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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 04:12 am (UTC) - Well, I'm hesitating
To add to this since I track very little - the name of the story, what market, date out, date back, and what happened, which means I have multiple lines in my word table for every story (unless it sells on first time out, like anthology stories sometimes do). It's getting unweildy big.

But - hey - to everyone their own ways and if I were to be keeping this much detail, I'd also want to know genre (even if you only write in one today, you may branch out later - I write literary, sf, and fantasy stories, and, rarely, poetry). You might also want publication date. Also, I cringe at the word owner. That's you. Period. Unless you sell all rights in perpetuity to someone, which I suppose you might is someone else's universe. You will want to track rights sold. You may also need a way to deal with foriegn rights and reprints. You may also want to know if it is currently in print and where (as in available on anthology builder).

Hope this helps.

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