Call Submissions is a new feature on the Artwork Archive platform. From here you can Find Calls and apply directly to calls from organizations that have hosted and are managing their Call for Entry through the Artwork Archive platform.
Got an Artist Account on Artwork Archive? Great! You'll see the Call Submissions option in the menu on the left side when you log in.
This makes it super easy to find and apply for art opportunities. The best part? When you're submitting your work, you can pick from all the artwork you've already uploaded, and all the important details about each piece will automatically fill in for you.
Plus, everything stays organized in your Schedule - all your submission deadlines will show up there automatically. Don't worry about forgetting anything - you'll get a helpful email every Monday reminding you what's coming up that week.
Did you know?
If you do not have an Artwork Archive account, you will need to create a Submit-Only account to apply to Calls for Entry and track your submissions.
Click here to learn How to Apply to a Call on Artwork Archive Using a Submit-Only Account
Step 1: How to Start a Call Submission
Manage calls and opportunities you are interested in from the Call Submission page, found in the left-side menu. Here, you can:
Find Calls and save them for later:
Browse for a call you're interested in.
Select Apply > Submit to Call to navigate to the Edit Submission page.
To save it for later, choose Save Submission as Draft. The call will now appear on your Call Submissions page.
View All Saved and Submitted Applications:
Access all saved calls and submitted applications on the Call Submissions page.
Use the drop-down menu in the top-right corner to sort saved calls in various ways.
Edit Draft Submissions:
To apply to a submission select Edit from the Actions menu. This will take you to the Edit Submission page, where you can complete and submit your application.
Finding 'Easy Application' Calls on Artwork Archive
When you are searching to find calls to apply to on our Call for Entry page, you can now easily search for open calls to apply to directly within Artwork Archive.
Navigate to our Calls for Entry page via:
Resources tab in your left-side menu > Calls for Entry, or
Call Submissions tab in your left-side menu > + Find Calls button at the top of the page
Locate the Filter menu on the left side of your screen.
Scroll to the bottom of the Filter menu.
Check the 'Submit via Artwork Archive' box in the Easy Application section.
The page will update with the filtered results showing only calls that accept direct applications through your Artwork Archive account.
Step 2: How to Edit Submission
Call contact and deadline details: This field lists important dates and the organization's contact information related to the call submission.
Questions for Submission
Questions for Submission: This field will only appear if the call requires questions for the application. The question will appear at the top of the text box in which you complete your answer.
Call Submission > Edit > Questions for Submission
Uploading Images
When submitting your pieces:
You can pick from all the artwork within your inventory, all the details about each piece will automatically fill in for you.
Or you can upload new pieces that will be automatically added to your inventory
Upload new pieces for submission: This upload field allows you to upload images individually or in bulk.
Call Submission > Edit > Upload new pieces for submission
Bulk piece upload allows you to add up to 20 images at a time.
We accept most file types and images can be up to 30 MB. We recommend using the following file formats: JPG, PNG and PDF.
Select your pieces: Select Piece records from your inventory that you wish to include in your submission.
Click the "Add" or "Remove" button to copy your chosen Pieces from your inventory to the submission form.
Organizations have the ability to set a maximum number of pieces that can be included in a single submission. If they choose to set a limit the number of pieces it will be indicated here from 1-20
Show Filters: Here you can filter your inventory Piece records to locate the Pieces you wish to include in your submission.
Did you know?
Filters are only available to full Artwork Archive accounts. This feature is not available to Submit-Only accounts.
6. Selected Pieces: As you select pieces for the submission they will appear as thumbnails in this field, ready for saving as a draft.
7. Cancel or Save Submission as Draft:
Save Submission as Draft: Clicking this will save your progress. You can view and edit your draft on the Call Submissions page.
Cancel: This will discard your current selections and exit the submission process without saving any changes.
Step 3: Viewing Your Submission To Call
The Submission To Call page allows you to view your draft submission, edit images to submit and upload additional files (if required).
Call Submissions: Navigates to your list of draft and submitted calls.
Edit Submissions: Navigates to the Edit Submission page where you can edit your artwork Pieces and answer questions required for the submission.
Call contact and deadline details: This field lists important dates and the call organization contact information related to the call submission.
Submission Page: This link directs you to the Call for Entry information page where the entire call details can be viewed.
Draft Submission
Work To Submit: Shows thumbnails of your images and their details ready to be submitted.
Edit: By selecting Edit, a window will pop up, allowing you to edit multiple fields of the Piece record selected.
Important Note:
When editing an image within a Submission To Call page you also are editing a Piece record directly. Any edits will be reflected in your Artwork Archive Pieces page inventory.
Adding Additional Files to a Submission
7. Additional Files for Submission: This section appears only if the call requires specific additional files to be included in the application. A list of required files, as specified by the organization, will be displayed here.
8. Additional Files: Use this section to upload your additional files.
Supported file types: All file formats
File size limit: Up to 30MB
Steps to upload:
Click Choose File to select a file from your device.
Enter a Name for the file and add any Notes (optional).
Click Save File to upload.
9. Add New File: To upload more files, click Add New File. You can repeat this step as many times as needed.
10. Questions and Answers: Here, you can view you answers to questions required for the call application. To edit your answers, select Edit Submission. This section will only appear if questions were required for the submission.
Step 4: You are ready to submit your application!
The final step to completing your submission is to select Submit to Call located at the bottom of the application.
Before proceeding you will be presented with any !Possible Issues and a Submission Checklist before the application is submitted. Please check your submission carefully.
11. Edit Submission: This takes you to the Edit Submission page where you can edit your artwork Pieces and answer questions required for the application.
12. Submit to Call: The final step to completing your submission is to select Submit to Call.
Calls with entry fees to apply
If the Call for Entry has a required fee you will be prompted to make the a payment once you click Submit to Call.
The submission is only complete once the entry fee has been paid.
Fees are currently charged in US Dollars
On your banking statement the payment will appear as a charge from ARTWORKARCHIVE.COM
For further Q&A please visit Information on Paid Calls/Entry Fee's for Artists
Responding to Change Requests in Artwork Archive
As an artist using Artwork Archive to submit your work to exhibitions, galleries, and other opportunities, you may receive change requests from organizers. This guide will help you understand what these requests are, how to recognize them, and how to respond effectively.
What are Change Requests?
Change requests are notifications from exhibition organizers or gallery administrators asking you to modify certain aspects of your submission or provide additional information before your work can be considered for final review.
Common change requests include:
More detailed technical specifications for installation
Specific hanging or display requirements
Additional information about materials used
Higher resolution images
Clarification on dimensions or other details
How You'll Know a Change Request Has Been Made
There are a few ways you'll be notified about Call Submission change requests:
Email Notification: You'll receive an email to the email address associated with your account.
Dashboard Notification: The change will be visible in your Call Submissions dashboard
Application Status Change: Your submission status will change from "Submitted" to "RETURNED (changes requested)"
How to View Change Request Details
Navigate to the Call Submissions section in your left-side menu.
Look for the submission marked "RETURNED (changes requested)" in red text.
Click on the submission to open it.
Read the specific change request details in the "Requested changes from [Organization]" section.
Note any specified deadlines and other needed modifications as described by the organization.
How to Respond to Change Requests
Review the Request Carefully: Make sure you understand exactly what changes or additional information is being requested.
Edit Your Submission: Click the "Edit Submission" button to make the necessary changes.
Add Requested Information: Update the relevant fields with the requested information.
Review Changes: Double-check that you've addressed all the requested changes
Resubmit: When you're satisfied with your updates, click the "Resubmit to Call" button
Final Submission Checklist
Before resubmitting your application, you'll be prompted to review a submission checklist. If all looks ready and you're ready to submit, click the green Resubmit button.
You will then be prompted to confirm your resubmission. To confirm, click "OK"
Important Notes:
Deadlines: Pay close attention to any resubmission deadlines specified in the change request
Submission Status: Your application will not be available for review by the selection committee until you resubmit with the requested changes
Finality: Once you click "Resubmit," you will not be able to make further edits unless the organizer requests additional changes
Visibility: Only you can see the change requests; other applicants don't have access to your submission details
Best Practices When Responding to Change Requests
Respond Promptly: Address change requests as soon as possible to ensure your work receives full consideration
Be Thorough: Make sure you address all aspects of the request
Ask Questions: If something is unclear, contact the organizer directly using the contact information provided in your submission details
Keep Records: Save copies of your original submission and any changes you make
Check Status: After resubmitting, verify that your submission status has changed from "RETURNED" to "SUBMITTED"
By following these guidelines, you'll ensure your work has the best chance of being properly evaluated for the opportunity you've applied to.