Submission Management Software

Manage submissions for companies, municipalities, educational institutions, and nonprofits easily and at scale

submission management software platform

Accept, Process, Track, and Submissions More Easily

Managing submissions for applications, files, and documents is tedious when the primary tools are email, postal mail, creaky homegrown solutions, or any other outdated technologies. Moving the submission process to a purely digital, modern submission management software platform pays off in myriad ways, which we'll discuss here.

Submission Examples

But first, when discussing submission management, what kinds of "submissions" are we referring to? Here are some examples:

  • Grant Applications
  • Project Requests
  • Job Applications
  • Scholarship Requests
  • Information Requests
  • Incident Reporting
  • Award Applications

Any process your organization uses to accept, process, and track submissions is a perfect candidate for submission management software.

How Does Submission Management Software Work?

The mechanics of submission management are pretty straightforward. The platform collects and manages submissions and can be configured to the organization's standards.

submission management software

Submission Portal

Provide a unified front-end experience that allows users to submit forms, complete tasks, and track process status. Provide visibility by role to see which tasks are completed, pending, or in progress. Collaborate in real-time about work being performed.

Digital Forms

Easily create responsive, Web-based forms to capture information. Include various field types, form logic, templates, and layouts to ensure the correct data is captured and routed every time.Allow submitters to attach documents, files, and images as part of the submission process without storage limits.

Workflow Management

Integrify's visual process designer interface lets users design custom task workflows using drag and drop. Users can automatically assign tasks and route information based on their organization's unique workflow. Also, set alerts, reminders, and escalations to keep work moving forward. Save time with standardized flows for all information.

Reporting and Analysis

Integrify tracks and maintains an audit trail of all submissions, form data, and user actions. Follow team progress and use KPI scoreboards to track the overall efficiency and drive improvements.


Integrify's open architecture allows organizations to integrate their submission process into existing enterprise systems. Standalone web services enable other applications to initiate a workflow, complete a list of tasks, update process statuses, and conduct other bi-directional activities. 

Making the Submission Process User Friendly

Regardless of your submission management platform, capturing the data you need is critical. That means you need to make the submission process as user-friendly as possible. This involves two areas of the submissions process:

Forms and Data Collection

Data collection forms need to be clear, as uncluttered as possible, and require critical data. Look at the data you're collecting and bucket into three categories:

  • Need to know: required for proper routing and analysis.
  • Nice to know: helpful for tangential uses.
  • Don't need to know: Legacy questions that are no longer needed.

Remove any questions you don't need to know and heavily scrutinize any "Nice to know." Will they actually be used? Review the instructional text and ensure it's still valid and easily understood. 

Reminders and Notifications

Provide submitters with reminders and notifications to ensure they complete the submission process and provide all required information. Some submissions may be in stages, requiring submitters to provide different information at different times. Make sure that the data provided is pre-filled upon return. 

When notifying submitters of additional information needed, provide clear instructions in notification emails and links back to the portal to continue providing information. Thinking through the submitter's process and providing feedback opportunities will ensure your submitters have a good experience and you receive the information you need.

Integrify Overview


Interested in Automating Your Submission Process?

We have a library of resources to help you on your journey to selecting a submission management system.

Automate Any Submission Process

To see how quickly you can begin automating your business processes, check out our 2-minute product video.

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