Publishing Stages

Invite

Invite & Defer Submissions

When you’ve selected a submission, you can invite or defer them using the buttons in the right-hand column. These buttons generate emails to the artists that use the Email Templates with the “Invite” and Defer” purposes.

Create Invitation, i.e. Invite an Artist Directly

Click the button in the upper right hand of the Invite Stage interface that reads “Create Invitation.” This will take you to a form that allows you to send an invitation email to an artist without already having a submission from them. It’s usually a good idea to communicate with artists about this in advance, so they understand what it’s all about. Simply fill out the form and click “Save and Send Invitation”

Send Artist Inquiry

When logged in as an admin, in the “Invite” stage (we put it there so that jurors cannot access it), click on a submission. To the right of the submission, you’ll see an “Artist Inquiry” button along with an editable text field. Enter text asking the artist for something. This will generate an email to an artist that includes a URL that takes them to an editable submission form that’s populated with their submission information and track.

Edit the copy for the complete email in Email Templates, using the “inquiry” purpose email. Your copy in the email template should look something like this:

Hi ${ submitterName },

${ submissionInquiry } [<– this is where the text you entered in the Artist Inquiry text box appears]

Here is your submission:

${ submissionURL } [<– this is where the link that artists click on to edit their submission appears]

Thanks!

The ${ collectionName } Team

Note that the italicized text is the only part you need to enter in the text box - the app generates the rest of the text for you.

Librarians can trash submissions in the invite stage; this will send the submission from both the invite and jury stages to the trash can.

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