Purpose: Allows users to track where they submit stories for potential publication. Assists with keeping track of rejections and sales, as well as helping the user determine which market to send stories to (based on word count, pay rate, and the like).
I have used a variety of submission tracking tools over the years. Previous versions of YourOtherMind included such tools and I have almost twenty years of data accumulated, a detailed tracking of my victories and failures.
This version of the submission tracking system is by far the quickest method I’ve developed for maintaining submissions.
It is also the ugliest.
It is efficient but a bit awkward to use (i.e., screens are too cluttered). This ADDIN is still under development. Expect the final interface to look slightly different from what is shown in these screens.
The Submission Panel has three tabs.
- Submissions. This is a list of submissions and items the user wants to submit. Discussed below.
- Markets. This is a list of the places that users may want to submit material to. Discussed below.
- Advanced. The Submission Panel ADDIN is a ‘child’ of standard Table Note. The market data is actually stored on an inline table and can be edited directly instead of using the market editor (though we default to READ ONLY mode for safety). This table view is useful for sorting markets by word type or other markers.
The submissions page is where users review outstanding submissions and plan where to submit material. It has two views — List and Details. The List shows the list of appropriate layouts to consider. When a layout is selected the FLIP button can be pressed to move to a Detailed view of that layout’s submission history.
This is an example of the list view with the Ready to Send flag set.
These are the stories that are ready to be sent to markets (means they have been written and are not currently under consideration at another market).
There are three filters available: Their effects stack.
- Ready To Send. As explained above, those projects that can be sent to a market for consideration. The far right column lists the top five destinations/future homes the user has selected for this project.
- Sent. Those markets that are currently under consideration. This view indicates their current market and how long they have been there. It will highlight in red those submissions that have been there for over a hundred days.
- Query. The dropdown at the top (which says WritingDone in the example above) is filtering the results. This query contains the following text, used to ensure that only projects that have been flagged as completed should show up… the criteria is entirely up to the user.
notebook='Writing' and section='Projects' and status='4 Complete'
This filter is the same as what is used for the List Note.
- If neither Ready to Send or Sent are set, then all the layouts dictated by the current Query will be shown.
- Double-clicking a layout will open that layout in YourOthermind.
- Press the FLIP button to transition to the details view for the selected layout.
The FLIP button is a toggle between the list and the details view. The details view lists past, current, and future submissions for the selected layout.
This example shows a project with three submissions. The top entry, the most recent, has not been replied to. This means that this layout is consider “out for consideration”. It won’t show up on the Ready to Send list, as noted above.
At the bottom of the image you will notice a single submission entry in the destination section. A submission can be changed to a destination by selecting it and then pressing the CHANGE SUBMISSION TO DESTINATION. This allows a user to prepare a list of potential markets for a new story. Once they are ready to send the story to that market, they select the entry and press CHANGE DESTINATION TO SUBMISSION.
The top portion deals with the submission itself, including the cost of sending the submission (if a postal submission) and the date. The bottom portion concerns the reply, with a third section for any personal notes the user may have received from an editor. The DAYS OUT field is autoscalculated (from the reply date – the submission date).
The Rights Sold field will turn blue if the reply type is an acceptance. This is to remind the user that they should enter the rights they have sold to this publisher/market.
Users are able to add and edit markets here as well as select which market to send work to . The currently selected market is the one which the submit button at the bottom indicates the user wants to send something to.
Press ADD MARKET to add a market. This creates a blank entity to fill in using the property grid on the right. Once changes are complete the user MUST PRESS SAVE EDITS to commit the changes.
The MARKET NOTES tab allows the user to jot down any notes (like submission guidelines) for this market. The MARKET SUBMISSION tab shows a list of submissions — these are all the layouts that have ever been submitted to this market. Double-clicking any of those will show the editor’s comment on the work, if one was entered.
Adding a Submission – The Footer
This shows the current submission and the current selected market, together. By pressing the SUBMIT button, which shows the current project and the current market, a submission is created.
Above the button any potential errors (already sent this story to this market, story exceeds allowed word count, target-audience concerns, et cetera) appear.
The Cover Letter
From the submission list (details view), users may create a cover letter from the submissions tracker.
The first step is to select a submission. Then press the COVER LETTER button.
For this to work the user must create a note on the current layout called Cover Letter. This is an example of such a note:
Attached is the short story, '[ProjectName]' ([Words] words).
Most recently my work has appeared in The Journal of Unlikely Entomology, Shroud, Abyss and Apex, On Spec, and Writers of the Future.
Thank you for considering this story.
The text in brackets (i.e., [Caption]) are pulled from the market information associated with the selected submission. Likewise [ProjectName] and [Words] are pulled from the layout associated with the submission (the thing we are sending).
The Submission Tracker is a note.
This means that the user may choose to track a variety of different things (i.e., not just stories and novels). They might have several layouts, each with their own submission tracker on it.
Tables to Customize
These tables are created automatically on layouts when new Submission Trackers are created.
- submissiontypes. When a submission is sent, a submission type is chosen. For stories the default table supplies entries like Submission and Contest entry. But you may use whatever terms you want. In the code column just ensure to use the appropriate codes (submission, invalid, none, none). Anything flagged as submission will count as a submission in all the various reports, for example.
- replytyypes. When an editor responds to a story there is a reply. Like submissiontypes, these have codes too (rejection, sale, or none).
- replyfeedback. When viewing a layout in the submission tracker we see feedback on how well it has been received so far. This table defines the wording behind that feedback.