Managing Submission Artworks

Use submission artworks when you want to remember exactly which works you used for an application. For limited editions, you can also record the exact copies included. Artwork selection is optional because some applications are better represented by a linked portfolio document.

That is what the Artworks tab is for.

Artworks are added after the submission has been created. They are not part of the new submission form.

Why this matters

A submission often uses a very specific selection of works.

Keeping that selection inside Artlope helps you answer questions like:

Which works did I send to this open call?
Did I already use this piece for this opportunity?
Which images were part of the accepted application?

This becomes especially useful over time when you have many applications running in parallel.

How the artworks tab works

If the submission is linked to a portfolio, artworks from that portfolio are included automatically. They appear with a Portfolio label so you can see where they came from. A portfolio brings in the artwork; its submission-specific price and any limited-edition copy selection remain specific to the submission.

The Artworks tab shows artwork cards in two sections:

In this submission
Not in this submission

Each card shows the artwork image and key details such as its name, creation date, inventory number, status, and edition type. Select the artwork card’s link to open the full artwork record.

Use Add to include an artwork in the submission.

Use the remove button to take it out again.

When you add an artwork, its Price for this submission starts with the artwork’s current price when available. The currency starts with the artwork’s currency or, if none is set, your account’s default currency. You can change either value for this submission without changing the main artwork record.

For a selected limited-edition artwork with available copies, click Edition details to show its edition-specific fields. Then use Copies for this submission (optional) to select one or more standard or special copies. The disposition shown beside each copy helps you identify it. Originals and open editions do not have copy selection.

Changes are not saved automatically. Use the page-level Save action when you are done.

When the submission has a linked portfolio, saving artwork changes asks whether you also want to update the portfolio. Choose Update portfolio to apply only the artworks added or removed since your last save, or Submission only to leave the portfolio unchanged. Existing submission-only artworks are not added to the portfolio by a later update.

If you leave the portfolio unchanged, its artworks will continue to appear in the submission because linked portfolio artworks are always included.

Searching for artworks

At the top of the tab, there is a text filter for artworks.

This searches by artwork name or category and helps when you have a larger archive.

The filter affects both sections, so you can quickly find:

a selected artwork you want to remove
an available artwork you want to add

If nothing matches, Artlope shows an empty message instead of an artwork grid.

If the submission includes potential exhibition dates, artwork cards also show whether the work is scheduled in an overlapping exhibition. Limited-edition cards can show how many editions remain based on existing exhibition use.

Copy assignments do not change production, disposition, availability, or location. Sold and gifted copies can still be selected when you need a record of where they were submitted.

How artworks appear elsewhere in submissions

Once artworks are attached to a submission—or included through its linked portfolio—they also appear in other places:

on the submission card in the submissions list
in the Detail tab of the submission

The submissions list shows up to four artwork preview images on each card. Its artwork count includes both submission artworks and linked portfolio artworks, without counting an artwork twice when it belongs to both.

That makes the list much easier to scan visually, especially when different applications use different bodies of work.

Accepted submissions and exhibitions

If a submission is accepted and Artlope creates an exhibition from it, the selected artworks are used there as well.

The Price for this submission and its currency are carried over as the price and currency for the corresponding artwork in the new exhibition.

This saves time because you do not need to rebuild the artwork list from scratch after the result comes in.