Purpose
Submittals are used to track financial decisions, such as costs or price changes, associated with a project. They also help manage your workflow by indicating the current stage of a submittal and what actions are required next!
Requirements
✅ You should have View Submittals added to your user role to view submittals in Aspire.
✅ If you need to edit Submittals, then you should have View Submittals and Edit Submittals added to your user role.
Enabling Submittals on the Opportunity Details Screen
Additionally, to access the Submittals subtab, you must select Enable submittals for this opportunity on the Opportunity screen.
Here’s an example of where you turn this on for an opportunity:
Once you enable the Submittals, you’ll see that there is a subtab under Submittal Projects where you can create and edit a New Submittal:
Creating a New Submittal
After clicking on the New Submittal button, you’ll see the New Submittal detail screen:
The screen elements of the New Submittal screen are described below:
Screen element | Description |
|---|---|
Submittal Name | Required. The name of the submittal. The name should be descriptive to easily identify the submittal within the project. |
Opportunity | Required. Opportunity associated with the submittal. If you access the New Submittal screen from the Submittals tab of a specific opportunity, the Opportunity field will automatically populate with the name of the current opportunity. |
Property | Required. Property associated with the opportunity and submittal. If you access the New Submittal screen from the Submittals tab of a specific opportunity, the Property field will auto-populate with the property name linked to the opportunity. |
Project Phase | Use the drop-down to specify the current phase of the project associated with the submittal. The project phase helps track the progress and relevance of the submittal within the overall project timeline. |
Amount | Enter the monetary value associated with the submittal. This field is useful for tracking costs or price changes related to the submittal. |
Due Date | Set the deadline for the submittal in this field. The due date ensures that all parties are aware of the timeframe for review and response. Important: Once the due date is set, it cannot be changed later in the project. |
Attachments | Use this field to upload any relevant files or documents related to the submittal. Attachments provide supporting information and are crucial for the review process. For more information, see the Manage Attachments. |
Description | Enter a detailed description of the submittal. Use this field to provide the context, specifications, or any additional information necessary for the review. |
Recipient Name | Displays the individual or organization designated to receive and review the submittal. The list is filtered to show only users who have submittals enabled on their contact page and are assigned as a submittal contact for the property. For more information, see the Submittals section in the Property Contacts List article and the Submittals Portal Access section in the Contacts screen article. |
Recipient Email | The email address of the recipient. This field automatically populates when you select a name from the Recipient Name dropdown. |
Submittal History | This section displays a timeline of all actions taken on the submittal. It includes user and date-stamped activities, such as when the submittal was created, modified, sent, or reviewed. The history ensures transparency and provides a complete audit trail. You can drill into the Submittal History and view versioning for the submittal timeline. |
Cancel | Select this button to discard any unsaved changes and exit the New Submittal screen without saving. |
Save as Draft | This option allows you to save the submittal in a draft state. The draft can be revisited and edited before sending it to the recipient. Saving as a draft is useful when you need more time to complete the submittal details. |
Save and Send | Select this option to save the submittal and immediately send it to the designated recipients. Notifications are sent via email to alert them of the new submittal. This action marks the submittal as submitted and triggers any workflows associated with its review and approval. Note: After sending, the submittal is locked, and you cannot make changes. |
Reviewing the Submittals History Subtab
Once you have created a Submittal, you can use the Submittals subtab to see all of the submittals tied to your opportunity.
Select a submittal from the Submittals List to access the Submittal Details screen.
The Submittals List subtab for an opportunity displays a list of all the existing submittals associated with that particular opportunity.
The following table describes the screen elements for the Submittals detail screen:
Screen element | Description |
|---|---|
Submittal Name | The name of the submittal. The name should be descriptive to easily identify the submittal within the project. |
Project Phase | This displays the current phase of the project related to the submittal. |
Amount | Enter the monetary value linked to the submittal in this field. This value is critical for tracking financial implications, such as costs or price changes, associated with the submittal. |
Last Updated By | This field shows the name of the user who last modified the submittal, helping maintain accountability by recording who made the most recent changes and establishing an accurate audit trail. |
Status | The status field indicates the current stage of the submittal. It provides a quick reference to the submittal’s progress and helps you manage your workflow by understanding what actions are required next. The status options are:
|
Filter icon | Use the filter icon to refine your search. For details on available filter options, see Filter Types in the Aspire User Guide. |
New Submittal button | Select this button to open the New Submittal screen. |