Submission Details

Open any submission to see its detail page.

The page starts with a short summary in the header:

• Name
• current status
• submission date, or a note that it is still being prepared

If the submission has already been accepted and turned into an exhibition in Artlope, you may also see a link to that exhibition in the detail view.

Tabs on the submission page

Each submission has these main tabs:

• Detail
• Edit info
• Artworks

The Detail tab is the read-only overview.

The Edit info tab is where you update the submission fields.

The Artworks tab is where you choose which artworks belong in the submission.

If you switch away from Edit info or Artworks with unsaved changes, Artlope asks whether you want to save or discard them first.

Detail tab

The Detail tab brings the full submission together in one place.

It includes:

• overview information
• financial information
• events
• artworks in the submission
• attachments
• comments
• created and updated timestamps

You can also clone or delete the submission from this page.

Overview section

The overview section can show:

• Organization
• URL
• Location
• what the submission is for
• potential exhibition dates
• potential residency dates
• award name or another specified purpose
• linked portfolio
• linked exhibition

The linked exhibition appears when the submission has been connected to an exhibition record in Artlope.

If a portfolio is linked, its name opens the portfolio detail page.

Financials section

The financials section can show:

• Application fee
• Fee due if selected
• Expected income

If a stored currency differs from your viewer currency, Artlope can also show a converted amount in brackets.

This is useful when you are applying across countries or keeping track of opportunities in different currencies.

Events section

Each submission can also include events connected to the application.

For each event, you can store:

• Name
• date
• optional time
• whether it is an all-day event

This is useful for things like:

• submission deadlines
• interview times
• announcement dates
• drop-off dates
• installation dates
• pick-up dates

You can add submission events from the submission page or from Schedule by using the add event button and choosing the submission.

Artworks section

The detail tab also shows the artworks currently included in the submission.

Each artwork card links back to the artwork page, so you can quickly open the original record if you need to check images or details.

If no artworks have been added yet, Artlope shows an empty message instead.

Files and notes

Submissions can also hold supporting material beyond the artwork list itself.

Attachments let you store files on the submission. This can include open call PDFs, application drafts, contracts, shipping notes, checklists, or confirmation emails saved as files.

Each attachment shows:

• the filename
• upload date
• file size, when available

You can add attachments from the section itself, and you can also drag files onto the submission page to upload them.

Submission attachments can be up to 10 MB per file.

Comments are private notes on the submission page. They are useful for reminders, follow-up notes, or anything you want to keep with the application record.

Timestamps and deletion

At the bottom of the detail tab, Artlope shows:

• when the submission was created
• when it was last updated

You can also Clone or delete the submission from this page.

Clone opens a new submission form with most of the original details already filled in, including its purposes, residency details, and linked portfolio.

The cloned submission title starts with Clone of.

Artlope leaves the exhibition dates empty in the clone so you can enter fresh dates for the new opportunity.

The submission date is also left empty because every clone starts in Preparing.

To confirm deletion, you need to type the submission name. This helps avoid accidental removal.

Edit info tab

The Edit info tab lets you update the submission fields directly.

Basic details

Name is the title of the application or opportunity.

Organization is the institution, gallery, platform, or organizer behind it.

URL is the direct link to the opportunity or submission page.

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

Submission date is the date you sent the application.

Purpose and potential dates

You can select one or more purposes for a submission:

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

Exhibitions and residencies have their own optional potential start and end dates. Awards can include an optional award name. The Other purpose includes a field where you can describe the opportunity.

Portfolio

The optional Portfolio field connects one of your portfolio documents to the submission. The selected portfolio appears as a link in the Detail tab.

You can change the selection or clear it at any time.

While a submission is still in Preparing, you can also choose Create portfolio next to Submit. Artlope creates and links a new portfolio with the submission name, organization as recipient, and today’s document date. Any artworks already in the submission are included too. You are then taken directly to the new portfolio to continue editing it.

Financial fields

The edit form also includes:

• Application fee
• Fee due if selected
• Expected income

Each amount can have its own currency.

These fields are optional, but they are useful if you want your submissions to double as a planning tool for finances.

Events

The Edit info tab also includes the events editor.

This is where you add or update the event list for the submission.

Saving and canceling

When you are editing a submission, Save and Cancel actions appear in the page header.

Use Save to apply your changes.

Use Cancel to leave the submission and return to the submissions list.

Submissions are private workspace records. They are meant for your own tracking and do not appear on your website as submission pages.