Every gallery has unique information needs. Crafted Call lets you add custom fields to your submission form—questions beyond the standard work title, dimensions, and artist information. This guide explains how to create, configure, and use custom fields effectively.
What Are Custom Fields?
Custom fields are gallery-specific questions you add to the submission form. They help you gather data that matters to your curation and operations.
Examples of useful custom fields:
"Where did you hear about this call?" (track marketing effectiveness)
"Is this work available for sale?" (help collectors and curators)
"Have you exhibited with us before?" (identify repeat participants)
"What inspired this series?" (learn artist intent)
"Will you attend the opening reception?" (plan for capacity)
"Do you require accessibility accommodations?" (ensure inclusive events)
"What is your primary medium?" (category/curriculum data)
These fields appear on every submission in the call, making them quick to batch-analyze once the call closes.
Field Types
Crafted Call supports six field types, each suited to different data:
Text Input
Single-line text field. Use for short, open-ended responses.
Example: "What city are you based in?"
Validation: No special rules—artists can enter anything. Use for flexible, qualitative data.
Textarea
Multi-line text field. Use for longer, descriptive responses.
Example: "Tell us about your artistic practice and goals."
Validation: Accepts line breaks and formatting. Ideal for artist statements or descriptions.
Number
Numeric input only. Prevents text entry.
Example: "How many years have you been creating art?"
Use case: Quantitative data like years of experience, edition size, or inventory count.
URL
Validates input as a web address.
Example: "Link to your website or portfolio"
Validation: Ensures the entry is a valid URL (starts with http:// or https://). Helpful for verification and easy reference.
Date
Calendar picker for selecting a date.
Example: "When did you create this work?"
Was this article helpful?
Use case: Capture creation date or historical context. Artists can pick from a calendar rather than typing.
Select (Dropdown)
Predefined list of options. Artist picks one.
Example:
"What is your primary medium?"
Painting
Sculpture
Digital Media
Mixed Media
Other
Use case: Categorical data that you want to analyze or sort. Dropdowns ensure consistent, clean data.
Checkbox
Yes/no or agreement checkbox. Useful for statements and confirmations.
Example: "I certify that I am the original creator of all submitted work."
Use case: Legal agreements, confirmations, or yes/no questions.
Creating and Configuring Fields
Step 1: Add a Field
Navigate to your call's settings and find the "Custom Fields" section. Click Add Field.
Step 2: Set Basic Properties
Label: The question artists see. Be clear and concise. Example: "Is this work for sale?"
Field Type: Choose from the six types above.
Required / Optional: Toggle whether artists must answer. Required fields block submission until completed.
Help Text (optional): Provide context or instructions below the label. Example: "Select yes if the work is available for acquisition."
Step 3: Configure Type-Specific Options
For Select fields: List each option, one per line.
Painting
Sculpture
Photography
Digital Media
Mixed Media
Other
For Text/Textarea fields: Set a placeholder (hint text that appears in the empty field).
Example placeholder: "Describe your artistic process..."
For Number fields: Set min/max values if needed.
Min: 0
Max: 100
Step 4: Reorder Fields
Drag and drop fields to reorder them on the form. The order you set here matches what artists see during submission.
Best practice: Order fields by importance. Put critical questions first, optional context questions later.
How Artists Experience Custom Fields
Artists see custom fields on the submission form, below the standard metadata fields (title, dimensions, images). Each field shows its label, help text, and any validation rules.
If a field is required, an asterisk (*) appears next to the label. Artists cannot submit until all required fields are completed.
Once submitted, the field data is saved with the submission and visible in the admin intake view.
Validation Rules
Validation ensures data quality:
Required fields: submission is blocked until completed
Text/URL: must match field type (URL fields validate URL format)
Number: must be numeric; respects min/max bounds
Select: must choose one of the provided options
Date: must be a valid date
Checkbox: if required, must be checked
Artists see inline error messages if they try to submit with invalid or incomplete data.
Use Cases & Examples
Example 1: Sales & Collection Data
Galleries often need to know if work is available for sale or if it's a one-of-a-kind piece.
Field 1: "Is this work available for purchase?"
Type: Select
Options: Yes / No / Price on request
Required: Yes
Field 2: "Asking price (if available)"
Type: Number
Required: No
Min: 0
Example 2: Artist Background & Impact
Understand your artist pool and track diversity data.
Field 1: "How did you hear about this call?"
Type: Select
Options: Social media / Email / Website / Friend / Previous exhibition / Other
Required: Yes
Field 2: "Is this your first submission to our gallery?"
Type: Checkbox
Required: No
Example 3: Logistical Planning
Prepare for in-person events and shipping.
Field 1: "Will you attend the opening reception?"
Type: Checkbox
Required: No
Field 2: "Do you require any accessibility accommodations?"
Type: Textarea
Required: No
Field 3: "Preferred shipping method"
Type: Select
Options: Hand delivery / Courier / Freight / Local pickup
Required: Yes (if selected/accepted)
Managing Custom Fields
Editing Fields
Click the field to edit its label, help text, required status, or options. Changes apply immediately—submitted responses are not affected.
Deleting Fields
You can delete custom fields. Previously submitted data is archived and still visible in submission details.
Warning: Deleting a field removes it from the form but doesn't delete artist responses already submitted. You can still view those responses in submission records.
Tips for Effective Custom Fields
Keep it minimal: 2–4 custom fields is ideal. Each additional field slightly reduces submission rates.
Be specific: "Where did you hear about us?" is better than "How do you know about us?"
Avoid yes/no with text fields: Use Select or Checkbox fields for binary questions to keep data clean.
Test before launch: Submit a test entry yourself to see how the fields appear and flow.
Plan for analysis: Think about how you'll use the data. Custom fields should inform jury decisions, marketing, or operations.
Next steps: Once you've configured your call's requirements and custom fields, set up jury evaluation in "Setting Up a Jury."
