How to Manage Submission Periods

Submission Periods allow state agencies and regulatory bodies to define specific compliance windows for collecting and managing submission data under regulations such as the Lead and Copper Rule Revisions. With this feature, you can create, edit, open/close, and delete submission periods, as well as customize how overdue statuses are calculated. 

Creating a new submission period is what allows you to receive submissions from the water systems across your state. It’s important to remember that once open, each utility assigned to the submission period will be able to view and take action within their PWS Portal account. 

Getting Started

1. Access the Feature
   1. Navigate to the gear icon in the top-right corner of your State Dashboard.
   2. Click into the Submission Periods tab under Account Settings.
2. Create a New Submission Period
   1. Click “+ New Submission Period.”
   2. Name your period (e.g., 2027 LCRI Inventory, or 2025 Consumer Notices).
   3. Choose the Submission Type (Inventory or Consumer Notice Certificates are the options today).
   4. Set a Due Date (e.g., October 16, 2027).
   5. Optionally set a Close Date if you want to automatically enforce a final cutoff.

Customize Overdue Logic

Choose how the system calculates whether a submission is overdue:

• First Submission Date: Once a system submits any version before the due date, follow-ups are not marked overdue.
• Submission Date: Any version submitted after the due date is marked overdue, regardless of earlier submissions.

🧠 Example: If a PWS first submits on October 2, 2025, and later submits changes on November 5, the “First Submission Date” logic would still consider their submission on time, since the initial submission occurred before the October 16, 2025 due date. If you select the “Submission Date” option this secondary submission would be marked as overdue. 

Opening & Closing Periods

• When you're ready to accept submissions, toggle the status to “Open.”
• To pause or prevent submissions, toggle back to “Closed.”

⚠️ Opening a period means utilities can begin submitting data to that submission period from their PWS account.

Editing or Deleting Periods

• Use the pencil icon to rename or edit period details.
• Use the trash icon to delete a period—but only if no data has been submitted under it.

🔒 Note: Submission periods with existing data cannot be deleted to preserve submission history. Simply close the submission period, if you would like to no longer receive additional data or submissions.

Assigning Utilities to Submission Periods

1. After you create your submission period, navigate to the Utilities page.
2. Identify which utilities need to be added to a specific Submission Period (for example, those that should include Less than or equal to 99% Non-Lead).
3. Use filters to narrow your list, then select all applicable utilities from the table with the checkbox at the top left of the table.
   1. Note you will always want to filter out the not active systems because you will not be able to assign them to a submission period. (Inactive systems are kept for historical data purposes!)
4. Click Assign Submission Period at the top of the table
5. From the dropdown, select the appropriate Submission Period and click Assign.
6. Review and verify that the correct utilities have been assigned.

Tips & Best Practices

• Each water utility can only be assigned to one active submission period per submission type, ensuring it’s clear which compliance period their data belongs to.
• In order to more easily select all results for the current set of filters, you can expand the table size in the bottom right corner before selecting all of the results for the given page.

• If you frequently use the same filters, create a shortcut by saving them as a Saved View. Click Save View in the top right corner of the table once your desired filters are applied.
  

Support

Questions about managing submission periods? Reach out to your 120Water representative or email support@120water.com.