Custom fields & work statuses
Add your own fields to records, and name artwork statuses the way your gallery does.
Two settings let you bend the data model to how your gallery actually works.
Custom fields
Add fields the platform doesn't ship. Pick which kind of record you're adding to — artworks, contacts, shows, or lists — and each keeps its own set.
Five field types: text, number, date, select (a fixed list of options you supply), and yes/no.
You can put fields in a group by typing a group name, which keeps a long list organised on the record.
Where the values show up
A custom field appears as a section on the record's own page — the artwork's overview tab, the contact, the show, the list. Values save as you type.
Custom fields are not inventory list columns, and they don't appear in CSV exports or filters. They're also available over the API, so an integration can read and write them.
Two things to decide before you create a field
A field's type is fixed once created, and so are a select field's options. There's no editing either afterwards. If you need a different type, create a new field and delete the old one.
Deleting a field deletes its values from every record, which is why it asks you to type the field's name to confirm. There's no undo, and nothing to recover from.
Renaming is safe — click the name, type, click away.
Editors can add, rename, and delete fields. Everyone can read them.
Work statuses
Every work carries a status. The platform has its own built-in vocabulary — available, reserved, on hold, under offer, on approval, on loan, sold, not for sale, returned, damaged, destroyed — but galleries rarely use exactly those words.
Work statuses lets you use yours. Create a status with your own label, and say which built-in status it counts as.
That mapping is the part that matters. Call something "With the framer" and map it to on loan, and the work reads as "With the framer" everywhere your team looks, while reports, availability, and the public surfaces still understand it's not for sale right now. You get your language without the platform losing the plot.
On the work itself there's a single status control, listing your labels. Pick one and both the label and its underlying meaning are set together.
Archiving, and why deleting usually fails
Archive a status you've stopped using. It disappears from the picker for new works but stays on the works that already have it, and can be restored.
Delete only works if no work uses the status. If any does, the platform refuses and tells you to archive it instead — so a status can never be removed out from under your inventory.
Renaming
There's no rename here. To change a status's wording, add the new one, move the works across, and archive the old one.
This page is editor-only — it's blank for everyone else.