---
title: "6.22.1 Submittals overview"
slug: "submittals-overview"
updated: 2025-11-14T16:28:06Z
published: 2025-11-14T16:28:06Z
canonical: "guide.youraspire.com/submittals-overview"
excludeFromSearch: true
---
> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.
# 6.22.1 Submittals overview
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**6.22.1 Submittals overview**
---
### Getting Started with Submittals in Aspire
This guide provides an overview of the key steps to get started with the Submittals feature in Aspire. Submittals are documents exchanged during a construction project, such as requests for information, change orders, and compliance-related documents. The guide covers everything from setting up user roles and permissions to creating and managing submittals in both the web app and the Collaboration Portal.
#### 1. **Set up user permissions**
Before getting started, ensure you have the appropriate permissions to create, view, and manage submittals.
**Steps to assign permissions:**
Go to Admin> User Management > User Roles.
Assign one or more of the following submittal-related permissions:
Select/Deselect All: Quickly select or deselect permission options for users.
Edit Submittals: Create and update submittals, attach files, and change submittal statuses.
View All Submittals: View all submittals and download attachments without the ability to modify them.
[Submittals Management_ User Role Permissions (1).mp4](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Submittals%20Management_%20User%20Role%20Permissions%20(1).mp4?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A27Z&se=2026-11-13T11%3A26%3A27Z&sr=c&sp=r&sig=kXviGYilzS46jx8YfwfP3ugLcgdqlinYkI0Mz2MRLV4%3D)
#### 2. Assign submittal contacts for a property
To send submittals, first assign contacts to a property.
**Steps to assign a contact:**
1. Go to the *Property Details* screen.
2. In the **Contacts** section, select **New**, then **Add Existing Contact** from the dropdown.
3. Check the **Submittals** checkbox.
4. Verify the contact’s email address.
5. Select **Save**.
Note:
Ensure the contact is granted portal access on their details page to receive submittals.
[Submittals Management_ Adding a Submittals Contact (1).mp4](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Submittals%20Management_%20Adding%20a%20Submittals%20Contact%20(1).mp4?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A27Z&se=2026-11-13T11%3A26%3A27Z&sr=c&sp=r&sig=kXviGYilzS46jx8YfwfP3ugLcgdqlinYkI0Mz2MRLV4%3D)
#### 3. Enable submittal portal access for a contact
1. Go to the *Contact Details* screen.
2. Select the **Send Invite** button under the **Submittal Portal Access** section.
1. The field will update to confirm that submittals are enabled.
2. The contact will receive an email to set up their Collaboration Portal account.
Note:
Before a contact can receive submittals, ensure they are also assigned as a Submittal Contact at the property level.
[Submittals Management_ Inviting a Contact to the Portal.mp4](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Submittals%20Management_%20Inviting%20a%20Contact%20to%20the%20Portal(1).mp4?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A27Z&se=2026-11-13T11%3A26%3A27Z&sr=c&sp=r&sig=kXviGYilzS46jx8YfwfP3ugLcgdqlinYkI0Mz2MRLV4%3D)
#### 4. Enable submittals for an opportunity
Submittals can be enabled for both Work Orders and Contract opportunities.
**Steps to enable submittals:**
1. Go to the *Opportunity Details* screen.
2. Select the **Enable Submittals for this opportunity** button.
3. Confirm the action in the modal
Important:
Enabling submittals for an opportunity cannot be undone.
4. After refreshing, the *Submittals* subtab will appear, showing all submittals associated with that opportunity.
[Submittals Management_ Enable Submittals for an Opportunity.mp4](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Submittals%20Management_%20Enable%20Submittals%20for%20an%20Opportunity(1).mp4?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A27Z&se=2026-11-13T11%3A26%3A27Z&sr=c&sp=r&sig=kXviGYilzS46jx8YfwfP3ugLcgdqlinYkI0Mz2MRLV4%3D)
#### 5. Create a new submittal
You can create a submittal from the *Submittal Projects* tab or *Submittals* subtab.
**Steps to create a new submittal:**
1. From the *Submittal Projects* tab or *Submittals* subtab, select the **New Submittal** button.
2. Complete the submittal form with relevant details and upload attachments.
3. Select the recipient. The email is auto-populated.
Note:
Only contacts with portal access and assigned as submittal contacts for the current property will be available.
4. Choose **Save** to save as a draft or **Send** to send the submittal.
Important:
Once sent, submittals cannot be edited.
[Submittal Management_ Create and Send a New Submittal .mp4](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Submittal%20Management_%20Create%20and%20Send%20a%20New%20Submittal%20(1).mp4?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A27Z&se=2026-11-13T11%3A26%3A27Z&sr=c&sp=r&sig=kXviGYilzS46jx8YfwfP3ugLcgdqlinYkI0Mz2MRLV4%3D)
#### 6. Track submittal status
Submittals go through a lifecycle that includes sending, reviewing, and responding.
**Steps to monitor submittal status:**
1. Go to the *Submittal Details* screen and reference the **Submittal History** section. Once a submittal is sent, it will be marked as **Submitted**.
2. The recipient will receive an email notification with a link to the portal to review the submittal.
3. The recipient can either **Approve** or **Reject** the submittal, which will change the status and close out the submittal.
#### 7. Manage pending and unassigned submittals
When a portal user sends a submittal, it must be assigned to an opportunity. You’ll receive a **Submittals Pending** notification when action is required.
**Steps to assign a submittal:**
1. In the *Opportunities* module, go to the *Submittal Projects* tab, or select the **Submittals Pending** alert from your notification center.
2. Under *Action Needed*, find unassigned submittals.
3. Click the three-dot menu and select **Assign Submittal**.
4. Choose the correct opportunity and click **Save**.
Note:
If the selected opportunity is not a current submittal project, submittals will automatically be enabled.
[Submittal Management_ Submittal Projects_Assigning Received Submittals.mp4](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Submittal%20Management_%20Submittal%20Projects_Assigning%20Received%20Submittals(1).mp4?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A27Z&se=2026-11-13T11%3A26%3A27Z&sr=c&sp=r&sig=kXviGYilzS46jx8YfwfP3ugLcgdqlinYkI0Mz2MRLV4%3D)
#### 8. Respond to submittals
You can approve or reject received submittals directly from the *Submittal Details* screen.
**Steps to respond:**
1. Open the submittal’s details page.
2. View or download any attachments.
3. Select the three-dot menu and select **Approve** or **Reject**. The status will change, and the submittal will be closed.
#### 9. Record a response for the portal user
If a submittal has not been responded to, you can record a response, even if there is no due date or the due date has passed.
**Steps to record a response:**
1. Open the submittal.
2. Select the three-dot menu and select **Record Response**.
3. Add any notes or attachments as needed.
4. Select **Approve** or **Reject** from the three-dot menu.
[Submittals Management_ Recording a Response for a Portal User.mp4](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Submittals%20Management_%20Recording%20a%20Response%20for%20a%20Portal%20User(1).mp4?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A27Z&se=2026-11-13T11%3A26%3A27Z&sr=c&sp=r&sig=kXviGYilzS46jx8YfwfP3ugLcgdqlinYkI0Mz2MRLV4%3D)
#### 10. Collaboration Portal access
An Aspire user must first invite a portal user to gain access.
Steps to grant portal access:
1. Go to the *Contact Details* screen.
2. Select the **Send Invite** button to grant Collaboration Portal access.
3. The contact will receive an email to set up their account.
Note:
A contact must also be assigned as a Submittal Contact for the property to receive submittals.
### Collaboration Portal
Portal users can access and manage submittals in the Collaboration Portal.
#### Setting up a Portal account
After an Aspire user sends an invitation to a contact to access the portal, the recipient completes account setup by following these steps:
1. Look for an invitation email from Aspire with a link to set up the account.
2. Select the link in the email. The link opens the portal’s account setup page.
3. Create and confirm a secure password to complete your account setup.
4. Log into the Collaboration Portal with the registered email address and newly created password.
[Collaboration Portal_ Initial Account Set-up and Login.mp4](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Collaboration%20Portal_%20Initial%20Account%20Set-up%20and%20Login(1).mp4?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A27Z&se=2026-11-13T11%3A26%3A27Z&sr=c&sp=r&sig=kXviGYilzS46jx8YfwfP3ugLcgdqlinYkI0Mz2MRLV4%3D)
#### Receiving a new submittal notification
When an Aspire user sends a submittal, the portal user is notified via email.
1. Check the inbox for a submittal notification. The subject line indicates that a new submittal has been shared.
2. Review the email details. The notification will include key submittal details and a direct link to the portal.
3. Select the link in the email. The link directs the portal user to view the new submittal.
[Collaboration Portal_ Receiving and Responding to a Submittal.mp4](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Collaboration%20Portal_%20Receiving%20and%20Responding%20to%20a%20Submittal(1).mp4?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A27Z&se=2026-11-13T11%3A26%3A27Z&sr=c&sp=r&sig=kXviGYilzS46jx8YfwfP3ugLcgdqlinYkI0Mz2MRLV4%3D)
#### Viewing submittal details and attachments
To review the submittal details and any associated documents:
1. Log into the Collaboration Portal.
2. Open the main Submittals list. The user will see a list of all submittals shared with them.
3. Select any submittal to view its details. The submittal includes descriptions, due dates, and other relevant information.
4. Download attachments as needed. Any associated files are available for download from the submittal details page.
[Collaboration Portal_ Main Submittals List and Sign-out.mp4](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Collaboration%20Portal_%20Main%20Submittals%20List%20and%20Sign-out(1).mp4?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A27Z&se=2026-11-13T11%3A26%3A27Z&sr=c&sp=r&sig=kXviGYilzS46jx8YfwfP3ugLcgdqlinYkI0Mz2MRLV4%3D)
#### Creating a new submittal in the portal
Portal users can initiate new submittals directly from the Collaboration Portal.
1. Go to the main Submittals list.
2. Select the option to create a new submittal. This opens a form for the user to complete.
3. Fill out the submittal form. Include all required details, such as descriptions, notes, and any necessary attachments.
1. Choose one of the following options:
- **Save as Draft** to return and edit the submittal later.
- **Send to Contractor** if the submittal is ready to be shared.
4. Verify the new submittal appears in the main list. The submittal **Status** updates to **Submitted** once it's been sent successfully.
[Collaboration Portal_ Create and Send a New Submittal.mp4](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Collaboration%20Portal_%20Create%20and%20Send%20a%20New%20Submittal(1).mp4?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A27Z&se=2026-11-13T11%3A26%3A27Z&sr=c&sp=r&sig=kXviGYilzS46jx8YfwfP3ugLcgdqlinYkI0Mz2MRLV4%3D)
Important:
Once a submittal is sent, it cannot be edited.
For more information on the Submittals modules, see the following articles:
- [Submittals Permissions](/may-2021/docs/submittals-permissions)
- [Submittal Projects screen](/may-2021/docs/submittal-projects-screen)
- [Submittals List screen](/may-2021/docs/submittals-screen)
- [New Submittal screen](/may-2021/docs/new-submittal-screen)
- [Submittals Pending Alert](/may-2021/docs/submittals-pending-alert)
- [Opportunity Screen](/may-2021/docs/opportunity-screen)
- [Property Contacts List](/may-2021/docs/property-contacts-list)
For more information on the Collaboration Portal, refer to the [Collaboration Portal](/may-2021/docs/collaboration-portal-1) overview for Aspire Users and [process documentation](https://guide.youraspire.com/collaboration-portal/docs) for portal clients.