Condition Reports | Exhibitions

A condition report is your dated evidence of how a piece arrived and how it left your care. In Crafted Call it is part of the intake workflow on an exhibition: you check a piece in, log its condition, and when you need a document you generate a condition report PDF for that artwork.

Everything here lives on the exhibition's Works tab, in the artwork list. Once the exhibition reaches a stage that expects work to be arriving or hanging, each row gains an Intake Status column and carries the intake actions in its More actions menu.

The intake sequence

Condition sits in the middle of a short chain. Each step unlocks the next, so the actions you see on a row depend on where that piece has got to:

Check In records that the piece is physically in your possession.
Log Condition records its state now that you can look at it.
Resolve Issue appears if the condition flagged a problem, and clears it once you say what was done.
Mark Install Ready, then Mark Installed, take it to the wall.

A piece cannot be installed before it has been checked in. If you try to move the whole exhibition to Installed while work is still outstanding, the transition is refused and names the pieces, for example: "Cannot mark this exhibition Installed: 3 artworks have not been received yet." Log each piece as it arrives, or remove it from the exhibition.

Logging condition

Choose Log Condition on a piece you have checked in.

Condition Rating is one of Excellent, Good, Fair, or Damaged.
Notes is free text. It is optional for the first three ratings and required for Damaged, where the box asks you to describe the damage.
Flag as issue (even though not damaged) appears for Good and Fair, for the case where the piece is sound but something needs attention before it hangs.

A rating of Damaged, or a ticked issue flag, leaves the piece flagged so it stands out in your intake list until someone resolves it.

Be specific in notes. "Minor abrasion, lower-left corner of frame" is evidence. "Some wear" is not.

Resolving a flagged piece

A flagged artwork stays flagged until someone records how it was handled. Choose Resolve Issue on the row, describe what was done, and save. Repaired, accepted as is, returned to the artist, and swapped for another work are all valid answers, as long as the answer is written down.

Clear these before closeout. An unresolved flag gets lost when the show comes down.

Generating the report document

Each row carries a Condition Report action, and the artwork's control shows Generate Report the first time.

Choose Generate Report. You will see "Condition report is generating. It will be ready in a few seconds."
Once it exists, the control shows the date it was made, for example Report (Mar 4, 2026), and opens a short menu.
Download Report opens the PDF. Regenerate Report rebuilds it from the current condition data. Email to Artist sends it to the artist on the piece.

The PDF carries the artwork and artist details, the condition record, and a verification block at the end with ruled lines for Staff Signature, Artist Signature, and dates. Sign-off is on paper: Crafted Call does not capture a signature electronically for exhibition condition reports, and there is no acknowledgement state to chase. Print it, sign it, and keep the copy.

Regenerate the PDF after you log anything new. The document is a snapshot, so a report made before a condition entry will not include it.

When to record

Record condition at the moments where responsibility changes hands:

At intake, when the piece arrives. This is your baseline and the single most valuable entry. Without it you have nothing to compare against.
After installation, so you have a record of the work in place.
Before the piece goes back, to confirm it leaves as it arrived.

Condition is recorded per artwork per exhibition. The same physical piece shown in two shows carries its own history in each.

Troubleshooting

I do not see Log Condition on a row. The piece has to be checked in first. Use Check In, then the action appears.

I do not see any intake actions at all. The Intake Status column appears once the exhibition is at a stage that expects work to arrive or hang. A show still in draft does not show it. Move the exhibition on, and the column and its actions appear.

Download Report says there is no report. Generate it first. Generation runs in the background, so wait a few seconds after choosing Generate Report, then download.

The PDF is missing a change I just logged. Choose Regenerate Report. The document is built when you ask for it, not continuously.

The exhibition will not move to Installed. The refusal names the pieces that have not been received. Check each one in, or take it out of the show.

Next steps

For more help, contact support@craftedcall.com.