Managing Submissions for a Call | Submissions | Crafted Call
Managing Submissions for a Call
Gallery OwnersUpdated Sep 21, 2026
Every submission to a call lives on one page: Admin → Calls → your call → Submissions. It is a single list you can search, filter, sort, select and act on, with a Trash tab beside it for anything you remove. This guide covers finding the submissions you want, acting on several at once, printing labels, and reading what the page tells you about price and status.
Active and Trash
Two tabs sit above the list:
Active shows every submission that has not been deleted, with the count beside the tab name and, when drafts exist, how many of them are still drafts.
Trash shows submissions you have removed, with the count beside it.
The number on the Active tab is the same number the rest of the page counts, so the tab, the list header and the decision banner never disagree with each other.
Finding the submissions you want
The toolbar above the list holds everything you need to narrow it down.
Search by title, artist name, or email matches all three fields. Searching runs on the server, so it looks at the whole call rather than the page you happen to be on.
The status dropdown starts at All Status and then lists only the statuses that actually occur on this call, so you never scroll past statuses no one has.
The sort dropdown offers Date, Artist, Status (this page) and Jury Score (this page), with a button beside it to flip between ascending and descending. The two options labeled (this page) reorder the submissions currently loaded rather than the whole call, which is why they say so.
List and Gallery switch between rows and thumbnails.
Below that sit three quick filters, each with its own count: Needs Decision Email, Flagged for Review and Screening Issues. Turn one on and its label changes to Showing: Needs Decision Email so it is obvious the list is filtered. Advanced Filters opens a Score Range with minimum and maximum values, and an Acceptance Criteria box that highlights submissions meeting a minimum average or rubric score.
On calls that record physical drop-off, an extra intake dropdown appears with All Intake, Checked In, Checked Out and .
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Not Checked In
The line under the card heading tells you exactly what you are looking at. It names the range you are on and the total for the call, and it ends in (filtered) whenever a filter is narrowing the list.
Acting on several submissions at once
Tick the checkbox on any row and a selection bar appears at the top of the list. It reports how many submissions you have selected, how many of them are hidden by filters, and how many unique artists they belong to. From there you can:
Record decisions. On a juried call the buttons read Accept, Reject and Waitlist. On a call without jurying they read Work Included and Unable to Include.
Archive the selection.
Print labels for just the ticked pieces.
Compare two submissions side by side. The button stays disabled until exactly two are selected.
Open More actions for Send Email, Adjust Mediums and Export Selected.
Clear the selection.
Beside the select-all checkbox is a smart selection menu with Select filtered page, Select above score cutoff and Select all in category, each showing how many submissions it would add.
Printing labels and printing the list
Three print actions do three different things, so pick by what you want on paper:
Call actions → Print labels prints the whole show. It stays disabled until at least one submission is accepted.
Print labels in the selection bar prints only the pieces you have ticked.
Print list in the list toolbar prints the list itself, not labels.
Label size, layout and what appears on each label are set separately. See Printing labels.
What a single row offers
Each row's actions menu holds Message Artist, Flag for Review (or Unflag for Review), View Submission, Edit Submission and, for organization owners and administrators, Move to Trash.
Two more buttons sit above the list. Add Submission for Artist enters work on someone's behalf. Invite late submission lets a specific artist enter after the deadline has passed.
Price and not for sale
The price column reads exactly what the artist decided, and it distinguishes a decision from a blank:
On a call that allows not-for-sale work, a submission with no price shows NFS.
On a call that requires everything to be for sale, a submission with no price shows No price instead, because not for sale was never an option the artist had.
A draft that simply has not answered the price question yet is not read as not for sale. Only an explicit zero means not for sale. On a call that requires a price, the Not for sale checkbox does not appear on the submission form at all and a price above zero is required. You can change any price from Edit Submission.
Sending decisions
Once decisions are recorded, a card appears above the list headed Jury Decisions Ready to Send (or Submission Decisions Ready to Send on a call without jurying) with the counts for each outcome and a Send Decision Emails button. Preview shows the letter first.
If you told artists a notification date and that date is still in the future, the dialog offers both paths: send now, or Schedule for the date you promised. Sending now also moves the call's notification date forward so artists see their result on their dashboard immediately. Once a batch is scheduled, the page shows how many emails are queued and lets you cancel or send early.
Move to Trash is available to organization owners and administrators. The confirmation names the piece and tells you how long you have to change your mind. Deleted submissions sit on the Trash tab, each showing the date it was removed and how many days remain before it is purged, with a Restore button.
Anything with a payment, a payout or a sale certificate against it is held indefinitely and never purged automatically. Those rows say so.
What happens after acceptance
Accepted work still has to arrive. The decision card tracks how many pieces are pending handoff to the exhibition, and links straight to the intake page. See Recording drop-offs and pickups.
Getting the data out
Every export runs from the Export button in the toolbar. See Exporting submissions for the formats, what each one carries, and how filters and selections affect the file.
