Creating And Browsing Submissions

The Submissions page is your overview of upcoming, active, and completed applications.

It is useful for open calls and similar opportunities where you want to keep track of:

• where you want to apply
• where you already applied
• what kind of opportunity you applied for
• which portfolio you used
• which artworks you submitted
• important dates
• costs and possible income
• whether the result was accepted or rejected

What the submissions list shows

Submissions are grouped by status:

• Preparing
• Applied
• Accepted
• Rejected

Inside each group, the newest submissions appear first based on the submission date.

Each submission card can show:

• up to four artwork preview images
• the current status
• the number of artworks in the submission, including artworks from its linked portfolio
• the submission name
• the location
• the submission date

If a submission is still in Preparing, the card shows that it has not been submitted yet.

This makes it easy to scan what still needs attention and what has already been decided.

Use the view buttons above the submissions to switch between the grid of tiles and a table. The table shows the title, number of artworks, organization, and submission date. Status groups remain separate, and Artlope saves your view choice for your account.

Filters and search

The list page includes a few simple filters:

• Status
• Year
• Title

Status lets you focus on one stage of the process.

Year uses the year from the submission date.

Title searches by the submission name.

If filters are active, you can reset them with Reset.

If you click a bar in the submission chart, Artlope also applies a filter for that month and result state. That chart selection can be cleared with the same Reset button.

If nothing matches, Artlope shows an empty result message instead of the full list.

Submission chart

If you have enough submission history, the page also shows a small chart above the list.

The chart groups your submissions by month and shows how many were:

• applied
• accepted
• rejected

Preparing submissions are not included in the chart because they have not been sent yet.

You can click a chart bar to focus on submissions from that month in that specific state, for example only Accepted submissions from one month.

This gives you a quick view of your application activity over time.

Creating a submission

Use the + button in the top right of the page to create a new submission.

The form lets you add the main information right away:

• Submission name
• Organization
• Submission link
• Location
• Deadline
• what the submission is for
• an optional portfolio
• Application fee
• Fee due if selected
• Expected income

You do not need to fill in everything at once.

For many artists, it makes sense to create a submission as soon as they start preparing an application, then add the remaining details later.

Every new submission starts in Preparing. When you send the application, use the Submit action on its detail page to record the submission date and move it to Applied.

What each field means when creating a submission

Submission name is the title of the opportunity or application.

Organization is the gallery, institution, open call platform, residency, or other organizer.

Submission link is the link to the application page or opportunity details.

Location is the city, region, or place connected to the opportunity.

Deadline is optional. When you enter one, Artlope creates a deadline event for the submission. A deadline can be all day or include a specific time.

Use What is this submission for? to select one or more purposes:

• Exhibition
• Residency
• Award
• Funding
• Scholarship
• Studio space
• Acquisition
• Publication
• Other

Choosing Exhibition adds optional fields for the potential exhibition start and end. Choosing Residency adds optional fields for the potential residency start and end. Choosing Award adds an optional award name. Choosing Other lets you describe the purpose yourself.

You can select an existing Portfolio document to associate it with the submission. The portfolio’s artworks are then included in the submission artwork tab, preview images, and artwork count. This is optional, and you can add, change, or remove it later from the Edit info tab.

The potential exhibition and residency dates do not need to be known when you create the submission. Add them later when the organizer confirms the schedule.

Application fee is what you paid to apply.

Fee due if selected is useful for fees that only matter after acceptance.

Expected income helps you note the amount you may receive or earn if the submission is successful.

Each amount can also store its own currency. The default currency comes from your account settings, but you can change it per field.

Adding artworks

Artworks are not selected in the new submission form. After creating the submission, open its Artworks tab if you want to record a specific selection of works.

This is especially helpful when one application uses a specific set of works and you want to remember exactly what was sent.

For applications where the portfolio document is the main material, link the portfolio and its artworks will be included automatically. If you later change the selection in the submission’s Artworks tab, Artlope asks whether to apply those newly saved additions and removals to the portfolio.

Canceling while creating

If you started a submission and then close the form with unsaved changes, Artlope asks for confirmation before discarding what you entered.

This helps prevent accidental loss while you are collecting information from an open call.