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Presentations

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A presentation is a private viewing room: a page you send as a link or a designed email, showing your works with exactly the details you choose. Clients can enquire or ask to buy right there, and you see what they looked at. This article describes WrkLst 10.

What a presentation is

It replaces the PDF but stays in your hands after it has gone out: the link expires when you say, and you see how often it was opened and which works were looked at most. You choose the details shown — from prices to availability — so one selection can go to a curator and to a collector with different information.

Creating a presentation

  1. Open Presentations and choose Add presentation, or select works and choose Present. Present is also in an exhibition's ⋯ menu and a work list's Use list menu: the presentation starts with its name and its works in their order, an exhibition's with its documents too.
  2. It opens on the Content tab, already laid out: a title, its works in three columns and its documents. Change it — see Building the page — or keep it.
  3. On the Settings tab, under Presentation, set the Name, the Visibility (Shared, Shared & locked or Private) and the Page language — the page's buttons, labels and dates, and the language you write its texts in. A new presentation starts in your own language. Under Further languages, tick the languages your client may switch the page to — see Translating a presentation.
  4. Under Client & sharing, pick the Client and what the page shows: Inventory numbers, Prices, Availability, Extended captions, Production cost, Print status and Unfinished work (some appear only if your account uses the field). Where the page shows availability, a sold work shows its price only with Prices of sold works. Switch on the Public link — anyone with it can view the page — and set Link valid through; a new presentation starts with the link on for one month.
  5. Under Works, choose Add work and drag works into order, or pick an Order. Under Documents, upload files or add weblinks.
  6. Save with Add or Save changes — the builder stays open — or Save and close. While the link is live, what you save is live for everyone with it.

Building the page

The Content tab shows the page on the left, live with your unsaved changes, and the inspector on the right. Show the page on switches between Desktop, Phone and Email; Preview shows it full screen, and Open link opens the live page.

A block is one part of the page. On this page lists them in order; + adds one below the selected block:

  • Text — Title, Cover (the title with an opening image), Heading, Text, Two-column text, About the artist.
  • Works — Featured work, Works — three columns, Works — two columns, One work per row, Masonry, All works of this presentation, View in Room.
  • Images & video — Two images, Full-width image, Three images, Image with text, Images of a work, Video, Videos of a work. Videos load only when played.
  • More — Documents, Enquiry form.

Select a block to set its Style, its images and whether its works carry Enquire buttons, Request to purchase buttons and View in Room links. Its ⋯ menu moves it to the top or bottom, Duplicates it, saves it (Save as block…) or Removes it — with Undo.

The title follows the presentation's name, All works of this presentation its works and Documents its documents; Customize… turns the title or the works into your own copy, Change… picks another work or artist. Show in sets Web page and email, Web page only or Email only. A block that cannot be shown — say, one of its works left the presentation — reads Needs attention and stays hidden from your client until fixed.

The Letterhead panel decides whether the page shows your logo, header, credit and website link (Show your letterhead); imprint and privacy policy always stay.

Translating a presentation

A presentation built from blocks can be read in more than one language. Tick them under Further languages on the Settings tab, next to the Page language, and translate its texts on the Content tab.

The inspector then starts with Edit texts in: the page language first, then each further language with the number of texts it still lacks (Not translated: 3). Choose a language, and the texts of every block are edited in it, while the page on the left shows that language. Under an empty field, WrkLst shows the text in the page language to translate from. Whatever you leave empty appears in the page language — Texts left empty appear in the page language. Emptying a translation takes out that language alone.

Your client switches between the page language and the further languages in the menu at the top of the page. Without further languages, the page has no language menu.

Saved blocks

Save as block… in a block's ⋯ menu keeps it under Saved blocks in the inspector and at the end of the + menu, ready for any presentation. Only you see them, and each presentation gets its own copy, so changing a saved block never changes a presentation.

Duplicating a presentation

A presentation's ⋯ menu has Duplicate: the new-presentation form opens filled in as Copy of … — the works in the same order, the blocks and texts, the documents, the settings and the look; not the link and its expiry, the client, the views, the enquiries or the history. Nothing is created until you save, and the copy gets its own link, valid for one month. If you may not see prices, the copy has prices, prices of sold works and purchase requests switched off; pictures, biographies and documents you may not add to a presentation are left out, and WrkLst tells you so.

What your client sees

A page like a catalogue: a title page, then numbered plates with artist, caption and — where switched on — price and availability. A click opens a work large, with zoom and swipe through every picture.

At the top, your client picks the look — light, dark or as their device is set — and, if you added Further languages, the language: the page's buttons, labels and notices change with it, and your texts too where you translated them; anything not translated appears in the page language. Their browser remembers both. To fix the look yourself, turn off Visitors can switch between light and dark on the Settings tab and choose Light or Dark under Appearance. The email is always light.

At the bottom are your website and Imprint — once set under Settings › Presentations — and a Privacy policy: WrkLst's, in the page's language, naming your company as responsible and explaining what is recorded, unless you link your own there.

Presentations made before the block builder keep their Legacy layout (Settings tab). Switch to blocks… moves one to the new page, its works laid out as before; you can switch back without loss.

Enquiries and requests to purchase

While the public link is on, the Settings tab has Requests:

  • Enquiries puts an Enquire button on each work and on the page. Enquiries arrive in Leads, linked to their works and the presentation, and assigned to its representative (see below), else to whoever made it. The visitor typed their own name and email, so each enquiry arrives marked Unverified until someone checks them — see Leads.
  • Purchase requests puts Request to purchase on each available work whose price is shown (pages built from blocks, with Enquiries on). It arrives in Leads too; nothing is reserved until you decide.

On a page built from blocks, Enquire works like a shop basket: the button adds the work and then reads Added (press again to take it out). A short note offers Enquire now or Continue browsing; Your enquiry at the bottom counts the works and opens the enquiry, where works can be removed and one enquiry about all of them is sent — one lead in Leads. The works stay collected within the same browser tab. Request to purchase stays one work at a time.

The visitor gives name, email and a message; a check in the browser keeps spam out without involving a third party. Remember my details on this device keeps name, email and phone in their browser for next time; unticked, nothing is kept. The Enquiry form block puts the form on the page itself, its ticks being the visitor's collected works.

Email each enquiry, on by default wherever enquiries are on, sends each enquiry — purchase requests too — in full (name, email, phone, message and works) to whoever it is assigned to in Leads: the Representative (see below), else whoever made the presentation. Replying to it answers the visitor. For that person it replaces the short new-lead email; the notice in WrkLst stays. Also send to adds up to 10 more addresses, such as a colleague or a shared inbox — the only ones to receive an enquiry assigned to nobody; only people with access to Leads can change them. The open presentation shows the setting as Enquiry emails, and while it is on, the privacy notice tells visitors that enquiries are emailed.

A contact card: who presents the page

Under Requests, choose a Representative from your account's users, or Nobody (no contact card). The page — blocks or legacy layout — then ends with This presentation was provided by and their card: name, position, email, phone and, if added, a portrait. The enquiry form names them, and enquiries go to them in Leads.

Everyone sets their card under Settings › Name & Security › Contact card, separately in each account: Position, Email on the card (empty: their sign-in address), Phone and Portrait — an upload of its own, not confidential, not a picture of a work, contact or exhibition. If the representative is deactivated, the card goes and enquiries return to whoever made the presentation.

View in Room and View in AR

Your clients can see a work at its real size in a room — as a box with its picture, or as its 3D model — and on iPhone, iPad or Android on their own wall or floor. In a works block, each work offers All (every measurement in its caption, and its 3D models), Custom (your choice and order, with Add a box or a 3D model) or Off. See View in Room.

Sending a presentation by email

Send by email opens a message to your client with the presentation's name as subject, a short letter with the link, and the presentation as a designed email — a blocks presentation laid out like its page, any other in a standard layout. The letter is pre-filled in the presentation's Page language (or your account's language), so it reads in the same language as the email below it. Show the page on › Email shows it beforehand; in the message, the Price switch decides whether prices appear.

Any message in WrkLst can also Add a presentation…, and Record as a lead turns each recipient into a lead with the works shown. Sending needs a connected mailbox — see Messages — and an active link. Each recipient who is one of your contacts then appears under Shared with (see below) — by email, or in a campaign when the presentation went out with a campaign.

Seeing what happened next

An open presentation shows its client, the link (Copy link; the link itself opens the page as the client sees it), its expiry and Send by email.

Views shows Visits, Page views, Last opened, the Works looked at most (pages built from blocks), how often View in Room and View in AR were opened, documents downloaded, and countries and devices — over the last 365 days. Visits by your own team are not counted, even on the presentation's own address, where you are not signed in: anything from an internet connection that someone on your account has used WrkLst from in the last 30 days is left out, so a client visiting from that same network is not counted either. Leads lists the leads from or linked to it; New lead starts one already linked. Your Dashboard shows recent presentations, whom they are for, and how often and when they were opened.

Who you shared it with

The link is the same for everyone, so Copy link copies it for anyone and records nothing. To give it to one person, choose Copy link for… beside it and pick the contact (Who is it for? Search contacts…): the link is on your clipboard, and WrkLst notes whom it is for. Below the link, Shared with then lists everyone the presentation was given to, newest first — link copied, by email or in a campaign, with the day and who shared it; Show all opens the full list.

A presentation shared with a person by link or by email is also added to each of their open leads, and the lead's timeline shows it — and, for each day it was opened, how often and which works were looked at. It cannot say who opened it: anyone with the link sees the same page. A campaign leaves the leads as they are. See Leads.

Sent the link from your own mail program, such as Outlook, Gmail or Apple Mail? Find in sent mail, next to Send by email, searches the Sent mail of your connected mailbox for mails that carry this presentation's link and lists each with its recipients. Keep on record files the mail with each recipient who is a contact — in their correspondence — and adds them to Shared with and to their open leads, as if you had sent it from WrkLst. A recipient who is not a contact is shown by address only. It is offered while the public link is on and needs your connected mailbox — Google, Microsoft or one with IMAP; otherwise the window says Your mail account cannot be searched from WrkLst. Copy link for… and Find in sent mail need permission to see contacts.

Your logo, website, imprint and privacy policy

Under Settings › Presentations you set what every presentation carries: the Account logo (also the default on your PDF templates), a Presentation header shown without a logo, a Presentation credit at the bottom, Your website (linked at the bottom by its address, hidden with the letterhead), the Imprint link — the legal notice on your own website, which has to name your business — and Your own privacy policy (optional). On presentations built from blocks, the header and the credit keep the font, size, weight, spacing, colour and capitals you gave them.

Logo on dark pages sets how your logo looks on a dark page: As uploaded (for a logo with its own background), In white (a white silhouette, for a logo on a transparent background), Inverted colours (light and dark swapped, colours keep their hue) or A second logo, uploaded under Logo for dark pages.

Under Header, typefaces and background you set the Logo height (px) and the space above and below it, the Position of logo or header — At the start or Centered (on a narrow phone, at the start) — a Line under the header, the Typefaces for titles, texts and captions — Serif headings with Inter (the standard) or Inter throughout, the same pairs as the WrkLst website design — and Background, light and Background, dark — picked or typed as a hex code; Reset to default brings ours back, and a colour on which text would be hard to read is not used. The Preview shows the page as your clients see it, in light and dark. Legacy layouts keep their own header and colours.

Your own address for presentations

With a paid subscription (not during the trial or on free accounts), presentation links can use an address on your own domain, such as view.yourgallery.com, instead of yourgallery.wrklst.com. You need permission to change the account settings, and whoever manages your domain's DNS.

  1. In Settings › Presentations, under Your own address for presentations, enter the Address: a subdomain such as view.yourgallery.com, not your main domain.
  2. Choose Connect. WrkLst shows The DNS record: a CNAME pointing your address to one ending in .view.wrklst.com; Copy for your IT copies the instructions.
  3. Add the record. At Cloudflare, set it to "DNS only"; CAA records must allow letsencrypt.org.
  4. WrkLst checks automatically, Check now at once; DNS can take up to an hour. The status then reads DNS record found: setting up HTTPS and, usually minutes later, Active.

New links — copied or sent from WrkLst — then use your address; earlier links keep working. Your address shows presentations only; sign-in stays at your WrkLst address. Pages there are delivered by bunny.net, WrkLst's European delivery network, and set no cookie, as the privacy notice says.

Remove takes the address off: new links use your WrkLst address, links sent with your own stop working, and you can delete the record.

  • Unpaid subscription: the address pauses — its links do not open, new links use your WrkLst address. Once paid, Check now switches it back on. After four weeks unpaid it is removed.
  • DNS record missing: administrators are told in WrkLst, and links with your address stop opening until the record is back; new links use your WrkLst address meanwhile. Add it again and choose Check now. After four weeks it is removed.
  • Needs our help or Needs attention: the settings say what is wrong; if it stays, write to support@wrklst.art.

Keeping the overview tidy

Browse in Grid view or Table view, sort by name or last change, search by name, and Archive what you are done with — Include archived shows it again. Each presentation shows its works as cover, its client, Link active / Link not active and how often it was opened. One opens beside the list, at once even with hundreds of works.

Who may do what

Seeing, editing and sharing or exporting presentations are separate permissions in your user roles. On a presentation that shows prices, only people who may see prices can switch prices, prices of sold works or purchase requests, add works, publish or extend the link, or take it out of the archive.

A link travels further than the client it was sent to. Settings › Security — see Security check — points out presentations whose link has been public for a long time, stays valid far ahead, or was opened by many visitors, so you can shorten it or switch it off.

Still using WrkLst Classic? See Presentations in the Classic documentation. A presentation built from blocks opens in Classic, but its page is edited in WrkLst 10.