A submission is written in the submission editor: a set of tabs on the left and a summary panel on the right. The same editor is used to create a new submission and to work on an existing one.
Creating a submission#
- Open New Submission from My Tasks in the left menu (
/new-submission). - Enter the Subject. Keep it short and specific; it is used in lists, emails, search results and the agenda.
- Pick the Submitting department. The list contains only departments in which you hold a department role.
- Continue in the editor. Once both fields are filled, CLIF creates the submission, assigns its Submission Id and opens it
for editing (
/submissions/edit?submissionId=…).
When the submission is created, CLIF also:
- sets your department's box in the Submission tier to Assigned, with you as the submitter;
- prepares an empty vote line for every Board member, ready for the meeting minutes;
- writes the first entry of the submission's log.
Submission Id#
Every submission gets a readable Submission Id made of a prefix, the two-digit year and a running number, for example
SB-25-1234. The prefix and the current number are kept in Administration → Auto Numbers under the name
Submission; see Auto numbers.
Auto-save#
There is no Save button. Each field is saved as soon as you leave it or pick a value, and the change is written to the log with your name. The Background info editor also saves automatically and warns you if you try to leave the page while an edit is still being saved.
The right-hand panel#
The panel next to the tabs summarizes the submission and holds its print buttons:
| Item | What it shows or does |
|---|---|
| Meeting | The meeting date the submission is scheduled for and the cutoff countdown, or No meeting date selected. |
| Department statuses | One status icon per reviewing department; hover for the meaning (for example Submission is approved). |
| Submission → Preview | Opens the memo in a new tab exactly as the Board will read it. |
| Submission → Print | Creates the memo as a PDF and opens it. |
| Agenda → Preview / Print | The submission as it will appear on the meeting agenda. Print needs a meeting date. |
| Is archived | Tick to archive the submission; archived items are listed separately. |
| Is finalized | Read-only; ticked when the last approval tier has approved. |
| Created date | When the submission was created. |
What the memo contains#
The preview and print are addressed TO: Board of Estimates, Office of Comptroller and contain, in order:
- From (department), date, submission number and subject
- Action requested of the Board of Estimates
- Period of contract / agreement
- Amount and source of funds (contracts, project, task and solicitation numbers, funds)
- Background / explanation
- MBE / WBE participation (SMBA&D)
- Impacted addresses (address, block, lot)
- Council district
- Employment requirements
- 1% for Public Art
- Endorsements
Who can edit what#
Whether a tab is editable for you depends on the approval tiers you work in on this submission (as a Level 1 or Level 2 user) and on what those tiers are allowed to do. With the standard setup:
| Your tier | You can edit |
|---|---|
| Submission | All tabs, as long as you are in the submitting department's box. |
| Presubmission, Approval | Only the Approvals and Activity notes tabs. |
| Validation, Confirmation | All tabs. |
| None | Nothing; all tabs are read-only. |
Once the submission is finalized every tab is read-only. Administrators configure these permissions as tier capabilities.
Opening an existing submission#
- From My Tasks: click the submission number on a task card.
- From the header search: type the Submission Id or words from the subject and press Search.
- From Submissions in the left menu: the list of submissions by meeting date.
- From any approval email: follow the Go to board memo link.
If the Id in the address does not exist, you are taken to a submission not found page.