Collaboration Portal

Updated on 07 Jan 2025
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The Collaboration Portal simplifies the management and documentation of important project decisions and price changes. Through the portal, external stakeholders can view, manage, and take action on submittals, with all activities securely logged for accountability. This digital paper trail is essential for maintaining compliance and supporting efficient project management. This feature integrates into the existing Aspire system.

Submittal email notifications

When you save and send a new submittal to a stakeholder, the system emails the recipient listed in the Aspire web app New Submittal screen. The email includes key submittal details, including the name, project phase, amount, and due date. The recipient can click a link in the email to open the Submittals Portal, where they can view and respond to the submittal directly.

Submittals

Collaboration Portal overview

The screen elements on the Collaboration Portal’s Submittals screen are described in the following table.

Screen element	Description
Submittals list	Shows a list of submittals linked to the authorized submittal recipient's account
Search bar and Filter list	Use the search bar to enter a query or select an option from the filter list to refine your search by status. The options are: Draft Submitted Rejected Approved
Submittal information	Displays the submittal name, number, associated opportunity and property, along with the date and time of the last update.
Status	The status field indicates the current stage of the submittal, such as Draft, Submitted, Pending, Rejected, or Approved. It provides a quick reference to the submittal’s progress and helps you manage your workflow by understanding what actions are required next.
Amount	Read-only. The monetary value linked to the submittal.
Add new submittal	Select this button to create a new request for the service contractor in the Aspire Desktop application. When you click the button, the New submittal screen displays.

Select a submittal to access the Submittals Details screen.

Screen capture of the Submittals details screen

The screen elements on the Submittals Details screen are described in the following table.

Screen element	Description
Status	The status field indicates the current stage of the submittal, such as Draft, Submitted, Pending, Rejected, or Approved. It provides a quick reference to the submittal’s progress and helps you manage your workflow by understanding what actions are required next.
Submittal information	Displays the submittal name, number, associated opportunity and property, along with the date and time of the last update.
Due Date	Displays the deadline for reviewing and responding to the submittal. Once set, the due date cannot be changed, ensuring clear accountability for all stakeholders.
Amount	The monetary value linked to the submittal.
Description	A field to enter a summary or details about the submittal. This description helps you quickly identify the purpose or key points of the submittal.
Attachments	Allows you to upload and view files relevant to the submittal. These can include plans, specifications, or other required documents for review.
Timeline tab	Select the Timeline tab to view the Submittal History, which logs all actions taken on the submittal, including status changes, updates, and any correspondence. This ensures full traceability and accountability.
Submittal actions button	Select this button to choose options to Approve or Reject the submittal. The status bar across the portal and the Aspire system updates depending on your selection.
Submittals list	Select this button to go back to the list of submittals.

The screen elements on the New submittal and Edit submittal screens are described in the following table.

Screen element	Description
Submittal name	Required. Enter a descriptive name for the submittal to help identify it within the project.
Due Date	Displays the deadline for reviewing and responding to the submittal. After sending the submittal, the due date is locked for accountability.
Contractor	Required. Select the contractor responsible for the submittal from the dropdown list. If the contractor you need is not listed, contact your Aspire representative to assign the contractor to the project. A tooltip in the application provides additional guidance.
Attachments	Upload, view, or delete files relevant to the submittal, such as plans, specifications, or other required documents. The maximum file size is 40 MB and you are limited to five items per upload.
Description	Enter a detailed description of the submittal. Use this field to provide the context, specifications, or any additional information necessary for the review.
Send submittal	Select to submit the submittal to the contractor, locking the due date and attachments.
Save	Save the submittal as a draft to complete or send at a later time.
Cancel	Discard changes made to the submittal without saving.

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