File Organization and Sell Sheet Design with Procreate, Adobe Photoshop, Dropbox and Airtable | Kristina Hultkrantz | Skillshare

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File Organization and Sell Sheet Design with Procreate, Adobe Photoshop, Dropbox and Airtable

teacher avatar Kristina Hultkrantz, Illustrator & Surface Pattern Designer

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

    • 1.

      Let's Get Organized!


    • 2.

      Supplies and Your Class Project


    • 3.

      Organization Basics


    • 4.

      Airtable Overview


    • 5.

      Building Your Database


    • 6.

      Procreate Organization


    • 7.

      File Set up The Sell Sheet


    • 8.

      Pattern File Sell Sheet


    • 9.

      Airtable Advanced


    • 10.

      Thank You for Watching


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About This Class

Welcome to this class File Organization and Sell Sheet Design with Procreate, Adobe Photoshop, Dropbox and Airtable. In this class I will sharing my personal workflow of creating collections in Procreate, finishing them in a professional way in designed sell sheets using Adobe Photoshop so they are ready for sale, making sure that all my artwork is backed up in several places such as Dropbox, and further organizing in a database using Airtable. 

When just starting out as an illustrator in 2007 I had zero system for taking care of my digital files, my portfolio, and my over all business. It was a hot mess to say the least! In 2015 I got my act together by starting to get my business organized. Everything from my digital files, my back up system and started to build a database for myself so that I could easily understand what art I've designed, the contacts I have made and the deals that I have landed. I am so very excited to share my process with you in this class. Having a simple system for your business that you can easily keep up with that isn't too overwhelming has personally helped me so much and I hope it will help you as well. Let's get organized!


All illustrators, artists or surface designers of any level who don't feel like you have a system for all the artwork you are creating and would like to learn how to create a simple and effective way of organizing. As well as would like to feel confident in knowing how to prepare a professional final file to future clients.


Supplies you will need to create the class project:

  • Your art in digital file format. Doesn't matter which program you use to create your artwork. I personally use Procreate. Both Photoshop and Illustrator are industry standard.
  • A desktop computer.
  • Back up external harddrive and/or Dropbox or other cloud storage service.
  • Adobe Photoshop. (I personally use Procreate and Photoshop but you can easily adapt everything to Adobe Illustrator if that is your program of choice.
  • Airtable, a free account. No need to upgrade to the paid version.

My other Skillshare classes mentioned in this class:

1. Procreate to Photoshop Patterns:

2. How to Professionally Approach Buyers

3. Collections for Art Licensing


In this class I will be sharing a process of getting organized.

We will cover the following:

  • How to organize your digital files on your computer into intuitive folders.
  • Back up using external harddrive and/or Dropbox (or similar.)
  • How I simply organize and backup my files in Procreate.
  • How to design a sell sheet with an illustration. A professional file ready for sale.
  • How to design a sell sheet with a pattern.
  • How to build a basic Airtable database for your artwork.
  • Plus some advanced tips for using Airtable.

I am so excited to share my tips with you and to see what you all come up with in your class projects!

xoxo Kristina


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  • Plus check out my PROFILE PAGE to learn more about all the other amazing classes I am teaching here on Skillshare. I've organized them into categories for you, yay!
  • Want even more illustration classes? Check out the Skillshare Illustration section here.

Meet Your Teacher

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Kristina Hultkrantz

Illustrator & Surface Pattern Designer

Top Teacher

Hello Everyone!

I'm Kristina Hultkrantz an illustrator and surface pattern designer based in the super quaint small town Mariefred just outside of Stockholm, Sweden. You might also know me as EmmaKisstina on the internet. I've been working with illustration and design since 2007 and have worked full time as a freelance illustrator since 2010 and now a teacher since 2018.

If you'd like to hang out with me outside of Skillshare you can find me on:

o Patreon in my surface design collection making group called Collection Club.

o Patreon in my mixed media sketchbook play group called Fun Friday.

o My supportive private Facebook group for free Feedback Sessions of your work Resources for Creatives FB group, EmmaKisstina Insiders

o or on ... See full profile

Level: All Levels

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1. Let's Get Organized!: Hello, everyone. Welcome back to another class from me, Kristina Hultkrantz. I'm an illustrator and surface pattern designer from Mariefred, Sweden. In this class, we're going to be talking all about file organization. I'm strangely super insanely excited about this class because to me, it's such a big help and such a big part of your business. It's something that's going to be a real asset to you if you can get all your files in order, that you can feel like you're on top of your business by knowing what deals you have going, what kind of art you have created, what your portfolio actually looks like, and what it's made up of. All of this comes down to having a simple system that you understand how to save things and where, and where to find them so nothing ever falls through the cracks. In this class, I'm going to be giving you a glimpse into my personal system of digital file organization. I'm going to be showing you exactly what folders and in what order I save things as, so that you can adopt that as well. I'm also going to be showing you how to create a very simple database using Airtable, so that you can really keep track of all the incredible art that you are creating, so that you can have like a bird's-eye view of your portfolio in a very simple and gorgeous way. I will also be sharing a couple of advanced tips in Airtable, so that you can save a contacts list and link to deals later on when you start pitching and selling your work, so that you can always put on top of the money that you're making and the length of your contracts, and everything like that. As a second part of the class, I will be sharing how I go about saving my digital art files from Procreate to my computer, finishing them off in Photoshop. I want to show you how to create a professional finished file that you can confidently send off to clients knowing that you have presented your work in a professional way. I want to just jump right into the class because this is surprisingly going to be fine for all of you, secret nerds out there. Let's get organized. Let's go. 2. Supplies and Your Class Project: I have been running my small creative business for 10 years now, full-time. The first five years are unfortunately, they were like a hot mess, I would say, and that's being kind to myself. I didn't have a organizational system whatsoever. I hardly use a calendar. My calendar was pretty much something to doodle on. About five years ago, I got my act together. I discovered Airtable which revolutionized my life by just having this place that I could put everything. I figured out a simple structure that I could actually use because I've tried lots of different other organizational tools like Asana or other things like that, and they were just too complex that I wouldn't keep up with it. I would spend way too much time planning than actually doing things. Just having this simple setup for me, just having digital files in a very easy to understand manner is really helpful to me. Then having this database on Airtable that I can easily update without feeling too overwhelmed, there's not too many things that I need to update all the time. I really think that my system can be interesting for you as well, and I can't wait to share that in this class. Before we start, I just want to quickly go over the supplies that you need for this class. In this class, I will be using Adobe Photoshop to finalize my files. But if you work in Adobe Illustrator, you can follow along and adapt to that program as well. It's completely up to you which program you prefer, both are industry standard. I just prefer Photoshop at the moment. I am a digital artist, so I work mainly in Procreate on iPad Pro. That is what my artwork, how that is created. But you can of course, adapt this workflow with file organization if you are a traditional artist. I just won't be going over how to organize traditional art, but I highly suggest some drawer system that have thin drawers like the traditional, really vintage, gorgeous map drawers, or file drawers, or things that you can maybe find from a state sales or who knows? Even IKEA has the Alex Drawer set that every person on the planet has. Those are really helpful for organizing your physical artwork. You will be needing your artwork, of course, in digital file form, whether that is if you create it digitally or you scan it in and manipulate in the computer in some way. We won't be covering anything about Photoshop versus Illustrator. You just need digital files of your artwork. We will also be using a computer because I do feel like you need a computer in order to have professional work and save your work in a professional way. It is important to have some place to work in Photoshop or Illustrator and to make your files professional, and finished, and polished. I highly recommend a desktop computer or laptop that you can save your files from. Also, I don't think it's a great idea to save everything on your computer's internal hard drive. I highly recommend that you have an external hard drive. I have a simple one like this, it's two terabytes I think. They're not very expensive, this costs something like $30. It's important to backup your files and have some physical place that's not your computer, so if your computer crashes, that you have all your files because this is your job. All of your artwork is the most important part of your business, so it's important to back up in several places. Having an external hard drive is a great idea. Maybe even two if you're paranoid. Then I also suggest you saving into the Cloud in some way. I personally use Dropbox, but there's other services such as Google One. I think they change the name all the time, Google Drive, Google One, one of the Googles. There's also iCloud storage through Apple and things like that. I have the most experience with Dropbox and I'll be showing you how I saved my files with Dropbox. I like having an external hard drive that backs up. I have that connected to Time Machine on my Mac so that it's always automatically backing up my files. But I also have everything saved in Dropbox so that I have access to my files on all my devices, which is really handy so that I can save from Procreate into Dropbox, and then I can open Dropbox with my files in my computer to work in Photoshop. I can even open the files on my phone to show people what I've been doing. If you have a meeting in town or something, say if you're just like chatting with your neighbor, and they want to know what you're doing, you can show some files that you created. Those are the only physical things you'll be needing for this class. I also recommend opening up a free air account. There's no need to pay for the membership or whatever the upgrade. All of the free features are exactly what you need. As far as a class project for this class, there's only one simple thing that I would like you to do and that is to take a screenshot of your clean desktop to really mark that you took the time to organize your file system and you're working with a clean slate. I think that would be really fun to have like a mark, like when you're done, take a screenshot of your beautifully, newly, freshly clean desktop, upload that to the Skillshare class projects to notify us that you have challenged yourself to get your files in order finally. I can't wait to see all your fresh, clean desktops and also be fun to see what desktop images you all choose. 3. Organization Basics: All right friends, let's start off in our desktop computer, laptop, desktop, whichever computer you're using to do the majority of your work. Let's start getting organized there. To really start off with a win, I think that I want to do something really simple with you first, and I just feels so good but to have a clean desktop is really nice. I know when I'm busy working on different things, I take screenshots all the time, and I save folders on my desktop that are just temporary. There are things that I'm not currently working, nothing that's really important, they're just things that I'm working with or emailing or setting up or something like that. First of all, I highly recommend that you don't save anything super important on your desktop just because I feel that's a space that's temporary. But it depends on your way of working obviously, but I keep it as a temporary spot. Just to get a clean slate and have a first win in this organization journey, I'm going to highlight all of these screenshots and everything that's here because I double-check that there was anything I need to save. They're just things that I was temporarily working on, and I am going to move those to the bin, and I'm going to delete them forever. Yes, I'm sure. There we go. That's our first win. We have a clear desktop, and now we don't have distractions from that being chaotic. For me that was very easy, but for you, maybe you have to do some organization there. I'm going to jump in and right away talk to you about my file system on my desktop. Open up Finder, and this is just the recents. But if we go into Dropbox, that's where I save all my files because I want everything to be backed up into the Cloud so that I always have access to all of my files from any device, and if my computer breaks, if it explodes, if it crashes, then I will never lose these things because they're saved on my hard drive. I don't save anything on my hard drive. I mentioned I have an external hard drive that does backups like the Mac Time Machine. I've also previously backed up everything manually onto external hard drives. You can save everything to external hard drives. But I highly recommend using Dropbox or Google or something like that to save things into the Cloud. I'm going to show you here, I have two Dropbox accounts; one personal, one business, doesn't really matter. We're in my business Dropbox ;this is where I save everything that's important to my business, because this is what I work with. If these files were to disappear, it wouldn't of course be the end of the world because I can make new art, but it would be an incredible bummer of years and years of art that I've created. I have eight main folders. I have this one random folder that I don't know who created it and I can't delete it for some reason. Anyways, I have a folder for all my clients and every time I have a project with a client, I create a folder to put all the different projects that I've worked on them with. As you can see, I've had quite a few which is so insane to see, but it's been over 10 years that I've been doing this. That's a great way to have a place where you can go back if you have clients and you're going to work with them again, and if they need something you know, so keep that organized and separate. The next folder I have is design assets; and this is things that I use in order to create my art, such as I previously saved color palettes or brushes, like free brushes I have, and I have paid brushes for Procreate mainly. In here I have lots ones that I have purchased. Also textures for illustration. Sometimes these artists that they send out free textures and things, it's always fun to download them, but I've never used them, but if I were to, I have them. I think the only thing that I've downloaded and actually used is a gold foil image. Mockups is also another thing, this is where I keep mockups. Within my big folders, I don't have incredible organization. I have lots of different mockups that I've purchased or found or received or gifted or whatever, and other than that, I don't have incredible system for mockups. I don't do mockups very often anyway. Because I don't have that many, it's pretty easy to go through and make new ones. That's that folder; could be interesting. Then I have my Emmakisstina folder, and this is where I have everything for my business. In the business folder I have all my contract templates and invoice templates and all the invoices I've done. CV and cover letters. Etsy that's for my old shop when I had tons of different prints. Those are all the illustration on my illustrations I've done. Pattern-making, here's all the patterns that I have created on my own etc. My art collective, Swedish creatures, I have all that stuff in here. That's for all that. Teaching because I am a teacher. I have folders in here with my Skillshare and my Thinkific and my mentorship programs and other content creation that I do in my teaching world, such as for my newsletter and things like that. If you have another side of your business that you're working on, if you do teach or something, it's good to have a place for all of those things. Same thing with learning, I think is great. I love taking different courses, and you always get this great PDFs and things that can be fun to look back on, so it's great to have a place where you can save those and go back to them easily and see what you've done. I have my agents folders, I can go into them in second. Then my last folder is promotional; Here I have things from my blog images and Facebook group, Instagram. All of the illustrations that I create for Instagram I put in here. I have 2019 and before 2020, and then these are from this year, but I should just make a new folder for those. Let's do that right now; 2021 and I can easily just pop those in there just to keep organized. That's for that. Pinterest pins, all of these things. You can go back in, and whenever I want another image, I can go in and choose through things that I've already created and reuse them both on Instagram or for other things. The last two folders are for my agency, I am represented by Pink Light. I work with them now to create collections of illustrations and patterns. My Pink Light shared, this is where I upload all of my illustrations to their Dropbox so that they can bring it to their channels and their clients. This is where I keep all of my illustrations, now I don't. Previously, all the illustrations that I've created are in my Emmakisstina folder, but now because I work with them, all the things I do for them are in here. This is the system that I'm going to be sharing with you; how I organize all my collections. In here I have my collections folder, I have other promo information and templates for cell sheets that we use within the agency. But what's most exciting is of course, jump into this collections folder. I have broken it up into the different years that I've worked with them. Within each folder, I have each collection in a folder. Even if it's a one of illustration, I put it in a folder. If it's a larger collection it has a folder, and if it's a small collection it has a folder. Within the folders, I don't have any organization. 4. Airtable Overview: Okay, welcome to Airtable, my favorite thing in the entire world. I'm so happy that I discovered it back in 2016. It has seriously helped to make sure that I am on top of all of the art that I've created, all the deals that I've made, all of the contexts, that I know where to go in and update all that information. Before I would use random Google Docs or Excel sheets, but I feel like they were so easy to lose, especially before I didn't have proper filing system. I love that this is just online so you can go and update from any computer and see what's going on. They even have apps. I must admit I don't really like the iPad or phone app as much, but it's still there so that if I need to reference something that I have saved there, I can do that. On Airtable, I want to just give you a quick overview of the things that I have saved here and then jump into our way of saving collections and contexts because I think that's the most important. Everything else is fun to have and it can be an asset but if you go full force and do everything at the same time, again, I feel like you can get obsessed with organizing and creating this perfect system, and that can be distracting when you should just be focusing on your work, getting it organized, and then moving on to the next text, rather than perfecting the best system ever. Here in Airtable I have quite a few bases they're called, these little cubes and that is where I save different things. I have my main base, which is for my business and there I've used previously before having an agent that would put on my contacts in here that I have researched, my most important contexts, I suppose, previous pattern designs that I have created. I have created this and I have them by year. Again, I will go into this further, but I just want to give you an idea of what I save. Same thing for illustrations and other clients that I've worked with, deals and products. Stock is excellent if you have a small business with store, like here having all your stock for how many silk scarves I have, or pocket squares, or books, my acrylic trays and pillow cases and all those things, so this is a great place to save all that information. Same thing if you have stockists. I don't have any at the moment, but if you were to work more wholesale, that is a great place. That's one idea for a base, I call it a magazine HQ, headquarters. This is like the main things in your business; your contacts, your collections, your products stock, or even deals too. Another collection, just because I thought that base was getting a bit large and I decided to create another base that has all my links to different classes that I've created, and newsletter links and things like that so I can easily reference rather than going back to that website, going back to that class Skillshare to copy paste different links so I have that. Here, all my classes that I've created here on Skillshare so I can easily go in and find those links and I can easily go in and look at my cover images and things like that. Brand colors is interesting to save because where do you have that information that you can easily find your hexcodes so I have that for my branding. In different sites you need to reference what it was my beige color that I used so there's interesting thing. Messaging is also, I've saved a couple of snippets of my different bios and things. That's also something you usually use all the time. I have statistics and goals. I got to to be honest, I like set this up and I'm raring to go in January to use this, but I haven't been doing that this year. I've been focusing on just getting drawings done and things like that. One thing that I do use is my bookkeeping. I do very simple bookkeeping that I then send off to my bookkeeper, which is my uncle, for to help him with his job of going through all my different receipts. I save all my receipts. I feel awkward sharing that, but maybe I can blur out things, but I make sure to do all my bank statements, everything in and out from my bank, from my business account, and from PayPal. I make sure to record that and I keep a receipt for all of the transactions, and that makes the end of the year taxes so much easier than having some kind of folder or binder. Having everything digital and perfectly setup like this is great plus it's also nice to see how much money you're spending on different supplies and online classes and things like that, and how much money is actually coming in so it's important to have some idea of your financials. This isn't a proper bookkeeping tool, but it keeps that kind of thing organized. I highly recommend that as well. Then I have several other things for Pinterest marketing and blog ideas and things like that and other classes, no need to go into that. Again, all of the artwork that I'm creating right now is for my agency so I'm going to show you the way that I organize all that for her. This is my own system and I've figured it out myself by using Airtable for several years. I try to keep it simple but effective and easy for me to understand. In this one I have general information, I have our contract and different companies that we work with just so I know, and then I have my 2019 collections and 2020 collections and now my 2021 collections. I also have payroll activity reports and those extra things that has to do with being paid by her and keeping track of deals. Let's jump into what I think you need to be saving for each collection or each individual one-offs because you don't, of course, need to always be working in collections. You can do one-offs in small collections, big collections, another one-off, you don't have to always work in the exact same way. To start off with, I have a SKU number. I honestly don't know what SKU stands for, but it is like that standard number that all products, if you have a store, you create an SKU number for your product, just so that you can make it unique a number rather than always like a title. Some of my titles become very similar to one another. If you create 20,000 floral patterns, it's going to be difficult. Even if you create 20 floral patterns and they all are called something like sally floral, happy floral, you're going to get confused what they are, so having a number to signify what that pattern is and connecting that to that, it aids in not being confused all the time. Also, if you set send-off sell sheets to customers, they can say, "Oh, we like this one number KH379." Then you're going to be just like a 100 percent certain which artwork they're talking about rather than, oh, we like that floral that was called sandy floral and you mix that up with your sally floral. I'm just making stuff up. Yeah, you don't want to have that confusion. Having a number for your artwork is really handy. I do for this my initials K. H, Kristina [inaudible] and then I started at a 100. KH100 was the first artwork that I created and the one after that is 101, and then so on. I think that's like the simplest SKU number that I can think of. It makes it so much easier. You just have to know which number you're on by saving all of this in a database like this, you just keep going one after the other. Hey. That's the first thing you need an SKU number and then you need a title. I don't individually title my works, but I have a collection name. If I have a one-off, like this first top one it was a book cover example. A Little Princess, so that's the title of that. Otherwise, I have a collection and they will all be called, like this one was called Spread Your Joy Collection. I can show that to you quickly just so you can have an idea. It's in my spread your joy collection with the SKU numbers KH380-KH385. I haven't specified on this sale sheet which is which, because later on I also have them separately so here is KH. I haven't shown the whole just the image, not my cell sheet and as my example here, but you get what I mean. That one's 380 and the next one is 381, etc. As just a note to myself, I have the collection the whole collection with the full collection preview sale sheet. Getting mixed up in my words. Then I have spread your joy butterfly. That's just like an extra name just for myself, but not something I would share with my clients. I need to show you one of my sale sheets I think for you to understand this. I'm going to go in and find my spread your joy collection. There we go. I showed you the full collection with my SKU number and the collection name. For each of these illustrations and patterns, I also create a separate cell sheet with my logo, my agent's logo. But if you are just working with yourself you just have your logo somewhere on the sheet. It can be on the top, it can be on the bottom. It doesn't matter as long as the main focus is on the art. I'll be going over this soon in another section. Don't worry. At the bottom this one is KH382 and it's just spread your joy because that's the collection name. You can give your individual illustrations an extra name like spread your joy slash. This could be called The Future is Bright. But just to keep things more simple for me, I do it like this. Just have a collection and the individual prints or just a number. Okay. So that's that. I have a date uploaded because it's important for me in my agency to know how many things I'm uploading per month. But for you personally, it could also be interesting just to keep track of how many things you make per month as well. Give yourself the challenge of creating one collection per month, maybe that will be six pieces a month. I think that is completely doable and that could be nice to keep track of and to see that you're on track. It's nice to have a date and then you also just to remember, when did I create that? Or I created that three years ago or you know. Then the next one is attachments. It's nice to have an image of your work connected to all the information so that you can keep track of which is which. I like to just take screenshots. As you can see that the name is just a screenshot to keep my images really small in air because this is the free version and there's a limit to the size of each basic can be. I think it's pretty difficult to hit that limit, but if you're uploading really high res JPEG or PDFs and all that stuff, you could max out on the limit of your base. Just to make sure that I don't do that I do simple screenshots and that's what you could probably see from the first exercise we did with the desktop. I have tons of screenshots and that's from taking screenshots of my work and pulling them into Airtable. Once they're in here, I can delete them from my desktop. No problem. This is just an easy way. The next thing I have is status. I'm going to move my face to the other corner. This is where I can write in the status of that image, whether it has been sold or licensed. I just keep it blank if it's still available, otherwise, you could fill this with available, but I think it's easier to read if it's just blank and then you can have sold or licensed here. I like to make a note then of who, which company it's been sold to or license and for what products. Here you can see, one example I licensed an image to a company called Stupell and who was for wall decor. That one was licensed so I don't have any payment information there, but I could add that in later if you're possibly got a upfront fee and whenever you get royalties, you could keep updating that so you can keep track of how much money you're making. The next three things are connected to my payroll so I can keep track of that I'm being paid and things like that. We don't need to go into that because it's a little bit different, but just making sure that you have the SKU number, the title of your work, a date when you created that work or uploaded it into your system, that it was a complete, an attachment of the images that you're creating so that you can reference that later if you forget what spread your joy, the future, which one is that so you can go in and look at that. A status is great because I assume you're trying to make money from your art if you are interested in a class like this. Having a place where you can write. As we can see here is an example on hold because sometimes you're making deals with some people and you want to make sure that you don't sell that to someone else if they're sampling or something, who knows. Whole of these could have license or sold. There's many other categories that you could write in and you can write notes such as you could have. It could be a category license. We don't want to make it so confusing that it becomes difficult to keep track of. Another thing, because I have an agent, I'm not dealing on that side of when the deals are being paid and how long they're lasting. I don't know any of that information. That's one of the nice things about working with the agents that I can just fully think about creating artwork and uploading it to her and she does all the marketing and payment. But if you don't have an agent, which is totally fine, you can do this all yourself. Having a status who you're licensing to, the date that the license is over, it would be great to document that and even put a reminder on your phone, so that you can update your listing when that is over or contact the company again, see if they want to renew. I think that would be another important thing to have in your database. This is the grid view and this is where it looks like a traditional spreadsheet. You can also increase the row height if you want to see your icons a little bit better. By increasing this, we can do extra tall. You can really see your artwork here, but then you can't really see so much of your listings. I'll keep it at, I think medium is a good in-between so you can really see what's going on here. I will also want to show you that you can change your grid to gallery view and Here you can see all of your images altogether. You can see you have a bird's eye view of your entire portfolio and what everything looks like. I like seeing all my work like this to see what I have done. There's so many things you can do in Airtable and again, I don't want to make it too complex for you. I thought that I would show you my process of adding in a few listings here, so let's update this database with this new collection that I've recently created. I know that I'm on KH462, so the next one would be 463 and this is the six-piece collection, so 63, 64, 65, 66, 67, 68, so KH468, and that is my collection. Then you hold down the Shift key and press "Enter" to create more cells or rows. Then I would do again, that's the first listing is for my collection as a whole to show the whole thing and what is called and to have the collection preview. Then the next ones I will do KH463, KH464, and so on. There we go 1, 2, 3, 4, 5, 6. There's all my six pieces. I only need to come up with a collection name. I'll try to be as literal and easy as possible, I'll try not to spend too much time on my collection names. It's completely unimportant, but it's not very important to me to have this huge thought process. I try to just create collections really quickly, bring them out, I get them out into the world. It's not that important. You don't need to write an essay about every single collection and put your heart and soul into all the messaging behind it. If you want to, that's really precious, and do it. But for me, I'm treating this as a super business. I don't want to be too attached to my collections because I'm trying to sell them off and license them, so by just giving them a nice name but not make too much. I don't want to spend too much time on that. Okay, so let's take a look at my collection again and I haven't figured out what I was going to call this, but it's a jungle theme so use the toucan, a wall art thing. I did a tiger, so I did an acute girl, so it's like a vacation out of office. This one's slightly random to those and these ones are going to be turned into patterns. I did two patterns. I feel like it should be called something with tropical or jungle. In the meantime, I can start creating my folder, so I will do the same thing I know my, oops, oh no. KH6, no, my God, 463 through KH468. Then just do a little dash and I'm going to write the collection name I have to think them now. I think I'll just do tropical paradise, that's so easy. Tropical paradise. Then I'm going to put all these original artworks into that folder. Here we go. That's how I do that and then I'm going to go back into here and I'm going to write tropical paradise collection. Tropical paradise slash, something just to notify help me figure out which one's which. It doesn't matter which one in your collection, but sometimes I think about which ones. I can do all the illustrations first and then the patterns, so the first one we are going to do toucan and then the last one was birds of paradise. Then one I'm completed my cell sheets and all the files, then I will update this with a date. While I'm creating my collections at the same time when I'm starting to get done or when I'm planning things out, I have my air open. This is why I'm in this weird order of this video, but I felt like I couldn't show you how to do the files because I do these at the same time. We'll have Airtable open and I'm thinking about the name of my collection at the same time as I'm adding that into my database here as I'm uploading my artwork too and finalizing in Photoshop. I'm doing this at the same time, that's why I wanted to show this. Then once I have finished my artworks, I will put that in here. But to show you, I can quickly do the ones that I've finished. Again, I'd just like to do a quick screenshot so that I can get an idea of what those ones are. If you are on a Mac and you don't know how to do those screenshots, it's Command Shift 4, and you can cut out exactly what part of the screen that you want a screenshot, much as [inaudible] I use that all the time. Then here we can go to desktop, that's where those two are, and I can pull them into my database. Let's just pull them in from here, find their Window. Here's the toucan, so I'm going put that one there. I'm doing a lot of things right now with the recording, so it's a little bit slow, and we'll do the other one. That is how I update this. Very simple as I've shown you and as I sell something I can write in here sold and then I can write two words like Walmart and then here I can write in the price like $1,000. I'll take that away because that's not real, but I don't want to confuse myself just as an example. As I always keep my simple database up-to-date, I'm going to go ahead and show you how to create your own database so that you can also get organized in this way and I can help you customize to you. We'll go into a couple of nice haves. These were the first essentials, but there's a couple of nice to haves as well. Let's get into that. 5. Building Your Database: Now it's time to create a database from scratch. I'm going to show you how to make one of your own. Anywhere on yours is going to have as many as mine, but anyway, this been "Add a Base" click it. I'm going to go down here to my examples because I already have this section there. Add a base, you can start with a template, but we're going to do from scratch. You're going to title your base here. You can write whatever, you can do my HQ idea if you want, although we can also just write collections, pick a color, this teal is nice. You can pick a symbol to signify your collection. Let's See what they have. They've a pencil, do they have like a paintbrush or something? No. We'll go with the pencil. There we go. Here is your base started. It starts off with one table as this whole section is. You can add another table just like another card. To go back to Table 1, we'll change this to collections. Again, even if you don't work in collections or you don't all the time [inaudible] we're just going to call it collections. You could also call this artwork designs, whatever. It doesn't matter, just where you are putting your artwork. Collections it could be called or just write artwork, illustrations, patterns. I'm going to put them all together. Doesn't matter if you create lettering pieces, illustrations, pattern designs, I'm just going to put everything together. Because if you start making different tables, it becomes many different places where you need to be looking. It's just easier to put all of your artwork in one place. So we'll call it artwork this time, but it could be collections, artwork, art, images, whatever, you choose. Name here, the first one, I want this one to be your SKU number. Rename field by pressing that little triangle pointing down. This where we'll write SKU number. The next one. I want that one to be the title of your collection. Here we're going to customize the field type. right now it says "note", so it's a long texts but we don't need that we can have a single line text. We're going to call this section "title", save. Next one. We can do attachment here it can be the image. We're just going to rename the field because it's an attachment. That means you can add a photo or PDF or [inaudible] screenshot JPEG image. Here we have a status button already, so let's keep that. We can just re-customize it. Here's to-do in progress down like a to-do list. We're not going to use that. Instead status, we're going to write "Add an Option" here we can do Sold, Licensed, and then On Hold. When it's plain, it is available. I think that's the cleanest, easiest to see, then you can see all the ones that have something going on. Then there's something going on. I can show you customize here you can also customize the color of these. Sold could be red, License could be yellow and On hold green, something like that. Choose your colors. Here, you can also choose to alphabetize them. License, On Hold, Sold. No, it doesn't matter. Can I go back? No. Can't. Save. Another thing that's great is to have a date. Here we can do, whoops, collaborator, no date. We'll write in the name date. You can choose the format of how you like it. Friendly, cute, US, European. I think I'll do local because I'm still in that I'd use both, I use the American way and the European way. It's slightly confusing, but it does matter. I also do like ISO whatever that stands for. I like with the year at the beginning. Let's do that just to be different. Great field. I like that. Those are the essentials, I would say, to keep track of what you're doing. You can easily know what number it is, your title and image for reference, the status and the date that you created this. I would put maybe the date before status, and after status, I think it is a good idea if you were to have a deal with us, it would be nice to have a place where you can write some notes. So that you can keep track of that. Let's also do another single line text in here. Interest rates sold or slash licensed. There we go. Then you can write the company name there. Next one could be interesting to write how much you made from that deal, especially if it's like a one-off. Royalties get confusing sometimes. But here we'll write sold/Licensed if it's a flat fee. Here is the way that you can do position, how you want it, but two zeros is great, this is with a $ sign. If you use a different currency, you can write that in. If I want to do Swedish Crowns, I could use ACK, which is our abbreviation, but the $ sign is fine. I usually work with $. Also could be interesting for it's where deals do have a little note sections. You can have a long text and you can call this Notes if there's certain things that you want to remember about that deal. Note section is good to have. Again, if it's especially a licensing deal or a flat fee license for a specific amount of time, you can add in another date. Here we would write "Licensed Until", and then you would write in the date of how long it's licensed till. Again, I think that would be a good idea to have a notification on your phone or something like that where you can notify yourself that this deal is over in two years. When that deal is over, you can go in and you got a notification on your phone the deal is over, you can email the company, ask if they want to license it again. If they don't, then you can update your database here and say, rather than it being licensed, like it has been for the past two years, you can go in and make it available like that. So you're keeping track, things like that. One other fun thing that I would love to introduce would be categories. Creating Categories for your artwork is a fun way of keeping track of the different kinds of artwork that you are creating. You would create a multiple select collection category, what's it called? You create a multiple select option. In here you're write "Category". Here we're going to add an option. These are all the different kinds of designs that you create, different things. Could be florals, this big one, Christmas, baby, kids, and juvenile design. You could just write. All the other things, all the different other holidays. You could just write "Other holidays" everything except for Christmas etc all the things that you do. It depends on how specific you want to be. Create field. This one you can move before the status just for fun. I didn't show you this part in my other overview, so let me just show you how this works because it's fun. Let's see, where did I do that? Did I do it here? Yes. In my pattern design section, you can see that all of my designs, I have given them a category here. I have animal, food, everyday, nature, floral, Christmas, etc. If I were to go into this base and I wanted to know what all the different categories I have, then I can do that easily. Let's see. You can also filter, add a filter from contains name. This is where. Where do we want to make the filter? We want to filter the category, and then you want to pick one of these. If you want to check out how many florals I made, or how many animal designs have I made. Let's check out Christmas for fun. These are all the Christmas designs I have in this base. I can see how many are available, so all of these are available. I can see, oh, I only have this many in my Christmas collection. Or these are the only Christmas items I have, maybe I should beef that section of my portfolio up. Or you can also look at all your florals. Here I, of course, created quite a few more because I love doing floral, so that is a way of checking out all of the different things. Again, you can also look at this in your gallery view with the filters. You can look at all of the different floral designs that you have so that you can keep track of what you've been creating and how much of each. I think this is a really fun way of organizing and thinking and seeing your portfolio as a whole and seeing what's missing or where there is holes. You can just work intuitively and be like, "I feel like creating a Christmas collection. I feel like creating another floral collection even though I have 5,000, but I'm really good at those." It's just an extra idea. I really like that. If we go back to our collections base, we can start to fill in these things. The first thing you would do is to start off with your initials and then 100. Then you would create the title of your piece, either a one-off or collection. Again, for each individual design in the collection, you can create a separate title for that as well. I choose not to and just have a collection title overall. It makes things so much easier and I don't have to think about names, because that can trip you up, and I don't want things like that to trip me up. Then you attach the image of your work. You can either pull it directly from Finder into here, drop files here, like it says, or you can press the plus sign and choose from one of your things on your device or directly from Google Drive or Dropbox, etc, depending on what you use. We don't want to do that. Go away. We have the date that you uploaded just so you can have an idea of when you create this artwork can be nice. A category was fun like I shared with you just to have an idea of the different designs that you create. You can have in different categories by choosing florals and babies, baby floral. This is great also if you get in contact with a company and they want to see all of your floral baby designs, you can easily go through your portfolio in this way and see all of your designs in that category without having to remember what you have. Just by organizing your portfolio in this way, you can do that automatically, which is really neat. I think that's the biggest asset for that. Again, he'll move me over here. Status, this is when you make a sale or license. I keep pressing the wrong button. Here, you can say that you license this to a company. We'll go to Walmart again and you can write in the amount. You got upfront fee of $250. What is it called? You got advance for 250. Here in the notes you could say, advance 250 plus future royalties at seven percent for three years. Something like that. Just simply outline what your deal was just so you have all that information. I'm sure there's plenty more information. Here we go. Here you would write the date, and you just choose whatever you want to, whatever three years from the date that you created the deal, etc. We just pick a date. It's just nice that I keep track of all of the important information that you have here. That is your first collection created. There are, of course, probably many other features that you can add into your base that you find interesting. One idea that I have is, if you work in different media, if you sometimes work in traditional media like you paint, you could create different formats here to just keep track of what formats you use. Or if you use Photoshop and Illustrator, you could create another single select to write the format that you're using. Here we go. Here you could write original artwork, Photoshop, and Illustrator. If you work in different mediums, and you just want to keep track of which one's which at the moment, I just work with Photoshop and Procreate, so it's pretty easy for me. But if you work with lots of different medias and you work with Illustrator sometimes, that could be another thing. Other than that, I would try to keep it simple like this just so you don't get overwhelmed. There's not too many things to update and keep track of. This is just a place to go back to and see your information, and just keep track of what you're creating and who it's being sold to, and simple as that. I really hope that this database is going to help you feel like you're more in control of the artwork that you're creating, that there's a purpose to the artwork that you're creating, and that you find it really helpful. 6. Procreate Organization: I wanted to quickly show you how I go about organizing my files in Procreate real quick and then uploading them to Dropbox just so you can have the idea of that process so I can show you the whole way that I work. I'm going to open up Procreate, and within Procreate I have stacks that you can create. You just pull different documents on top of each other and create a stack. I like to keep things in order of year, just so stacks don't get hundreds and hundreds of artworks because I am prolific. I have collection sketches as the first one. That's just where I do doodles of my ideas for different collections that I want to be creating. I have a stack with lots of square artwork for Instagram that I'm working on. For this year, I have my artwork for my agent that I'm working on. All the different collections that I'm creating and all the artwork here. Just to keep everything separately. Here I've started a new collection. I always start with the background colors just to get the first idea of how it's going to look together. Yes, then it keeps going like video thumbnails, my own work for my webshop, and things like that or these kinds of posters I have in this folder, things like that. You just have a way of going back to artwork. I have my Instagram images from last year. It's just great to have everything in one place so that if you want to go back to, oh I remember I created something for Instagram last year that I really liked. It's right here. One thing that's sucky about Procreate is that it doesn't automatically upload to the Cloud or backup some way like that. I hope that's a future that will come. So you have to automatically upload and backup your artwork from Procreate and I would do that every time I'm done with an illustration, I automatically upload it to my Dropbox in the different folders that I showed you before. But just to show you how I go about doing that, I can show you that process. If we say the jungle, what did I call it? Tropical paradise collection. I created these ones so to upload them in bulk, which is really easy and you could even do this for the entire stack. You press the "Select" button up in the right corner. You checkmark the artwork that you'd like to upload. So that's the six pieces in that collection. You press "Share" and I'm going to upload it in a PSD format so I can get all my nice layers. PSD can take a while if you have large files, which I usually do because they have lots of layers and details, and there are six items so take some time. There is a shortcut to Dropbox but I always find that one's kind of buggy and doesn't work. I'm going to use save to file because I have Dropbox, I can just easily automatically save them in there. Dropbox, as we saw here, all the different folders that I showed you before. For my agent, this was an agent collection. I'm going to go into pink-like collections 2021, and I had already created a folder for this one. Here, KH463 through KH468 tropical paradise. I have already uploaded these here, but that's where I would click and I will press "Save". But I've already done that, so I'm just going to press "Cancel". But that's how I get my artworks from Procreate over to Dropbox. I just make it a habit of once I'm finished with the collection, I upload it to Dropbox and then I open it in Photoshop and get it all finished. That's the process that I want to show you now, is how to create professional finished files. Another thing that I can show you before I close out Procreate is just to take a look at one of my files and how I set it up. I am not crit cycle about layers, but it's nice to be able to have layers so that you can go back and easily change colors and manipulate things. This is something that you as the artist will be in control of and your customer doesn't necessarily need to have 1,000 different layers. They usually just want the different motifs on different layers. But again into that later in the next section when we go with the professional final file. But here just to give you an idea of how I work and I do not label anything. I'm going to be a hundred percent honest with you. I do not label my layers, and I hardly ever group anything, but sometimes I do if there is a lot, this one isn't that huge, so it's not that difficult to see where everything is. But if you start getting up to 50 layers then I think I start grouping things. Here we go. The background color, and then I have the background texture on another layer. Then I have the leaves as a shape, and then I have clipping masks on top where I can manipulate the textures and add details. Same thing for other leaves. The bird is made up of different layers like the black with some texture on top and the yellow detail and the eye socket area and an eye, and then again the beak with a clipping mask on top with all of the details. I have my sketch in here still. I can bring that to the top. So I have all the different things. It's nice to have things on separate layers that are just one color because then you can easily go in and change colors. I'll pretty much press the buttons if I just show you that. Swipe to the right with two fingers on the layer to make it Alpha lock, and then select the color that you like to choose. We can keep this light blue and then press "Fill Layer". All of sudden, you've changed all the colors on that item. There we go. So yeah, I don't go crazy with layers. Everything doesn't have to be on one layer. If you can see this yellow on the bird, I put the texture right onto that layer because sometimes changes. If I wanted to redo that, it would take me five seconds to add texture again. Let's just look at my files and how I make up my artwork. I use layers, but I don't know. Not an insane amount, a nice amount. 7. File Set up The Sell Sheet: All right, friends, we are now in Photoshop as you can see. I wanted to take you through my process of creating a final file. I do this when I am done with creating my collection of designs. I have everything ready to go and send off, and in my case to an agent. But if you just work for yourself, you have them ready and you can pitch them and if you've got a yes, which can happen like in an e-mail away and give it like yes, we want to buy that. If it's ready and you can feel stress-free to send that off that it's professional. I'm so excited to share this part with you. Now, I talked a lot about designs, collections, art, illustrations, hand lettering. I interchange these words sometimes and I understand that that can be a little confusing, but I'm trying to adapt this class to not just illustrators, not just hand letters. Or it could be for a fine artist, even photographers could take some clues from this class, or take some insight from this class. I just want to clarify what I mean about a collection. A collection I just feel is several artworks that are put together that go together. If we go into my portfolio again, so I can give you an example I would love to share with you a collection in my mind. A collection is just a grouping of artworks that have the same theme. I like to stick with matchy-matchy themes. If it's a collection about here, we can see this, my bee happy collections. You'll bring this up. It is a collection of artworks that have the same theme and color palette and style. I like to make sure that they match in a way that they're drawn in the same way using the same digital brushes, have the same color. I don't repeat motifs. I've mentioned that many times in my classes before. I think that's very important for a collection. Adds value to your customer that they're not buying the same design over and over just repeated differently. A collection can be made up of hand lettering pieces, illustrations, patterns. It can be all patterns, it can be all illustrations, it can be all lettering pieces, and it can be a mix of all three. This collection here happens to be just one illustration with five patterns. That's different for me. Just depends on the ideas that I get I don't have a full-on idea. I do usually like to have more than one illustration. Let's see if I can bring up another one that I have done. This one maybe. Here I did two illustrations with four patterns. You can see again, they all have that same style, but there's nothing that's been repeated really and these illustrations can be used for cards if they just added some hand lettering in here. This time I didn't choose to do the lettering myself. I just wanted to clarify, I guess what I think a collection is and what an artwork is. An artwork I just see is a singular piece and that can be a pattern, an illustration, or a hand lettering piece. Could even be a painting that you scan into the computer or a photograph. That was just a side note. Here we go, let's get back into Photoshop. I have mentioned in several of my classes too if you've taken them that I like to present my work in a cell sheet and we can bring up one of my sell sheets for my agents here. I like this one with the moths. I can show you what that looks like. It is an incredibly professional way of presenting your work. If we're going to be pitching your work, it is a great way to do that because you have your logo on here. In my case, I also have my agent's logo because I'm represented, otherwise you just have your logo. You have your art as the main attraction. You're just showing a nice selection or nice pieces of patterns. You don't have to show so much of the pattern if repeated ten times, just zoom in so they can see the details. They get the gist that this is repeated over and over that it's a pattern. I write my SKU number and then the collection name as well as contact information. The email address where you can contact for more information. Why is a sell sheet so important in professional and good to have? When you send off your work in emails. If you just send a picture of your artwork without any of your information on it Some companies like to print this out. They would have to manually write your information on it to keep track of who it is. Now, what if this doesn't happen and they don't manage to do that and they forget which email where this artwork was from. Maybe your artwork won't be sold just because it's simple fact that they forget or they can't figure out who the artist of this piece is. Instead, if you send a pitched email with a low-res JPEG with this sell sheet with your logo, with the artwork, with the name of the artwork and your contact information, your website, and your email directly on the sheet. They can print it out and they can show their team. Then right when they go to buy it. All of your information is there so they can write you an email and say that they are interested in licensing or purchasing or something like that. This is why that's important. Your portfolio can just be made up of all of these sheets. You can have a password-protected site where you just have them all showing. You can have them in different categories, like in little galleries, like all of your florals. You don't have to make it that complex. You don't have to make incredibly work-intensive look books with mock-ups. You can just show your work like this. Just show how it looks. You don't have to sell it that hard in look books and things. Those are nice to haves but not essential. This sell sheet is a great way for you to pitch your artwork, but it also is an incredible way for you to sell your artwork. You can sell your artwork and put it into a sheet-like this as the final file so that the company, again has access to your contact information directly in the final file. I'm going to show you how to create one. Let's start from scratch. We're going to do a new file, and we're going to do a custom size. So let's see. In the agency, we do 11 by 14. But another good size would be an A3. Let's see, do they have those? Print A4 six a3. A3 is 297 by 420 millimeters. That's a good size. It's big enough so that you can actually see your artwork, especially if you were to one day go to a trade show having an A3 or 11 by 14 size or 11 by 17, even if you wanted even more space for your contact information as a great way to present your work at a trade show. They can flip through all your artwork and even take that sheet home if they purchased at the show. I assume that's where the word sell sheet came from. Anyways, an A3 image, 300 DPI. RGB is fine. I like working in RGB and converting to CMYK later if needed. I think he just looks nicer online. We have our sheet here, It's A3, and we're going to start adding our information on here. We can start with our logo. I'm going to go find that and because I have organized my files, I can easily do that. In design assets, I just have it open here because I use it all the time. Pull that in. Make it not as obnoxiously large. The way that you design your sell sheet is completely up to you of course. I'm just going to simply do my logo at the top. Then at the bottom, we going to add some text where I'm going to have my SKU number. This is tiny, 12 points, maybe we'll do 16. This is Futura Light. I like Futura, so we'll keep that. We'll do 463 because that was one of mine and then the tropical paradise as my collection name if you recall. That's just the artwork number. I forgot the space in between. There we go. Then we also just simply need our contact information so I just write my email and website. There we go. Those are all the elements that we need in here. I would put this one at bottom. There we go. We can group this and name that logo or contact info, that's better. There we go. Now, all we have to do is insert the art here. Of course, when you create your sell sheet, you can create this as one, as a template and then you can just keep updating and so you don't have to start from scratch each time. Let's bring in some art and look at that. I want to show you portfolio collections, go to the tropical paradise and let's use my toucan that we were looking at before. I save that working file from Procreate and that's just my original file with all the different layers that it can easily go in again, in Procreate, and adjust colors if I need to redo something or move things around. I can also do things in Photoshop as well. But I feel like this is a finished piece of artwork that I'm happy to sell. Where is my sketch? Here is his sketch layer. I usually delete that because the customer will not need the sketch. Make sure to remove anything else that you have in your working files such as a color palette or something like that and just make sure. Again, because this is a final artwork and for the most part, this isn't going to be manipulated by the company if they want to do changes. There could be something in your contract that you say that you would personally like to do them yourself so they should contact you to make changes. But most companies want to have access to layers and things so that they can make small changes such as if they just wanted to change the background color a little bit. But they most likely aren't going to be changing everything. But it is nice to have all the layers that you have available. I'm just going to select everything, copy it and bring it into my sell sheet, paste and group this. I'm just going to name this one Art. Now we can see that it fits pretty well. On here I can change. This is an 11 by 14 artwork on an A3 sheet, so I think that looks quite nice. I'm just going to adjust my logo to be a little bit smaller. Auto select group layers, I'm just going to go in there and just adjust so that this fits better. Same thing down here with my text. Should probably write paradise correctly too. There we go. Here's a simple sell sheet that you can send off to your final client. You save this as a PSD so it retains all of the layers which are very important, their groups. We're going to save this as, in my Collections, 2021, Tropical Paradise, then I would write the SKU number, which is K-H, I think this is wrong now, but this is just an example and then tropical paradise, psd. You can one as a PSD with all of the layers. Save, there you go. Then we also want to save a smaller version that we can send in emails or to upload to our website in a password protected area of your website. Let's see. I like to use the Export Save for Web feature, and this will save a smaller version of that, usually under one megabyte is good, just not bogged down people's emails. This is 1.1, so that should be fine. It still retains good qualities because you don't want to send off a low-res, insanely bad quality artwork to a potential client. Because they might think that that's what your artwork actually looks like and we don't want that. You just want a high enough quality so that they can see what's going on there. It looks good, but not so much that they can reproduce it really, but I wouldn't worry about that. I would rather you send off nice-looking, high-quality artworks than worrying about people stealing your art because that's not happening as much as you would think, that's a very small chance. It's a bummer, but still. Same thing, you save it as the same thing, but just as a JPEG here. There we go. That's that first section and we can go back in here and I have my two final files for this artwork. When I'm ready to pitch my artwork, I will choose this JPEG to send off in my e-mails. If there's a certain client that requests all my jungle images that I have, I can go through my portfolio in air table and look through all the work that I have. If I had categorized it, I can go through my animal artwork and pick up all my jungle animals if there was a specific thing you know. Or every time I finish a new collection, I can send them off and show a favorite client what I have been up to. These are great and then once I get that sale, I can send off this PSD that has all of my contact information on the sheet, but it also has that group artwork in there that is layered so they can take a look at the layers and manipulate things. 8. Pattern File Sell Sheet: Okay moving on, I want to share with you a pattern instead, just to show you the process of that because it's a little bit different with patterns. Let's go to folder, let me open a new one. Now we're back in my folder for this collection that we're just starting, and for each artwork I'm going to have the original file, I should probably rename this something other than Untitled Artwork, so I'll just call it toucan. It's a PSD with all the original layers, all the sketches, and all of that in there and the other things. Yes. I'd also like to mention that before you even sign a contract with a company that you should be asking questions such as how they would like their files delivered, what color profile, if they prefer RGB, or CMYK, or anything that they need. You come off really professional when you ask those kinds of questions. You don't sound dumb, it's the opposite. You're trying to make sure that you're presenting or sending them a file in the way that they like it. Sometimes companies will ask for specific things. Sometimes they just want a flat JPEG. You can do both things. You can have a mix of different things, send them the PSD in a cell sheet, you can send them a flat JPEG if that's what they want. Just have to communicate with your client. Just wanted to pop that in there as well, just so that we can get things straight. I want to show you the process of me doing one of my patterns as well, just so I can show you how I set up that too. Let's pick this one and I can quickly show you that. Okay, I'm just going to set up the sell sheet here and I'm going to steal this background and make a duplicate of that and I'm going to pull that out and then I'm going to get rid of this art. There we go, so we have that shape of the artwork and I'm going to just use that as a template for putting my pattern on and you can use this as a template later. You don't have to have a color. It can be white, with a little outline or something. Let's just do that again. We can just color this white so you get an idea, but then you can't see it, we can make it gray. There we go. That's your template. You can save this and you open it up and you just change the title and the SKU number and add your artwork in a folder on top. This is your template. I'm just going to close out the toucan because you don't need it. I don't want to save that. I don't need this one either. Here we go. With patterns, what I like to do is I'm not going to send them all the layers of my patterns, I'm just going to send them my motifs in different layers so that they can manipulate the pattern in that way. This is my original file and I'm going to save this like this so that I can go back and use all the different layers to change colors and manipulate if I need to go and do changes if requested by the company. This first layer is the sketch, so I'm just going to delete that, and then I have all my layers of these different items and the patterns. It's only eight layers in this pattern so isn't that much and I'm going to combine those on top. To do that, I'm just going to flatten those layers, Command E. Those are all on top and now I'm just going to go through and separate these out. This is the way I do it. I have no idea if there's a smarter way of going about doing this. Maybe if you know, tell me. I have heard that there is some plugin that can do this yourself, but I don't remember. Command J to put that on a new layer and then I go down and I'm going to do this for all of these little items and then I can make a pattern with them. If you're interested in learning how I go about creating patterns, I have a much more in-depth class about my Procreate tube Photo shop patterns that I can also link to in the class description. Now I have all of the different motifs in their own layer. I'm just going to hide the original in the background with all of them together and I am going to also save a new file with this. I'm going to save this as birds of paradise pattern to just tell me that this is my working pattern. For patterns, I'm going to have the original file with all the different layers and everything on different layers and not grouped and then I'm going to have this pattern file that has every individual motif on a separate layer but with not other layers, if you understand what I mean, because I feel like that just gets so complex if I'm just grouping all the different motifs, you can do that as well if you'd like to work like that but I just like to do it like this and if I need to re-do things sometimes it just goes quicker than trying to navigate 5,000 layers. That's just my thought process. If I were just going to show you my process, I like using the new photo shop pattern preview to simply create a pattern. At the moment, it only makes grid patterns that aren't my favorite, but I try to create a half-drop look by just repeating things in an interesting way. I'm just going to try to make this pattern quickly so that I can give you an example. It's not going to possibly be the best pattern I've ever created in my life. Just an example, Okay? I'm just going to reduce the size of those motifs so that they're not in the way. That's a good enough example. At least, I would want to make this a lot more lush and spend a lot more time on this. But this isn't about pattern-making in this class, is about the file. Now I have arranged my motifs using this pattern make tool in Photoshop. I'm just going to create a pattern with this. It is "Edit", "Define Pattern", and save that, press "Okay". Then I'm going to get out of this Pattern Preview view. I'm going to make sure to save that, so I have that. I'm going to go into my cell sheet again and here, I would of course update this. We can say that this is 464. It probably isn't, I would have to refer to my database. I would go back and forth and make sure that I'm doing things correctly. Here we go. Background, I'm going to add. Here, we go down to this symbol and we're going to add a Pattern on top and going down to the bottom. Here, we have my leaves, my birds of paradise. Again, we don't want to share too much of the pattern, but not too close, find that middle ground where you can at least see it repeated twice or three times is good, just so you can see lots of details but not like too far out, so you just see like nothing. Maybe this is good, maybe a little bit smaller. Somewhere in between here. Here it was like 70-80 percent. You can see the pattern repeated here like twice. I think that looks good. Now it's over the entire thing, we want it to snap to that rectangle, the 11 by 14 size. You press option in between the two layers, and it's going to make a clipping mask onto that. That is how you present your pattern easily. But one thing I wanted to mention is that there are many companies that don't want a final pattern. They want to be able to manipulate that themselves. You can go into these pattern features, but there's many companies that want to do it manually and have everything in a separate folder, so I'm going to show you that as well. You're going to create an art folder for your patterns as well. Here we have all of the different layers of this pattern. I'm going to highlight all of these. Copy again. I'm going to bring this at the top and I'm going to paste that in. Then I'm going to make a new group, Command G, and I'm going to call this one Pattern in Layers. Then I'm going to hide it. When you send this off to the company, they have both options. They can use the pattern that you created if they really love it, they think the way that you created it is perfect, they can move ahead and use this pattern fill on their products. But they also have the option of using this layered pattern. It looks a little bit crazy here. I don't know what's happening here. Let's see. Turn off the other pattern. You can move this up. It's trying to keep everything in screen, but if we move it up so that the background square is on there, doesn't want to line up, doesn't want to snap. Anyways, something like that. They can see that it is in different layers that they can then manipulate themselves. So that is really important, I think to give that option. Again, you can also talk to your client and ask how they want their files; if they want a finished swatch, or if they want the different motifs and different layers. But it is nice to have, if you don't know, to have both options here. Let's bring that back. Again, we would save this the same way, saving a PSD with all the layers and all the different options in here with your contact information and then a smaller JPEG. So "Save As" then we do K464 PSD, it's in that proper folder, ready. When that saved, we will then create a Save for Web option that has a lower DPI and you can send that off in your pitch, like I mentioned. This would also be saved as a JPEG, so now we have that. If we quickly go into our folder, we can see that for this artwork we have the original. That is all the different motifs in terms of different layers that we can go in and manipulate. But I would most likely do that in Procreate and then upload it again. Then I have the next one that is the patterned swatch. Then I have it in a PSD in different groups and layers, in a cell sheet and I have that cell sheet in a lower resolution JPEG that I can send off in my emails. Those are the two ways with patterns and in Illustration, how I go about creating professional files to send off to my clients. I want to just say one more time that it's so important to talk to your clients. This can be a great way that you usually do, but some clients have specifics, so make sure you have that conversation. Such as I've had a client before that had their own template that they wanted me to place the artwork into. They will most likely let you know this. But otherwise, you can always ask, how would you like the file delivered? What file? What color profile or any other specifics would you like me to do? Then you'll be fine. But this is a great way to professionally finish all of your artworks and have them ready to be sent off. I really hope that you've enjoyed taking a look at my process in Photoshop, and I hope that you will adapt this to your artwork and feel like you're a lot more put together and ready to sell your work. I'm so excited for you. 9. Airtable Advanced: Now our collections table is created. I want to, before I leave you, give you some ideas for some advanced ways of keeping track of your deals and contacts, because that's a huge part of creating artwork. You can create collections and single pieces of artwork all day, every day and create a beautiful system like this to keep track of them. But you also have to do the work of putting them out into the world. The best and most efficient and effective way of doing that is pitching your work to companies via email. Not just posting on Instagram and hoping that the right person will see that, that can take years. It can bring things to your lap, but you don't want to be idle waiting for things, you want to be proactive and bring the deals to you, so write those email pitches. My biggest advice to you is to create a schedule for yourself. If this is a business and you really want to go for it, you need to be doing certain things every month and that is creating a specific amount of artwork and pitching that every single month. If you make a habit of doing this every single month, it's going to become like just what you do, that's part of your job. This is your job. For my agency, we do 12 pieces of artwork minimum per month. That is the minimum that we are expected to upload to the agency as a part of our deal. If that feels like way too much to you, could be overwhelming, especially if you're just getting started and you're not as quick as they, I want to say seasoned artists, but I do work much quicker than I did 10 years ago and I get quicker and quicker and you will too. Maybe just choose to do one collection per month and a couple of one-offs, like however, if you have extra time but having that one collection that you work on, 6-8 pieces would be a great starting point. If you have difficulty creating large collections. I highly recommend doing mini collections. I have a class all about mini collections, check that out too. That could be mini collections of 3-4 so you could do two mini collections per month. That would give you two weeks to do each mini collection or four weeks to do the full collection. Totally doable. Then once you have that, you can send it out to all of your contacts. Now I'm hoping that at the same time as you're doing your artwork, you're spending time researching different companies that you like to work with. Every time you're at the different shops where you live, you're checking up products that have illustrations on them. Every time you're scrolling through Instagram and you see an artist announcing a new collaboration with something, you're taking notes. Air again, is an excellent place to store that information. I quickly went over my context before that I have that, from before having working with an agent. I just quickly want to go over what you should be saving for these contacts. I like to group by the industry. If I ungroup this just looks like this. We can go for that first. A company name, obviously, there are websites you can check it out just to get a refresher of the kind of work that they're into. A contact name. You have to know who the art director, art buyer, art creative director, etc, is so that you can write a personalized email and that takes research. Again, check out how do you professionally approach art buyers with your portfolio to get a little bit more information about that: their job, title, their email, that's of course the biggest thing. Also, some companies have submission guidelines, so copy paste that from their website and put it in here, so you have that. Then I like adding a category so that if I want to just focus on one category at a time, I can do that. Otherwise, I can make general collections that could work for all kinds of different categories. That's how I generally work. I don't think about just creating wallpaper designs, but if you wanted to, you can do that. Just create a simple check mark could be put in the information for someone and you ask in the email, your initial email if you can add them to your newsletter and they say yes, can go in here and click "Yes", that they're added to your monthly newsletter. After a while, instead of sending single pitch emails to every single contact on your list you can build up your newsletter with these contacts so you can just bulk send out a monthly newsletter with your newest work that would be really handy. I love that idea. Don't you? [LAUGHTER] Then here is a link to deals. This is where we get into advanced territory. Let's create a fake company just to start with. Again, if you want to group your things by something, group by field, and I like to do the category. If we start off with a greeting card company, we can say it's American Greetings, that's not made up. You put it in their website here, or whatever contact name you can say, Diana Smith, Their job title is art director, their email is Diana.Smith.American or something that you research, but the emails usually are pretty simple like that, you can guess. Submission if you have seen anything on their website. Then whether or not you've added them to your newsletter, you have to get permission in order to add somebody to your newsletter. You have to get written permission form. If you had a trade show and ask them personally. Yeah, so now we have our first contact. Maybe each month you can set yourself the goal of researching five new contacts. Every month you'll be creating new work, one collection, researching five new contacts and then sending that out. It'll become more and more things to send out later. Here we go. Then going back into my collections, here's where it would have lots of information so let's make a fake collection name. I recently did a "Bee Happy Collection". Here I will upload the image of the collection SKU numbers, I would write in KH100 through KH105. Category I could put in here, that would be Everyday. Probably lots of Florals in there. I don't know if bees these would be considered animals. But sure. He could write that this is Photoshop, Pitched. Here we go. Just a simple way of when you've created your new collection, have you pitched it or not to your entire list? We don't need to write if you pitched it to which ones. You're going to do this all in one sitting. You create your collection and when that's done, you're ready to pitch it and you put it in your monthly newsletter. It's done and then you send it off to your favorite contacts that you've researched. Done, pitched. Click that check mark, super easy. You can write in the date that you did that just to keep track of when you did things, but you don't need to over complicate this thing. Again, just make it simple. You created a beautiful collection and later on in a couple of weeks, you pitched it, and then you followed up. That's just a natural process. But what if you got a deal? What if somebody contacted you and they wanted to buy it? This is when we go into a third category called deals. Now, in the previous section, I showed you grading some notes in your collection section of writing who it was sold to, etc., but here, this is a little bit more advanced and you can do this separately and link to things. Here's a whole deal's section. Here's the deal name. You can say, gift box set. I don't know. The designs that were sold, you can see the entire collection, this one. If it was all just several different ones, you can pick and choose the ones that you sold. Maybe you didn't sell the entire collection, maybe you only sold four of the six that you created, so you just individually click the ones. But here I only made one record, so we'll just click the entire collection. Here, you can link your contact, American Greetings. You write the Purchase Date, the License End Date if there was a license, your payment. Here's the type of deal, Total Buyout, Category Buyout, License with Royalties, License Flat Fee, Category License, parts of information to understand here. Notes, this is where you could write especially with licensing deals, there's a lot to remember, so just write down the different things that you need to remember. Here, you're going to attach the contract. I know that this is a lot of information, but I'm going to make this whole Business HQ available for you just to use as a template to upload to your Airtable. You don't have to build this out, I've already linked it for you. But it's very easy to create linked fields as well. Let me just show you that in case you want to go off of this as well. You create a new field, and here it says link to another record. I don't know. Here, another contact. I can't think of another example, but you just click there and do another linked table in your piece. That is how you would go about keeping track of all the deals and how long they lasted. Because this payment, it will be ticking, it will be adding up, you can create a grouping. That's one thing that I love to do, is to organize things. You can do by year, and then you can do 2020, 2021, 2022, etc. Great field. Then over here by group, we could go down to year. This will make sure that you could create different groups. Here, all your 2020 deals would come there and then you're going to create another one with 2021. Just separate things so you can keep track of what you're doing in those years. I know, I'm moving really fast, but I hope that you understand. I think when you see the base and you start playing around with air it makes a lot of sense. If we just say in 2021 you made lots of deals and we can just move the money in here like you made $500 on one sale, and then you made $1200 on another. I need to press Shift, sorry. $1200 on one deal, you made $500 in another, you sold an entire collection for $3000. It's going to tally up at the top for just that year. That's why creating groupings like this is really smart. In the 2021, we can just add some stuff there. Also, you sold a really small design for $350, and then also a huge collection for $4000, and another for $750. Here we go. We can see that in 2020, you made $5,100 and in 2021, $4,700 and then the bottom would be your total for everything that you made. Licensing deals are more difficult to track because you get paid every quarter or something, depending on your deal so you would have to go back every time you get paid and update your payment here. You would also do in the notes, say right when you are paid and how much you can keep track of that, and then you would also keep track of this in your bookkeeping. There's a lot to do when you're running your own business, but it's so much fun. Having a tool like this that helps you out is so nice. I really hope that you enjoyed this quick overview of some advanced techniques in Airtable. If you have any questions, please let me know and I can elaborate further with another bonus section or something like that in the future. But I think if you have these three sections, at least the first collection section all set up pretty simply, then you can get going and it's so exciting. Then the contact section is second most important to make sure that you're saving your contacts, and you're pitching to these every month to get the ball rolling. You create that collection, you get it sent out. Once you've sent that out, you can start working on the next collection. That's it. I really hope that you're going to get a lot of deals, so you can add that to your database. 10. Thank You for Watching: That's it. Thanks so much for watching this class and taking the time to get your files organized. I really hope that this class has inspired you to create a simple organizational system for yourself that you can maintain easily. If you don't feel overwhelmed by too many things to organize, that is just right that you'll be able to find all the files that you need, that you will be able to see how your portfolio looks as a whole, and that you just feel like you're more on top of things, and I hope that you would even think about creating a system for yourself every month, that you are creating new art, pitching it, adding it to your database to keep track, and checking off when you have done that. I'm so happy that you did this class with me. Please check out all the other classes I have here on Skillshare, having to deal with building collections, finding your art style, or even pricing your work. If you'd like to find me outside of Skillshare the best place to find me is on my website and on Instagram as emmakisstina. Thanks again for watching, I can't wait to see your class project with their clean desktop images, and I will see you next time. Don't forget, press that follow button here on Skillshare. Bye.