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Duosuma® Duotrope's Submission Manager

Guide to Planning your Projects and Submission Calls

Project-Call Structure Basics

First, the Duosuma Account is the top-level entity. It corresponds to an organization (which does not have to be a legal entity). An organization should only have one Account.

Each Account can have multiple Projects. A project is a publication, book press, competition, literary agent, or other entity that accepts submissions. If you have more than one publication, press, contest, or agent, each one should be listed as a separate project. Whenever possible, each Duosuma Project should correspond to a Duotrope listing. (This will help ensure that the Duotrope listing links properly to the Duosuma Project page; otherwise, we may not be able to.)

Important!
The Projects and Calls you list must allow submissions through the Duosuma platform. You may not create Duosuma projects and/or calls that instruct people not to submit through Duosuma but through other means.

Also, Duosuma is not a storefront. You may not create projects or calls for the purpose of selling physical or digital products or for selling services (such as editing or self-publishing services). Projects can currently only be vessels for Calls for Submissions.

Each Project can have multiple Submission Calls, and Calls can have optional Submission Periods (which set when Calls open and close to submissions). Each Call can accept certain type(s) of submissions — fiction, poetry, nonfiction, drama, visual art, or multimedia — set the specific guidelines for that call, and limit the number of pieces that can be sent in a single submission. If the account has been set up to charge fees, you can set fees (or tip jars) on each Call and/or Submission Period.

Recommendations for Setting Up Projects and Calls

Any time you accept a different number of pieces or different file types, you should set up separate calls. For example, if you only accept a single short story at a time, but you accept up to three works of flash fiction, you should set up two separate calls: one for short stories and another for flash fiction. Also, if you only accept PDFs for certain types of submissions, that type of submission should get its own call. This allows the system to ensure you only receive the correct file type and number of pieces with each submission.

Also, if you want to be able to set up automatically recurring submission periods, your Calls should be generic rather than issue-specific. For example, a "Flash Fiction" call makes more sense to set up with recurring submission periods than a call for "Issue 10."

If you still aren't sure about the best approach for structuring your projects and calls and would like our advice, feel free to contact us.

An Example:

An organization called Duopolis Writers publishes a quarterly online journal, an annual anthology, and runs two contests. Their Projects and Calls could be structured like this:

  • Project: The Duopolis Review
    • Call: Flash Fiction (Up to 3 pieces at a time; Recurring Submission Periods in the months of January, March, September, and November; Optional Tip Jar)
    • Call: Short Stories (One piece only; Recurring Submission Periods in the months of January, March, September, and November; Optional Tip Jar)
    • Call: Nonfiction (One piece only; Open year-round; Optional Tip Jar)
    • Call: Poetry (Up to 5 pieces at a time; Recurring Submission Periods in the months of February, April, August, and October; Optional Tip Jar)
    • Call: Visual Art (Up to 5 pieces at a time; Open year-round; Optional Tip Jar)
    • Call: Multimedia (One piece only; Open year-round; Optional Tip Jar)
  • Project: The Duopolis Writers Annual Anthology
    • Call: Fiction (One piece only; Recurring Submission Period from June 1 through July 30; Optional Tip Jar)
    • Call: Nonfiction (One piece only; Recurring Submission Period from June 1 through July 30; Optional Tip Jar)
    • Call: Poetry (Up to 3 pieces; Recurring Submission Period from June 1 through July 30; Optional Tip Jar)
    • Call: Visual Art (Up to 3 pieces; Recurring Submission Period from June 1 through July 30; Optional Tip Jar)
  • Project: The Duopolis Short Story Competition
    • Call: Short Stories with the theme "A Tale of Two Cities" (One piece only; Submission Period from August 1 though December 31; Fee: USD $5)
  • Project: The Duopolis Writers Chapbook Prize
    • Call: Poetry Chapbook (One piece* only; Recurring Submission Period from January 1 though May 30; Fee: USD $12) * In this case, a "piece" is the chapbook/collection sent as a single file.
    • Call: Prose Chapbook (One piece* only; Recurring Submission Period from January 1 though May 30; Fee: USD $12) * In this case, a "piece" is the chapbook/collection sent as a single file.
    • Call: Hybrid Chapbook (One piece* only; Recurring Submission Period from January 1 though May 30; Fee: USD $12) * In this case, a "piece" is the chapbook/collection sent as a single file.

Submission Caps/Quotas Optional

When you are managing your Duosuma account, projects, and calls, you have the option of setting Submission Caps, which will limit the number of submissions you can receive in a billing cycle. Caps can be set on an Account-level (which will count all submissions sent to any project under the account), on a Project-level (which will count all submissions sent to calls under that project), or on a Call-level (which will count all submissions sent to that specific call). You can also use these settings in combination, if necessary. Once any cap is reached, it will close submissions on that level (account, project, or call) until the start of the next billing period:
Reaching an account-level cap will close all submissions, reaching a project-level cap will close submissions under that project, and reaching a call-level cap will close submissions for that call.

When Submission Caps are in effect, the public pages (for the projects and/or individual calls) will display a message and a progress bar indicating how much of the cap has been used, like so:

Quota: This project has established a quota. Submissions will close when it is reached.

63%
Important Note: Submission Caps are based on the number of Submissions received. They are not based on the number of Submission Credits used. Keep that in mind when setting your caps.
Some Friendly Advice: Since submission caps reset on your billing date, we recommend that you set your billing date to the first of the month, so that your submitters can more easily remember to check back on the first of the next month if your quota has been met. You can do this on your Manage Billing page.

Making Changes to your Project/Call Structure

If you have already set up your Projects and Calls but need to make changes to how they are set up, you can move your calls from one project to another, if needed.

Note: Changing the project for a call will also update the project on any submissions you've already received for the call.

Follow these steps:

  • If you need to move the call to a project that doesn't exist yet, first set up that project. (See our Projects Guide for full instructions.)
  • Navigate to the Call that needs to be moved, using the Manage Projects, Calls, and Dates page or the links on the Duosuma Control Panel.
  • In the Basic Info section, click Update this Section.
  • The current Project will be listed. Click Change.
  • Select the new Project and click Update.
  • Finally, update the links you use to point to your submission manager. Since you've updated the project, the links have changed. (See our Linking Instructions for full details, as well as HTML code and graphics for your links.)

See more Documentation.
Have any questions about this? Ask us.