How do private viewing rooms work?

Q: How do private viewing rooms work?

In the Art Studio’s Viewing Rooms section , choose any published or draft artworks. Your Artwork lists the archive: type in the search box to find a work by title, year, medium, type, or collection, or choose Show Filters to narrow the list by Availability, Artwork Type, Medium, Collection, Edition, Location, Sale Location, Client, Viewing Room, Exhibition, or Website. A filter appears once your records have something for it to sort by. Choose a work to move it to In This Room, or use Add all to move every work the search and filters left. A room holds up to 100 artworks. Add an introduction and a note for each work, decide whether to show price and availability, and optionally set an expiration date. Activating the room creates a signed private link. Replacing the link invalidates the old one immediately. Viewing rooms are kept out of search engines.

Art & Film · Full walkthrough

Make a private selection of artwork.

Choose works, add notes and share a private room with optional prices and an expiration date.

Before you start

Choose the artworks you want to present and review their images and catalog details. Decide whether prices should be shown and whether access should expire.

Step 1

Select a focused group of artworks

Open Art Studio → Viewing Rooms and create a room. Search and filter the artwork picker, then choose the works for this presentation. Add All applies to the filtered selection. A room can contain up to 100 works, including draft or published catalog records.

Open Viewing Rooms in Art Studio and select the works for the room. Keep the selection relevant to the person or purpose you have in mind.

Review each artwork’s image and identifying details before adding it to the presentation.

Step 2

Write the introduction and work notes

Add an introduction explaining the selection and notes for individual works. Review every image and catalog detail. Keep the text specific to this presentation instead of repeating the artwork titles or assuming the recipient knows the context.

Write the introduction and notes, then choose the display options. Decide whether to show prices and set an expiration date if you need one.

Read the room as a visitor would: the introduction should explain the selection, and notes should clarify the works rather than repeat their titles.

Step 3

Choose prices, availability and expiration

Set Show Price and the availability presentation intentionally. Choose an expiration date if the link should stop working later. Check these choices before activating; information in a private room is still visible to anyone who receives its working private link.

Only show pricing that is current and meant for this presentation. An expiration date is a limit on access, not a sale deadline unless you separately explain it that way. Private rooms are not indexed by search engines.

Step 4

Activate, review and share the private link

Choose Sharing Status → Active, create share link. Use Add viewing room for a new room, or Save viewing room when editing one, to create its signed private URL. Use Open to inspect it and Copy link to share the reviewed address. Replace Link immediately stops the old link; Archive removes access. A Draft room is not a working private presentation.

Review the entire room before sharing, including every selected work and any displayed prices. If an old link should no longer work, Replace Link changes the actual access address; editing the room title alone does not revoke a shared link.

Activate the room and open its private presentation before sharing the link. Check the works, notes, prices and expiration choice.

Share the reviewed private link with the intended recipient. Revisit the room if you change its selection or access settings.

Review checklist

The selection and artwork records are correct.
Prices appear only when intended.
The private presentation and expiration setting have been reviewed.

If you get stuck

A work’s image or details are wrong

Correct the artwork record, then review the room again.

The recipient cannot open the room

Check whether the room is active and whether its expiration date has passed.

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