A condition report is a dated record of an artwork's physical state — its rating, any flaws or damage, supporting notes, and photos. When you handle work that belongs to artists or lenders, a condition report is your evidence of how a piece arrived and how it left your care. It protects both you and the artist if a question ever comes up.
Crafted Call captures condition information as part of each artwork's intake workflow inside an exhibition, then keeps a full history of every condition entry so you can see how a piece changed over time.
What a Condition Report Captures
Each condition entry on an exhibition artwork records:
Condition rating — one of Excellent, Good, Fair, or Damaged
Condition notes — free text describing flaws, marks, frame wear, or anything worth documenting
Photos — images you attach as visual evidence of the artwork's state
Who recorded it and when — the staff member and timestamp are stored automatically
Issue flag — if the condition warrants attention, the artwork is marked with an unresolved issue until you resolve it
From this information, Crafted Call can also generate a formatted condition report PDF you can download or email to the artist.
Note: Condition ratings are recorded per artwork, per exhibition. The same physical piece shown in two exhibitions will carry its own condition history in each.
When to Record a Condition Report
Record condition at the moments where responsibility for the work changes hands:
At intake — when a piece physically arrives and you receive it into the exhibition. This is your baseline.
Before a show opens — after installation, so you have a record of the work in place.
After a show closes — before the piece is returned, to confirm it leaves in the same state it arrived.
For loans and consignment — any time work moves between your care and an artist, lender, or another venue.
Tip: A baseline condition report at intake is the single most valuable one. Without it, you have nothing to compare against later.
Recording Condition During Intake
Condition is part of the artwork intake and install workflow on an exhibition. The work must already be added to the exhibition (see ).
If the condition is anything less than expected, the artwork is flagged with an unresolved issue so it stands out in your intake list.
Note: A piece must be received before you install it. Logging condition at intake keeps your install-ready list honest and prevents damaged work from being hung by mistake.
Resolving a Condition Issue
When an artwork is flagged with a condition issue, it stays flagged until someone documents how it was handled.
Open the flagged artwork
Choose Resolve Issue
Enter a resolution describing what was done — repaired, accepted as-is, returned to the artist, etc.
Save
The artwork's issue flag clears, and the resolution is added to its history.
Generating a Condition Report PDF
You can produce a clean, shareable PDF of an artwork's condition record.
Open the artwork in the exhibition
Use the condition report control and choose Generate Report
The PDF is prepared in the background and is usually ready within a few seconds
Once generated, use Download Report to open it, or Regenerate Report to refresh it after a condition change
If the option is available, you can also Email to Artist to send the report directly.
Tip: Regenerate the PDF after you log a new condition entry so the document always reflects the latest state.
Viewing Condition History
Every receive, condition, and resolution action is kept as a dated, attributed event on the artwork. To review it:
Open the artwork in the exhibition
View its operational or condition history
You'll see each entry in order — what happened, who did it, and when — giving you a full provenance trail for the time the work was in your care.
Best Practices
Photograph generously. Wide shots plus close-ups of any flaw. Photos are your strongest evidence.
Record at every handoff. Arrival, before opening, after closing, and before return.
Be specific in notes. "Minor abrasion, lower-left corner of frame" beats "some wear."
Resolve issues promptly. A lingering unresolved flag is easy to lose track of at closeout.
Generate the PDF before returning work. Share it with the artist so everyone agrees on the final state.
Troubleshooting
I don't see a Log Condition option.
The artwork must be added to the exhibition and received first. Receiving marks it as physically in your possession and unlocks the condition step.
The Download Report option says no report exists.
Generate the report first. Generation runs in the background — wait a few seconds after choosing Generate, then download.
My PDF doesn't show a condition change I just made.
Use Regenerate Report to rebuild the PDF from the current condition data.
