Using Your Portfolio When Submitting

If a work already lives in your Crafted Call portfolio, you do not have to describe it again for every call. The submission form can pull it in, images and all, and then tell you what that particular call still wants from you. This guide covers the picker, what it fills in, and what it deliberately leaves to you.

Where the picker is

On the Works & Details step of a submission, above the artwork fields, you will find Select from Portfolio with the note to pre-fill from existing work (optional). Click it and your portfolio opens inline, without leaving the form.

Search by title, or narrow the grid with the medium filter. Pick a work and the form fills in from it.

If your portfolio is empty, the picker says so. Nothing is lost by ignoring it and typing the details in directly.

Artist Market calls do not offer the picker. Those forms ask for a booth or business name rather than an artwork title, so pulling in a portfolio piece would fill in the wrong things.

What you see once a work is selected

The chosen work appears as a card at the top of the artwork section, with its thumbnail, title, medium and which of your portfolios it came from. Below that is the part worth reading:

• All call requirements met, if the portfolio record already satisfies everything this call asks for.
• Still needed for this call:, followed by each missing piece. Each one is a link that jumps straight to the field that needs filling.

That list is specific to the call you are entering. The same portfolio work can be complete for one call and short of two fields for another, because organizations ask for different things.

More about this artwork expands to show the description, availability and dimensions held on the portfolio record.

Two buttons on the card let you change your mind: one swaps the portfolio item for a different one, the other detaches it and leaves you editing the submission by hand.

What the picker does and does not change

Pre-filling copies the portfolio record into this submission. From that point the two are separate. Editing the submission does not rewrite your portfolio, and editing your portfolio afterwards does not reach back into a submission you have already sent.

That separation is deliberate. A price you quote to one gallery, or a statement you write for one call, should not follow the work everywhere.

What a call still needs from you

A portfolio record and a submission are not asking the same questions. A portfolio holds what is permanently true about a work: its title, medium, dimensions, year and images. A call adds its own questions on top, and those change from organization to organization.