Exporting Submissions

Every submission export starts from the same place: Admin → Calls → your call → Submissions, then Export in the list toolbar. The dialog is titled Export Submissions and offers three formats and a choice of scope. This guide covers what each format carries, how filters change the file, and how long the image links in it stay good.

Exporting is available to organization owners and administrators.

Choosing a scope

Scope has three options:

• All submissions exports the whole call.
• Current filters exports only what your filters currently match. The dialog lists those filters back to you in an Active Filters box so you can see what you are about to get, or None if nothing is applied.
• Selected exports exactly the rows you ticked, across pages. It is greyed out until you tick at least one.

Status, search, intake, score range, Needs Decision Email and Flagged for Review all carry into the file. The Screening Issues filter and the Acceptance Criteria highlight do not, so an export taken with those on will be wider than the list on screen.

CSV

The default. One row per submission, with the artist's contact details, the call and organization, status and dates, and the full artwork record: statement, description, Medium, Year, Dimensions broken into height, width, depth and unit, and Price. Payment status, amount, currency and completion date follow, then one extra column for every custom question your call asks. After those come the artist's Website, the File Count, and an Image URL and Additional Image URLs for each work, at original size. Newer columns are always added at the end, so a spreadsheet built on an earlier export keeps its columns where they were.

Owners, administrators and staff with programming access also get Average Score and Number of Reviews, the same scores the submissions list shows them. Owners and administrators also get Fee Waiver, Fee Waiver Basis and Fee Waiver Claimed At for artists who claimed a reduced or waived fee. These come last, after the image links. Staff with viewer access get the file without any of those five columns. See Tiered, sliding-scale and fee-waiver entry fees for how waiver claims are collected.

Alt text travels with it, in an Image Alt Texts column lined up with the image links. See Uploading images for where that text comes from.

PDF

A printable roster rather than a data file. Each line carries the title, artist, status, submitted date and call. It is capped at the thousand most recently submitted rows, so it is a reading list, not an archive. Use CSV when you need every row.

Squarespace product import

Turns a call's work into a product-import file for a Squarespace store, with each product titled by artwork and artist. It exports whatever your scope selects, so filter the list to accepted work first unless you really do want the whole call.

Two extra fields appear when you choose this format:

• Store page slug is the store page the products import into. For a page at /shop, enter shop. The export refuses to run without it, because Squarespace rejects an import with a blank or unknown product page.
• Image size offers Small (800px), Medium (1200px), Large (1600px), recommended, Extra large (2400px) and Original size.

Products import hidden, so nothing appears in your live store until you review and publish it there. The file carries no alt text column, and the description column is left empty with medium and year written into tags instead.

How long the image links last

This is the one thing worth getting right before you download.

• A sized link (800, 1200, 1600 or 2400 pixels) for a current upload is stable. You can run the import whenever you like. A few older images still fall back to a short-lived link, so do not leave the file sitting for weeks.
• Original size links are secure and short-lived. Run the import soon after downloading, or the links will have expired by the time Squarespace reads them.

The dialog says which of the two you are getting as you change the setting.

What these exports do not carry

Submission exports describe submissions, not money movements. Refunds, payouts, fees and net amounts belong to the financial exports under Admin → Finance, where amounts export as numbers so a spreadsheet can total them. See Financial statements and reconciliation.

If you are moving your whole organization off the platform, see Exporting your data.

If an export is refused

A bulk submission export stops when your organization has a platform usage invoice that has gone unpaid for more than seven days. The dialog says so and names the amount and a link to pay. Settle the invoice from Admin → Billing and the export works again on its own. Your own account data export is never affected, and neither are the financial exports under Admin → Finance. See Plans and Pricing.

Practical notes

• Currency is always the call's own currency. Crafted Call operates in the United States, Australia and New Zealand, and an export never converts between them.
• The file downloads through your browser, so nothing is emailed and nothing is stored on the platform.
• If an export fails, the dialog shows the reason in place rather than silently producing an empty file.