New Submittal screen

Updated on 18 Dec 2024
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The New Submittal screen in the Aspire Opportunities - Submittals subtab allows you to create, manage, and send submittals related to opportunity decisions and price changes. This screen enhances the submittal process by integrating project-specific details, attachments, and tracking within a single interface. Whether you are managing submittals for internal review or external approval, the New Submittal screen helps ensure that all relevant information is captured, organized, and communicated.

You can access the New Submittal screen from the Submittals subtab of a particular opportunity with submittals enabled, or from the Submittal Projects tab in Opportunities.

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.

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Submittal Projects screen