Submissions to a Call for Entry can be seamlessly added to both your Piece Record inventory and Contacts database, and become searchable within your Artwork Archive account.
Did You Know?
The contact name and email of all the submissions are automatically added to your Artwork Archive account. They can also be searched within Contacts by using the filter option.
What is the difference between Artwork Submissions and Pieces in your inventory?
Artworks submitted to a Call do not count against your total Piece count and are not part of your main Piece inventory. If you want some or all of these Pieces to be in your main inventory, you can copy them to your inventory using the link on the Artwork Submissions page.
Did you know?
Once copied to your inventory, the Pieces do not disappear from the submission. You will still have a copy of these Pieces within the Call to which they were submitted.
Note:
Once you copy Pieces to your account they will be included in your total Piece count on your subscription plan.
How to Save Artwork Submissions to Your Inventory
Navigate to the Calls for Entry tab on your left-side menu.
Choose the appropriate Call. This will take you to that Call's specific Call Admin page.
Select Artwork.
Select Copy artwork submissions to your inventory.
From the drop-down menu, choose either Copy All Artwork or Copy Accepted Artwork.
Note:
Copy Accepted Artworks refers to individual Pieces which 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: Guide to Reviewing Submissions & Adjusting the Status (for Organizations)
Did You Know?
Pieces copied to your Artwork Archive account are then searchable within the filters of your Artwork Archive Pieces inventory. All of the image details are also copied to your inventory.
You will also see the artworks associated with this contact in their Contact profile.
Submission Contacts
Applicants can be contacted through the Submissions page for your Call. Here you can:
Email artists directly through the Artwork Archive Call for Entry feature.
Export the submissions to XLS.
How to Email Artists Directly Using the Call for Entry Feature
Navigate to your Call for Entry's Submissions page.
Select the option to Email Artists.
Choose your recipient group: All Artists, Accepted Artists, or Unaccepted Artists.
All Artists: Contacts everyone who submitted an application regardless of their submission status.
Accepted Artists: Contacts only those whose submission status is Accepted.
Unaccepted Artists: Contacts only those whose submissions were listed with the status of Declined, Maybe, and/or To review.
An email page will appear indicating how many artists you will be emailing. A log of past emails you have sent to this group of artists is displayed towards the bottom of the page.
Exporting Submissions to an XLS file
The submission information, includes the applicants contact, which can be exported to use in mailing services such as Mailchimp.
Navigate to your Call for Entry's Submissions page.
New Report > Export to XLS
The fields included in the export are:
Artists Name, Email, Status, Rating, and Questions included in Call for Entry Submission
Did you know?
You can export artist submissions to XLS with a specific status by using the status filter prior to exporting.
Contacts within your Artwork Archive account
Every submission automatically creates a Contact record for the applicant in your account's Contacts database. If the applicant has filled in their profile prior to completing their submission then the following completed fields will be transferred to your contacts:
First name / Last Name
Phone / Email / Website
Facebook url / Twitter url / Instagram url / Linkedin url / Pinterest url
Headshot
The contacts can now be managed and edited in the same way as any contact in your database.
Navigate to Contacts.
Use the new Call filter to view applicants for a specific Call for Entry.
Did You Know?
A Contact will not be duplicated if they already exist in your database. However, the Contact record will be logged with the Call they applied to, making that Contact searchable within the Call filter.