Permitting: Submittals Tab
The Submittals tab allows you to add and manage any submittals needed to process a permit. Submittals are documents that may be required for processing and closing a permit. Depending on your jurisdiction's configuration, this tab may be populated with a list of submittals based on the permit type that was selected when the application was initially created. Additional submittals can be added if necessary.
SmartGov has built in protections for PII and maintains high levels of storage encryption for data that is defined as sensitive Information. A submittal can be marked as containing sensitive information when configuring the submittals for the permitting module.
If your jurisdiction has configured SmartGov to integrate with a third-party document management system, documents stored on the third-party system are outside of the boundary and controls of your Dude Solutions product. Security and privacy controls provided in Dude Solutions product documentation and contracts will not apply to documents stored in third-party systems. The Client is responsible for assessing and maintaining the security of documents stored in third-party systems.
Adding a Submittal
- Begin typing or click the magnifying glass icon () to open the list of submittals and select the appropriate Submittal. *Note: If the submittal is not listed, it will need to be added through the Permitting Lookup Values page.
- If additional submittals are needed, click the Add button and repeat this process.
- Click Save.
Once all submittals have been added to the permit, various column headers will display that allow you to edit and process those submittals.
- Order: Adjust the order of the submittals listed on the tab using the text field. Click the up arrow icon () to move the specific submittal to the top of the list.
- Information Icon (): Clicking this icon will allow you to view important details about the submittal, as well as upload documents. You can also create a new submittal version, generate a deficiency report, add deficiency comments, or view the version history in order to help you process the permit.
- Defer: Checking this box allows the permit to progress to the Technically Complete state without requiring the jurisdiction to receive or accept the submittal. A deferred submittal will need to be addressed prior to closing the permit.
- E-Plans: This column indicates if the submittal is eligible for digital markup. *Note: Any changes made to e-plan configuration must be made on the permit type template.
- Checked Out: This column indicates if the submittal is currently checked out for E-Plan review through your digital markup tool.
- Web Upload: Checking this box allows associated contacts or contractors with portal access to upload the document through the Citizen Portal.
- By default, the Rec'd Req. field and Acc'd Req. fields will be checked automatically when the Web Upload box is checked. This will require a citizen to upload the submittals before the application is considered complete. Uncheck these boxes to make the submittal optional prior to submitting the permit application for Citizen Portal users.
- Version: The version number indicates the number of times the document has been resubmitted for review, usually due to deficiencies with the documentation.
- # Doc(s): This number indicates how many documents have been uploaded to this submittal.
- Version Status: This column shows the status of the submittal. Each status is configured by the jurisdiction and is tied to either the Pending, In Review, Approved, Deficient, or Cancelled submittal state.
- Received: This box should be checked to indicate that the document has been received by the jurisdiction, but has not been reviewed. *Note: This box will automatically check as soon as any document is uploaded to the submittal.
- Received On: The date entered here is the date the document was received by the jurisdiction.
- Rec'd Req.: Checking this box requires you to mark the submittal as Received in order for the permit to progress.
- Accepted: Check this box to indicate that the document has been reviewed and accepted by the jurisdiction for department review. This will also check the Received box if it has not already been checked. *Note: If the Acc'd Req box is checked, this box must be checked in order to approve the permit unless the submittal has been deferred.
- Accepted On: The date entered here is the date the document was accepted by the jurisdiction.
- Acc'd Req.: Checking this box requires you to mark the submittal as Accepted in order for the permit to progress.
- Submittal Steps Icon (): Clicking this icon allows you to associate the submittal to a specific workflow step. This will make it easier for the reviewer to access the submittal document directly from the workflow step. If the icon already has a check mark (), this indicates the Submittal is already tied to a workflow step(s).
- Notes Icon (): Clicking this icon will allow you to add a note to the submittal. These notes can include attachments such as documents, pictures, or spreadsheets.
- Delete: Click the trash can icon () to remove the submittal from the permit request. *Note: If child records exist, you may not be able to delete the submittal from the permit.
- Click the information icon () next to the Submittal.
- In the Version Detail window that displays, check the Received On box to indicate the submittal has been received by the jurisdiction. This will automatically populate the current date into the adjacent field, however this date can be changed if necessary. This date will represent the date the submitted file was received by your jurisdiction. *Note: Uploading a document will automatically check this box.
- If the file is the correct submittal, check the Accepted On box. This will automatically populate the current date into the adjacent field, however this date can be changed if necessary.
- Click Add in the Documents section to open the Add Document window. Click Upload and select the document you wish to attach in the window that appears. You can upload one file at a time.
- Markup File: Click Upload to attach a Markup File related to this document.
- Status Override: Check this box to override the status of this particular submittal document.
- Status: Use this drop-down menu to select the status of the submitted file.*Note: This field cannot be edited until the document has been accepted.
- Comments: This field will list any comments that portal users have provided when uploading the document to the permit.
- Deficiencies: Add a deficiency to the submittal if there are any issues that require a new version to be submitted. *Note: You will also need to change the status of the submitted file to Deficient.
- Click the Deficiency icon () beside the Version Number of the submittal or the submitted file in the documents section.
- Click Add.
- Select the document the deficiency is associated with in the Document drop-down menu.
- Select the step the deficiency is associated with in the Step drop-down menu, if applicable.
- Enter any Comments about why the submittal was deficient.
- Click Save.
- Change the Status of the submitted file to Deficient.
- Click Save.
When changing the status of a Submitted File, you may receive an error message that says "The Item Status must match the rollup status. The current rollup status is [status]. Override status if needed." This may occur if the Submittal is tied to a Workflow step. You can check the Status Override box in the Version Detail window you are working in or close the window and click to the Workflow tab to continue changing the status of the submittal.