Exhibition System Implementation Status

Complete roadmap for artist exhibition management, pickup scheduling, and automated abandonment handling

6/7 Phases Complete
Final verification still required
Phase 1

Role & Permission System

3 items

Add art_director role to User entity

Add gallery_manager role to User entity

Update role enum in User schema

Phase 2

Exhibition Workflow Pages

3 items

Create AdminPendingExhibitions page

Route: /AdminPendingExhibitions

Create AdminExhibitionRoadmap page

Route: /AdminExhibitionRoadmap

Add routes to App.jsx

Phase 3

Entity Updates

3 items

Update Artwork entity (exhibition & pickup fields)

Create ExhibitionPickupDropoff entity

Create ArtworkAbandonment entity

Phase 4

Backend Functions

3 items

sendPickupNotificationEmail function

Tested ✓

sendAbandonmentWarningEmail function

detectAbandonedArtwork function

Tested ✓
Phase 5

Automation & Scheduling

1 items

Daily Abandoned Artwork Detection automation

Schedule: 9 AM EST

Phase 6

Email Templates

3 items

artist_exhibition_pickup_notice template

artist_exhibition_abandonment_warning template

artist_exhibition_abandonment_confirmation template

Phase 7

Testing & Verification

4 items

End-to-end workflow testing

Email delivery verification

Role-based access testing

Automation execution testing

New Pages Available

/AdminPendingExhibitions

Approve artwork requests and assign to exhibition periods

/AdminExhibitionRoadmap

Visual roadmap of all implementation phases

/AdminExhibitionTesting

Run verification tests on all deployed components

New Entities

User - Added roles: art_director, gallery_manager

Artwork - Exhibition & pickup field additions

ExhibitionPickupDropoff - Tracks all pickup/dropoff events

ArtworkAbandonment - 90-day abandonment tracking

Deployed Functions

sendPickupNotificationEmail - Pickup reminders

sendAbandonmentWarningEmail - 7-day warning emails

detectAbandonedArtwork - Daily abandonment detection (9 AM)

Email Templates

artist_exhibition_pickup_notice - Scheduled pickup details

artist_exhibition_abandonment_warning - Final notice (day 83)

artist_exhibition_abandonment_confirmation - Donation complete

How to Test the System

1. Navigate to Testing Page

Go to /AdminExhibitionTesting to run automated verification tests

2. Test Exhibition Approval

• Create test artwork with exhibition_requested: true
• Navigate to /AdminPendingExhibitions
• Click "Approve & Assign" and select exhibition period
• Verify confirmation message

3. Test Pickup Notifications

• Create ExhibitionPickupDropoff record with scheduled_date
• System will send email 7 days before pickup date
• Check email inbox for pickup notification with artwork details

4. Test Abandonment Detection

• Create artwork with pickup_status: awaiting_pickup
• Set pickup_scheduled_date to 90+ days ago
• Next daily run at 9 AM will detect and process
• Check ArtworkAbandonment entity for record

5. Verify Automations

• Go to Base44 Dashboard → Automations
• Verify "Daily Abandoned Artwork Detection" is active
• Check last_run_at timestamp and status

System Architecture

Artist Journey

  1. 1. Artist requests exhibition (dashboard)
  2. 2. Signs exhibition waiver (agrees to 90-day rule)
  3. 3. Awaits art director approval
  4. 4. ✓ Approved → Assigned to exhibition period

Pickup Phase

  1. 1. Gallery manager removes from exhibition
  2. 2. Designates pickup date
  3. 3. Email sent to artist (day 0)
  4. 4. Artist picks up artwork (or abandons)

Abandonment Path

  1. 1. No pickup within 90 days
  2. 2. Day 83: Warning email sent
  3. 3. Day 90+: Auto-detected as abandoned
  4. 4. ✓ Becomes REALPRO Foundation donation

Admin Controls

  1. • View pending exhibition requests
  2. • Approve/reject with assignment
  3. • Bulk remove from exhibition
  4. • View abandonment records
Testing Checklist (Phase 7)
Run all tests on AdminExhibitionTesting page
Verify AdminPendingExhibitions page loads correctly
Test approving artwork (should assign to exhibition period)
Check email templates in EmailTemplate entity
Verify Daily Abandoned Artwork Detection runs at 9 AM ET
Test 90-day abandonment detection with test data
Verify all emails are sent with correct content

Status should only be marked complete after each test is actually run and confirmed, not by assumption.