Features


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ACCESSIBILITY

Permanent accessibility

Your secure, private space is always available: you access your information and work space remotely whenever you want to (24 hours a day, seven days a week) and wherever you are via an Internet connection. Your access stays secure thanks to the SSL technology used by banks. So you can work while you are travelling or attending shows.

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Consultation by mobile phone – available soon!

You can consult your application, search and view one or more works, your artists or your exhibitions in various formats from any mobile phone (iPhone, Nokia, Ericsson, etc.). You can send or share your mini-notes by e-mail, MMS/SMS or on the social networks.

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USERS

Paramterise and set your application according to your organisation. Create one or more users with different profiles and access, consultation and modification rights

Multi-users

Depending on your subscription, you can create one or more users who will have access to your secure space using personal and private connection IDs and passwords. You can prohibit access by these users at any time and very easily from your Settings menu.

Collectio is a collaborative solution: several users can work simultaneously on your private space without affecting access, consultation or modification of your content.

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Access administration – Managing users and their rights

Depending on your subscription, you can associate a profile with each user to whom you give access to your private space. Profiles are predefined: guest, trainee, assistant, manager and administrator.

Each profile has different rights: right to perform certain actions or not (putting your Internet site online, drafting invoices, creating private tours, etc.),, right to access certain sensitive information or not (monetary value or provenance, for example), rights to modify certain information or not, right to import and export data or not.

Application settings

You set your application according to your preferences, and you can easily change them at any time from your My Settings menu (language, default currency, unit of measure, Internet site, publishing of PDF documents, new users, etc.).

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INTERNET SITE

Each subscription entitles you to an Internet site where you can publish your works, the artists and the exhibitions of your choice. Some subscriptions also give you the possibility of distributing publications, press kits or newsletters.

You can create your Internet site in a few seconds and a few clicks, by choosing a domain name and defining your settings (choice of logo, illustrative image for your home page, text, footers). You can then very easily administer your Internet site yourself.

You can easily choose the content you want to distribute on your Internet site with a simple click. Your changes take effect immediately and your Internet site goes online almost instantly (in less than five minutes).

This gives you an Internet site that can be simply and instantly personalised and modified. You save money by eliminating certain computer costs (cost of hosting your Internet site, service-provider costs).

Depending on your subscription, you can set up private access to your site by setting a password that will have to be entered by any visitor attempting to access your site.

MOVEMENT MANAGEMENT

For each loan, you fill in a single loan record that can automatically be associated with works, an exhibition, a sale, insurance, a contact, an artist, etc. You keep the history of your loans, prices and returns for these loans, which can be consulted directly from the work record./p>

You can easily consult all your past loans, those under way or to come from your work or exhibition records, using the advanced search function or by viewing your loans. You can easily edit loan records and loan orders. /p>

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Managing exhibits

For each exhibit, you fill in a single submission record which can automatically be associated with works and their prices when the submission is made (in foreign currency, if you wish), with an exhibition, an insurance policy, a contact, an artist, a sale, etc. You keep the history of your exhibits, insurance values, prices and returns for these exhibits, which can be consulted directly from the work record.

You can easily consult all your past loans, those under way or to come from your work or exhibition records, using the advanced search function or by viewing your loans.

You can easily edit loan records and loan orders.

Shipping management

You manage all your shipping, whatever the context and destination.

For each shipment, you fill in a single shipping record that can be automatically associated with works and their insurance values (in foreign currency, if you wish), with an exhibition, an insurance policy, an expense, a contact, an artist, a sale, a document, etc. You keep your shipment history.

You can easily consult all your past, current or future shipments from your work, exhibition, loan or submission records, using the advanced search function or by viewing your shipments which you can print out.

You can easily edit pickup slips, delivery slips and shipment listings..

You then enter the location of the storage site thus predefined in your work record.

You can very easily create and manage your storage spaces by creating directories and sub-directories. You can break down each storage site into as many storage sub-sites as you want (Gallery>Room 2>1st floor, for example).

You then enter the location of the storage site thus predefined in your work record.

Locating your works

You can locate your works immediately through storage site management. You can instantly identify where a work is located from your work record or by consulting your storage site report, or you can view all the works stored or exhibited in a specific place by clicking on the desired directory.

Locating and managing storage and packing

Finally, you can manage the packing of your works and their place of storage. For each type of packing, you fill in a packing record. When you are preparing for an exhibition, a show, a loan, a submission or a sale, you can immediately locate where there is a crate, cardboard box, tube, etc.

SALES AND MARKETING MANAGEMENT

Manage your sales and marketing and your transactions.

Managing business proposals

For each proposal, you fill in a proposal record that can be automatically associated with works, their prices, and a return rate when the proposal is made, with one or more clients, an exhibition, an artist, a document, etc.

You can easily consult all your past and present proposals, as well as their status, from your contacts or works records, using the advanced search function, or by viewing your proposals listing which you can print out.

You can easily edit your proposals. You keep the history of your loans, prices and returns for these proposals, which can be consulted directly from the work record or the proposal recipient record. You improve your client follow-up and keep a history of the proposals made to each of them

Managing expenses

You can manage all your expenses (framing, restoration, expertise, shipping, etc.) associated with your business.

For each loan, you fill in a single expense record that can automatically be associated with a work, a contact, an exhibition, an artist, a document, etc.

You can monitor the payment status of you expenses and anticipate your future disbursements.

You can quickly and precisely determine all the expenses associated with a work, an artist or an exhibition.

You can easily consult all your past and present expenses, as well as their status, from your records, using the advanced search function, or by viewing your expenses listing which you can print out. /p>

Managing receipts

You can manage all your receipts (catalogue sales, insurance product, etc.) associated with your business.

For each receipt, you fill in a single receipt record that can automatically be associated with a work, a contact, an exhibition, an artist, a document, etc.

You can monitor the payment status of your receipts, identify due dates remaining to be met, and anticipate your collections.

You can quickly and precisely determine all the receipts associated with a work, an artist or an exhibition over a given period of time.

You can easily consult all your past and present receipts, as well as their status, from your records, using the advanced search function, or by viewing your receipts listing which you can print out.

Managing sales

You can manage all your sales.

For each sale, you fill in a sale record which can be automatically associated with one or more works, one or more clients, an exhibition, an artist, a loan, a document, etc.

You can monitor the payment status of your sales, identify due dates remaining to be met, and anticipate your collections.

You can quickly and precisely determine all the sales associated with an artist or an exhibition over a given period of time.

You can easily consult your past sales and heir payment status from your work records, using the advanced search function or by viewing your sales listing which you can print out.

You can easily edit your invoices in the currency of your choice, specifying your terms and conditions of sale and your banking coordinates.

OTHER FUNCTIONS

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Simulation – Hanging help

Collectio offers you a unique hanging assistance module that lets you prepare your hangings using a virtual simulation that you can share with others (hanger, exhibition commissioners...). You can prepare your future exhibitions or international shows.

It is simple and easy to use: you select the works to be hung, you create hanging walls (a maximum of 10 walls per hanging) by defining their height and length/width, their colours and the line of sight.

You then place your works on the walls and instantly view the results.

Then you can edit a document specifying the works to be hung on each wall and the hanging lines.

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Creating secure virtual private tours

Organise virtual tours of exhibitions or a selection of works to be shared with one or more collectors or a third party by selecting the information you are distributing. Access to the private tours is secure, and your guests will not have access to your private space; the possibility of complete or partial sharing of temporary or permanent information, the possibility of creating virtual exhibitions and private access by generating secure URLs.

Sharing secure documents

Editing PDF documents

Collectio features several predefined templates for records and reports for your everyday tasks. You have access to more than twenty standard templates.

You can edit in PDF and print out listings of stock valued at the purchase price and the public price, listings of exhibition prices, listings of your transactions (sales, expenses, receipts), different work record formats (with or without provenance, with or without price, with or without bibliography), invoices, shipment listings.

Document editing is very simple; you just press the Edit button directly on the item you want to edit.

We are constantly adding to the report and document library. New templates will be added soon to those already present.

You can also export your tables in .csv or Excel format to rework certain files before communicating with third parties.

Data import/export

Easily export your works, your artists or your exhibitions in order to save them, share them with other users of Collectio, or transfer your data to other applications in .artu format.

Import .artu files sent by other users of Collectio or import files and data from other software and applications (ask us).

Depending on your subscription and subscription profile, there are three export formats: simple, maxi and backup.

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Task management

Depending on your subscription, you can manage your everyday tasks. You assign tasks to users and monitor them according to due dates and priority levels.

Contact management

You can manage all your contacts (clients, artists, service providers, subcontractors, journalists, etc.) and you improve follow-up on your proposals and your clients’ preferences. You keep a history of proposals and transactions with your contacts. You can import or export your contacts from and to your address book.

COLLECTION INFORMATION AND MANAGEMENT

Collectio features an advanced content repository with a new standard of information indexing and organisation that lets you fill in and manage virtually any kind of information relating to your works, your artists, your exhibitions and the associated movements and transactions You are free to fill in your information and corpus according to your business and needs.

Work record

For each work, you fill in a work record that can be automatically associated with an artist (artist, group of artists or anonymous), an exhibition, other works, a loan, a submission, a proposal, a sale, an insurance policy, a contract, etc. /p>

You fill in your work record by specifying its status, label information, information associated with the acquisition or key words that will facilitate classification or later searches for the work. If you wish, you fill in and manage provenance, inscriptions, editions, datings, dimensions, estimates, findings, objects associated with the work in the case of installation or for a pedestal, special insurance, etc.

You can attach images, media and documents of any type, format or size to your work records You can publish a work on your Internet site with a simple click from your work record.

You can edit a record according to several formats for public or private use: simple records (image+label alone or image+label+price) and complete records (image+label+price+exhibitions+bibliography+provenance or without provenance and without price). You can easily consult all your works in two formats (read mode or edit mode) using the advanced search function or by viewing your works according to different formats (thumbnail, grid, slide show, to scale, hanging).

Artist record

For each artist, you fill in an artist record which can be automatically associated with an exhibition, a loan, a submission, a proposal, a sale, an expense, a contact, etc.

You fill in your artist record by specifying the information on his label and key words that will facilitate classification and later searches for the artist. You can manage artist groups and anonymous artists.

The works, exhibitions and publications concerning an artist are automatically attached and viewable in the artist record.

You can attach images, media and documents of any type, format or size to your artist records.

You can publish an artist on your Internet site with a simple click from your artist record. You can edit an artist record according to a predefined format. You can easily consult all your artists in two formats (read mode or edit mode) using the advanced search function or by viewing your artists in thumbnail or grid mode.

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Exhibition record

For each exhibition, you fill in an exhibition record which can be automatically associated with an works, artists, publications, a loan, a submission, a proposal, a sale, an expense, a contact, etc.
You fill in your exhibitions record by specifying the information on its label and key words that will facilitate classification and later searches for the exhibition. You can manage travelling exhibitions.
You can attach images, media and documents of any type, format or size to your exhibition records.
You can publish an exhibition on your Internet site with a simple click from your exhibition record.
You can instantly and easily edit your price lists.
You can easily consult all your exhibitions in two formats (read mode or edit mode) using the advanced search function or by viewing your exhibitions in thumbnail or grid mode.

Bibliography and publications record

You can manage any type of bibliography: publication (exhibit catalogue, detailed catalogue, monograph, etc.), video, radio broadcast, Internet site, press article, citation, CD-ROM/DVD-ROM, interview, class, thesis, dissertation, thesis, class,…
For each bibliography, you fill in a bibliography record which can be automatically associated with a work, an artist, an exhibit, a receipt, an expense, a contact, etc.
You can attach images, media and documents of any type, format or size to your exhibition records.
You can publish a publication on your Internet site with a simple click from your publication record.
You can easily consult all your bibliographies from the records by using the advanced search function or by viewing your bibliographies in grid or thumbnail mode.

MANAGEMENT FUNCTIONS

Display and viewing of works in different modes

Collectio features several viewing modes so that you can display and view your works (record in read mode, record in edit mode, grid, thumbnail, mini-thumbnail within other records, slide show, view to scale, hanging) enabling you to show them off to best advantage and to enjoy a pleasant work environment.

Several other elements in your database can be viewed in several original formats (grid, thumbnail and mini-thumbnail) such as artists, exhibitions, bibliographies, contacts or press kits.

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Work record versioning

You can keep the earlier versions of your records so as to monitor their evolution or go back to a previous version in the event of mistaken modifications or information.

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Customised classification, creating of intelligent directories, sorting

You can inventory, classify and sort your elements intuitively and in a completely customised way by creating rankings and intelligent directories that let you easily find information.

Sorting functions

You can sort the elements you display in grid or thumbnail mode according to several criteria of your choice. For example, you can classify your works by artist, date of creation, dimensions, price, etc.
You can display and sort all the elements in your database according to multiple sort criteria.

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Advanced search functions

Collectio features advanced search functions. You can do simple or multiple-criteria searches. You can do a search on virtually any field in the database, sort the results of your searches, save them, export them in Excel to work on them, or edit them in PDF documents.

Batch processing

You will have a function enabling you to fill in the information for several works at a time with the same type of information. For example, you can fill in key words, dates, dimensions and prices just once. These values will be automatically filled in on the work files that you have selected in advance.
You can also attach an insurance policy or shipping information to several works to avoid entering the same information multiple times.
This function saves you precious time. You can batch-process your works in virtually any field in the database. You can also batch-process the other elements in the database, sort the results of your searches, save them, export them in Excel to work on them, or edit them in PDF documents.

QUOTAS

Secure storage capacity and bandwidth

Depending on your subscription, you receive variable monthly secure storage capacity and bandwidth capacity. If you exceed your quotas, we will inform you of this, and you always have access to your private space. If you repeatedly exceed your quota, we will bill you for the secure space at €2/Gb/month and bandwidth at €0.10/Gb/month.

Multi-collection

Depending on your subscription, you can manage several stocks and collections.




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