A shared copy moves works from one WrkLst account into another — into a second account of your own, or to an artist, gallery or collector who keeps their own WrkLst. The receiving account decides what to accept. This article describes shared copies in WrkLst 10.
What travels with a copy
A copy carries the works with their artists and inventories, plus whatever you tick under Include: Prices, Group information, Images, Packing, Locations, Production, Notes, Confidential notes, Condition, Provenance, Documents, Assigned galleries, Certificate, Insurance value and Acquisition information. Records attached to the works are never shared: sales, shipments, exhibitions, consignments, lists and presentations stay where they are.
Sending a copy
- Select the works — one work, or several in the basket — and choose Share → Copy to Other Account.
- Under Send to, choose one of your own WrkLst accounts from the list, or type the full email address of the person you are sending the copy to.
- Tick what to Include, then Send copy.
The dialog tells you if the copy cannot be sent: when the email address is used for several WrkLst accounts, so WrkLst cannot tell which one to copy into; when no WrkLst account exists for it; or when the receiving account is not allowed to receive copies.
Accepting a copy
Incoming copies arrive under Shared Copies, in the menu under your name. The page lists incoming and outgoing copies with their status — Initiated, Shared, Copying…, Accepted, Declined or Cancelled — and who shared them; the Type filter shows only Incoming or only Outgoing copies.
Shared Copies: 1 Incoming · 2 Outgoing
- Open an incoming copy and choose Accept & copy.
- Match each Source artist to a Local artist — search your artists, or Create new artist; Create all unknown artists does it for every artist you do not have yet.
- Match each Source inventory to a Local inventory. All copied works get new inventory numbers from the chosen local inventory; the source inventory numbers are kept as legacy numbers.
- Choose Accept & start copying. The copy runs in the background — a large selection can take a few minutes — and Shared Copies shows Copying… meanwhile. You get a notification the moment the works are ready, with a link straight to them.
Decline incoming copy refuses a copy; the sender can withdraw one with Cancel outgoing copy. Both are permanent.
Who can use it
Seeing the Shared Copies page needs the permission in your role; without it the page says so. Whether an account may receive copies at all is a setting of that account — the sender is told if it may not.