Submissions

Submission Workflow Overview

The complete submission lifecycle:

• 1. Admin Creates Type - Define what needs to be submitted (logo, product data, certificates, etc.)
• 2. Enable for Event - Assign submission types to events with deadlines
• 3. Participant Sees Task - Submission appears in participant portal with requirements and deadline
• 4. Participant Submits - Participant uploads file, enters text, or completes form. Status: "Submitted"
• 5. Admin Reviews - If approval required, admin reviews the submission
• 6. Approve/Reject/Revise - Admin approves, rejects, or requests revision
• 7. Participant Revises - If revision requested, participant updates and resubmits
• 8. Final Approval - Admin gives final approval. Status: "Approved"

Submission Statuses

Understanding each status:

• Pending - Participant has not yet submitted. Shown in gray with deadline countdown
• Submitted - Participant has submitted. Awaiting review (if required). Shown in blue
• Approved - Admin has approved the submission. Shown in green
• Rejected - Submission does not meet requirements. Participant notified. Shown in red
• Revision Requested - Admin requested changes. Participant must revise and resubmit. Shown in orange

Submission Input Types

Different types of submissions you can collect:

• File Upload - Upload files with extension/size restrictions (e.g., logo in PNG/SVG, max 5MB)
• Text - Single-line text entry (e.g., product tagline)
• Textarea - Multi-line text entry (e.g., company description for catalog)
• URL - Web address entry with validation (e.g., product website)
• Checkbox - Confirmation checkbox (e.g., "I agree to exhibition rules")
• Custom Field - Link to a custom field for structured data entry

Creating Submission Types

Define what participants must submit:

• Name - Clear name (e.g., "Company Logo for Catalog")
• Description - Detailed requirements and specifications
• Input Type - File, Text, Textarea, URL, Checkbox, or Custom Field
• File Restrictions - For file types: allowed extensions, maximum file size
• Required - Whether this submission is mandatory
• Requires Approval - Whether admin must review and approve
• Help Text - Instructions shown to participant
• Example/Template - URL to example file or template for download

Event-Specific Settings

Configure submissions per event:

• Enable/Disable - Which submission types are required for this event
• Deadline - Due date for this submission
• Reminder Days - Send reminder X days before deadline
• Allow Late Submissions - Whether to accept submissions after deadline
• Late Penalty - Optional percentage fee for late submissions
• Instructions - Event-specific notes for this submission

Reviewing Submissions

How to process incoming submissions:

• Submission List - View all submissions filtered by event, type, status, participant
• Download Files - Download submitted files for review
• View Details - See submission content, timestamps, revision history
• Approve - Mark submission as approved. Participant notified
• Reject - Reject with reason. Participant notified with explanation
• Request Revision - Send back for changes with specific feedback
• Add Notes - Internal notes for your team

Late Submissions

Handling submissions after deadline:

• Late Flag - System automatically marks submissions after deadline as "Late"
• Block Late - Option to prevent submissions entirely after deadline
• Allow with Penalty - Accept late submissions with percentage fee added
• Admin Override - Admin can always submit on behalf of participant

Bulk Operations

• Bulk Approve - Approve multiple submissions at once
• Bulk Download - Download all files for a submission type as ZIP
• Bulk Reminder - Send reminder to all participants with pending submissions
• Export Status - Export submission status report to Excel