Online Help System

Submit New Information for an Existing Project

The Submit New Information for an Existing Project form allows you to submit additional documentation for a project that SHPO is currently reviewing or has reviewed. The form is also known as the Subsequent Submission form or the unrequested submission form, since files sent through this form are not tied to a formal information request.

To submit your documentation, click Submit in the top navigation bar to go to the Submit page. On the left, under I would like to submit information to SHPO for an existing project, click the Submit New Information for an Existing Project link. A sidebar will open on the right with the following required form fields.

• Project Number: SHPO’s identifying number for the project, in the format 12PR12345.
• Contact Email: The email address of a designated project contact. If you are not a project contact, enter the email address for someone who is, or contact CRISHelp@parks.ny.gov for assistance.

Fill in these fields and click the Start button. If you enter an invalid project number or contact email address, an alert will pop up. If the information is correct, the Subsequent Submission form will open, as shown below.

Enter a summary description of the contents of your submission in the text box labeled Please describe your submission. After SHPO accepts your submission, this description will display in the Submissions tab in the project details.

Upload your file(s) under the Photos or Attachments tab. At least one file of either type is required.

Photos

If you choose to upload one or more photographs, fill in the following information for each photograph. Required fields are marked on the form with an asterisk (*).

• Title: Required. Enter a brief name for the photograph that identifies the subject, such as Aerial view of project site.
• Description: Optional. Provide information about the photograph, such as Streetscape view of south side of East Main Street; photographed by Chris Webb.
• Date of Photo: Required. Enter the exact or approximate date of the photograph. This is a text field, so qualifiers such as circa or a range of dates are permitted.
• Interior / Exterior: Required. Indicate whether the photograph is an exterior (the default) or interior view.
• File: Required. Click the Browse or Choose File button. (The button text will depend on your browser.) A file browsing dialog will open and allow you to find and select the image file. The file must be in one of the following formats:
  • .gif
  • .jpe / .jpeg / .jpg
  • .png

Click the Upload Photo button to save the photograph to your submission. After the photograph finishes uploading, the form will reset and the photograph record will be listed in the Uploaded Photos grid below the Upload Photo button. You may remove a photograph from the list by clicking the red X button.

Attachments

If you choose to upload one or more attachments, enter the following information for each attachment. All of these fields are required.

• File / Hyperlink: Select whether your attachment is a file upload or a hyperlink to an online source. In most cases, a file upload should be used. However, online articles or documents can be attached as hyperlinks in this dialog. In that case, the attachment record in CRIS will have a button that opens each online “attachment” in a new browser tab.
• Type: Select the attachment type that best classifies the general contents of the attachment, such as Document.
• Description: Enter a brief phrase that identifies the attachment’s contents, such as Original Architectural Drawings for Preston House.
• File: Required for file uploads only. Click the Browse or Choose File button. (The button text will depend on your browser.) A file browsing dialog will open and allow you to find and select the attachment. The file must be in one of the following formats:
  • .pdf (SHPO prefers this format for drawings, plans, and text documents.)
  • .zip (This format may be used to send compiled GIS or CAD files.)
  • .bmp
  • .doc / .docx
  • .gif
  • .jpe / .jpeg / .jpg
  • .png
  • .ppt / .pptx
  • .rtf
  • .tif / .tiff
  • .txt
  • .xls / .xlsx
• External URL: Required for hyperlinks only. Copy the online resource’s entire URL from your browser’s address bar (including the http:// or https:// prefix) and paste the URL in the text field in CRIS.

After you select the file or enter the hyperlink, click the Upload Attachment or Submit Hyperlink button to save the attachment to your submission. After the attachment finishes uploading, the form will reset and the attachment record will be listed in the Uploaded Files grid below the Upload Attachment button. You may remove an attachment from the list by clicking the red X button.

If you decide to cancel your submission, click the Cancel button in the upper right corner. An alert will pop up: Are you sure you want to cancel this Submission? Click OK to exit the form. Note that your submission will not be saved.

Unrequested submissions cannot be saved and edited later, so be sure that you complete your submission. Click the Done button in the lower right corner to send the submission to SHPO’s processing queue. A thank-you message will pop up in CRIS and an “Unrequested Submission Received” email will be sent to the project’s primary contact. If you are not the primary contact but you are an authenticated user, you will also receive the email notification.

When SHPO accepts your submission, an “Unrequested Submission Accepted” email will be sent to the project contacts and the submission will be added to the existing project record for SHPO to review. If you are an authenticated user, the project will appear under the My Projects tab on your dashboard, from which you may open the project details.