How to create and edit inventories, the sections your works are grouped in, under Settings → Inventories.
What an inventory is
An inventory is the top-level grouping your works live in, usually one per artist or collection. Most accounts use more than one: a gallery might separate its own stock from works held on consignment, an estate might separate finished works from archive material, and a studio might separate editions from unique pieces. Choosing a structure early makes everything downstream easier, because filters, permissions and synchronisation all work along these lines. Creating an inventory is the first step on the Getting started card of a new account.
Creating and editing
- Open Settings → Inventories and choose New inventory.
- Enter a Short code. It has to be unique; while you type, WrkLst shows whether it is still Available or already Taken.
- Enter the Inventory name and, if the list should sort it differently, a Sortable name.
- Pick a Default type for new works in this inventory, or add one with + Add new type….
- Under Artists, search for the artists whose works it holds, or create them on the spot.
- Choose Create.
Settings → Inventories: 1 New inventory · 2 Edit
The list shows every inventory with its code, name, artists and number of works. You can edit an inventory at any time and rename it without affecting the works inside it. One inventory can be marked as the primary one with Make primary, and an inventory can be flagged as a Prioritized inventory. Which inventory opens first when you go to Works is set under Settings → General Account as the Default inventory.
Choosing an inventory to work in
When you open Works, the screen for choosing which inventory to open has an instant search, so a long list of inventories is no obstacle. Filtering, searching and the basket inside an inventory are covered in Works: inventories, filter and search, views and the basket.
Deleting an inventory
Only empty inventories can be deleted under Settings → Inventories. To delete an inventory together with every work in it, for example to undo an import that went to the wrong place, use Delete an inventory under Settings → Toolbox. It only works while none of those works is on a sale, in a group, on a shipment, in an exhibition or on a consignment; the dialog lists any works that stand in the way, and you confirm by typing the inventory's name. Deleted works can be restored from the Toolbox for seven days.
Still using WrkLst Classic? This topic in the Classic documentation: Inventories