Glossary of ArtCloud Terms

ArtCloud Manager Glossary

• Acquisition Date >

  The date an item entered ArtCloud Inventory. Adjust the Acquisition Date on an Inventory Record.

• Active and Inactive Statuses >

  Statuses that show whether an Inventory Record is available for sale. Inventory Records become Inactive when added to an invoice or an inventory return list, or manually marked inactive.

• Artist Payments/Payables >

  The payments due or paid to an artist for the sale of an artwork. ArtCloud logs payment activity, but does not process the transaction.

• Artwork (Inventory) Returns - Consignments >

  A type of consignment for Inventory Records sent from an artist or third party back to the gallery.

• Audiences >

  Segmented contact lists created from data on Contact Records. Active Audiences update automatically as contact data changes, and Static Audiences remain fixed unless manually edited.

• Available and Sold Statuses >

  Statuses that show whether an Inventory Record is on an invoice. Available covers Active and Inactive records not on an invoice. Sold includes inventory on invoices.

• Batch Editing >

  A process to update multiple Inventory, Artist, or Contact records at once. Search, filter, and select records, then change data points in the Batch Edit window.

  
  
• Campaigns >

  Marketing emails created and sent through ArtCloud to segmented Audiences. View Campaign metrics like open, click, and unsubscribe rates.

• Collateral >

  Supporting documents to share inventory details with contacts. Types of collateral include pricelists, mosaics, tearsheets, certificates of authenticity, invoices, and wall tags. Customize, export, and email collateral through ArtCloud.

• Columns >

  Data fields across the Inventory, Artist, Invoice, and Contact dashboards. Add and rearrange columns to view relevant information.

• Consignments >

  Artworks an artist sends to a gallery, or artworks a gallery sends to another location.

• CRM >

  A Customer Relationship Management system to manage sales and client relationships. ArtCloud's built-in CRM tracks contacts, sales, and communications.

• Date Created >

  The day or approximate day an artist or maker produced an inventory item. Set the Date Created on the Inventory Record.

• Edition Record >

  An individual Inventory Record that represents a single object produced as part of a collection called an Edition Set.

• Edition Set >

  A collection of Edition Records and their data. Each edition has its own Inventory Record, and the Edition Set groups these records.

• Edition Title >

  A collection of Edition Sets and their data. Each Edition Set variant has its own record, and the Edition Title groups these variants. Edition Titles display multiple variants of an Edition Set together on the website.

• Email Messages >

  Messages sent from the ArtCloud platform using an email alias or the integrated account email. Use emails to share collateral, send invoices, and communicate with prospective buyers.

• Expenses >

  Additional costs or markups associated with an inventory item. Log itemized expenses and track the amount due to the consigner.

  
  
• Hold >

  A reservation that secures items for an interested contact. Inventory Records on Hold keep an Active status.

• Inbound Consignments >

  A type of consignment for Inventory Records entering the gallery through a represented artist or secondary market Consigner.

• Interests >

  Artists and tags connected to a Contact Record. Interests come from inquiries, purchase histories, or manual entries. Use Interests to build Audiences.

  
  
• Lists >

  Collections of Inventory Records grouped in folders. Lists include Quicklists, Exhibitions, and Consignments. Create Lists to organize items and perform frequent actions, including Batch Editing.

• Locations - Account Settings >

  Physical spaces where galleries or artists conduct business. Manage location information, like addresses, hours, and tax rates, in Account Settings.

• Logistics & POs >

  A tracking space that allows users to log inventory orders from Artists, like commissions and purchase orders. Can be used to track where the inventory item purchased is at in the shipping and delivery process. Can also be tied to specific Invoice sales.

• Marketplace >

  An optional, shared customer space where ArtCloud users promote and sell inventory. Opt inventory, artists, and exhibitions on the Marketplace.

• New Arrivals >

  Inventory Records added to ArtCloud within a rolling two-week window. Send New Arrival emails to contacts with related Interests and display New Arrivals on ArtCloud-made websites.

• Notes >

  Information relevant to an artwork, artist, contact, or invoice. Add notes to Artist, Contact, or Invoice Records and choose to display these notes on collateral or an ArtCloud-made website.

• Opportunities >

  Records of potential sales based on contact behaviors, including website or marketplace inquiries and direct communication. Opportunities help track and advance the sales process.

• Opting >

  The process of listing inventory, artists, and exhibitions on the ArtCloud Marketplace or an ArtCloud-made website. Opting determines where and how items from the ArtCloud Manager display online.

  
  
• Payments - Analytics >

  A type of report that displays amounts received from open or closed invoices. Customize and export a Payments report.

• Permissions >

  Controls that allow Admin User seats to set User access, editing, and viewing abilities.

• Price Override >

  A field on Inventory Records that sets the publicly displayed price. Values in the Price Override field will replace the item's price on the Marketplace and an ArtCloud-made website.

• Private Notes >

  Internal information tied to an artwork, artist, contact, or invoice. Private Notes record details not intended for public display.

• Records >

  Documentation of information about gallery and artist business operations. Records are intertwined and determine how data appears across the platform. Types of records include Inventory, Artist, Contact, Invoice, and Opportunity Records.

• Reports - Analytics >

  Generated views based on date range that summarize sales activity from Invoice Records. Customize and export reports on sales, payments, taxes, commissions, and other metrics.

• Return to Artist >

  A type of Consignment List for Inventory Records sent back to an artist.

• Sales Over Time - Analytics >

  A type of report with overall sales details, including expenses, discounts, taxes, and totals. Customize and export a Sales Over Time report.

• Status >

  Values assigned to Inventory Records that indicate the item's current state of being purchased. Statuses include Active, Inactive, Available, and Sold. Invoicing and manual updates determine these statuses, which also control how inventory appears on the ArtCloud Marketplace or an ArtCloud-made website.

• Subscribed >

  The status of contacts who agree to receive marketing emails. ArtCloud-made websites can include a subscribe form for visitors to sign up for marketing emails.

• Tags >

  Labels that are associated with records in the ArtCloud Manager and Website Builder. Tags organize, label, and group data throughout the platform.

• Taxes - Analytics >

  A type of report that breaks down total sales, taxable sales, and taxes. Customize and export a Taxes report.

• Taxes >

  Percentage rates associated with Sales recorded on Invoices. Set up rates in Account Settings at the Location tab.

• Third-Party Consignments >

  A type of Consignment List for Inventory Records going from the gallery account to a third party Gallery or location

• To Dos >

  A tool to set reminders and keep up with everyday activities. Create and view these tasks on the main ArtCloud dashboard or the To Dos tab; associate these with Contacts or Opportunities.

• Views >

  Different display options (typically List or Mosaic) across List Views in ArtCloud. Available on Inventory, Artists, Invoices, Contacts, and Lists.

• Workaround >

  A method that resolves a platform limitation. Use a workaround to complete actions that current ArtCloud features do not fully support.