets can now be archived and unarchived, with a new Archived Collections page to find them again. Archived collections follow the same view permissions as regular ones, so nobody sees something they couldn’t see before.

Location and Subtitle on lists

Inventory lists now carry two new fields, Location and Subtitle, so a list can hold the text that goes out with it.

Filter inventory by Customs Status

Customs Status was something you could record but not search on. It’s now a filter like any other inventory field.

Catalog numbers sort the way you’d expect

Catalog numbers now sort naturally throughout the app: letter edition suffixes run a1, a2 … a10 rather than a1, a10, a2, and dotted sub-numbers put 1.9 before 1.10. This applies both to sorted lists and to the detail grids inside a record.

Reports

Point of Sale on the Sold Artworks report

The Sold Artworks report has two new columns. Point of Sale shows where the sale happened, formatted as line 1, line 2, city, state, country, and can be filtered by text — useful if you run more than one location and want to see who bought where. Sold To Email is there too, hidden by default; unhide it to include buyer emails in an export.

Together, those let you filter to a location, export, and run the result through the contact importer with a list name to build a contact list of that location’s buyers.

Invoices & Payments

Detail Presets, redesigned

Detail Presets got a rebuild that makes them easier to reorder, cancel, and edit. Drag-and-drop reordering on invoice lists is working again as well.

Invoice documents render properly again

Invoice PDFs were generating at an odd page size, which had them opening zoomed far out and, in one case, padding a one-page invoice out to eleven. They now render as true US Letter for users with this PDF format.

Smaller invoice fixes

• Artwork thumbnails now appear on invoices that came in through a migration.
• Shipping invoice totals recalculate correctly when line items are present, and imported shipping totals are preserved.
• Tax on new invoices may look different: we now declare destination-state nexus where it applies, so an amount can legitimately differ from what you’d have seen before.

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Importer

A round of importer work, most of it aimed at rows that used to disappear without saying anything:

• Archived contacts now come through on import instead of being skipped — a matching archived record is unarchived and included.
• Contacts with a secondary address were being dropped silently from large imports. They import now, and the importer surfaces errors instead of quietly skipping rows.
• Location is supported on inventory list imports, so it comes across instead of being dropped.
• Location history parses far more reliably during a migration, with fewer rows landing in an error state.
• Prices and currency that landed in the wrong column on import are handled correctly.

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SmartMail

Faster loading

SmartMail pages were taking several seconds to open for some accounts, even on a two-recipient send. Three slow calls behind the page were reworked and it loads noticeably faster.

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ARTERNAL Website

Exhibitions and fairs need dates before they publish

An exhibition or fair with no dates can no longer be published to your website, and bulk publish skips it with a warning in the portal rather than pushing an incomplete page live. You can still un-stage a draft that’s missing dates.

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Bug Fixes

A batch of smaller fixes that didn’t need their own section:

• Blank contact rows that couldn’t be clicked or opened are gone.
• The user initials in the bottom-left corner no longer show the previous user’s initials.
• Downloading a main image from an artwork record now shows progress and tells you if something goes wrong instead of appearing to do nothing.
• Tags no longer merge across types when two different kinds of tag share a name.
• Attachments on inventory records behave correctly, and inventory attachments stay hidden from inventory when that toggle is on.
• The sold-associations setting applies retroactively when you turn it on, rather than only to new activity.
• Imported metric dimensions round to two decimal places.
• Sold and consigned are no longer offered in the location filter for accounts that have real locations set up.
• Inventory numbers no longer collide when an artist is attached to several works at once.
• General stability and performance improvements across the platform.

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Questions?

Check out our Help Center or book a demo if you’d like to see any of this in action.

Contacts

Find and manage duplicate contacts

ARTERNAL can now help you identify duplicate contact records and merge them, so cleaning up your contact list no longer means hunting for look-alikes by hand.

Online Viewing Rooms

Videos added as alt views now play in a dedicated video player

Video attached to an artwork now opens in its own player, rather than downloading or behaving unpredictably, so collectors can watch supporting video content right inside the OVR.

Caption and detail toggles now cover documents and custom fields

On mobile, OVR caption and detail settings now include toggles for documents and custom fields, giving you more control over exactly what a viewing room shows.

Cleaner session tracking with image and video documents

Previewing an OVR that included the newly supported image and video documents could throw off session tracking. That display issue is fixed, so your tracking data reflects real visitor activity.

Locations now display correctly in Online Viewing Rooms

Some galleries were seeing certain locations missing from their Online Viewing Rooms. Locations now show up as expected.

Mobile

Upload documents straight from your phone or iCloud

You can now upload documents into inventory, or attach them while composing a SmartMail, directly from your phone or iCloud. No more emailing yourself a file first.

Invoices & Payments

Invoice by Amount report no longer gets stuck loading

The Invoice by Amount report could hang and never finish loading for some accounts. It now loads reliably.

Archived invoices no longer throw off invoice numbering

Archived invoices were being counted in the invoice number sequence, which could cause numbers to skip. Numbering now correctly skips archived invoices, so your sequence stays continuous.

QuickBooks sync reliability

A QuickBooks sync could report success in ARTERNAL without the record actually appearing in QuickBooks — that's fixed. We also fixed the sync button in the tax dialog, which had stopped triggering a sync.

Bug Fixes

General stability and performance improvements across the platform.

Questions?

Check out our Help Center or book a demo if you'd like to see any of this in action.

Online Viewing Rooms

Replace documents is now live for everyone

The Replace Documents feature has graduated from beta and is on for every account, with the underlying bugs cleaned up. You can swap a document on an artwork or room without re-uploading and re-linking — sharing links, embeds, and references stay intact.

Titles with square brackets now display correctly in OVRs

Artwork titles containing [ ] were getting stripped from Online Viewing Rooms in a few cases. Bracketed titles now render as written.

Preview sessions no longer get logged as collector activity

When you previewed your own Online Viewing Room, that visit could accidentally appear on the contact's activity timeline. Preview sessions are now filtered out, so the engagement data on a contact profile reflects only the people you're tracking.

OVR contacts now route to the correct gallery in multi-location organizations

For galleries that share a parent organization across multiple locations, a returning OVR visitor could occasionally land as a brand-new contact under the wrong gallery. ARTERNAL now correctly attributes that visitor back to the right gallery in your group.

SmartMail

Microsoft inbox reliability — and a backfill of missed emails

ARTERNAL renews its connection to Microsoft regularly to keep inboxes in sync. A recent renewal job crashed on the first account it couldn't reach, which paused incoming mail for some users from May 8 onward. The renewal job is now resilient — one bad account no longer blocks the rest — and we've gone back and pulled in the emails that were missed during the outage window. If you notice any remaining gaps in your inbox, please reach out and we'll investigate.

Add full contact list now includes every contact

When using "Add full contact list" on a SmartMail send, some contacts were being silently left out. Every contact in the list is now included.

Hold and sold notifications can send from your own gallery address

Status notification emails (such as Hold and Sold alerts) weren't being pushed as mobile notifications. This has been resolved now.

A clearer error when an offer has no recipient

If you try to send an offer with an empty "To" field, SmartMail now fails immediately with a clear error instead of partially queuing.

Cleaner contact display on the SmartMail timeline

Previously, the SmartMail timeline could show blank rows where a contact name and message preview should appear. Contact names and message content now display reliably on the timeline.

Reports

Reports default to your gallery's local currency

If you didn't pick a currency on the report screen, ARTERNAL was silently assuming USD — which meant non-USD galleries could get exports that looked empty or wrong. Reports and exports now default to the Local Currency you've set under Account > Prices. If a future export ever looks empty, that's the first setting to check.

Inventory & Artist Profiles

Rich text editing for artist bios and list descriptions

Artist bios and list descriptions now use a full rich text editor. You can add formatting, links, and structure directly in these fields instead of working in plain text.

Mobile

Push notifications for Hold and Sold are now independent from email

Push notifications for work status changes were accidentally tied to the email notification setting — if you had work-status emails turned off, your pushes stopped too, even with push enabled. The two settings are now fully independent: push controls pushes, email controls emails. Heads-up: users who have email notifications off but push on will now start receiving push alerts for Hold and Sold changes again.

Visibility permissions now respected on Desktop and iPad

Visibility permissions weren't being applied consistently across desktop and iPad views. Users only see the records, fields, and prices they have permission to see, regardless of device.

Invoices & Payments

Invoice numbering no longer skips

Invoice numbers were occasionally jumping ahead in the sequence. Numbering is now continuous, so your books stay tidy and audit-friendly.

Payment History and Last Payment Date now populate

The "Payment History" and "Last Payment Date" fields on the invoice list could appear empty even when payments had been recorded. Both fields now reflect the actual payment activity on the invoice.

Contacts

Changing a contact's main email now works

Updating the primary email on a contact wasn't always saving. Main email edits now persist correctly and propagate to SmartMail and exports.

Importer

We put a lot of work into the importer this month. You'll notice fewer surprises and cleaner data on bulk uploads.

• Invoice line items now come through on invoice imports.
• Alt views (additional images on an artwork) now import correctly.
• Field mapping is smarter at matching your spreadsheet columns to the right ARTERNAL fields.
• Consignment imports that had been failing for certain account configurations are working again.
• Tag-type custom fields can be imported without wiping out the options on that field globally — a bug that could affect every record using that field.
• General import automation and formatting improvements across the board.

PDFs & Documents

Higher-fidelity images in PDF exports

PDF exports now use max-fidelity image presets, so artwork images in inventory PDFs and other documents come out noticeably sharper.

Condition Report formatting holds up after PDF download

Condition Reports were losing their formatting when downloaded as PDFs. The downloaded file now matches what you see on screen.

Wall labels

Resolved an issue affecting wall label generation, so labels print as expected.

Settings, Locations & Permissions

Deleting a location no longer clears its sublocations

When you deleted a location in Settings, the sublocations underneath it could disappear too. Sublocations are now preserved correctly, and existing sublocations no longer vanish unexpectedly.

Sublocations show up in filter dropdowns and sort in the right order

Locations and sublocations now appear in filter dropdown menus where they were missing, and the sort order on sublocations is fixed.

Previews

A small batch of polish for PDF Preview

A round of cleanup for the beta PDF Preview tool:

• A resolution issue is fixed, so previews render sharper.
• Card thumbnails are now higher quality.
• Squashed a handful of interface bugs.
• Fixed a couple of layout issues in the templates.

Bug Fixes

A handful of smaller fixes that didn't need their own section:

• Cleaned up several inventory and financials display issues affecting individual gallery accounts.
• General stability and performance improvements across the platform.

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Questions?

Check out our Help Center or book a demo if you'd like to see any of this in action.

The ARTERNAL mobile app just got a major upgrade. From an all-new Contacts experience to richer Online Viewing Rooms and deeper artwork records, here's everything that shipped.

🖼️ Online Viewing Rooms

• Privacy & visibility controls — decide exactly who can see each viewing room with new visibility settings.
• Share public links — generate and share a public link to any viewing room.
• White-label & custom domains — present viewing rooms on your own branded domain with expanded sharing settings.
• Banner images — upload a banner to a viewing room; the Header & Banner controls now sit above your text blocks for an easier layout.
• Quick content — insert a list's description or an artist's bio straight into viewing room text with one tap.
• Native rich-text editing — write viewing room content with full formatting (headings, styles, and more), with cleaner handling of pasted text.
• Personal vs. organization templates — see which template a viewing room uses, right on the Create and Edit screens.
• Creator avatars — viewing room list cells now show who created each room.
• Show Location — a new display option to include an artwork's location in captions.

👥 All-New Contacts Experience

• Live contacts — your contacts load directly from the server, so you always see the latest data with no waiting on a sync.
• Instant search across your whole database as you type.
• Open the profile after creating — you land straight on a new contact's profile.
• Create on the fly with "+ New" — in Smart Mail, Add Recipients, and Share Links, type a name or email and tap + New to create a contact without leaving what you're doing. We pre-fill the fields, check for existing matches first, and add them back to your recipients automatically.
• Contact segments now display right in the contact list.
• Faster and smoother — optimistic contact creation, clearer loading states, and automatic name capitalization.

✉️ Sharing & Email

• Auto-filled subject lines — email an artwork and the subject fills in automatically with the artist, title, and year. Turn it on from your next share, or anytime in Settings → Defaults.
• Faster share-link contact search, with a cleaner full-height results view and the + New button always within reach.

🏷️ Cover Images

• Set cover images on lists, exhibitions, and fairs — and on individual editions.

📋 Smarter Lists

• Yours / All filter — quickly switch between lists you own and all lists.
• Reorder lists with ease, and see who created each viewing room.
• Viewing Rooms tab — jump to a list's viewing rooms from a dedicated tab, complete with a live count.
• Cleaner list navigation and titles.

🖼️ Richer Artwork Records

• History & Provenance — a new screen brings together provenance, exhibition history, literature, publications, certificates, collections, period, series, and more. Long-press any field to copy it, or tap Copy All for everything in a clean, formatted block.
• Location & Condition — view an artwork's location history and condition reports side by side in one tabbed screen. Long-press a condition report to copy it.

📞 Call Logging

• Call or WhatsApp a contact right from the app, then log the conversation with a note.

✍️ Rich-Text Editing Everywhere

• Write artist bios, list descriptions, and viewing room content with full formatting — headings, styles, and consistent handling of pasted content.

⚙️ Settings & Housekeeping

• Renamed settings sections for clarity (Inventory, Interests).
• Sign Out moved to the Dashboard.
• What's New is now available anytime from the Dashboard, under Chat with Support.

⚡ Faster & More Reliable

• Quicker contact loading, smoother artwork browsing, iPad fixes, and a wide range of stability improvements.

🔤 Custom fonts in invoices

Custom fonts you've uploaded in settings are now available in your invoice templates, so your invoices can match the rest of your branding.

👥 Assign multiple people to a contact.

You can now assign more than one user to a contact. Multi-assignments flow through every user assignment dropdown and filter across the app, so everyone responsible for a relationship stays connected to it.

🖥️ Save your own OVR template.

Each user can now save their own Online Viewing Room template. Handy for teams where directors have different layout and styling preferences and want their own starting point instead of a shared default.

🧾 Cleaner invoice navigation.

Streamlined the invoice side navigation down to the views that matter: All Invoices, Archived, Voided, and My Invoices. The "unsent" status tag has also been removed from invoice records.

🖼️ Inventory & Documents

• Upload images as documents. You can now upload a standalone JPG (or other image) directly into the Documents section, and it stays an image document instead of being converted into an artwork/inventory record. Great for press and PR teams who need downloadable, high-resolution files.
• Image files brought in through the bulk uploader now stay categorized as documents when that's what you intended, instead of being reclassified.
• For those with access to the beta Previews tab**, the Inventory number** is now available as a field you can save to your brand profile caption formatter.

🖥️ Online Viewing Rooms

• Logo position setting. A new OVR setting lets you choose where your organization's logo appears on the room.
• Images-as-documents in OVRs. Images uploaded as documents now show up in the Documents section inside Online Viewing Rooms.
• OVR engagement on contact profiles. When a collector clicks into an artwork in an OVR, that activity is now captured on their contact profile, so it's easier to see who's engaging and follow up.

📥 Importer Improvements

We gave the importer a lot of attention this month:

• Smarter field mapping. Columns are now matched more strictly, ignoring only case, spaces, and underscores, so your data lands in the right field more reliably. If there's no direct match, the importer falls back to checking column aliases (also ignoring case, spaces, and underscores).
• Width / height / depth parsing. Imported dimensions now parse cleanly into their individual values.
• Framed metric dimensions now populate correctly from the inventory importer. More reliable handling of inventory item dimensions during bulk import overall.

📱 Mobile

• Make phone calls. Tap the call button or a phone number on a contact's profile to start a call through your iPhone. When you return to the ARTERNAL app, you'll be prompted to log the call, and it appears in the contact's activity timeline.

• Inventory List toggle. Switch between All Lists and My Lists to quickly narrow the view to the lists you own, or see everything available to you.

👥 User Management

• Push notification controls. A new per-user toggle for mobile push notifications on work status changes. Users who have push notifications turned off no longer receive work status change alerts on mobile.

📊 Reporting

• Sold Artworks Report. The report now mirrors the numbers shown on an artwork's Financials tab. Previously, the Total Artist Payables column could show up blank when there was no payable (even with a consignment in place), which didn't match the Financials tab. That's now consistent.

🔤 Fonts, PDFs & Performance

• Custom fonts now work for inventory PDFs.
• We also cleaned up how fonts load so unused fonts are no longer downloaded on the client, which gives a nice speed improvement.

✉️ Smart Mail

Added a help article link in the Email Signature settings, making it easier to set your default greeting and signature.

🐛 Bug Fixes

• Invoice imports that reported "success" but didn't actually create an invoice are now working. (May 25)
• Contact names not importing. When "Name" was mapped to the Display Name field, emails and country came through but names didn't. Fixed at the root. (May 14)
• Captions containing [ ] were breaking. Bracket characters are now handled correctly. (May 12)
• OVR Edit button could lead to a "Page Not Found" error. Fixed. (May 12)
• Read-only users couldn't open inventory images. Restricted accounts can view and open inventory images again. (May 12)
• Duplicate emails in the inbox. The same email could appear multiple times in the ARTERNAL inbox while showing once in Outlook. Fixed. (May 12)
• Untitled works in OVRs were displaying "Viewing Room" as the title. Fixed. (May 6
• Creating an OVR on mobile could produce a blank viewing room. Fixed. (May 5)

Questions?
Check out our Help Center or book a demo if you want to see any of this in action.

April Updates!

Bug FIxes 🐞

• Imported locations now appear in the location filter dropdown menu.
• Fixed an issue where artwork images on the mobile app were rendering incorrectly when used as cover or inventory images.
• Update to the Form of Address field on contacts.
• Fixed the zoomed-in payable page and the email subject getting cut off. PDF zoom now behaves the way you'd expect.
• Fixed incorrect profit calculator amounts on certain artworks.

• • Shared expense parties are working again.

  • Fixed a logo sizing issue affecting Previews.

  • The importer now supports link-type custom fields, including link names that were previously going missing.

New Improvements

• Cleaned up zoom pixelation in list view.
• New compact nav bar design
• Resolved inconsistent labeling between the Organization and Company fields.
• PDF rendering now better matches what you see in the editor preview.
• Faster pagination on the Smart Mail Creation View
• PDF Previews (Beta) -> Improved Zoom, now the editor is at crisp resolution at all times.

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Improvements

🔤 OVR | Font Dropdown Preview

The font dropdown in Online Viewing Rooms now shows a live preview of each font, so you can see exactly how your text will look before you select it.

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🗑️ Confirmation Dialog for Location Deletion

Deleting a location from an artwork's Location / Condition tab now triggers a confirmation dialog before anything is removed. This prevents accidental deletions and keeps your location history accurate.

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📱Smarter OVR Caption Display (Mobile)

Long captions in Online Viewing Rooms are now automatically truncated to fit neatly below or slightly overlapping the image. Viewers can tap "View more" to read the full caption. The Alt View and Docs buttons have also been moved above the image so they no longer overlap with captions.

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🐛 Bug Fixes

• Fixed an issue where a consignment term was populating the wrong pricing on a work.

• Resolved issues with the AI Caption Parser to improve accuracy when extracting fields from pasted artwork captions.

• Fixed the "not" filter logic on contact custom fields. The filter was only scanning contacts with the field filled in and wasn't including contacts where the field was empty. Now works as expected across all contacts.

• Updated inventory number duplicate handling. The automatic Artist Initials change behavior has been completely removed (except during migrations). When an artist is assigned and there's no inventory number yet, the system generates one and checks for duplicates. If duplicates exist, a message is shown so you can review and resolve them. The same applies to manual inventory number entry.

New Features & Improvements

🧾 Invoice Deposits Now Available on Templates

You can now add deposits to invoices across all templates. This gives you more flexibility when structuring payments and collecting partial amounts upfront.

📖 Learn how to add a deposit to an invoice

🎨 OVR Editor Enhancements

The Online Viewing Room editor got a round of upgrades:

• Letter spacing
• Line height
• Uppercase toggle.

New text formatting options for more precise typographic control over your OVR layouts

📬 Email Notification When an Invoice Is Paid

You'll now receive an email notification when an invoice is marked as paid. To enable it, go to Account → Email → Email Notifications and toggle on the notification under Payments.

🔤 Letter Spacing Added to PDF Font Settings

Adjustable letter spacing is now available in your PDF font settings, giving you finer control over how text appears on exported Data Sheets.

📍 Location Toggle on Data Sheet PDF

The new toggle lets you control whether location information appears on your PDF exports — helpful when you need to share documents without revealing storage details.

🛠️ Fixes

February 25

• Reports not exporting: Resolved an issue where report exports were failing

February 20

• Contacts not displaying after import: Fixed a case where contacts weren't showing up even though an import had just completed.
• Invoice footer not saving: Resolved an issue where changes to the invoice footer weren't being saved
• Interest cards on dashboards not displaying names: Interest cards now correctly show the contact name

February 13

• Works not appearing when searching on invoice: Fixed search results not returning artworks when adding works to an invoice
• Unable to create invoices for some artworks: Resolved an issue preventing invoice creation for certain artworks

February 9

• Unfilled caption fields appearing in PDFs: Fixed an issue where empty custom caption fields were showing up on PDF exports
• Internal link name visible in OVR email form: Removed an internal link name that was showing in the ask/inquiry email form

Mobile Updates

• Released stability improvements to address intermittent crashing
• OVR App hotfix: Fixed a couple of UI layout issues with inquiries on the OVR mobile app

Questions?

Check out our Help Center or book a demo if you want to see any of this in action.

New Features & Improvements

📨 Online Viewing Room Inquiry Submissions

Viewers can now submit inquiries directly from an Online Viewing Room. When someone's interested in a work, they can click to inquire without leaving the OVR—no need to hunt for a separate contact form or email address.

For galleries, this means inbound interest is captured right where engagement happens. Inquiries are logged automatically, making it easier to follow up and track which works are generating the most interest. No leads slipping through the cracks.

📖 Want to learn more? Read the help article here

✨Paste-In Caption Parser (AI-Powered)

You can now paste a full artwork caption directly into Basic Info → Paste Caption and let ARTERNAL handle the rest.

How it works:

1. Click Paste Caption in Basic Info
2. Paste your caption text and select Convert
3. Review extracted fields, make inline edits or swaps if needed, then save

The parser automatically:

• Extracts artist, title, year, medium, dimensions, price, edition, and more
• Detects existing artists or prompts you to create a new one
• Handles price and currency detection, including price ranges
• Supports framed dimensions
• Flags any unmatched fields for review before saving

📖 Want to learn more? Read the help article here

🛃 Customs Tracking Timeline

Track customs status changes directly within inventory records. A new Customs Tracking section in the Condition/Location tab lets you log and reference an artwork's customs history, mirroring the familiar Location History pattern.

What you can track:

• Customs Type (dropdown with option to create new types)
• Entry Number
• Notes

All entries appear in a timeline view (newest first), making it easy to see the full customs history at a glance. Manage your customs type in Org Settings → Inventory → Settings.

📖 Want to learn more? Read the help article here

Batch Editing

Need to update customs for multiple works? Select artworks from Inventory, open the Selection Cart, click the menu (⋮), and choose Edit Customs The same modal lets you add a customs entry to all selected works at once.

Quick answers

For the Caption Parser:

• Can I edit fields after the parser extracts them? Yes, you can review and make inline edits or swaps before saving.
• What happens if the parser doesn't recognize an artist? It will prompt you to create a new artist record or match to an existing one.
• What fields does the caption parser extract? Artist, title, year, medium, dimensions, price, edition, framed dimensions, and more.

For Customs Tracking

• Can I add customs entries to multiple artworks at once? Yes, select artworks from Inventory, open the Selection Cart, and choose Edit Customs from the menu.
• Where do I manage my customs types? Go to Org Settings → Inventory → Settings to add or edit customs types.
• Can I add notes to a customs entry? Yes, each entry includes an optional notes field for additional details.

For OVR Inquiries:

• Where do OVR inquiries appear?
  Inquiries are logged in ARTERNAL so you can track and follow up on inbound interest.
• Do viewers need an account to submit an inquiry? No, viewers can inquire directly from the OVR without creating an account.

Questions?

Check out our Help Center or book a demo if you want to see any of this in action.

New Features & Improvements

💰 Retail Acquisition Workflow Improvements (Financials)

The Financials tab now includes a unified Acquisition Workflow, replacing the previous Retail workflow. This update provides clearer, more accurate financial visibility, including:

• Acquisition cost captured directly on the artwork
• Clear separation between gallery expenses and third-party expenses
• More accurate profit or loss calculations

A financial summary aligned more closely with standard accounting practices

📄 Acquisition Value Toggle for PDFs

You can now include Acquisition Value on exported PDFs. A new toggle has been added, with priority support for Data Sheet PDFs:

Acquisition Value reflects the value entered when creating an acquisition on an artwork.

🗂️ Asset Browser Improvements

The asset browser has been enhanced to make finding work faster and more flexible:

• Filter works by status

• Search works by location

• View both inches and centimeters simultaneously

🔥 Mobile Hotfixes

Several mobile issues have been addressed to improve performance and stability:

• ⚡ Optimized Smart Mail offer load times
• 🔘 Fixed slow response when tapping the Reply button
• 🔗 Improved UI for shared links