ARTERNAL Updates

🔤 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

New Features & Improvements

• 🏷️ Tags Available When Creating a New Contact

You can now add tags when creating a new contact. Previously, only roles were available at creation - tags can now be applied right away to support better organization from the start.

• 📊 Expanded OVR Activity in Contact Profiles

The OVR tab in a contact’s profile has been enhanced to provide better visibility into OVR engagement.

You’ll now see:

• Activity when a contact enters an OVR
• OVRs sent via Smart Mail, logged as activity cards
• A clearer record of OVR interactions tied to the contact

This makes it easier to understand which OVRs have been shared and how contacts are engaging with them.

• 🖼️ Updated Default File Naming for Inventory Image Downloads

When downloading inventory images, the default file name is now set to the Inventory Number instead of the artwork title.

If an inventory number isn’t available, the system will automatically fall back to using the title.

New Features & Improvements

📱 Mobile Updates

• 🖼️ Artwork Activity Timeline

The Artwork Activity Timeline is now available on mobile, bringing all artwork-related activity into a single, chronological view.

Learn more: https://support.arternal.com/en/articles/13287571-artwork-activity-timeline-on-mobile

• 👤 Contact Timeline

View all collector activity in one place on mobile, including offers, notes, transactions, and viewing activity - making it easier to stay up to date on the go.

• ⚡ Faster Contact Loading & Search

Contacts now load more smoothly, with noticeably faster search performance for a more responsive mobile experience.

• 📍 Artwork Location History

Track where an artwork has been over time and manage related notes and associations directly from mobile.

Learn more: https://support.arternal.com/en/articles/13288555-artwork-location-history-on-mobile

• ✏️ Refreshed Artwork Editing View

The artwork editing experience on mobile has been refreshed with a cleaner layout and more intuitive interactions.

• 🧩 Contact Segments (Mobile)

For users with Contact Segmentation enabled, you can now view works acquired, total spend, and price range, and filter contacts more easily from mobile.

✨Invoice Attachments

You can now include attachments (images, videos, or documents) when sending invoices.

Learn more: https://support.arternal.com/en/articles/13273967-how-to-add-and-send-invoice-attachments

New Features & Improvements

• 📄 Price Last Updated Timestamp on PDFs

You can now include the Price Last Updated date on PDFs. A new toggle has been added, with priority support for Data Sheet PDFs and List PDFs, giving recipients clearer pricing context.

• 💸 Payee Field No Longer Required for Expenses

The Payee field has been made optional when creating expenses, allowing for faster and more flexible expense entry.

• 📊 Total Cost Toggle for PDFs

A new PDF toggle lets you include Total Cost directly on exported PDFs, helping surface cost information where needed.

• 🏷️ Work Status Toggle for PDFs

You can now choose to display Work Status on PDFs using a dedicated toggle, giving you more control over what details are shared.

• 🎨 OVR UI Improvements

A series of refinements have been made to Online Viewing Rooms, including:

Smoother table view column behavior

Typography cleanup

Improved user interactions

Copy buttons for email and phone fields

A new badge indicating existing contacts

📱 Contact Profile Activity Timeline on Mobile

The Activity Timeline is now available on mobile contact profiles, making it easier to view collector activity on the go.

Learn more: https://intercom.help/arternal/en/articles/13288434-contact-timeline-on-mobile

New Features & Improvements

• 🧾 E-Invoicing

E-invoicing is now available under the einvoicing feature flag, supporting XRechnung and ZUGFeRD compliance.

• 🏷️ Improved Caption Selection UI

The Inventory Caption Formatter has been refreshed to make selecting and managing caption fields clearer and easier.

• 📋 Filter Added to Artwork List Section

You can now filter lists directly within the Lists section of an artwork record, making it faster to locate and manage large sets of synced or shared lists.

💰 More Accurate Taxes. Less Guesswork. (for US based addresses)

We’ve improved our tax calculation system ensuring more accurate tax rates based on:

• Exact address tax lookup & up-to-date local regulations instead of just using zip codes.

Alongside this improvement, we’ve redesigned the tax experience. The new UI offers a detailed breakdown of each tax component, showing state tax, local tax, special districts, exemptions, and the total rate so you always know exactly where the number comes from.

✨ New Improvement — Remove a Contact from a List Directly from Their Profile

Managing contact lists is now much easier and more intuitive.

Before:

There was no direct way to remove a contact from a specific List while viewing their profile. Users had to navigate to Lists → open the list → select the contact → Selection Cart → Remove, then manually navigate back to the contact — a long multi-step workflow.

Now:

You can remove a contact from any Static List right from their profile.

• Tap the “Found in X Static Lists” link on the contact’s profile.

• You’ll see all the lists they belong to.
• Simply tap the “×” next to the list name to remove the contact instantly.

This update streamlines list management and removes unnecessary clicks, making it much easier to keep your lists organized.

Online Viewing Room Updates

• Online Viewing Room now formats the date in the header based on the region/locale

• Added the ability to crop header images chosen from the Browse window

📲 Mobile app - Added the ability to "Select All" Installation Views

🔥 Hotfix –

• Wall Label header logo reverting to center alignment
• Imported sets not being assigned a position

🔥 Hotfix –

• Unable to scroll down to “Hide” in OVRs
• Alternate views not appearing in SmartMail when added via +Add
• List privacy display issues
• Sales tax not updating on credit card fees
• Unable to open email threads in the mobile app

🔥 Hotfix –

• Invoice PDF downloads corrupted/unopenable