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Storyteller's Keep II
I need some help... tracking submissions 
13th-Mar-2008 04:13 pm
gray dragon

So, I'm working to set up a database to track my submissions.  I thought, why not set it up much like a SW defect tracking system utilizing fields with choices or values?  That way, I can define search criteria to track submissions as they move through the submission lifecycle, taking weekly snapshots in order to preserve history (can you tell I'm a process geek yet?).  This also enables me to set up metrics (i.e., aging metrics, # of submissions out, to whom, etc.).

Here's a list of items I'm thinking about tracking.  As I'm a newbie (or grommie if you surf), I'm sure there are things I'm not thinking about or accounting for, so any help from you all out there would be just awesome.

MY CURRENT LIST
- Unique ID: each seperate submission would have a unique ID... beneficial for many reasons, including setting up any count functions
- Status: this is the submission lifecycle.  I could certainly use your experience here, but I was thinking about the following
    -Submitted
    -Accepted
    -Accepted with Changes
    -Rejected with Changes
    -Rejected with Changes - Re-submit
    -Re-submitted
    -Contract Accepted
    -Pending
    -Pending Reason: edits, in review, contract definition, ??
    -Closed
    -Closed Reason: Rejected, Rejected with Changes, Published, No Response, ??
    -?? - What else should be here and should I remove any?
- Submit Date
- Re-Submit Date
- Closed Date
- Title: title of story/artwork submitted
- Type: short story, novella, novel, etc.
- Submittee: title of magazing, house, agency, etc. sent to (i.e, Talebones, TOR, etc.).
- Submittee Type: Magazine, eZine, Small Press, Big Publisher, etc.
- Submittee Contact: name of person submitted to
- Owner: current owner (this could be the submittee contact, me, agent, editor, etc.)
- Notes: this is where I keep detailed notes, comments, and history

That's it so far.  I know several of you use various tools to track your submissions. Do you have suggestions on tools?  Also, what do you like to track?  Are there additional fields and field choices/values you recommend I include?  Is it too hard to combine types, i.e., short stories with novellas or novels, or do you recommend I keep them in separate databases because their lifecycles are different? 

Thanks much for the help.

Comments 
14th-Mar-2008 04:08 am (UTC)
Anonymous
Hey Kayt - I might add a field for "queried" because the wait time on submission can be long and it's nice to know if/when I last queried for status. Other possibilities: reprint submission, print date, cost of postage, and because I know some folks have enough data to create it - average time a submission is out for a given market. Good database-ing to you! (Metrics, hah, can't tell who you work for! :) the flashbacks are killing me!)
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