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Creating a grouping

There are two ways to create a grouping.

From the Groupings module

Click New in Groupings. Give it a title and a grouping type — both are required before you can save — then switch to the Items tab.

Unlike a new inventory record, a new grouping starts with no items of its own to add from a dropdown; instead, add items to it from Inventory using the Query Pane method below, choosing Add to existing group and picking the grouping you’ve just created.

From the Inventory Query Pane

Filter your inventory down to the records you want — by category, tags, or anything else — using the Query Pane’s Search and Filters tabs. Then, on the Actions tab:

  • Save items to new group creates a grouping from the records currently matching your filters. This is a static grouping — its contents stay as they are unless you add or remove items yourself.
  • Save criteria to group instead saves the filter criteria. This makes a dynamic grouping, whose contents update automatically as your inventory changes — useful for something like “all my Abstract category works”, which then keeps itself current as you add new ones.
  • Add to existing group adds the matching records to a grouping you already have.

See finding, filtering and managing records with the Query Pane for more on filtering and the Actions tab generally.

Importing a grouping

Import, on the Groupings index toolbar, lets you create a grouping from a file rather than building it by hand.

The grouping toolbar

Once you’re editing a grouping, the toolbar offers: Save and close, Save, Close, Delete, Save as (a copy), Print, Export / Consign, Slides (a slideshow of the grouping’s items), Lightbox, and Share.

Export / Consign

This button covers three related ways of getting a grouping’s items out of Artlook:

  • Artlook Export — export the grouping’s items as a file for use elsewhere.
  • Consign — consign every available item in the grouping to a contact in one go, instead of consigning each item individually from Inventory. Choose the Consignee (who must already exist as a contact — create their record first if they don’t), then either charge the full list price of each item or a percentage of it, and set the transaction date and an optional expiry date and note. Only available items are included; if any item in the grouping is part of an edition, the whole edition is included in the consignment. You can return the unsold items as a group afterwards, the same way.
  • Download artwork data — download the grouping’s artwork details as a file.

If any item in the grouping is an edition, you can’t use Consign — consign editioned items individually from Inventory instead.