ARTification UK needed to streamline how they handle artwork submissions for their annual shows. What started as a simple cloud storage problem became a complete workflow transformation.
The Problem
Every year, ARTification receives hundreds of artwork submissions from artists across the UK. The old process was a nightmare:
- Email submissions with inconsistent file naming
- Spreadsheets that multiple people edited simultaneously
- No clear approval workflow
- Manual payment tracking for artist commissions
- AGM presentations that took days to prepare
The result? Missed submissions, confused artists, and board meetings where half the time was spent explaining financial data instead of discussing art.
What I Built
1. Centralized Submission System
Using Google Workspace as the foundation, I created a system where:
- Artists submit through a single form that automatically organizes files by year, category, and artist name
- Automatic file naming prevents confusion and duplicate submissions
- Cloud storage with proper permissions so only relevant team members can access specific folders
2. Workflow Automation
Submission tracking:
- Automatic confirmation emails to artists
- Status updates sent to artists at each stage of review
- Deadline reminders for both artists and reviewers
Approval process:
- Clear stages: submitted → under review → accepted/rejected → payment processed
- Notifications to the right people at the right time
- Audit trail of all decisions
3. Financial Reporting Transformation
Before: scattered spreadsheets and manual calculations
After: automated financial tracking that:
- Tracks artist payments automatically
- Generates reports for board meetings
- Creates visual presentations for AGMs
- Handles commission calculations without errors
The Impact
By the Numbers
- £10,000 worth of artwork managed through the system annually
- Zero missed submissions since implementation
- 75% reduction in time spent preparing AGM presentations
- 100% accuracy in artist payment tracking
For the Organization
The board now spends AGM time discussing artistic direction instead of trying to understand financial spreadsheets. The visual presentations I created help them see patterns in submissions and make better strategic decisions.
For the Artists
Clear communication throughout the process. Artists know exactly where their submission stands and when to expect updates. Payment processing is faster and more reliable.
For the Team
Staff can focus on curating and supporting artists instead of wrestling with administrative tasks.
The Technology Approach
Cloud-first architecture:
- Google Workspace for forms, storage, and collaboration
- Automated workflows using Google Apps Script
- Custom reporting tools that generate visual presentations
- Integration with existing financial systems
Key principle: use tools the team already knows. No point building something fancy if it requires extensive training.
Workflow Design
Submission Process
- Artist submits through Google Form
- Files automatically organized in cloud storage
- Confirmation sent to artist
- Review team notified
- Decision made and communicated
- If accepted, payment process initiated
- Final confirmation to all parties
Reporting Process
- Data automatically aggregated from submissions
- Visual reports generated for different audiences
- AGM presentations created with charts and insights
- Financial summaries prepared for board review
Lessons Learned
Automation should feel invisible. The best workflows are the ones people don’t think about. Artists submit art, reviewers review art, payments get processed. The technology just makes it happen smoothly.
Visual reporting changes conversations. When board members can see submission trends and financial data clearly, they make better decisions and spend time on strategic issues instead of administrative confusion.
Redundancy matters. With cloud storage and automated backups, we’ve never lost a submission or had data corruption issues.
Long-term Impact
Three years later, the system still runs smoothly with minimal maintenance. ARTification has expanded their programming because they can handle more submissions without additional administrative overhead.
They’ve also used the data insights to make strategic decisions about programming, pricing, and artist support that wouldn’t have been possible with the old spreadsheet approach.
Need help streamlining your organization's workflows? Let’s discuss your challenges.