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How to Apply to a Call on Artwork Archive Using a Submit-Only Account

Everything you need to know about how to get started and set up a Submit-Only account.

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What is a Submit-Only account?

A Submit-Only Account allows anyone to use Artwork Archive to apply for a Call for Entry, even without a full account. With a Submit-Only Account, you can easily apply to opportunities and keep track of your submissions.

What you can do with a Submit-Only account:

  • Upload, submit & store images to use in your applications

  • Save application drafts

  • Sort your artwork into collections: Group your pieces based on themes or styles

  • Get deadline reminders

  • Find new opportunities: Access the best open calls with our curated opportunity lists.

  • Access artist resources: Explore our learning center for tips on career growth, marketing your art, and industry insights.

Did you know?

You can upgrade your Submit-Only Account to a full Artwork Archive account anytime and access all the tools you need to manage your art career.

To activate a free 14 day trail click on Try the full version here as indicated below.

Note:

Already have an Artist Account? Great! You'll see the Call Submissions option in the menu on the left side when you log in.

For more details: How to Apply to Calls on Artwork Archive Using an Artist Account

Your Submit-Only Account Profile:

The steps below outline how to apply for a Call by creating a Submit Only account. Within this account you will have a profile. Although only your name and email are required for your account we do encourage you to fill in your profile as complete as possible prior to completing your submission. The following details form your account profile are automatically shared with any organization you submit a call to through the Artwork Archive platform.

  • First name / Last Name

  • Phone / Email / Website

  • Facebook url / Twitter url / Instagram url / Linkedin url / Pinterest url

  • Headshot

Important Note:

Your account profile details must be completed prior to submitting your application to the organization.

My Profile Page View

Step 1: Sign up for a Submit-Only Account

Once you find a Call for Entry you wish to apply for:

  1. Select the blue Submit to Call button.
    ​

  2. If you do not have a paid Artwork Archive account, you will automatically be directed to Create a Free Call Submission Account or sign in.

3. After adding your name, email, and password you will receive an email verification.

4. Follow the instructions and log in.

Step 2: Continue Your Submission

When you first log in, your account will be empty.

  1. Click Continue Submission to continue with your application.

Editing Your Submission

Now you are ready to edit, upload images, and add files to your Call-for-Entry submission.

  1. Select Edit Submission.


​(click the drop-down arrow below to expand)

A Visual Guide to Editing a Call Submission for Submit-Only

  1. Call contact and deadline details: This field lists important dates and the call organization contact information related to the call submission.

  2. Questions for Submission: This field appears if the Call requires Question & Answer for the Submission. Each question will appear at the top of the text box where you complete your answer.

  3. Upload new Pieces for submission: You can upload images one-by-one or bulk upload.

    1. Bulk upload allows you to add up to 20 submission images at a time.

    2. We accept most file types, although JPG, PNG and PDF files are recommended.

  4. Select your Pieces: Select submission images from your inventory that you wish to include in your submission.

  5. Selected Pieces: Selected images for the submission will appear in the right-side column.

  6. Cancel/Save Submission as Draft: This will save your application as a draft. You can view the draft on the Submission To Call page. Here, you can edit image details and upload additional files if needed.

A Visual Guide to a DRAFT Call Submission for Submit-Only

  1. Call Submissions: Navigates to your list of drafts and call submissions.

  2. Edit Submissions: This takes you to the Edit Submission page where you can edit your Pieces and submission drafts.

  3. Call contact and deadline details: This field lists important dates and the call organization contact information related to the Call submission.

  4. Submission Page: Navigates to the Call For Entry information page to view call details.

  5. Work To Submit: Submit images and image details.

  6. Edit: Selecting this will allow you to edit multiple fields of the submission image selected.

  7. File Selection Options: When submitting artwork, you can choose to include additional media files beyond the primary image. You have the option to include all supplementary images, video links, and audio files associated with each piece in your submission.

    • Audio and Video: You can choose to include all audio/video files for a piece, or leave them out entirely.

    • Images: You can choose to include all images or just the primary image. If you opt not to include all images, only the primary image for that piece will be included in your submission.

  8. Additional Files for Submission: This section will only appear if the call requires additional files to be included in the application. Here, you will see listed the additional files as required by the organization.

  9. Additional Files: Within this field you can upload your additional files. This field supports all files types up to 30MB in size.

    1. Select "Choose File."

    2. Fill in the Name and Notes (optional).

    3. Click "Save File."

  10. Add New File: Select this button to upload more files.

  11. Questions and Answers: Here, you can view your answers to required questions for the call. To edit your answers, select Edit Submission.

  12. Edit Submission: This takes you to the Edit Submission page where you can edit your image details and answer any required questions.

  13. Submit to Call: The final step to completing your submission is to select Submit to Call.


Step 3: Answer Application Questions

On the Edit Submission page, you can complete any submission questions and upload images.

Questions for Submission

If questions are required for the Call-for-Entry submission, complete the answers in the text box provided.

  • The Questions for Submission field will only appear if the call organization require questions to be answered.

Step 4: Add Your Artwork to the Application

  1. Click Upload new pieces for submission.

    • You will have the option of adding up to 20 images at a time

  2. Upload images: Images can be uploaded by either

    • Dragging them to the upload box or

    • Directly form your computer by clicking Browse

Once you have uploaded images you may now choose which you wish to include in the submission.

Did you know?

Organizations can set a maximum number of Pieces (1-20) for a single submission. You'll see that number reflected in the Call for Entry if they set the Piece maximum number limit.

3. Click Save Submission as Draft.

Step 5: Complete Your Submission with Additional Files

The Submission-to-Call Page is where you can view your draft submission. Here you can:

  • Edit your image information

  • Add Additional Files for Submission to your draft

  • View any Questions and Answers, if required for the submission

Step 6: 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/or a Submission Checklist before the application is submitted. Please check your submission carefully.

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

After Submitting Your Application:

After uploading images to the call, your images, along with any image information, will be available in your Pieces inventory.

Click Pieces in the left-side menu. This is your artwork inventory within your account

Responding to Change Requests in Artwork Archive

As an artist using Artwork Archive with a Submit-Only account 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:

  1. Email Notification: You'll receive an email to the email address associated with your account.

  2. Dashboard Notification: The change will be visible in your Call Submissions dashboard

  3. Application Status Change: Your submission status will change from "Submitted" to "RETURNED (changes requested)"

How to View Change Request Details

  1. Navigate to the Call Submissions section in your left-side menu.

  2. Look for the submission marked "RETURNED (changes requested)" in red text.

  3. Click on the submission to open it.

  4. Read the specific change request details in the "Requested changes from [Organization]" section.

  5. Note any specified deadlines and other needed modifications as described by the organization.

How to Respond to Change Requests

  1. Review the Request Carefully: Make sure you understand exactly what changes or additional information is being requested.

  2. Edit Your Submission: Click the "Edit Submission" button to make the necessary changes.

  3. Add Requested Information: Update the relevant fields with the requested information.

  4. Review Changes: Double-check that you've addressed all the requested changes

  5. Resubmit: When you're satisfied with your updates, click the "Resubmit to Call" button

Final Submission Checklist

  1. 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.

  2. 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

  1. Respond Promptly: Address change requests as soon as possible to ensure your work receives full consideration

  2. Be Thorough: Make sure you address all aspects of the request

  3. Ask Questions: If something is unclear, contact the organizer directly using the contact information provided in your submission details

  4. Keep Records: Save copies of your original submission and any changes you make

  5. 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.

Related Articles
Getting Started with Artwork Archive: A Step-by-Step Guide (for Artists)
Getting Started with Artwork Archive: A Step-by-Step Guide (for Collector Accounts)
Getting Started with Artwork Archive: A Step-by-Step Guide (for Organization Accounts)
Guide to Reviewing Submissions & Adjusting the Status (for Organizations)
How to Apply to Calls on Artwork Archive Using an Artist Account
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