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manifest / forms / cf7-artist-submissions

CF7 Artist Submissions self-updates

Professional artist submission management system with modern dashboard, advanced field editing, task management, and conversation system for Contact Form 7.

by Pup and Tiger · github.com/xapher19/cf7-artist-submissions

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Install

No release zip yet. The repository archive installs, but the folder name will carry the branch suffix and updates will not flow:

wp plugin install https://github.com/xapher19/cf7-artist-submissions/archive/refs/heads/main.zip

Ships its own WordPress updater (built-in updater), so new versions show up under Dashboard → Updates.

Readme github.com/xapher19/cf7-artist-submissions ↗

Professional artist submission management system for WordPress with modern dashboard, advanced field editing, comprehensive task management, Amazon S3 cloud storage, and AI-powered media conversion.

Transform your Contact Form 7 submissions into a powerful artist management platform featuring interactive dashboards, editable fields, task management, professional tabbed interface, secure cloud file storage, and automated media processing.

🚀 Key Features

🎨 Modern Interactive Dashboard

  • Real-time statistics and submission counts with trend analysis
  • Interactive widgets for unread messages and outstanding tasks
  • Smart filtering by status, date range, open calls, and custom criteria
  • Professional CSV and PDF export functionality with bulk operations
  • Open calls management with dashboard tag integration

📋 Professional Tabbed Interface

  • 5-tab layout: Profile, Works, Conversations, Actions, and Curator Notes
  • Editable header with click-to-edit artist information
  • AJAX loading for seamless navigation with smart performance optimization
  • Mobile-responsive design with professional glass morphism styling

✏️ Advanced Field Editing System

  • Inline editing for all submission fields with real-time validation
  • Auto-save with visual feedback and error handling
  • Independent save systems for different content types
  • Custom field support with metadata integration

📝 Task Management & Actions System

  • Create and assign actions to team members with role-based access
  • Set due dates with automatic notifications and priority management
  • Daily email summaries of pending tasks with SMTP integration
  • Comprehensive audit trail for complete action lifecycle tracking
  • User assignment system with capability-based filtering

💬 Two-Way Conversation Management

  • Threaded email conversations with artists using IMAP automation
  • Template-based responses with professional styling integration
  • Plus addressing system (no extra email accounts needed)
  • Auto-refresh for real-time updates with secure token generation
  • WooCommerce template integration for professional appearance

📁 Advanced File Management & Cloud Storage

  • Amazon S3 Integration: Secure cloud storage with presigned URLs and signature V4 authentication
  • Modern Upload Interface: Uppy drag-and-drop with progress tracking and chunked uploads
  • Large File Support: Upload files up to 5GB per file with multipart upload handling
  • File Previews: Lightbox galleries for images, embedded video players, and PDF viewers
  • ZIP Downloads: Bulk download original files per submission with artist identification
  • Professional PDF Export: Custom layouts with artwork integration and configurable templates
  • Comprehensive Audit Logging: Complete file access tracking and compliance monitoring

🎯 Form Takeover Mode & Custom Fields

  • Form Takeover Experience: Guided 3-step submission with full-screen modal
  • Custom Uploader Field: [cf7as_uploader] tag with advanced configuration options
  • Artistic Mediums Selector: [mediums] tag with color-coded visual styling
  • Asset Loading System: Shortcode-based loading with [cf7as_load_assets] for conflict prevention
  • Tag Generator Integration: CF7 form builder integration with visual tag generator

🔧 Open Calls Management System

  • Multiple open call configuration with individual Contact Form 7 assignments
  • Call status management (active/inactive) with visual indicators
  • Dynamic add/remove functionality with bulk operations
  • Taxonomy integration with custom term management
  • Dashboard filtering integration with call-specific statistics

🤖 AI-Powered Media Processing

  • AWS Lambda Integration: Automated image conversion and processing
  • Thumbnail Generation: Automatic preview generation with multiple size variants
  • Video Processing: Support for video files with query parameters and CORS compatibility
  • Media Conversion: Advanced file format handling and optimization
  • Fallback Systems: WordPress media library integration for local processing

🛠️ Advanced Technical Features

  • REST API Endpoints: Comprehensive API for file operations and metadata management
  • Metadata Management: Complete file tracking with S3 keys and thumbnail URLs
  • Memory-Efficient Processing: Optimized for large file handling and streaming
  • GitHub Auto-Updater: Automatic plugin updates from repository
  • WordPress Integration: Role-based access, custom post types, and taxonomy support

📦 Installation

Requirements

  • WordPress: 5.6 or higher
  • PHP: 7.4 or higher
  • Contact Form 7: Latest version (required)
  • PHP IMAP Extension: Enabled (for conversation system)
  • Amazon S3 Account: For cloud file storage (optional but recommended)
  • AWS Lambda: For advanced media processing (optional)

Quick Install

  1. Download and upload to /wp-content/plugins/cf7-artist-submissions/
  2. Activate through Plugins > Installed Plugins
  3. Navigate to Artist Submissions in WordPress admin
  4. Follow the setup wizard to configure your first form
  5. Configure Amazon S3 for cloud file storage (see S3 Setup section)
  6. For asset loading: Add [cf7as_load_assets] shortcode to pages with CF7 forms

⚙️ Configuration

1. Contact Form 7 Setup

Create a form with these field names:

Required Fields:

  • artist-name - Artist's full name
  • email - Artist's email address

Optional Fields:

  • pronouns, phone, location, website, instagram
  • artist-statement, medium, availability
  • submission-comments

Custom Field Tags:

Modern S3 Upload (Recommended):

[cf7as_uploader your-work max_files:20 max_size:5120]

With Form Takeover Mode:

[cf7as_uploader your-work takeover max_files:20 max_size:5120]

Artistic Mediums Field:

[mediums* artistic-mediums label:"Select all mediums that apply to your work:"]

Complete Example Form:

<label>Your Name (required)
    [text* artist-name]</label>

<label>Your Email (required)
    [email* email]</label>

<label>Your Pronouns
    [text pronouns]</label>

<label>Portfolio Website
    [url website]</label>

<label>Artistic Mediums (required)
    [mediums* artistic-mediums label:"Select all mediums that apply to your work:"]</label>

<label>Artist Statement
    [textarea artist-statement]</label>

<label>Upload Your Works (required)
    [cf7as_uploader your-work takeover max_files:20 max_size:5120]</label>

[submit "Submit Application"]

2. Asset Loading Configuration

The plugin uses a shortcode-based asset loading system to prevent conflicts with other plugins and themes. Scripts and styles are only loaded on pages where you explicitly add the shortcode.

Asset Loading Shortcode

Add this shortcode to any page that contains CF7 forms with CF7AS custom fields:

[cf7as_load_assets]

When to Use the Shortcode

Add the [cf7as_load_assets] shortcode to pages that contain:

  • CF7 forms with custom uploader fields ([cf7as_uploader])
  • CF7 forms with mediums fields ([mediums])
  • CF7 forms with takeover functionality
  • Any other CF7AS custom fields

Assets Loaded

When the shortcode is used, the following assets are loaded:

  • CSS: common.css, custom-uploader.css, lightbox.css
  • JavaScript: custom-uploader.js with REST API configuration
  • Admin Assets: Automatically loaded in WordPress admin areas

3. Amazon S3 Setup

Step 1: Create AWS Account

  1. Go to AWS Console: https://aws.amazon.com/console/
  2. Click "Create an AWS Account"
  3. Complete account setup with email, password, and verification
  4. Choose "Basic support - Free" for getting started

Step 2: Create S3 Bucket

  1. Navigate to S3 in AWS Console
  2. Create bucket with unique name (e.g., my-artist-submissions-2025)
  3. Choose region closest to your users for best performance
  4. Keep default security settings (Block Public Access enabled)

Step 3: Create IAM User

  1. Go to IAM service in AWS Console
  2. Create new user for the plugin
  3. Attach policy with these permissions:
    {
  "Version": "2012-10-17",
  "Statement": [
    {
      "Effect": "Allow",
      "Action": [
        "s3:GetObject",
        "s3:PutObject",
        "s3:DeleteObject",
        "s3:ListBucket"
      ],
      "Resource": [
        "arn:aws:s3:::your-bucket-name/*",
        "arn:aws:s3:::your-bucket-name"
      ]
    }
  ]
}
  4. Generate Access Keys and save securely

Step 4: Configure Plugin

Navigate to Artist Submissions > Settings and enter:

  • AWS Access Key ID: From IAM user
  • AWS Secret Access Key: From IAM user
  • S3 Bucket Name: Your bucket name
  • AWS Region: Your bucket's region (e.g., us-east-1)

4. AWS Lambda Media Processing (Optional)

For advanced media processing capabilities:

Step 1: Deploy Lambda Function

  1. Navigate to lambda-functions/cf7as-image-converter/
  2. Run npm install to install dependencies
  3. Update package.json with your AWS Account ID
  4. Run npm run deploy-create for first deployment

Step 2: Configure Lambda Integration

  • Function Name: cf7as-image-converter
  • Runtime: Node.js 18.x
  • Memory: 1024 MB (recommended)
  • Timeout: 5 minutes (300 seconds)

5. Email Configuration

SMTP Settings (Recommended)

Configure SMTP in Artist Submissions > Settings:

Host: Your email provider's SMTP server
Port: 587 (TLS) or 465 (SSL)
Username: Your email address
Password: Your email password

Conversation System Setup

The plugin uses plus addressing with your existing email:

  • Your email: contact@yourwebsite.com
  • Outgoing emails: contact+SUB123_token@yourwebsite.com
  • Replies automatically route to your main inbox

IMAP Configuration:

Server: Your email provider's IMAP server
Username: contact@yourwebsite.com
Password: Your email password
Port: 993 (SSL) or 143 (STARTTLS)

Test plus addressing by sending an email to: youremail+test@yourdomain.com

6. Open Calls Management

Setting Up Open Calls

  1. Navigate to Artist Submissions > Settings > Open Calls
  2. Add new open calls with titles and descriptions
  3. Assign Contact Form 7 forms to each call
  4. Configure call status (active/inactive)
  5. Set dashboard tags for filtering

Dashboard Integration

  • Open calls appear in dashboard filtering dropdown
  • Statistics are calculated per open call
  • Dashboard tags provide user-friendly names

7. Artistic Mediums Setup

  1. Navigate to Artist Submissions > Artistic Mediums (in WordPress admin)
  2. Add medium terms (e.g., "Oil Painting", "Digital Art", "Sculpture")
  3. Set colors for visual styling (optional)
  4. Use in forms with the [mediums] shortcode

📖 Usage Guide

Dashboard Overview

  1. Navigate to Artist Submissions for the main dashboard
  2. View real-time statistics and submission status distribution
  3. Use interactive widgets to jump directly to specific tasks:
    • Unread Messages → Conversations tab
    • Outstanding Actions → Actions tab
    • Recent Activity → Latest submissions
  4. Filter submissions by open calls using dashboard tags

Managing Submissions

  1. Profile Tab: View and edit all submission details inline with auto-save
  2. Works Tab: Browse artwork gallery with lightbox preview, integrated PDF viewer, and video support
  3. Conversations Tab: Send messages, track email threads, and use template responses
  4. Actions Tab: Create tasks, set deadlines, assign team members, and track progress
  5. Curator Notes Tab: Add private internal notes with rich text editing

Form Takeover Experience

When enabled, the form takeover provides a guided 3-step process:

  1. Step 1: Your Details

    • Form fields extracted from your CF7 form
    • Real-time validation with error messaging
    • Clean, professional styling with progress indicators

  2. Step 2: Upload Works

    • Drag-and-drop file interface with Uppy integration
    • Progress tracking for each file with chunked uploads
    • Support for large files up to 5GB with S3 multipart upload

  3. Step 3: Review & Submit

    • Summary of all entered information
    • File list with thumbnails and details
    • Final submission confirmation with success feedback

Artistic Mediums Features

  • Visual Selection: Color-coded checkboxes for easy identification
  • Responsive Layout: Horizontal grid that adapts to screen size
  • Text Wrapping: Long medium names wrap gracefully
  • Validation: Required field support with error messaging
  • Taxonomy Integration: Automatic population from WordPress terms

Status Workflow

  • New (blue) → Reviewed (green) → Awaiting Information (orange)
  • Selected (purple) or Rejected (red)
  • Custom Statuses: Add your own workflow stages

Export & Download Options

  • CSV Export: Bulk data export with advanced filtering and custom fields
  • PDF Export: Professional submission packets with artwork layouts and metadata
  • ZIP Downloads: Bulk file downloads per submission with artist identification
  • Audit Logs: Complete activity tracking for compliance and reporting

🛠️ Troubleshooting

Common Issues

Plugin not loading properly:

  • Verify WordPress 5.6+ and PHP 7.4+
  • Check browser console for JavaScript errors
  • Clear caching plugins and CDN caches
  • Ensure Contact Form 7 is active
  • Add [cf7as_load_assets] shortcode to pages with CF7 forms

File uploads failing:

  • Verify S3 configuration and credentials in settings
  • Check AWS IAM permissions for bucket access
  • Ensure bucket exists and is accessible in correct region
  • Test with smaller files first (under 100MB)
  • Check PHP upload limits (upload_max_filesize, post_max_size)

Custom fields not displaying:

  • Add [cf7as_load_assets] shortcode to page
  • Verify Contact Form 7 form is properly configured
  • Check form ID in plugin settings matches your form
  • Clear any caching plugins or CDN caches

Mediums not displaying:

  • Add artistic medium terms in WordPress admin (Artistic Mediums)
  • Verify mediums shortcode syntax: [mediums* field-name]
  • Ensure [cf7as_load_assets] shortcode is present on page
  • Check browser console for JavaScript errors

Email conversations not working:

  • Verify SMTP configuration in settings
  • Test plus addressing with a simple email to youremail+test@yourdomain.com
  • Check IMAP settings and credentials
  • Ensure PHP IMAP extension is enabled on server
  • Verify firewall allows IMAP connections

Actions not saving:

  • Confirm user has proper edit permissions
  • Check database connectivity and table structure
  • Enable WordPress debug mode for detailed errors
  • Verify user roles and capabilities

AWS-Specific Issues

S3 Access Denied:

  • Verify IAM user permissions include all required S3 actions
  • Check bucket policy configuration and region settings
  • Ensure access keys are correct and not expired
  • Confirm bucket region matches plugin settings exactly

Large File Upload Issues:

  • Check PHP upload limits (upload_max_filesize, post_max_size, max_execution_time)
  • Verify AWS S3 multipart upload permissions in IAM policy
  • Ensure stable internet connection for large file transfers
  • Monitor AWS CloudWatch logs for Lambda function errors

Lambda Function Issues:

  • Check function configuration (memory, timeout, runtime)
  • Verify Node.js dependencies are properly installed
  • Monitor CloudWatch logs for execution errors
  • Test function with simple payload before processing files

Performance Issues

Dashboard loading slowly:

  • Check database performance and optimize tables
  • Reduce number of submissions displayed per page
  • Enable object caching (Redis/Memcached)
  • Monitor server resources during peak usage

File processing delays:

  • Increase Lambda function memory allocation
  • Check S3 transfer acceleration settings
  • Monitor network bandwidth during uploads
  • Consider regional AWS service placement

📋 System Requirements

Component Minimum Recommended
WordPress 5.6 6.0+
PHP 7.4 8.1+
MySQL 5.6 8.0+
Memory 128MB 512MB+
PHP Extensions IMAP, cURL, GD IMAP, cURL, GD, Imagick

Browser Support: Chrome 70+, Firefox 65+, Safari 12+, Edge 79+

AWS Requirements:

  • Active AWS account with billing enabled
  • S3 bucket with appropriate permissions
  • IAM user with programmatic access
  • Lambda function for media processing (optional)

💰 Pricing Information

WordPress Plugin

  • Free - Core plugin functionality with all features

AWS Costs (Pay-as-you-use)

  • S3 Storage: ~$0.023/GB/month (varies by region)
  • Data Transfer: ~$0.09/GB (first 1GB free monthly)
  • API Requests: ~$0.0004/1000 requests
  • Lambda Processing: ~$0.20/million requests + compute time

Example Monthly Costs:

  • Small Organization (10GB storage, 1K files, 100 submissions): ~$1.00/month
  • Medium Organization (100GB storage, 10K files, 1K submissions): ~$3.50/month
  • Large Organization (1TB storage, 100K files, 10K submissions): ~$30/month

Costs may vary by region, usage patterns, and AWS pricing changes

🔒 Security Features

  • Presigned URLs: Secure, time-limited file access with AWS Signature V4
  • Private S3 Buckets: No public access to uploaded files
  • Plus Addressing: Secure email routing without exposing addresses
  • Comprehensive Audit Logging: Complete activity tracking for compliance
  • Role-based Access Control: WordPress user role integration with capability filtering
  • Input Validation: Comprehensive form and file validation with sanitization
  • CSRF Protection: WordPress nonce verification for all operations
  • SQL Injection Prevention: Prepared statements for all database operations

📄 License

This plugin is licensed under the GPL v2 or later.

📅 Changelog

1.2.0 - Open Calls & Advanced Management (July 28, 2025)

🎯 Open Calls Management System

  • NEW: Multi-Call Configuration - Create and manage multiple open calls with individual Contact Form 7 assignments
  • NEW: Dashboard Tag Integration - User-friendly call filtering with custom dashboard labels and real-time statistics
  • NEW: Call Status Management - Active/inactive call control with visual indicators and bulk operations
  • NEW: Taxonomy Integration - Advanced term management for call organization with hierarchical structure
  • NEW: Dynamic Add/Remove - Real-time open call management with AJAX-powered interface

⚡ Dashboard & Interface Improvements

  • ENHANCED: Dashboard Filtering - Open calls integration with per-call statistics and trend analysis
  • ENHANCED: Settings Navigation - Redesigned responsive tabbed interface that scales across devices
  • ENHANCED: Tab Interface - Improved mobile responsiveness with touch-optimized interactions
  • ENHANCED: Performance Optimization - Faster loading with optimized database queries and caching
  • ENHANCED: Visual Indicators - Better status badges and progress tracking across all interfaces

🔧 Technical Enhancements

  • IMPROVED: Asset Loading System - Shortcode-based asset loading with [cf7as_load_assets] for conflict prevention
  • IMPROVED: Form Tag Generator - Enhanced CF7 integration with visual tag builders and real-time preview
  • IMPROVED: REST API - Extended endpoints for metadata management and file operations with better error handling
  • IMPROVED: Database Schema - Optimized table structure for better performance and scalability
  • IMPROVED: Memory Management - Better handling of large datasets and file operations
  • IMPROVED: Git Integration - Added pre-commit hooks for automated version management across all files

🔒 Security & Compliance

  • ENHANCED: Role-based Access - Improved capability checking with granular permission control
  • ENHANCED: Input Validation - Strengthened form validation and sanitization across all inputs
  • ENHANCED: Audit Logging - Extended activity tracking for open calls management and configuration changes
  • ENHANCED: CSRF Protection - Enhanced nonce verification for all administrative operations

🐛 Bug Fixes & Stability

  • FIXED: Settings Page Responsiveness - Resolved mobile layout issues in settings navigation
  • FIXED: Open Calls Persistence - Improved data validation and save reliability
  • FIXED: Dashboard Statistics - Fixed calculation accuracy for filtered submission counts
  • FIXED: Asset Loading Conflicts - Resolved JavaScript conflicts with other plugins and themes
  • FIXED: Form Generator Integration - Enhanced compatibility with Contact Form 7 tag generation

1.1.0 - S3 Integration & Media Revolution (July 2025)

🎯 Form Experience Revolution

  • NEW: Form Takeover Mode - Complete multi-step submission experience with guided 3-step workflow
  • NEW: Artistic Mediums Selection - Custom [mediums] form tag with color-coded visual styling
  • NEW: Enhanced Drag-and-Drop - Improved stability and responsiveness with smart drag counter management
  • NEW: Advanced Form Validation - Enhanced upload process with duplicate file detection

🎥 Media & File Management

  • NEW: Amazon S3 Integration - Complete cloud storage with presigned URLs and secure file handling
  • NEW: Modern Uppy Interface - Advanced drag-and-drop with progress tracking and chunked uploads
  • NEW: Large File Support - Upload files up to 5GB per file with multipart handling
  • NEW: Video File Support - Comprehensive video handling in lightbox with embedded players
  • NEW: Enhanced Lightbox - Navigation controls, improved styling, and optimized image handling
  • NEW: ZIP Downloads with Artist Names - Bulk file downloads with proper identification
  • NEW: Thumbnail Generation - Automatic preview generation with multiple size variants
  • NEW: AWS Lambda Integration - Automated media processing and conversion

⚡ Performance & UX Improvements

  • ENHANCED: Compact Uploader Design - Immediate drag area collapse for cleaner interface
  • ENHANCED: AJAX Tab Loading - Improved performance for tab content switching
  • ENHANCED: Upload Progress Tracking - Detailed status updates during file uploads
  • ENHANCED: Form Handler Optimization - Better file submission debugging and processing

🛠️ Technical Enhancements

  • NEW: REST API Endpoints - Comprehensive API for file operations and metadata management
  • NEW: Metadata Management System - Complete file tracking with S3 integration
  • NEW: GitHub Auto-Updater - Automatic plugin updates from repository
  • IMPROVED: S3 Handler - Advanced integration with error handling and retry mechanisms
  • IMPROVED: Security Implementation - Enhanced authentication and validation
  • FIXED: Cross-browser Compatibility - Resolved drag-and-drop issues across platforms
  • FIXED: File Upload Stability - Enhanced error handling and recovery systems

1.0.1 - Enhancement Release

  • NEW: Custom add submission interface replacing artist view-based implementation
  • IMPROVED: Hidden artistic mediums taxonomy from WordPress admin navigation for cleaner interface
  • ENHANCED: JavaScript compliance across all components with better error handling
  • FIXED: Add submission functionality now works independently without existing submission data
  • OPTIMIZED: AJAX-powered submission creation with integrated file upload management
  • UPDATED: Form validation and user feedback systems for improved user experience

1.0.0 - Initial Release (June 2025)

  • FOUNDATION: Contact Form 7 integration with custom post type creation and metadata handling
  • DASHBOARD: Modern interactive dashboard with real-time statistics and trend analysis
  • INTERFACE: Professional 5-tab interface (Profile, Works, Conversations, Actions, Notes)
  • EDITING: Advanced inline field editing system with auto-save and validation
  • TASKS: Comprehensive task management system with assignments, due dates, and notifications
  • COMMUNICATIONS: Two-way email conversation system with plus addressing and IMAP automation
  • FILES: Secure file management with lightbox preview and professional styling
  • EXPORT: Professional PDF export with configurable layouts and artwork integration
  • AUDIT: Comprehensive audit logging for compliance and activity tracking
  • WORKFLOW: Status management workflow with visual indicators and circular badges
  • DATA: CSV export functionality with advanced filtering and bulk operations
  • RESPONSIVE: Mobile-first design optimized for all devices with modern styling

Transform your artist submission process with professional tools, modern interface design, secure cloud storage, and automated media processing.