Build a complete Exhibition Record straight from your accepted Call for Entry submissions, without the extra steps.
When your Call closes and you've finalized your selections, you can transfer accepted artworks directly into your account's inventory. Once transferred, artworks become Piece Records and function like any other piece in your account. The artwork records will then be fully searchable and filterable, including by the Call name they came from.
Did you know?
Because accepted artworks are tagged with their Call name, you can filter your inventory by that Call and quickly assign those pieces to an exhibition.
Accepted artworks are also linked to their submitting artist in your Contacts. You can filter your Contacts by Call name as well.
Step 1: Mark accepted artworks
Before copying the art to your inventory, ensure each artwork you want to move is marked as "Accepted."
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Accepting Individual Artworks
Accepting Individual Artworks
Each artwork can be marked as Accepted individually, regardless of the overall application status.
From the Submitted Artworks page, you can view all submitted works in a gallery view and click any artwork to open its detail view.
To organize the artworks in Submitted Artworks, use the sort drop-down menu at the top right.
The average rating shown reflects all jurors' ratings for that artwork.
Artworks are marked as Submitted or Accepted from within the individual artwork detail view. You can also see individual ratings and notes from jurors there.
To mark an artwork as Accepted:
Option A:
Navigate to the Artwork (Submitted Artworks) tab in the top menu of your Call's page
Select the artwork image to open its detail view
Option B:
Navigate to the Submissions tab in the top menu of your Call's page
Find the artist and select View
Click the thumbnail of the artwork you want to update
Step 2: Copy to your inventory
Use the copy action to move accepted artworks into your Artwork Archive inventory. All artwork details and images transfer automatically.
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How to Save Artwork Submissions to Your Inventory
How to Save Artwork Submissions to Your Inventory
Navigate to Calls for Entry in your left-side menu
Select the Call you want to copy artwork from. This opens the Call's Admin page
Select the Artwork tab in the Call's top menu
Before copying, use the filters to narrow your selection. Filter options include Submission Status, Artwork Status, and Award
Select Copy artwork submissions to your inventory
From the drop-down menu, choose either Copy All Artwork or Copy Accepted Artwork
Did you know?
"Copy Accepted Artwork" refers to individual Pieces that have been marked as Accepted. This does not refer to the overall submission being marked with an Accepted Status.
To learn how to mark an artwork as Accepted visit:
Step 3: Manage like any other Piece record
Once copied, artworks behave like any other Piece Record in your inventory. They are fully searchable and filterable, including by the Call they came from — making it easy to build your exhibition.
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Creating an Exhibition Record from the Exhibitions Page
Creating an Exhibition Record from the Exhibitions Page
Navigate to Exhibitions in your left-side menu
Select the gray + New Exhibition at the top of the page
The only field that is required is “Title”
You will assign Pieces to the exhibition after it is created
Fill in any additional details you'd like to include and select Save
Glossary of terms on the Exhibition Form
Glossary of terms on the Exhibition Form
Fees — An open-ended field for documenting the fee you charge artists to submit, the cost of a traveling exhibition, or the total exhibition cost
Location Info — Identify the Exhibition as On-site, Online, or Traveling
Location — Assign a Location to the Exhibition. If you enter start and end dates alongside the Location field, Artwork Archive will automatically assign your Exhibition pieces to that Location when the Exhibition is active.
Exhibition Groups/Rooms — Organize the Exhibition into sections, the way you might divide a physical gallery. For example, you can segment by theme (e.g., "Abstract," "Representational") or medium (e.g., "Paintings," "Sculpture"). If you make the Exhibition public, viewers can filter by Room on the public Exhibition page.
Publish Exhibition — To make the exhibition visible on your Public Profile, scroll to Public Exhibition Page Options and check Publish Exhibition.
Image & Video Media — Add media to your Exhibition's Public Profile page. Image Media can include installation shots, exhibition flyers, and press materials. Video Media can include guided tours, exhibition walkthroughs, guest lectures, and artist interviews.
Step 4: Assign the Pieces to the Exhibition
Because your copied artworks are filterable by the Call they came from, you can quickly locate and assign them to the Exhibition.
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Assigning Pieces to an Exhibition Record
Assigning Pieces to an Exhibition Record
After saving the Exhibition form, you'll land on the Exhibition record.
Select Assign Pieces in the top menu below the Exhibition name
To assign Pieces to an existing Exhibition record:
Select Exhibitions in the left-side menu > select the Exhibition record > select Assign Pieces at the top
Select the Pieces you'd like to assign from the left-side column
Select the blue Add # button to include them in the Selected Pieces column on the right
Select the blue Show Filters button to filter by the Call the artworks came from
You can add in bulk by selecting Add all # pieces
Select the blue Assign button
If you have created an Exhibition Group/Room within the Exhibition Record, use the Add Pieces to Group drop-down at the top of the page
Did you know?
Once your exhibition is populated with the works form the Call, you can generate:
...and more, directly from within the exhibition.