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Submittable's API
Platform Tools and Terms Glossary
Platform Tools and Terms Glossary

Helpful explanations of platform language for using Submittable's API.

Pam English avatar
Written by Pam English
Updated over a week ago


  • Forms are created in the Forms area of the platform.

  • Forms are created using Submittable’s Form Builder.

  • The Form Builder contains a variety of Form Field Options used to create custom Forms according to an organization’s needs.

  • After Forms are created, they're placed into Projects under the General Settings tab.

  • Each Project can contain multiple Forms. For example, a single Project may contain an Eligibility Form, an Initial Form, an Internal Form, and Review Forms within it.

  • Every Form has a unique ID.

Eligibility Forms

  • Eligibility Forms enable organizations on Submittable's New Form Engine to add an eligibility step in front of any Initial Form.

  • Inserting a screening stage ahead of an application form will prevent ineligible applicants from proceeding, and ensure that only qualified applicants are able to continue to the main submission process.

Initial Forms

  • Initial Forms are the most commonly used Form. This is the main form in a Project, and the first form (other than possibly an eligibility form) that submitters will see.

  • Many organizations only use an Initial Form in their Projects.

In order to be Live, a Project must have an Initial Form in it.

Additional Forms

  • Additional Forms are follow-up Forms to an Initial Form.

  • Organizations may qualify a certain number of applicants, then reach out to them for additional information using an Additional Form.

  • Additional Forms are created in the Form Builder.

  • They may be added to a Project at any time.

  • Additional Forms are not inserted into Projects in the same way as Eligibility, Initial, or Internal Forms. They are created in the Forms area, but sent through the Submissions List page or the Submission Details page.

Review Forms

  • Review Forms are created for administering reviews/judging of Submissions.

  • Organization administrators create Review Forms in the Form Builder, then place them into the Custom Review slot for a Review Stage.

  • Assigned reviewers complete Review Forms for Submissions to which they are Assigned.

Internal Forms

  • Internal Forms are built and completed by Organization Team Members.

  • Submitters never see or complete Internal Forms.

Form Fields

  • Forms are comprised of Form Fields.

  • Examples of Form Fields are Short Answer Field, Long Answer Field, Radio List, Checkbox List, Drop Down Field, Number Field, etc.

  • Organization administrators build Forms by dragging Form Fields into a new Form.

Name (Form Field)

  • Provides 2 entry boxes for a first and last name.

Address (Form Field)

  • Provides entry boxes for address collection.

Before adding this field, you'll want to be aware of the Require Address feature (accessed in your organization's account area that, when activated, auto-collects address information from submitters prior to them filling out any applications.

Short Answer (Form Field)

  • Provides a one-line text box for short responses.

  • Max characters=

Long Answer (Form Field)

  • Provides a larger text box for long typed responses.

  • Max characters+

Dropdown List (Form Field)

  • Creates a list of response choices of any length that is viewed as a dropdown when clicked. Dropdown Lists help save space in your Form.

Single Checkbox (Form Field)

  • Provides a single checkbox accompanied by a text statement.

This form field is often used to ask for acknowledgement of a stated condition (checking the box signifies acceptance of the statement).

Multiple Response (Form Field)

  • Allows the creation of a list of choices, from which an applicant or submitter can choose one or more of the answers provided.

Single Response (Form Field)

  • Enables the creation of a list of choices from which an applicant can choose only ONE of the answers provided.

File Upload (Form Field)

  • Enables submitters to upload text, image, video, audio, and specialty files.

Up to 74 files can be uploaded per file upload field.

  • Upload a responsive spreadsheet that can be filled in when a form is live.

  • Request a response that is restricted to a plain, pre-formatted number. This field helps keep numbers consistent, which ensures accurate, trouble-free data reporting. The default for this field is a plain number validation, which can be negative and/or include decimals. You can choose to collect numbers as a percentage or a currency amount, which will show the corresponding symbol in the live application and in completed forms. You can also set the number tool to represent a wide selection of world currencies, as well as set minimum and maximum number entry parameters.

Date (Form Field)

  • Request a date from applicants.

A date picker is made available and a date range can be set.

Email (Form Field)

  • Request an email address.

Website (Form Field)

  • Request a website address in your form.

Entered links will be clickable in Submissions.

Phone (Form Field)

  • Form field used to request a phone number.

Text Only (Form Field)

  • Provides a field where you can enter instructions or additional information only. There will be no place to provide for applicant responses.

Divider (Form Field)

  • Inserts a horizontal line between fields to help visually delineate a section change in your form.


  • Projects contain Forms.

  • Project Titles, when Live, are seen publicly by Submitters on an organization’s landing page.

  • Projects need a Title and an Initial Form in order to be Live.

  • Organizations may have many Live Projects active at the same time.

  • Projects are be configured using the settings area for each Project under the General Settings, Notifications, and Review Workflow tabs.

Project ID

Unique number string tied to each Project.

Project Settings

Project settings are set for each individual Project. There are 4 tabs used for setting up Projects.

  • General Settings

  • Notifications

  • Review Workflow

  • Gallery View (if applicable)

General Settings

  • Enter the name of your project. This is the link that your applicants will select from your Submittable page when they are choose to apply.

  • Enter any general guidelines that you need applicants to know before submitting, such as what type of content you are looking for, or who is eligible to apply. You can use rich text formatting here, such as headings, bold, italic, or underlined fonts, bulleted or numbered lists, or a quote call out or hyperlink, by selecting the icon from the top menu. You can also include photos or videos.


  • Select the Initial Form that this project will utilize. (This is an important reason you need to have your form created before you create your project.) You can reuse forms for as many projects as needed.

Starts On

  • Select a date to begin accepting submissions. If you do not select a start date, your project will automatically go live once completed.

Expires on

  • Select a date that your opportunity will close to submissions. If you choose to leave this blank, your project will be available indefinitely.

  • Checking the Hidden box allows you to prevent the project from being listed on your organization’s Submittable page. Submitters will only be able to apply by receiving a direct link. This is a good option for opportunities which are not meant to be publicly available.

  • Check the Limit Multiple Submissions box to limit each submitter to a single submission.

  • Discover is Submittable’s public library of calls for submissions trafficked by our robust community of creatives and opportunity seekers. To make your project discoverable to tens of thousands of Submittable users, simply enter a few tags so that they’ll be able to find you in a search. You can use tags such as "poetry", "contest" or "grant". Begin typing the desired tag and select it from the dropdown menu to apply. If you wish to use a tag that you cannot find, contact to suggest a new tag.


  • The Live checkbox makes your project Live.

Even when checked, the project will not go live until the Start date you designate.

If you need to take your Project down, simply uncheck this box to override all date settings.

Archiving the project is a step you can take when your call is complete and you are ready to remove it from your Submittable page. Note, this option does not also archive submissions. It’s important to review all submissions, assign a terminal status: accepted, declined, or complete, and archive all submissions before archiving your project.


Review Workflow

Stage Name

something goes here

Review Type

something goes here

Auto-Assign Reviewers

Gallery View


  • Users make Submissions to organizations that use the Submittable platform.

  • Organizations administrate received Submissions from the organization account view.

  • Submitters have a personal account where they can see and track all Submissions they’ve made.

  • Organizations see and track all received Submissions through their organization account view.

  • Submissions in bulk are seen and organized in an organization’s Submissions List view.

  • Individual Submissions are reviewed in the Submission Details view.

  • Organizations can apply a variety of administrative actions to handle incoming Submissions, including basic Yes/No Review, Custom Review, Multi-Stage Review, and others.

Submission Status

  • Every Submission has a Status at all times.

  • Newly received Submissions show in New status for Organizations, and Received status for Submitters.

  • Submissions change to In-Progress status when they are handled in some way. For example, they may receive a Review from an Assignee, or an administrator sends a Message to the Submitter.

  • When a Submission is done being reviewed, it is normally placed into a Terminal Status. Terminal Statuses are Accepted, Declined, and Completed.

  • Submitters are notified via email when a Submission is placed into a Terminal Status, unless an administrator changes status without notifying the Submitter (this option is available in the platform).

Submission List View

This refers to the UI page showing a list, or filtered list, of received Submissions.
Here is a visual example of the Submission List View.

Submission Details View

Refers to the UI page showing the details of a single, unique Submission.
Here is a visual example of the Submission Details View:

Submission ID

The unique number string attached to each Submission.

Form ID

The unique number string attached to each Form.

Label ID

The unique number string attached to each Label.

Team Member ID

The unique number string attached to each Team Member.

Team Member/Reviewer

  • Organizations have varying numbers of Team Members depending on their account details.

  • Team Members complete Reviews on behalf of Organizations to which they belong

  • Team Members have designated Permission Levels.

  • Organization administrators can give Submission Assignments to any level of Team Member..


  • Labels are used to organize Submissions.

  • Labels can be applied manually post-submission, or by using the Auto-Label feature.

  • Levels 1-5 Team Members can apply labels to a Submission.

  • Labels can be used to make searches in Public Galleries.

  • Labels are Reportable in Standard and Advanced Reporting.

  • Labels are shown in both the Submissions List view and the Submission Details view.


Organizations use Submittable’s cloud-based platform to collect Submissions.


Users with a Submittable account make Submissions. These users are commonly referred to as Submitters or Applicants.


Organizations assign Team Members to review Submissions.

Reviews may be simple Yes/No responses (indicated with a thumbs up/thumbs down click), or they may be Custom Reviews using Review Forms that are built in the Form Builder.

Custom Review

  • Custom Review Forms are created in the Form Builder.

  • Custom Reviews are tailored to provide responses to Submissions for specific Projects.

  • Custom Reviews can be set up with scoring rubrics.

Review Stage

  • Organization account may include the Multi-Stage Review feature. This allows organizations to administer unlimited Review Stages.

  • Each Review Stage can be individually named

  • Review Stages can be either simple Yes/No Review, or Custom Review with scoring for each stage.

  • Each Review Stage can have Auto-Assignments applied.


  • Assignments are given to Organization Team Members (any permission level) by Organization Administrators (Levels 4 and 5)

  • Assignments may be given manually, or by using the Auto-Assignment feature.

  • Auto-Assignments are applied in the Review Workflow area of any Project

  • Auto-Assignments automatically assign incoming Submissions to pre-designated Team Members.


Awarded Amount (Funds)

Refers to the planned/designated Awarded Amount recorded in the platform to be distributed to a particular applicant.

Paid Amount (Funds)

Refers to the already paid out amount recorded in the platform

Transaction (Funds)

Refers to the recorded exchange action when Funds are marked as paid.

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