ARTBUTLER LIGHT Support

 

With the support area, we provide answers to your questions concerning ARTBUTLER LIGHT or your website. We also offer helpful tips and FAQs, making our online art management tool even easier for you to use.

Artbutler Light

  • Account
    • Login

      You always have to login on my.artbutler.com.

    • Prolong your account

      Do you want to prolong your account? Go to Settings → Payments and pay via Paypal or credit card and we will prolong your account.

    • How do I cancel my trial?

      You don’t have to cancel your account. It will be deleted automatically and you don’t have to pay for it. No automatic charges at the end of the trial period.

    • Can't edit any content

      It seems like your account is closed. There are only two reasons.

      1. Your trial account expired and to be able to log in again you have to pay for your account.
      2. Your paid account expired and to be able to log in again you have to pay for your account.
    • Payment options

      You may settle your ARTBUTLER LIGHT invoice conveniently by paying with your credit card (without a PayPal account) or with PayPal in Settings → Payments.

      Are you an ARTBUTLER PRO client? If you wish, we can send you an invoice together with your monthly ARTBUTLER PRO maintenance fee, which you can settle via bank transfer or direct debit.

  • Settings
    • Change Password

      You can change your password for ARTBUTLER CLOUD if you are logged in. Go to Settings → Account and change your password.

    • Forgot your password

      Cause of security reasons your password is encoded. You can get a new password here my.artbutler.com. Click on “Forgot your password” and then you will receive an email with the new information.

    • Set / change logo

      You may set or change your logo in Settings. Please use jpg, png, or gif formats. Your logo’s size should be no larger than 1000×160 pixels.

    • Add iPad

      In Settings, go to Payment → Change number of iPads. Choose the desired number of iPads and pay with Paypal or credit card. The upgrade is effective immediately.

    • Change iPad

      This is how easy it is:

      1. Go to Settings, then to the iPads tab.
      2. Here you can see your iPad’s ID. Next to ID, click “Change this iPad”.
      3. Log in with your new iPad via the Showroom App and the new device will automatically connect to your account.
      4. Done.

      Please note: if you have more than one iPad and want to change just one, you must disable all existing iPad connectiosn first, then log in with all iPads you would like to use again.

  • Works
    • Add new work

      To add a new art work:

      1. Create a new entry in Works by selecting “New”.
      2. Enter your work’s corresponding data, information, and images.
      3. Save and you’re done.

      Tip: Upload several images of your work to present different views and/or details.

      You may edit and/or complete information on your art work at a later point in time.

    • Import works

      The import let’s you create new or update existing records from MS Excel files in just a few steps. Supported file types are .xls and .xlsx. Simply follow our instructions in the "Import" section.

    • Change preview image in list view

      To change preview images of your works:

      1. Select a work from your list and go to the Info tab.
      2. Drag the image that appears as a preview in the list into first position.
      3. Save and you’re done.

    • Show or hide displayed work information in your list view

      You may show or hide all displayed work information in your list view. This is how:

      1. Go to Works and click the “Columns” button.
      2. Check all specifications you wish to be on display or uncheck to hide information.
      3. Your list will be updated automatically.

    • Arrange works in list view

      In your list view, you may sort your works in ascending or descending order for all categories. Simply select the desired column you want to sort by.

    • Select several works at once

      1. To select or deselect individual art works, press CONTROL (on Windows systems) or COMMAND (on MacOS systems) and click on the desired pieces.
      2. Hold SHIFT to select all works between two selected works.

    • Create an export

      You may create different lists from your works, e.g. a work list, an inventory list, or a portfolio.

      1. Select the desired works in Works.
      2. Select the desired export format by clicking the button “export”.
      3. Save export and you’re done.

  • Artists
    • Add new artists

      To add a new artist:

      1. Create a new entry in Artists by selecting “New”.
      2. Add your artist’s information and images, create a CV, and upload external documents if necessary.
      3. Save and you’re done.

    • Set preview image in list view

      To change your artists’ preview image:

      1. Select an artist from your list and go to the Info tab.
      2. Drag the image that appears as a preview in the list into first position.
      3. Save and you’re done.

    • Show or hide displayed information in your list view

      In your artist list you may show or hide all displayed information on your artist. This is how:

      1. Go to Artists and click the “Columns” button.
      2. Check all specifications you wish to be on display or uncheck to hide information.
      3. Your list will be updated automatically.

    • Arrange artists in your list view

      In your list view, you may sort your artists in ascending or descending order for all categories. Simply select the desired column you want to sort by.

    • Create an artist CV

      1. Select an entry in the artist section and go to CV tab.
      2. Create a new section such as “group exhibitions” or “awards”.
      3. Add idividual entries, for example, ” 2016, exhibition title, museum, city”.
      4. Use drag and drop function to sort the list.
      5. Save and you’re done.

  • Compilations
    • Create a compilation and add works

      If you have already uploaded works to LIGHT, you can now create a compilation:

      1. Go to the section Compilations and click on "New".
      2. Click on "Add works", select the desired works and click on "Add works" again.
    • Create an exhibition or an art fair

      In order to add an exhibition or fair you firstly have to upload the works. Once you have added works in LIGHT go to the Compilations section.

      1. Create a new worklist by clicking in “new”.
      2. Enter a title and add the works.
      3. In the exhibition tab, select exhibition or fair and enter the dates.
      4. Add date, location and external links if required and upload installation views as needed.
      5. Save and you’re done.

    • Create an export

      You may export your work lists in different formats, e.g. as a work or an inventory list, or as a portfolio.

      1. Select your desired list in Work List.
      2. Select the desired format by clicking the button “export”.
      3. Save export and you’re done.

  • Showrooms
    • Create an Showroom

      Create a Showroom in just a few simple steps:

      1. Create a new work list or select an existing one.
      2. Enter a title and add works.
      3. Add information and descriptions in the Description tab.
      4. Select “Publish as a Web Showroom” in the Showroom tab and adjust settings.
      5. Save and you’re done.

    • Upload and link documents in your Showroom

      You wish to add external links or documents for download to your Showroom? How it works per example:

      1. Go to Artists and choose an artist.
      2. Upload a new document in the Document tab and click Download.
      3. The document will open in a new tab. Copy the URL.
      4. Select your Showroom and go to the Description tab.
      5. Select the text you wish to insert via text editor or insert a new text.
      6. Select the symbol “Create external link” and paste copied URL.
      7. Save and you’re done.

      If you wish to link to an external page, skip steps 1 to 3 and insert the external page’s link instead of the document.

    • Insert images in the description text of the Showroom

      With may browsers you can simply drag and drop images from your computer into the description field. If your browser does not support this, follow the steps below:

      1. Upload the image to the Documents tab of the list of works. Please choose an JPG, PNG or GIF-image, we’d recommend landscape formats with a around 1000px width, if you want to display the image in full width as a kind of banner or header image. Do not tick the checkbox Published.
      2. Right-click on Download and select “Copy link”.
      3. Go to the description field on the Description tab and click on the button Switch to source editing mode.
      4. Then paste, for example, the following code into the field and replace the address with the link you just copied:

      <img src="replace with the copied link from the document tab" style="width: 100%; max-width: 800px; margin-bottom: 25px;" >

         5. Exit the source editing mode and the image will appear in the text box.

    • Insert videos in de description text of the Showroom
      1. Do not upload the videos to LIGHT, but use one of the well-known video platforms like YouTube or Vimeo.
      2. On YouTube or Vimeo, you can copy an “embed code” for a video under Share / Embed.
      3. In the description field click the button "Switch to source editing mode" and paste the embed code from the video platform at the desired position.
      4. Save, done!
    • Show prices in Showrooms and activate the inquiry link

      Not all of your showrooms have to present the same content. For selected showrooms, you can optionally display prices of the works and/or activate an inquiry link, i.e. a form that allows your customers to directly request the availability of a work or further information.

      You can access these options on the Showroom tab of your list of works:
      Check "Show prices in showroom" and select the price field that should be used, or activate the "Show enquiry link per work" option.

    • Set and change passwords for Showrooms

      You can create a password for each Showroom. This is how:

      1. Select a list from Compilations or create a new one by selecting “new“.
      2. Enable “Publish as a Web Showroom” in the Showroom tab
      3. Enter the desired password. Here you may change or delete your password at any time.
      4. Save and you’re done.

      Tip: If you have set a password for your Showrooms, you’ll need to send it to your contacts so they can access your Showroom. If you change your password, you’ll need to inform your contacts.

    • Use the “Favourites”-function in Showrooms

      Especially for showrooms with many works, you can offer your recipients the opportunity to make their selection of “favourites” and send it back with a short comment using a simple form. This can be particularly helpful in communication with artists or curators when selecting works for an exhibition or, of course, for interested parties who want to select their favourites and send them to you this easy way.

      To activate this feature just tick the checkbox "Show favorites option" on the Showroom tab of your work list.

    • Deactivate Showrooms

      You can also turn off your showrooms again if you do not want the information to remain available and possibly be shared.

      1. Go to the Showroom tab in the list of works that you have used as a showroom.
      2. Clear the checkbox Publish as showroom.
      3. Your showroom is offline again!
  • App
    • Transfer data to app

      1. Download the Showroom App from the App Store.
      2. Log in with your LIGHT access details.
      3. Click on the cloud icon. You will now see all the work lists stored in your LIGHT account.
      4. Select the work lists you want to download or select “All” in the upper selection menu.
      5. iPad: Click “Download”. iPhone: Click “Next”. All selected work lists will now be displayed. If necessary, correct your selection and then click “Download”.
      6. Done.

    • Update works

      To protect displayed or hidden prices in your app, use a password. This is how it works:

      1. Click the gear icon and go to the Password menu.
      2. Activate the password protection, set a password and click on “Save”.
      3. Done.

    • Send e-mails with work informations

      You wish to send offers via e-mail containing information on your works? This is how to:

      1. Open a work list and go to the letter symbol (iPad) / the three-point symbol (iPhone).
      2. Click on “Send works by e-mail” (only for iPhone). Select the works.
      3. Go to “Send”. Now you can enter the desired e-mail address, a subject and if necessary a text and show/hide or sort the individual work information.
      4. Click on “Send” again.
      5. Done.

      Tip: The same procedure also exists at the individual work, under “Send”.

    • Protect prices with a password

      To protect displayed or hidden prices in your app, use a password. This is how it works:

      1. Click the gear icon and go to the Password menu.
      2. Activate the password protection, set a password and click on “Save”.
      3. Done.

    • Mark works as sold

      1. Open a work list and press and hold the work for 2 seconds.
      2. Now you can set a new work state and optionally protect it with a password. The work status is automatically updated in your LIGHT account.
      3. Done.

Artbutler Website

  • Content
    • Publish works on your website

      You wish to publish your works on your website? That’s easy:

      1. Select the desired work from Works.
      2. Go to the Website tab and select “Show on works page”.
      3. Here you may additionally select the areas on your website where you wish to present your work, e.g. on an exhibition or an artist page.
      4. Save and you’re done.

    • Publish artists on your website

      You wish to publish your artists on your website? That’s easy:

      1. Select the desired artist from Artists section.
      2. Go to the Website tab and select “Publish artist to website”.
      3. Here you may additionally select if your artist is represented by your gallery and if you want to show the biography or CV on your website.
      4. Save and you’re done.

    • Publish exhibitions and art fairs on your website

      To publish exhibitions and art fairs on your website, you’ll need just a few clicks:

      1. Select Exhibitions/Fairs from Compilations.
      2. Go to the Website tab and select “Publish on Website”.
      3. Optionally upload a cover image and click “Save”.

      Tip: Your exhibitions and art fairs will be automatically arranged by date into “past”, “current”, and “forthcoming ”.

    • Embed videos on the website

      Videos cannot be uploaded directly to LIGHT! You need the usual embed-links of the known video platforms (Youtube, Vimeo). The links can be embedded wherever a text field allows HTML input (with the button "Switch to source editing mode"), i.e. in the description field of an exhibition or in the description field of an artist.

  • Basic Settings & Layout
    • Basic settings

      Before you decide on your website’s layout, you’ll need to determine the most important settings and information. You can do this by going to Website → Basics. Here you’ll find page type, domain and website name, footer information, and social media channels.

    • Set general layout

      Go to Website → Appearance to establish your website’s basic layout, including fonts, colour, menu/navigation position, and logo. You can change each page’s look in Website → Lists & Pages.

    • Set image layout

      1. Go to Website and then to the Lists& Pages tab.
      2. For each one of your website’s categories (e.g. Works, Artists, News, Exhibitions) you may choose how your images should appear under “List Layout”.
      3. In “caption” you may determine the position of your captions.
      4. Save and you’re done.

    • Change font

      In Website → Appearance you may change the font for navigation and content. Choose from hundreds of Google fonts.

    • Set logo

      You may set or change your logo in Settings. Please use jpg, png, or gif formats. Your logo’s size should be no larger than 1000×160 pixels.

    • Increase Google rank
  • Pages, News & Publications
    • Edit pages

      In Website → Pages you’ll find specified pages such as Works, Artists, News, or Contact. You may create as many of your own pages as you wish, rename and edit specified pages, and adjust each page’s layout.

    • Show and hide pages

      To show or hide single navigation pages (e.g. Exhibitions or News) go to:

      1. Websites → Pages.
      2. Double click to select the page you wish to hide and uncheck “Show in navigation”.
      3. If you wish to show a page, simply check “Show in navigation”.
      4. Save and you’re done.

    • Change page order

      To change the order of pages in your navigation, simply drag a page to the desired position and click the button “Save order”.

    • Add news

      To show news on your website’s News page, you’ll need to first create content.

      1. Go to Website, then in News go to “New”.
      2. Enter all important information such as title, start and end date, and optionally a brief outline.
      3. Upload a cover image and activate “Published”.
      4. Save and you’re done!

      Tip: Your news will not automatically be sorted by date. Simply arrange in the desired order via drag & drop and click “Save order”.

    • Add publications

      To publish publications on your website:

      1. Go to Website, then to Publications and select “New” to create a new entry.
      2. Add all important information and upload an image.
      3. Activate “Published” and save.

  • GDPR (DSGVO)
    • YouTube Clips

      If you embed Youtube clips on your ARTBUTLER Website, make sure to apply the appropriate settings from Youtube by activating “Enable privacy-enhanced mode.”, which you can find listed after “Share” and “Embed”. If you had previously added Youtube clips to your website, you’ll need to re-embed the links.

    • Newsletter Registration

      If you offer newsletter subscription on your ARTBUTLER WEBSITE, you’ll need to inform your website visitors in your privacy policy. Almost all newsletter providers offer sample texts. Alternatively, you can create a text using a privacy policy generator. Make sure you mention your newsletter tool and the corresponding company name in your privacy policy.

    • Data Protection Officer According to the GDPR

      If your company employs 10 or more people, you’ll need to appoint a data protection officer. It will suffice to simply add the appointed person’s contact data to your website, however, you’ll also need to supply the supervisory authority with the person’s name. Add a text to your privacy policy on your ARTBUTLER WEBSITE that reads as follows:
      If you have any further questions concerning this issue, please contact our team member in charge of personal data via phone (+ 49 123 456789) or email (dsb@janedoe.xyz)

    • Make a Commissioned-Processing Contract with your Provider

      Ask your provider if and how your website visitors’ personal data is saved. If data is saved, you’ll need to sign a Commissioned-Processing Contract with your provider. A provider offers websites and operates web servers and network connections. In cases where services are limited to supplying a domain/URL and don’t include personal data, no commissioned processing exists.
      Where providers perform tasks that include the processing of personal data, such as managing and filing emails, then commissioned processing exists and you’ll need to sign a Commissioned-Processing Contract.

    • Privacy Policy & Imprint

      Please not that you’ll need a legally compliant privacy policy as well as an imprint. We recommend you consult a law firm regarding the GDPR.

  • Pattern Texts
    • Privacy Policy to the GDPR

      Please enlist the various services we offer you for your ARTBUTLER Website in your privacy policy.
      – Google Maps
      – Google Fonts
      – Newsletter Registration

      Unfortunately, we can’t provide legal advice, which is why we suggest you use generator to create your privacy statement. Alternatively, you may consult a law firm. When using a generator, you can select the services mentioned above.

General

  • Tips & Tricks
    • Present Your Art Effectively on Your Website

      ARTBUTLER LIGHT offers you many possibilities to present your art work on your Website in the best possible way:

      • Upload more than one image per art work, showing different angles and details.

      • As there are no space limitations, you may upload high quality images. The better the quality, the better the zoom function for visitors to your website.

      • For MacBooks’ Retina Displays we recommend image files of 4096*3072 pixels.

      Tip: If you don’t possess images with such a high resolution, we suggest you upload several images of one work featuring details. In this way, visitors will have a better impression of your art works!

    • Overview of all published works

      You wish to have an overview that will show you which works are displayed on your ARTBUTLER Website? Follow these steps:

      1. Configure your work list in Works by checking the category “Published”.
      2. In the list view, you’ll now be able to see which works have been published or remain unpublished on your website.

    • Publish all works/artists/exhibitions saved in LIGHT at once

      You don’t want to manually publish each work, artist, or exhibition on your website? In Website → Basics you can publish all saved information at once. Simply activate the box “Preview content”.

    • Add external links to your navigation

      If you wish to link from your website to an external page, such as a project space or shop, without creating an additional subpage with information, you may link to external websites directly from your navigation.

      This is how it’s done:

      1. In your CLOUD account go to Websites → Pages.
      2. Create a new page in New.
      3. Select Link to another webpage and enter the Link URL.
      4. Opt to open in new window.
      5. Select is published and Show in navigation.
      6. Save and you’re done.

    • Custom colour for your homepage navigation

      Is the background image of your website’s homepage affecting the visibility of your navigation? Set a custom colour for your homepage navigation. In this way, it will always stand out clearly from the background. The navigation’s colour on other pages will not change.

      This is how it’s done:

      1. In your CLOUD account go to Websites → Pages.
      2. Select the Start page an set your desired colour in Navigation colour.
      3. Save and you’re done.

    • Artists lists without detailed pages for selected artists

      Your website features numerous artists but you haven’t created detailed pages (e.g. artist biographies) for all? Or are you featuring artists who are only part of an exhibition but are not represented by your gallery? You may turn off the detailed pages for these artists. They will now be listed in your artist list without a link.

      This is how it’s done:

      1. In your CLOUD account go to Artist and select desired artist.
      2. Go to the Website tab and select “Do not show detailed pages for this artist”.
      3. Save and you’re done.

    • Use slideshows for your website homepage

      Choose from many slideshows that allow you to determine image sizes and display speed. Additionally, you may change the color of image descriptions and their background according to your preferences.

      This is how it’s done:

      1. Go to Websites, select Pages and choose your homepage.
      2. Go to Slideshow Layout and choose your favorite layout.
      3. Set your desired speed in Delay (lowest 1 second).
      4. Change font color in Caption text color.
      5. If you wish to highlight your text, set your desired color in Caption background color. Leave this field blank if you don’t want a background color for your text.
      6. Save and you’re done.

    • Present your artworks in virtual spaces

      The “View in Room” feature allows you to present your artworks in three different virtual spaces on your website. This gives your viewers a better idea of what artworks might look like in your clients’ homes or in an exhibition venue.

      This is how it’s done:

      1. Go to Works and select the desired artwork.
      2. Choose your desired space from Room Type in the Website tab, or set to inactive.
      3. Save and you’re done.

    • Send Showroom emails with inventory numbers

      If you have numerous untitled art works, the inventory number will help you identify the exact piece. When sending collectors private previews or offers, inventory numbers will appear in emails sent with Showrooms, allowing you to always identify the work in question.

    • Make the Most of Showrooms

      ARTBUTLER LIGHT Showrooms are ideally equipped to send exclusive previews or offers to potential buyers. You may, however, also use Showrooms for other tasks:

      • For art fairs: Take your art works with you to the next art fair—on your iPad. Show potential buyers on site, which works are on display in your gallery.

      • For PR: Send image material including relevant information to your press contacts.

      • For exhibitions: Let contacts and clients curate your next show by writing short texts for the works featured in your Showroom and sending them back to you.

      • For competitions: Send a Showroom to your contacts and ask them to highlight their favourite. A winner will be selected at random and will receive their favourite as a prize.

  • FAQ
    • Can I import existing data?

      Yes, you can! You have two possibilities:

      1. Import from MS Excel files: Using existing Excel lists, add your art works to CLOUD. Supported file types are .xls and .xlsx. Simply follow instructions during import.

      2. Import from ARTBUTLER PRO: If you’re an ARTBUTLER PRO user, you may use the “Direct upload from PRO to LIGHT” option to create showrooms and upload them to the app with just one click. Further information can be found in our PRO support area.

    • What can I use Showrooms for?

      You can use Showrooms to send a selection of your works to art lovers, collectors, and curators: as a private presentation page, an exclusive offer, or as a preview for your next exhibition or art fair. Simply send the Showroom as a link via email – optionally password protected.

    • Why can't I see the login page?

      If my.artbutler.com comes up as a blank page, this may be due to your pop up blocker. You may either opt to always see pop-ups for our site, or open the link in another browser (Firefox, Chrome, Safari, etc.).

    • Can I first start on my inventory and then go live or is the data visible for all online straight away?

      Your Website is visible as a preview until you

      1. have payed the one-time setup fees and
      2. have switched domains.

      All data you create in LIGHT are only visible to you. If you need help enabling your website, talk to us. We‘ll happy to assist you!

    • In what size shall I upload my images? Is there a file size limit?

      In general: As there are no space limitations, you may upload high quality images. The better the quality, the better the zoom function for visitors to your website.

      But large image files aren’t a “must have”! You can simply upload several images of one work featuring details and showing different angles. In this way, visitors will have a better impression of your art works!

      Please choose an internet compatible image format like JPG, PNG or GIF.

      In order to achieve a detailed representation also on high-resolution screens, we recommend to use an image resolution of at least 3000px edge length.

      The best would be to embed the sRGB color profile in the file.

    • Can I prolong my account over an extended period? (not only monthly)

      Yes, you can. You can pay for several months of ARTBUTLER LIGHT. Write to us at contact@artbutler.com and we’ll create an individual invoice you may pay via bank transfer or direct debit.

    • Can I change the registered iPad or will I need to create/buy a new account for each new one?

      No, you may simply change the registered iPad for your ARTBUTLER LIGHT account and don’t have to buy a new one. This is how easy it is:

      1. Go to Settings, then to the iPads tab.
      2. Here you can see your iPad’s ID. Next to ID, click “Change this iPad”.
      3. Log in with your new iPad via the Showroom App and the new device will automatically connect to your account.
      4. Done.

    • Why does the download of work groups in the Showroom App sometimes stop?

      Please deactivate the screen lock on your iPad/iPhone or extend the time under Settings > Display & Brightness > Auto Lock.

    • Can the work status be displayed on the website?

      Not directly, the information in the Status field can only be displayed in showrooms. However, you can insert the status in the description field of the work dataset so that it appears in the "More information" section on the website.

    • How do I link my website with my social media channels?

      You may connect your website with many different social media channels, such as Facebook, Instagram, Twitter, Arsty, Artnet, or Youtube. This is how:

      1. Go to Website, then to the Basics tab.
      2. Choose the desired channel at the bottom of the page and enter the URL to your profile.
      3. Add as many channels as you wish.
      4. Save and you’re done.

      The social media icons will appear in your website’s footer. Other positions are currently not possible.

    • What is the difference between Biography, Description and Comment?

      • Biography: general information, text, bullet points summarizing the most important events.

      • Description: general information, for example, artist represents expressionism and preference is canvas.

      • Comments: for internal use only, eg. “the artist is very friendly and loves drinking tea”.

    • Can I add or edit column names for information on works, artists or work lists?

      Unfortunately not, but please let us know what you’re missing.