Most fields on a submission are picked from lists maintained by administrators. All of these lists are ordinary grids; see Working with grids for adding, editing, cloning, deactivating and exporting.
Submission lists#
Under Submission Mng:
| List | Used for |
|---|---|
| Submission Categories | The Submission category on the Actions tab. Is address required marks categories that need impacted addresses. |
| Transaction Types | The Transaction type, with a description of its specific actions. Names must be unique. |
| Requested Actions | The standard Requested action choices. |
| Districts | Council districts on the Information tab. |
| Endorsements | Endorsement texts chosen in Approval-tier boxes. |
| Funds | Funding source lines. Is Capital Fund drives the 1% for Public Art; Is Federal Fund marks federal money. Totals and balances are kept per fund. |
| Projects, Grants, Special Funds, Cost Centers | Accounting details of funding lines. |
| Revenue Categories, Spending Categories | How funding lines are classified. |
| Contracts | Contracts linked to submissions: name, amount, number, vendor, fiscal action, award date, action period and external references. |
Partners and addresses#
Under Organization Mng:
- Partners: vendors, suppliers, organizations and their contacts. Persons have a first and last name and a contact role; organizations a name. The diagram icon links partners to each other (for example contacts to their company); the house icon manages a partner's addresses (bill-to, ship-to, payer).
- Addresses: the shared address book.
- Realty Addresses: properties, with block and lot, used as Impacted addresses on submissions.
Countries, states and cities come pre-loaded (Administration → Countries / States / Cities). Which of them your organization uses is set on Settings → Org Countries / Org States / Org Cities.
Board and approval lists#
Decision makers#
Settings → Decision Makers: the Board members whose votes are recorded in the meeting minutes (City Solicitor, Council President, Mayor, Director of Public Works, Comptroller). Link each to the Users who may vote for them. New submissions get a vote line for each. The vote choices are kept in Settings → Vote Types.
Stamps#
Organization Mng → Stamps: images placed on final documents. Each stamp has a name, a placeholder text, a width and height (70 × 50 by default), an owner and an image (JPG or PNG, up to 15 MB). A user's stamp is also used as their signature on the signed memo.
Other lists#
| List (Settings) | Used for |
|---|---|
| Inclusion Program Types | MBE, WBE, DBE on the SMBA&D tab. |
| Inclusion Program Exception Reasons | Why SMBA&D goals do not apply. |
| Hiring Requirements | The checkboxes on the Employment requirements tab. |
| Attachment Categories | Proposal, Image, Other, Contract. |
| Fiscal Actions, Contract Statuses, Contract States, Contract Selections | Contract details. |
| Partner Types, Address Types, Currencies | Partner and address details. |
| Activity Types | Types of activity notes; Selectable types can be picked by users. |
| Consultant Types, Cost Types, Payment Categories | Additional classifications. |
Auto numbers#
Administration → Auto Numbers holds running number series: name, prefix and current number. Submission Ids use the series named
Submission, formatted as prefix, two-digit year and number (SB-25-1234). Raise Current to skip numbers; never lower it
below a number already used. Series cannot be deleted, and the name can only be set when the series is created.
Tags#
Administration → Tag Editor defines custom fields with validation: numeric (minimum, maximum, step), alphanumeric (maximum length), date and time, single or multiple choice lists, and file links. Each tag can be required and active or inactive.
Unifier#
CLIF can import reference data from Oracle Primavera Unifier.
- Organization Mng → Unifier Settings holds the Unifier addresses, the service account and the list of Unifier reports to import. The access token is renewed automatically.
- Organization Mng → Unifier Fields has a button per Unifier report to import it immediately. FUND reports create or update cost centers, funds, projects and spending categories. MAIN reports update departments, transaction types and submission categories and their links.
- The Unifier Synchronization system task imports the FUND reports on a schedule.