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AI agent for fine artists

Edition and Provenance Record Agent

A register where every sale has a unique edition number and a matching certificate

AdministrationQuality controlCreatives
See how it worksGet access
Edition and Provenance Record Agent: what goes in, what the agent does and what you get

What it does

Edition numbers, certificates and sale records drift out of sync, which hurts value and buyer trust. On each sale, this agent checks that the edition number is available in the register. It updates the register and drafts the certificate of authenticity with the right numbers, title, medium, size and date. Then it checks that the register totals match the declared edition size, including artist proofs. If there is a conflict, such as the same number sold twice or a total above the edition size, it stops and flags it before drafting anything. It also checks the sale record for the buyer, price and date. The artist approves the certificate before it is issued. Edge case: a number reserved for a gallery is held and cannot be assigned.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Sale confirmed 2 USES A TOOL Look up the work and its edition in the register 3 DOES Check the requested number is free and not reserved 4 CHECKS THE RESULT Is the number available and within the declarededition size? If not: stop, flag the conflict and propose another freenumber. Back to step 2. 5 USES A TOOL Update the register 6 USES A TOOL Draft the certificate with title, medium, size, dateand number 7 CHECKS THE RESULT Do register totals match the declared edition size? If not: find the record that breaks the total and flagit. Back to step 3. 8 YOU APPROVE Artist approves the certificate 9 RESULT Certificate issued and register updated
Read the steps as a list
  1. Sale confirmed
  2. Look up the work and its edition in the register
  3. Check the requested number is free and not reserved
  4. Is the number available and within the declared edition size?If not: stop, flag the conflict and propose another free number. Back to step 2.
  5. Update the register
  6. Draft the certificate with title, medium, size, date and number
  7. Do register totals match the declared edition size?If not: find the record that breaks the total and flag it. Back to step 3.
  8. Artist approves the certificateThe agent waits here for your OK.
  9. Certificate issued and register updated

How it decides

A number is assigned only if it is free, within the declared size and not reserved. Totals must match the declared edition after every update.

  • Never assign a number already sold or reserved
  • Keep artist proofs separate from the edition count
  • Stop if sold plus available is not equal to the edition size
  • Record buyer and price with every number

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Reserved numbers
  • Artist proof counts
  • Certificate fields
  • Where the register lives

What keeps you in control

It always asks you first

  • Issuing the certificate
  • Assigning a reserved number

Hard limits

  • Never deletes register rows
  • Never issues a certificate without approval

It stops when

  • Done: register updated and certificate approved
  • Stop: a duplicate or total conflict cannot be resolved

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA sale of print 7 from an edition of 25 was logged. The register showed 7 as already sold to a gallery in March. The check failed, so the agent stopped, flagged the clash and offered number 12. The artist confirmed that the March record had a typo and the correct number was 9. The agent fixed it, totals came to 25, and the artist approved the certificate.

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