Call Submissions now keeps every art opportunity you're pursuing in one place, whether the call is hosted on Artwork Archive or somewhere else. Save calls to apply to later, log applications you sent through other websites, and record which of your artwork was accepted. When you're accepted, create an Exhibition record right from your Call Submission so your exhibition history stays up to date without retyping anything.
Here's what changed, how Call Submissions and Exhibitions work together, and how to get the most out of both.
Note:
Free Submit accounts can find, save, and apply to Easy Application calls. Tracking calls from outside of Artwork Archive, Exhibitions, and creating Exhibition records are part of the full version of Artwork Archive.
Call Submissions vs. Exhibitions: Which Artwork Archive Feature to Use
Call Submissions is for opportunities you're working on. Use it to track each call at every stage, from calls you're considering, to applications in progress, to ones you've already submitted. Track residencies, grants, fellowships, exhibitions, competitions, and other opportunities.
Exhibitions is for shows your artwork is actually in. Use it to track upcoming and past exhibitions featuring your artwork. Exhibition records become part of the exhibition history on each Piece, creating an ongoing record of where and when your work has been shown.
The two connect when you're accepted. Your Call Submission can become an Exhibition record, and the two stay linked.
Did you know?
Nothing you've already entered changes with this update. Your existing Exhibition records, Call Submissions, and Piece records stay exactly as they are.
What Changed in Artwork Archive Call Submissions
One list for all your submissions: the redesigned Call Submissions page shows calls you applied to through Artwork Archive alongside calls you entered somewhere else
Track outside calls: use Add Submission to log a call you entered on another website, including the artwork you sent and whether it was accepted
Save calls for later: click Save on any listing on the Calls for Entry page, then find it on your Saved Calls tab
A redesigned Calls for Entry page: a new Filter panel with Quick Filters, including My Saved Calls, and filters by Opportunity Type
Call Submission History on every Piece: each Piece now lists the calls it was submitted to and its status
Create Exhibition Records from a Call Submission: turn an acceptance into an Exhibition record and add it to your artwork's exhibition history automatically
How to Find Your Way Around the New Call Submissions Page
Click Call Submissions in the left-side menu. The page has two tabs:
My Submissions: every application you've started or sent
Saved Calls: calls you've saved to apply to later
Each card shows the call's deadline, notification date, and type, plus how many Pieces are in your submission. Easy Application cards also show your questions and files. Two tags show where it stands:
Status: such as Draft, Submitted, or Accepted
Source: Easy Application means you're applying through Artwork Archive, and Self-Tracked means you added the call yourself
Click View to open a submission. Use Search Submissions to find a call by name, or the Filter bar to narrow your list by Submission Deadline, Notification Date, Status, Source, or Type. On the Saved Calls tab, you can filter by Deadline and Type.
How to Save Calls for Entry and Apply Later
Saving a call keeps it on your radar until you're ready to apply.
Go to the Calls for Entry page from Resources > Calls for Entry in the left-side menu, or click Find Calls on the Call Submissions page
Click Save on any call you're interested in. The button changes to Saved
To see your saved calls, check My Saved Calls under Quick Filters on the Calls for Entry page, or click Call Submissions in your left-side menu and open the Saved Calls tab
How to Start an Application From a Saved Call
Click Apply on the call
Answer any questions and choose the Pieces you want to submit
Click Save to keep your application as a draft
When you're ready, open the draft and click Submit to Call
Did you know?
Once you start an application, the call stays on your Saved Calls tab and also appears on My Submissions as a Draft until you submit it. Both cards open the same application.
Note:
Once you submit an Easy Application, you can't edit it. The organization manages your submission in Artwork Archive, so if you need to make a change, contact them to request one.
How to Track a Call You Entered Outside Artwork Archive
Keep track of all your submissions in one place by adding opportunities from outside of Artwork Archive. Every deadline, entry fee, and decision then lives with the rest of your calls.
Click Call Submissions in the left-side menu, then click Add Submission
Under Call Information, enter the Name of the call (required) and any of these details: Type, Organization, URL, Submission Start Date, Submission End Date, Notification Date, Entry Fee, and Awards
Under Submission Status, turn on I've submitted this entry once you've applied, then add your Submission Date and Decision
Add any Notes
Under Select Pieces, add the Pieces you submitted
Attach files such as the CV or artist statement you sent, using Select from My Docs or Upload a file
Click Save
Note:
Adding a submission creates a record for you only. Artwork Archive doesn't send anything to the organization, so you'll still apply externally for calls listed outside of Artwork Archive.
How to Record Whether Your Artwork Was Accepted
For Self-Tracked calls, you record each outcome yourself. A new submission shows Decision pending until you update it, and you can keep editing it as you hear back.
Open the submission from your Call Submissions page
Under Artwork, set the Status of each Piece to Submitted, Accepted, or Rejected. If everything got in, click Accept All
To update the decision for the whole submission, click Edit Submission, change the Decision, and click Save
Did you know?
The submission's Decision and each Piece's Status are tracked separately, so a submission can be Accepted while one Piece was Rejected. Each Piece's Status also shows in its Call Submission History.
How Decisions Work for Easy Application Calls
When an organization hosts its call on Artwork Archive, it reviews your submission in its own account. Its accept and decline decisions aren't shared with your Call Submissions, and you won't get a notification in Artwork Archive. The organization contacts you directly in the way it prefers.
Once you hear you're accepted, open the submission and create your Exhibition record, as shown below.
How to Create an Exhibition Record From a Call Submission
Got in? Turn your Call Submission into an Exhibition record so the show is added to your Exhibitions and to the exhibition history of each accepted Piece. This works for Easy Application and Self-Tracked submissions, including ones you made before this update.
Open the submission from your Call Submissions page
For a Self-Tracked call, set the Status of each Piece that got in to Accepted
Click Create Exhibition Records at the top of the page
A New Exhibition form opens with details from your Call Submission already filled in, such as the name, website, fee, and deadlines. Check the show type and add any other details, such as exhibition dates and location
Under Accepted Pieces from your call, check the Pieces that were accepted
Click Save
Note:
For Self-Tracked calls, only Pieces marked Accepted appear in the list, so update each Piece's Status first. You can add more artwork after the Exhibition record is created with Assign Pieces.
What Happens When You Create an Exhibition Record
Your Call Submission stays in Call Submissions
On your Call Submission, the Create Exhibition Records button changes to View Exhibition, so you can jump to the new record
The Exhibition record's Info panel shows Created from Submission with a link back to your Call Submission
A private note records which call and organization the exhibition came from
Each Piece you checked is added to the exhibition as Accepted and appears in that Piece's Exhibition History
How to See Which Calls Your Artwork Was Submitted To
Every Piece now keeps its own Call Submission History, so you can see where a Piece has been submitted and how it did.
Open the Piece from your Pieces page
Scroll to Call Submission History, below Exhibition History. It lists each call, the date you submitted, and the Piece's status. Calls you added yourself are labeled External Call
Click See All for the full list
Best Practices for Tracking Art Opportunities in Artwork Archive
Save calls as you find them. Your Saved Calls tab becomes a shortlist you can sort by deadline
Log outside applications right after you apply. The dates, entry fee, and artwork you sent are fresh in your mind
Attach the exact files you sent. If you tailor your statement or CV for each call, attaching them shows you later what went where
Update your Self-Tracked calls when you hear back. Your Call Submission History then shows how each Piece has done over time
Create the Exhibition record as soon as you're accepted. Your Pieces' exhibition history stays current without extra data entry
Use Exhibitions only for confirmed shows. Keep applications in Call Submissions so each feature stays easy to read
Call Submissions Update Questions
Will my existing Exhibition records change?
No. Nothing you've already entered changes. Your existing Exhibition records, Call Submissions, and Piece records stay exactly as they are.
Will Artwork Archive tell me when an organization accepts my artwork?
No. Organizations' decisions aren't shared with your Call Submissions, and the organization will contact you directly. For Self-Tracked calls, update the Decision and each Piece's Status yourself. For any accepted call, create your Exhibition record from the submission.
Can I edit an Easy Application after I submit it?
No. The organization manages Easy Application submissions in Artwork Archive, so contact them to request a change. Self-Tracked submissions can be edited at any time.
Why don't all my Pieces show up when I create an Exhibition record?
For Self-Tracked calls, only Pieces marked Accepted are listed. Update each Piece's Status on the Call Submission first, or add more artwork to the Exhibition record afterward with Assign Pieces.
Does creating an Exhibition record delete my Call Submission?
No. Your Call Submission stays in Call Submissions, and the Exhibition record links back to it.
Can I create an Exhibition record from a submission I made before this update?
Yes. Any Call Submission can become an Exhibition record, whether you applied through Artwork Archive or added the call yourself.
What can I do with a Free Submit account?
You can find, save, and apply to Easy Application calls and track them in Call Submissions. Self-Tracked submissions, Exhibitions, Exhibition records, and the Call Submission History on each Piece are part of the full version.