The Vault · Signature module
The gallery’s paperwork, filed once and for all.
Contracts, NDAs, consignments, insurance, shipping. Every document is linked to what it concerns, and can be found from the artwork as easily as from the contact.
An additional module, enabled on request. The Vault is not part of the core: it is added when the gallery has a use for it.
- One of the three Signature modules
- Enabled on request, never by default
- Linked to the core records
- Hosted in the EU
Filing
No document ever stands alone.
The Vault is not a shared folder. Every document has a type, and is linked to what it concerns: an artwork, an artist, a contact, an exhibition, a movement.
- From the artwork record the consignment note
- From the artist record the representation agreement
- From the collector the NDA
- From the movement the condition report
A single document can be linked to several records at once. Movements are covered by the module of the same name.
Document types
- Representation agreement
- NDA
- Consignment agreement
- Loan form
- Insurance
- Shipping
- Certificate
- Supplier invoice
- Other
Deadlines
Whatever falls due, you are reminded of it.
A consignment coming to an end, a loan coming back, an insurance policy to renew. The date is recorded on the document; the reminder goes out on its own.
- End of a consignment, a loan or an insurance policy: every document can carry its own due date.
- A reminder 30, 7 and 1 day before, by email and on the dashboard.
- The month’s deadlines, in a single view.
- Nothing depends on one person’s memory.
Who sees what
The log tells you who opened which document.
Every access is recorded: who, when, and from which address. A contract no longer circulates without your knowing.
- Confidentiality, document by documentDirectors only, or the whole team. Access follows each person’s role.
- Opened, downloaded, editedEvery action has its own line. The log is kept for twelve months and can be exported.
- VersionsAn amended contract keeps each of its successive versions.
An additional module
The Vault is added to the core, at your request.
The core of Artosera is included for every gallery. The Vault is one of the sixteen modules: it is never enabled by default. You say so when you build your Artosera, once the gallery has a use for it.
Around the Vault
- Artist contractsThe representation agreement linked to the artist, with its due date and reminder.
- MovementsLoans, consignments and deposits with their paperwork, shipment tracking, and condition reports with photographs.
- Fine-grained rolesWho sees the artist’s price, who opens the Vault, who can edit.
