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title: “Piece history”

Piece history

Audience: Owners, Admins and Editors. Nobody else sees a piece’s history: other staff roles (Viewer, Curator, Show manager, Front desk, Treasurer, Calendar Manager) and member artists have no History tab and no Piece history by SKU box.

A piece’s history is everything that happened to one piece, newest first: what changed, when, and who did it. Use it to answer “who changed the price on DW00007?” or “when did this piece come off the floor?” without digging through records.

Seeing a piece’s history from the catalog

  1. In the sidebar, open Artwork Catalog, then the Artworks tab.
  2. Find the piece and click it to open Edit artwork.
  3. At the top of the window, click History (next to Details).
  4. The list shows 100 entries at a time, newest first. Use Previous and Next under the list to see older entries.
  5. Click Details to go back to the edit form.

Finding a piece by its SKU

  1. In the sidebar, open Settings, then the Recent Activity tab.
  2. In Piece history by SKU, type the piece’s Label ID (SKU), for example DW00007. Its current SKU and any earlier SKU both work (a piece that was given a show SKU is still found by the SKU it had before). Upper or lower case does not matter.
  3. Click Show history. The piece’s title and SKU appear above the same list the History tab shows.
  4. If no piece in your gallery has that SKU, it says No piece with that SKU in this gallery.

What each entry says

  • When: the date and time, in your gallery’s time zone (Settings, when one is set).
  • Who: the staff member’s name. When nobody did it by hand, it says Automatic (CartonCrew did it, for example sending the piece to Square after an edit), Square (a sale Square reported) or Phone upload (a picture sent from a phone with an upload code). A member artist’s own change shows their name with “(member)”. An older entry whose person was never recorded says Not recorded.
  • What: a plain sentence, with the value before and after where it is known, for example Price $450.00 → $395.00 or Status Available → Sold. Notes and descriptions are named (“Description changed”), never quoted.

What the history covers

  • The piece being created, and every edit: title, artist, medium, size, price, status, location, category, a medium fix, and the picture being added, changed or removed.
  • Taken off the gallery floor and back on the floor; pinned or moved on the wall plan.
  • Moved to Recently deleted (with the piece’s details as they were) and restored.
  • Sales, with the amount and where it was sold (in store, online, at the register, or a past sale recorded), the sale being fulfilled (picked up or shipped), and a sale being reversed. The piece’s status change from a sale or a reversal shows too.
  • Added to or removed from a show or exhibition, and returned from one.
  • Patron reservations (reserved, collected, cancelled, expired), layaways (started, paid off, cancelled) and consignment payouts to the artist (recorded, paid, reversed). Payout amounts show only to the people who can open Financial.
  • Register sales, labels and wall labels printed, and verification of purchase letters issued.

Buyers are never shown: no buyer or patron name, email, phone or address appears in a piece’s history.

Older entries

Before and after values are recorded for every change made since piece history arrived (October 2026). For changes made earlier, the history shows what was recorded at the time: where the old value was not kept, the entry says before not recorded (for example “Price → $500.00 (before not recorded)”), and an entry that recorded nothing about the change says What changed was not recorded. Nothing recorded earlier is ever changed.

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