Recurring inspections: Submittals tab
The Submittals tab allows you to add and manage any submittals needed to process a recurring inspection interval. Submittals are documents that may be required for processing and closing a recurring inspection interval. Depending on your jurisdiction's configuration, this tab may be populated with a list of submittals based on the recurring inspection type that was selected when the record 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 recurring inspections 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 view and select the appropriate Submittal.The submittal name will populate into the row.
- If additional submittals are needed, click the Add button and repeat this process.
- Click Save.
Once all submittals have been added to the recurring inspection interval, 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 mark the submittal as received, accepted, add comments to the submittal, or upload a markup file.
- Defer: Checking this box will mark the submittal as deferred. Deferred submittals will need to be addressed prior to closing the recurring inspection interval.
- Web Upload: Action is not required in this column. Submittals from a recurring inspection interval will not display on the Citizen Portal.
- # Doc(s): This number indicates how many documents have been uploaded to this submittal.
- 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 be automatically checked 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 recurring inspection 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 close the recurring inspection interval, even if 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 recurring inspection to progress.
- 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 recurring inspection interval. *Note: If child records exist, you may not be able to delete the submittal from the recurring inspection interval.
- 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, but 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, but this date can be changed if necessary.
- Click Add in the Documents section to open the Add Document window.
- Click Upload and select the file to attach in the window that displays. You can upload one file at a time. *Note: Files can include documents, images, and spreadsheets.
- Status Override: Check this box to override the status of this particular submitted file.
- Status: Use this drop-down menu to select the status of the submitted file. *Note: This field cannot be edited until the file has been accepted.
- Information Icon (): Click this icon to view the workflow steps associated with this submittal, if applicable.
- Comments: This field can be used for any comments related to the submitted file.
- Markup File: Click Upload to attach a Markup File related to this file.
- 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 navigate to the Workflow tab to continue changing the status of the submittal.