Create and Manage Editions
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How to set up an edition on a work, how its numbered copies and artist's proofs are managed, and how editioned works behave in the list, the basket and multi-edit. This article describes WrkLst 10.
What an edition is in WrkLst
Each copy of an edition — every number, artist's proof and exhibition copy — is a work of its own, with its own inventory number, availability and sales. The edition ties them together: each copy's Edition section shows which numbers exist and what has happened to each, and in the list Group editions shows the whole edition as one entry.
Setting up an edition
Open the work's form and expand the Edition section.
- Turn on the switch in the Edition header, or click Turn it on in the section.
- Leave the switch beside the sizes on Defined edition — one whose copies WrkLst keeps track of. Switch it to Custom edition, which is just an Edition text that appears in the caption, for a work whose copies you do not manage individually.
- For a defined edition, enter the Edition size, the number of Artist proofs and of Exhibition copies, or tick Unlimited. Show edition in caption adds the edition to the work's caption; Edition notes holds anything else.
The tabs Editions, Artist proofs and Exhibition copies then list every number — "Edition 1 of 5", "AP 1 of 2" — and show which work fills it. Mark the copy you are editing with This is the current work, create a copy from it with Create a new work from this one, or attach a work that already exists with Search works to attach. Fill empty copies with new works from this one marks every number still empty in one go, and saving creates a new work for each, numbered for you. If you set an edition size of 1, WrkLst asks whether you mean it and offers to Deactivate edition instead.
Editions in the works list
In the works filter, Editions only (under Detailed search › Attributes) shows editioned works alone, and Group editions, the switch beside Availability at the top, collapses an edition into a single entry with a count of its copies, so a print run does not fill the grid with lookalikes. Group editions can be your default under Settings → Preferences. Opening a grouped edition takes you to the first available copy; the setting Navigate grouped editions to the first edition instead of first available under Settings → General Account changes that.
Editing a whole edition at once
Multi-edit from an edition loads the whole edition — every copy, including the artist's proofs — rather than only the copy you were looking at. The multi-edit form shows the same panels and fields as the normal editor, apart from Edition, Group / set, Website, Import tools and Imported data, and with a simpler Change availability in place of Availability, with a tick box beside each one, so a price change, a new location or a corrected medium reaches every copy in one operation while the inventory number stays per work. See Editing and Multi-Editing.
Why it matters for pricing
Managed editions count as a single record for subscription purposes. An edition of five plus two artist's proofs is one record, not seven — see Subscription.
Still using WrkLst Classic? This topic in the Classic documentation: Create and Manage Editions