ARTERNAL Updates

💹 Transactions

[Now Live] Users can now create calendar events while creating transactions.

What is it?

When creating a consigned in/out or loan, there is a new “Add to Calendar” button to add the date into the user’s own calendar (Google/Apple/Outlook/etc.).

Why does it matter?

The new calendar feature helps users to create a calendar reminder while creating a transaction in ARTERNAL. It saves the time to create a duplicate reminder in the calendar, and users can easily access the transaction by the link.

How to use it?

When creating a new consignment agreement or loan agreement, there is an “Add to Calendar” button at the bottom of the page. Click on it to save the calendar .ics file, and then upload the file to your desired calendar.

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💹 Transactions

🎉 Transaction UI Improvement:

• Added the date column in the Financial Overview (Exhibitions) and Financial Overview (Art Fairs) reports.
• Changed the Sold by column in reports from the user who created the invoice to the user who was selected in the Staff field in the invoice.
• Removed the fixed decimal places for the taxes.

🖼️ Inventory

🎉 Inventory UI Improvements: Improved the styling so that the filter modal window and inventory items do not overlap on smaller screens.

🐛 Bug Fixes

• Fixed a bug where the taxes rounding up was not working properly
• Fixed a bug where adding an image from documents to smart mail would cause broken image preview
• Fixed a bug where images in received emails are broken
• Fixed a bug where the notes in Contacts always showed “created a few seconds ago”
• Fixed a bug which prevented users from deleting archived contacts
• Fixed a bug where dimensions automatically set back to 0 in some cases
• Fixed a bug where adding a discount in invoices triggered the currency error message
• Fixed a bug which prevented users from making payables on the same expense after deleting the previous payables
• Fixed a bug where the auto-create payable prompt popped up even when the artwork in the invoice had no active consignment term
• Fixed a bug where archiving inventories caused incorrect artist work counts

🎁 The ARTERNAL team wishes everyone a Merry Christmas and Happy New Year!

🖼️ Inventory

🎉 Inventory UI Improvements:

• When adding artworks from the selection cart to a set, the order in the cart will stay in the set.
• Added the ability to upload multiple footers for condition reports.

📔 Contacts

🎉 Contacts UI Improvement: Fixed an issue where the contact grid top bar was cut off by the filter window.

📈 Reporting

🎉 Reporting UI Improvements: Removed the artist Alias column and the i icon from all reports.

💹 Transactions

🎉 Transaction UI Improvement: Changed the To to Returned by in return forms.

🐛 Bug Fixes

• Fixed a bug where the status filter in inventory did not return editions.

🖼️ Inventory

🎉 Inventory UI Improvements:

• Added a work count when applying the status filter.
• Added the option to archive select individual editions under a master record.
• Prevented logo breaking from the page break in PDF.

📔 Contacts

🎉 Contacts UI Improvement: Added the Delete All and Unarchive All buttons in the archived contact page.

💹 Transactions

🎉 Transaction UI Improvement: Added a download button in the invoice read-only mode.

⚙️ Settings

🎉 Settings UI Improvement: Added a pop up to indicate when the password has been successfully updated.

🐛 Bug Fixes

• Fixed a bug where the price history repeated itself.
• Fixed a bug where the multiple currency warning popped up when only one currency was applied.
• Fixed a bug where the Economic Nexus was not calculating based on the correct look back period in some states.
• Fixed a bug where the price in the caption field was incorrect for some master record editions.
• Fixed a bug where the dimension fields auto filled 0.
• Fixed a bug where the payable did not display artwork images.
• Fixed a bug where a currency error message popped out when adding discounts.
• Fixed a bug where decimals would cause issues in payables.

🖼️ Inventory

[Now Live] Condition reports now have preview stage

What is it?

A preview stage that allows users to edit condition reports before exporting into PDFs.

Why does it matter?

Previously, without the preview stage, users could not edit condition report PDFs. It was directly downloaded after pressing the export button.

How to use it?

Go to Inventory > Location/Condition > Export PDF. Then there will be a prompt asking whether to include the images into the PDFs, choose INCLUDE or NOT INCLUDE, and then it will take you to the edit and preview stages.

[Now Live] Users can now select multiple availability statuses

What is it?

Users now have the option to filter inventories by multiple availability statuses.

Why does it matter?

Previously, users could only filter by one status. It could cause inconvenience in some use cases. For example, a sales team may look for artworks that are both available and on hold.

How to use it?

Go to Inventory > Status Filters, and click on the desired statuses in the drop down.

[Now Live] Users can now receive faster email notifications for OVR activities

What is it?

Users can now receive immediate notifications if an inquiry is made in the online viewing rooms. The OVR summary for email sign in is now changed from every 24 hours to every 12 hours.

Why does it matter?

Users can now better keep track of OVR activities. If a visitor makes an inquiry, users can now get notified and respond in a timely manner.

How to use it?

Go to Settings > Email Notifications, and switch this toggle on.

🎉 Inventory UI Improvement:

• Added three new fields--Lot, Estimate, and Link--in the auction history section.
• Added an indicator to show how many filters are being applied, when the filters dropdown is hidden.

📔 Contacts

🎉 Contacts UI Improvement: Added an indicator to show how many filters are being applied, when the filters are hidden.

🐛 Bug Fixes

• Fixed a bug where Save New Order does not pop up every time the user changes the sorting in an inventory set.
• Fixed a bug where the Associated Artist filter in Contacts is not returning accurate results.
• Fixed a bug where the Total Items column is not working properly.
• Fixed a bug where the calendar selector in the release form is not working in Safari.
• Fixed a bug where keeps invoices from syncing to QuickBooks when the contact does not have an email address.
• Fixed a bug where archived inventories have invalid Date Archived and Archived By.

📔 Contacts

[Now Live] New Contact View

What is it?

ARTERNAL now has a brand new contact view, and it will be the only view from now on. The new contact view combines the best features of the previous “Basic List View” and “Detailed List View”.

Why does it matter?

It saves the trouble for users to toggle back and forth between two list views, henceforth streamlining the workflow.

How to use it?

Go to the “Contacts” tab, and customize your contact grid by choosing which columns to be displayed, and in what order. More detailed tutorial HERE.

🖼️ Inventory

🎉 Inventory UI Improvement:

• Improved the layout of custom sets page to make sure all the custom set names would be visible.
• Changed the default setting that attachments do not show up in inventory.

🐛 Bug Fixes

• Fixed a bug where the “Select All” feature in contacts doesn’t work properly.
• Fixed a bug where the “Sold To” filter in contacts doesn’t work properly.
• Fixed a bug where the date on new invoices are incorrect.
• Fixed a bug where the image size changes from medium to small upon sending smart mails.
• Fixed a bug which prevents email notification settings from updating on the front end.
• Fixed a bug where the calendar drop down goes to a random future date when marking an invoice as paid/partially paid.
• Fixed a bug where some caption fields of editioned works are missing in smart mail.

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🖼️ Inventory

[Now Live] More Customizable Settings of Online Viewing Rooms

What is it?

Users can now customize the text color, background color, footer, and header of online viewing rooms. For example:

Why does it matter?

Previously, all the online viewing rooms had white background and black texts, and the footer and the header were the same as PDF’s. Now, all of them can be specifically customized for OVRs.

How to use it?

Go to Settings > Viewing Room Settings, where you can customize your viewing rooms.

🎉 Inventory UI Improvements:

• Added a divider between artworks and installation views in OVRs.
• Disabled the selection cart to pop up after an artwork is selected from its detail page, so that the selection cart does not block the inventory page.

📔 Contacts

🎉 Contacts UI Improvement: Removed the floating bar that appears when adding tags via the selection cart.

💹 Transactions

🎉 Transaction UI Improvement: Removed the drag and drop feature in the invoice discount field.

🐛 Bug Fixes

• Fixed a bug where custom sets are not displayed properly in the detailed list view.
• Fixed a bug which prevents users from creating new point of sale addresses.
• Fixed a bug where “create contact on email entry” was not working.
• Fixed a bug where the thumbnails are broken in the “Documents” tab in inventory.
• Fixed a bug where the newly created tax rates and payment instructions fail to save in the “Transaction Settings”.
• Fixed a bug where the “Price Label” setting fails to save changes.
• Fixed a bug where “created by a few seconds ago” was showing up under every note in “Contact”.
• Fixed a bug where invoices with line items are unable to sync to QuickBooks.
• Improved the speed of the “Sold To” filter in inventory.
• Fixed a bug where a default label is not automatically selected when there is only one price.
• Fixed a bug where the number of artworks in a custom set does not update upon archiving one of the artworks.

📔 Contacts

[Now Live] New filter “Lead Status”

What is it?

Users can now use “Lead Status” to filter contacts.

Why does it matter?

It allows users to easily sort through contacts by the lead status.

How to use it?

Click on the “Show Filters” button, and “Lead Status” is there along with other filters.

🖼️ Inventory

[Now Live] New filter “Sold To”

What is it?

Users can now use the “Sold To” column to filter inventories.

Why does it matter?

The new filter is especially helpful in a sales perspective, allowing users to easily filter artworks purchased by a certain collector.

How to use it?

Click on the “Show Filters” button, and “Sold To” is there along with other filters.

• 🎉 Inventory UI Improvement: Add a “Save Set Order” button, which shows up after dragging and moving items in a custom set.

• 🎉 Inventory UI Improvement: Remove the image file names in condition reports.
• 🎉 Inventory UI Improvement: Add a feature flag for the "Edition" field.

💹 Transactions

• 🎉 Transaction UI Improvement: Added read only mode for invoices.

🐛 Bug Fixes

• Completed further invoice optimization.
• Fixed a bug which blocks part of the header bar when searching for contacts in the detailed list view.
• Fixed a bug where the logo is not centered in online viewing rooms.
• Fixed a bug where raw data was showing up in “Transactions”.
• Fixed a bug which prevents users from exporting live lists.
• Fixed a bug where contacts cannot be properly removed from a static list.
• Fixed a bug which prevents users from merging contacts under certain circumstances.
• Fixed a bug where the contact list sidebar keeps being reset every time after editing a list.
• Fixed a bug where smart mail pipelines are not loading.
• Fixed a bug which prevents users from generating PDFs from the selection cart.
• Fixed a bug where the “Create Smart Mail with List” button doesn’t add all the contacts to smart mail.
• Fixed a bug where the number of archived contacts doesn’t get updated upon deleting some contacts.
• Fixed a bug where the “save new order” button is not working properly.

📔 Contacts

[Now Live] “Assignment” can be used as a filter in live lists.

What is it?

In a live list, users can now apply assignment as a filter for export and smart mails.

Why does it matter?

This new feature will help team members reach out to their designated contacts, so that there will be no outreach crossovers.

How to use it?

Go to any live list, click on the “All Contacts” button, and select any contact assignment.

Then, click on “Create Smart Mail with List” or “Export List to File”, and it only pulls out filtered contacts, instead of the entire live list.

🖼️ Inventory

• 🎉 Inventory UI Improvement: Added corresponding view rooms to the online viewing room summary email.
• 🎉 Inventory UI Improvement: Made “Date” a mandatory field to fill out before saving an expense under an inventoried artwork.
• 🎉 Inventory UI Improvement: Added a “Save Set Order” pop-up every time the user moves an item in a custom set.

🐛 Bug Fixes

• Completed further inventory optimization in regards to artist sets.
• Completed further invoice optimization.
• Completed further contact optimization in regards to detailed list view.
• Fixed a bug which keeps the “Contains” filter in reports from working properly.
• Fixed a bug which keeps “Recently Added” and “Recent Activity” tabs in “Contacts” from working properly.
• Fixed a bug which keeps the “Add Recipients to List” button in smart mail from working properly.
• Fixed a bug which keeps the “Create Return” button in “Transactions” from working.
• Fixed a bug where deactivated accounts still showed up in the contact assignment drop down menu.
• Fixed a bug where the “Apply terms to all” button showed up in invoices, when it should only show up in consignment.
• Fixed a bug where the webpage crashes when making a custom report.
• Fixed a bug where the “Date” field is missing when making a new consignment.

✉️ Smart Mail

• 🎉 Smart mail UI Improvement: In the recipient column, hide the “+” button on the contacts that do not have associated contacts.

🖼️ Inventory

[Now Live] Clients can now export “sold_to” information into inventory spreadsheet

What is it?

When exporting inventory, there are new columns “sold_to” and “sold_to_email” in the spreadsheet.

Why does it matter?

By adding the columns, the spreadsheet now displays which artworks in the set are sold to whom. It unlocks more use cases for the export functionality.

How does it work?

Follow the usual exporting process, go to a custom set and click on the “Export Set to File” button. The “sold_to” column will appear in the spreadsheet.

• 🎉 Inventory UI Improvement: AED (United Arab Emirates Dirham) added to the currency list.
• 🎉 Inventory UI Improvement: Adding a download video feature to the .mov format videos, which are not supported by Chrome.
• 🎉 Inventory UI Improvement: Adding “.” to cm when converting dimensions.

🐛 Bug Fixes

• Fixed a bug where associated custom set information does not appear in the inventory detail page.
• Fixed a bug which prevents users from creating editions in the inventory detail page.
• Fixed a bug where the “Contact Already Added to Smart Mail” message incorrectly pops out.
• Fixed a bug which prevents users from saving location information in inventory.
• Fixed a bug where the artist alias does not display correctly when creating a new artist.
• Fixed a bug where online viewing rooms keep asking for email after entering the viewing room.
• Fixed a bug where the "Remove Invalid Contacts" button is not working.
• Fixed a bug where invoices display incorrect discounts when switching the discount between fixed amount and percentage.
• Fixed a bug where duplicating an offer makes all contact status “invalid”.
• Fixed a bug where vertical images are cropped in the detail list view.
• Fixed a bug which causes inaccurate inventory search result.
• Fixed a bug which keeps making new contact lists private, regardless if “public” or “private” is selected when creating it.
• Fixed a bug which keeps series and period information showing up in the caption field.
• Fixed a bug where "Add Recipients to List" button is not working.

📔 Contacts

[Now Live] Clients can browse through contacts in the detailed list view.

What is it?

The detailed list view contains more information than the basic view.

Why does it matter?

Like inventory, users can now choose between the basic view and the detailed view, depending on how much information they need to see.

How does it work?

Under the “Contacts” tab, click on the “View Detailed List” button.

🖼️ Inventory

[Now Live] Clients can now find Package/Shipping field in Inventory

What is it?

In each artwork’s detail page, there is a new field called “Package/Shipping”.

Why does it matter?

With a field specifically dedicated to packaging and shipping information, users can now easily include it into PDFs.

How does it work?

When making a PDF, choose “Fact Sheet” or “Data Sheet”, then you can see the “Package/Shipping” toggle. Click on it to add/remove packaging and shipping information.

[Now Live] Clients can now generate condition reports in Inventory

What is it?

In each artwork’s inventory detail page, under the “Locations/Condition” tab, there is an “Export PDF” button in the “Condition Log” section.

Why does it matter?

It automatically generates a condition report based on the condition log previously created in ARTERNAL. This feature saves the time to create a condition report from scratch.

How does it work?

Under the “Inventory” tab, click on any artwork, go to the “Locations/Condition” tab > “Condition Log” field > “Export PDF”.

• 🎉 Inventory UI Improvement: Added placeholder texts in the “Artist” and “Add Association” fields to make it more visible where to enter the information.

Condition report settings

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In Settings - > PDF Settings - > Condition Report

You can customize your condition report with a few extra details including:

• Displaying a date in the condition report header
• Turning on/off the signature page at the very end of the report
• Adding a custom disclaimer block at the top of the condition report

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# 🐛 Bug Fixes

• Fixed a bug which prevents users from creating a new static contact list in the contact detail page.
• Fixed a bug where an edition set is listed as available even though every single edition is sold.
• Fixed a bug which prevents users from adding contacts to the selection cart by adding multiple search results.
• Fixed a bug which prevents users from selecting a contact in the contact detail page.

📔 Contacts

[Now Live] Clients can view contact information while adding them to the selection cart.

What is it?

Users now can add contacts to the selection cart and view contact information at the same time.

Why does it matter?

It allows users to view contact information while deciding whether or not to add them into the contact selection cart.

How does it work?

You can add a contact into the selection cart by clicking on the avatar, while viewing detailed information by clicking on other areas in the row.

• 🎉 Contact UI Improvement: Improved the “Create Static List” button to expedite adding contacts into a new static list via the selection cart.
• 🎉 Contact UI Improvement: Improved the contact profile picture upload page so that the buttons align

💹 Transactions

[Now Live] Clients can now find Transactions Settings in the Main Settings Menu

What is it?

You can now manage Transaction Settings in the Main Setting Menu

Why does it matter?

Previously, transaction settings could be found only in the “Transactions” tab. By adding them to the Main Setting Menu, they become more discoverable.

How does it work?

Currently, you can manage your transaction settings in two ways: 1) go to Settings > Transaction Settings, 2) go to Transactions > Settings.

🖼️ Inventory

• 🎉 Inventory UI Improvement: Improved the “Create Set and Add” button to expedite adding inventories into a new custom set via the selection cart.

📈 Reporting

[Now Live] Add description under each report title

What is it?

In the “Reports” tab, there is a short description under each report.

Why does it matter?

It allows users to better understand what insight each report provides.

How does it work?

Clicking on the “Reports” tab, and you will be able to see the descriptions.

🐛 Bug Fixes

• Fixed a bug where editing an inventory’s work status will wipe out its tags.
• Fixed a bug where duplicate and incorrect information appears in the contact activity feed.
• Fixed a bug where PDF subsetting does not appear under PDF settings when expanded.
• Fixed a bug where extensive contact list does not load
• Completed further Inventory optimization

🖼️ Inventory

[Now Live] Clients can now see a full view of the work.

What is it?

You can now see the full view of works within the basic list view within Inventory. .

Why does it matter?

Previously, the works in Inventory were shown in a cropped out view. With this release, the overall functionality of Inventory has remained the same but we’ve updated the inventory basic list view so clients can get a good understanding of what the work looks like.

This means clients can see the horizontal or vertical nature of a work with a quick glance.

[ Now Live] Remove/Manage Associations Statuses

What is it?

You can now manage Associations Statuses in Settings.

Why does it matter?

You can now manage your Association Statuses in settings. As clients continually use ARTERNAL we find they want to manage the custom inventory and contact association statuses. The ability to remove entries that are not used will help clients better manage their workflow.

How does it work?

Under Settings → Inventory Settings → At the very bottom

• 🎉 Inventory UX Improvement: Improved the UX for Location input field and Document list view to provide more clarity.

📔 Contacts

• Improved the search experience for contacts so users can search contact tags with symbols.

🐛 Bug Fixes

• Fixed a bug where when a user uploaded a spreadsheet of contacts and assigned the contacts to a list the list was not accessible from the smart mail list section.
• Fixed the bug with Online Viewing Room where the images in OVR were distorted to fit only a square rather than the original formatting of the images.
• Fixed a bug within inventory where when a client changed the inventory price, the change was not reflected.
• Fixed a bug within Inventory where clients that used the sublocation filter search results were not working.
• Fixed a bug within Smart Mail where when clients customized a mass reply the client information was shown on the left sidebar.
• Fixed a Bug within Reporting where contacts that were archived/deleted were incorrectly showing up in the current contact-related report.

🖼️ Inventory

• Improved the UX for searching for a specific Work-Status by allowing users to search for a specific Work-Status using a drop-down.
• Improved the UX for search within Inventory to provide more clarity on the number of results shown.

🏁 Permissions

• UX improvement to Account settings so clients know what email account they are signed in to within ARTERNAL.
• 🎉New Feature: The ability to choose which email notifications you want to receive.

📔 Contacts

• Improved the UX for List (Static or Customer) where List now have the ability to be saved without inputting a name.
• 🎉New Feature: You can now search for a client by works that are associated to the clients profile via hold/sold, invoice works to the client, interest, and tags.

🐛 Bug Fixes

• Fixed a bug where subject lines were automatically deleted within Smart Mail.