Functional Documentation

Overview

This section provides comprehensive documentation of the art management system’s functional capabilities, business processes, and user workflows. Designed for business stakeholders, users, and developers to understand what the system does and how it works.

📁 Functional Documentation Structure

functional/
├── README.md                           # This index file
├── business-processes.md               # Core business processes and workflows
├── user-roles.md                       # User roles, permissions, and access levels
├── core-modules.md                     # Detailed module functionality
├── workflows.md                        # Step-by-step user workflows
├── integrations.md                     # Third-party integrations and APIs
├── reporting.md                        # Reporting and analytics capabilities
├── compliance.md                       # Legal and regulatory compliance
└── use-cases/                         # Detailed use cases and scenarios
    ├── artwork-management.md
    ├── transaction-processing.md
    ├── artist-management.md
    ├── inventory-tracking.md
    ├── document-generation.md
    └── client-management.md

🎯 Target Audience

For Business Stakeholders

Business Processes: Understand workflows in business-processes.md
User Roles: See capabilities in user-roles.md
Use Cases: Review specific scenarios in use-cases/
Compliance: Check regulatory requirements in compliance.md

For End Users

Workflows: Step-by-step guides in workflows.md
Core Modules: Detailed functionality in core-modules.md
Reporting: Analytics capabilities in reporting.md

For Developers

Integrations: API and third-party connections in integrations.md
Use Cases: Technical requirements in use-cases/
Business Logic: Process understanding in business-processes.md

🏢 Core Business Functions

Artwork Management

Lifecycle Tracking: From acquisition to sale
Condition Reporting: Detailed condition documentation
Location Management: Real-time location tracking
Valuation Tracking: Historical value changes
Image Management: High-resolution image storage

Artist Management

Profile Management: Comprehensive artist profiles
Relationship Tracking: Artist-gallery relationships
Catalog Management: Complete artwork catalogs
Biographical Data: Detailed artist information
Market Analysis: Artist market performance

Transaction Processing

Sales Management: Complete sales lifecycle
Consignment Tracking: Consignment agreements
Payment Processing: Financial transaction handling
Commission Calculations: Automatic commission tracking
Document Generation: Automated contract creation

Inventory Management

Location Tracking: Real-time inventory locations
Status Management: Artwork status workflows
Condition Monitoring: Regular condition updates
Insurance Tracking: Insurance coverage management
Storage Optimization: Space utilization

🔄 Business Workflows

Artwork Acquisition

Initial Assessment: Condition and valuation
Documentation: Image capture and description
Catalog Entry: Database entry and categorization
Location Assignment: Storage location assignment
Insurance Setup: Insurance coverage initiation

Sales Process

Client Identification: Customer profile creation
Artwork Selection: Inventory browsing and selection
Pricing: Price determination and negotiation
Transaction Processing: Payment and documentation
Delivery: Shipping and delivery coordination

Consignment Management

Agreement Creation: Consignment contract generation
Inventory Transfer: Physical transfer coordination
Marketing: Promotion and sales support
Sales Tracking: Progress monitoring
Settlement: Commission calculation and payment

👥 User Roles and Permissions

System Administrators

Full System Access: Complete system administration
User Management: User creation and permission management
System Configuration: Global system settings
Data Management: Database administration

Gallery Managers

Business Operations: Complete business process management
Financial Oversight: Transaction and financial management
Staff Management: Team coordination and oversight
Client Relations: High-level client management

Art Handlers

Inventory Management: Physical inventory operations
Condition Reporting: Artwork condition documentation
Location Tracking: Real-time location updates
Shipping Coordination: Delivery and shipping management

Sales Representatives

Client Management: Customer relationship management
Transaction Processing: Sales and payment processing
Inventory Access: Artwork browsing and selection
Reporting: Sales performance reporting

📊 Reporting and Analytics

Business Intelligence

Sales Analytics: Revenue and performance metrics
Inventory Reports: Stock levels and movement
Client Analytics: Customer behavior and preferences
Artist Performance: Artist market analysis

Operational Reports

Location Reports: Inventory location tracking
Condition Reports: Artwork condition monitoring
Transaction Reports: Financial transaction summaries
Compliance Reports: Regulatory compliance documentation

🔗 Integrations

Financial Systems

Payment Processors: Credit card and bank integrations
Accounting Software: QuickBooks, Xero integration
Banking APIs: Direct bank account connections

Art Market Platforms

Auction Houses: Christie’s, Sotheby’s integrations
Online Marketplaces: Artsy, Artnet connections
Art Fairs: Fair management system integrations

Logistics and Shipping

Shipping Carriers: FedEx, UPS, DHL integrations
Insurance Providers: Art insurance system connections
Storage Facilities: Warehouse management systems

📋 Compliance and Legal

Data Protection

GDPR Compliance: European data protection
CCPA Compliance: California privacy regulations
Data Retention: Legal data retention policies
Privacy Controls: User privacy management

Art Market Regulations

Provenance Tracking: Artwork ownership history
Export Controls: International trade regulations
Tax Compliance: Sales tax and VAT handling
Anti-Money Laundering: AML compliance procedures

This functional documentation should be updated as business processes evolve and new features are added.