Once the jury has reviewed the submissions, the Artist Submission page is the main area to manage your artist applicants, submission status, and submission ratings. Here, you can view more details and add the submissions to your Artwork Archive inventory and contact records.
Reviewing Submissions
Once the submissions have been reviewed by the jury, all of your submissions can be viewed in order of their star rating.
To organize the submissions by their star rating, use the sort tool.
The options are: Average Rating (low-high) or Average Rating (high-low).
The average rating is based on all the jurors overall rating for each application they have reviewed.
Setting Submission Status
After reviewing the submissions you will want to indicate which submissions are successful and which are not. The status may be adjusted within the Individual Artists Submission Admin page. This page is an overview of an applicant's submission and includes any star rating and notes added by jurors from the Jury Room.
Navigate to the Call Admin page > Submissions > View
From the drop-down menu, you can select any of the following status options to assign to a submission: To Review, Declined, Maybe, and Accepted.
Managing Additional Files
Call Admins can now self-manage additional files for submissions, including hiding specific files from the jury view while maintaining admin access. This provides greater flexibility in handling sensitive documents within the submission process.
Note:
File visibility management is confidential to the organization. Artists will not be notified when files are hidden from the jury, nor will they see changes to visibility status in their view.
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Managing Additional Files as an Admin
Managing Additional Files as an Admin
Navigate to Call for Entry in your Organization admin account > select the call you're wanting to edit > Submissions
Select the individual artist submission you wish to modify by selecting the artist name or View
Scroll to the Additional Files section
For each file, you can:
View - Open the file for review
Download - Save a local copy
Copy URL - Get a direct link to the file
Hide from Jury - Toggle jury visibility (hidden files show "Hidden from Jury" label)
Delete - Remove the file entirely
Adding Additional Files to an Artist Submission
Adding Additional Files to an Artist Submission
This feature allows you to incorporate documentation received outside the platform into a submission. Common uses include:
Adding forms submitted via email
Including supplementary materials requested after the initial submission
Attaching verification documents relevant to the application
Note:
Artists won't be notified of this change, but their call submission within their account will reflect any added files.
Hiding Additional Files from External Jurors
Hiding Additional Files from External Jurors
The new "Hide from Jury" option allows you to:
Keep sensitive or administrative documents visible to admins only
Control which supplementary materials jurors review
Maintain verification documentation separate from artistic evaluation materials
When a file is marked "Hidden from Jury":
The file remains visible to admins and the artist
Jurors will not see the file in either open or blind jury rooms
The attachment count displayed to jurors will reflect only visible files
To reverse this action and allow external jurors to view any hidden additional files:
Select the file name
Select "Show to Jury" from the drop-down menu
Deleting Additional Files from an Artist Submission
Deleting Additional Files from an Artist Submission
Use this option when:
Duplicate files have been uploaded by mistake
Incorrect documentation needs to be removed entirely
Outdated materials should be purged from the application
Note:
This action cannot be undone. You will be prompted to confirm deletion before permanently deleting the additional file.
Artists won't be notified of this change, but their call submission within their account will reflect any deleted files.
Accepting Individual Artworks
Each artwork submitted can be marked as accepted on a piece-by-piece basis regardless of the status of the overall application.
From the Artwork Submissions page you can view all artworks in a gallery view and select an artwork to view it in detail.
To organize the artworks by their star rating, use the sort tool.
The options are: Average Rating (low-high) or Average Rating (high-low).
The average rating is based on all the jurors overall rating for each artwork they have reviewed.
Artworks are marked as Accepted / Unaccepted from within the artwork detail view. Here you can also see the individual artwork ratings and notes from jurors.
Navigate to the Artwork Submissions page.
Click on the artwork image.
OR
Navigate to the Artist Submissions page.
Select the artist by clicking on View.
Once in the artists submission, click on the thumbnail image you wish to mark as Accepted / Unaccepted.
Did you know?
Updating the status of a submitted artwork is private and applicants do not have access to view a current or final artwork submission status.
To notify applicants of which particular piece(s) are accepted to your call, be sure to communicate this directly with the applicant.
Requesting Changes for Artist Submissions
When reviewing artist submissions in Artwork Archive, organization administrators can efficiently request revisions or additional information from artists.
Note:
Only the artist for whom you're sending the change request to will be notified and see your requested changes and comments. Other applicants will not have access to this information
How to Request Changes
Navigate to the applicant's submission for which you're requesting changes.
Select the "Request Changes" button in the submission details view.
Add clear instructions in the comments field, specify which fields need revision, and any specified resubmission date needed.
Click "Request Changes" to notify the artist.
Artists will be notified via their Artwork Archive account and their email with your specific change requests and instructions on how to update their submission through their Artist or Submit-Only Account.
Change Request Best Practices:
Be specific about what needs to be changed
Provide examples when applicable
Follow up with artists who haven't responded as the deadline approaches
Artist Submission Page View Examples
View of Artist Submissions Page
View of Artist Submissions Page
This page lists all Artist Submissions to the Call for Entry.
Artist Submission / [call name]: Navigates to the Call Admin page.
New Report: Here you can export the artists' submissions as an XLS file.
Email Artists: Allows you to email the Call's applicants in various groups.
Sort: Here you can sort the submissions by either Average Rating (low-high) or Average Rating (high-low).
Filter / Status: This option allows you to filter by status. You can choose All, To Review, Declined, or Accepted.
Applicant name: This is the name of the applicant that submitted the work(s).
View: Clicking View takes you to that artist's submission admin page.
View of an Individual Artist Submission Page
View of an Individual Artist Submission Page
This page is an overview of an applicant's submission. This page includes any ratings and notes added by jurors.
Submission from [applicant name] for [call name]: Navigates to the Call Admin page.
Back to all Submissions: Navigates to the Artist Submission page.
Artist contact information
View contact: Links to the applicant's Contact profile in your Artwork Archive account.
Email: You can email the applicant directly.
Image thumbnails with title and ratings: These ratings are the average for each artwork. By clicking on the artwork you can see the Individual Artwork Detail.
Answers: If questions are required in the submission, the questions and answers will be included here.
Additional Files: If additional files are required for this Call, they will be visible here. Each additional file includes a thumbnail image of the document and a link to View, Download, or Copy URL.
Status: The current status is show here and can also be adjusted from the drop-down menu.
Ratings: The average rating represents the overall submission star ratings of all of the jurors combined, followed by a list of each juror's star rating.
Notes: All juror notes are listed here.