SPEAR Top Tips

If you need to save or print multiple documents from one application, you do not need to open each document separately. The bulk download function allows you to select the documents that you require and either 'save documents' or 'merge documents'. 'Save documents' will download all of the required documents into a zip file that can be saved to your network or document management system. 'Merge documents' merges all of the required documents into a single PDF document that is handy for printing. The bulk download hyperlink is located top right under the SPEAR page banner.

If you need to phone or email the applicant, council or a Referral Authority linked to a SPEAR application, you can find their contact details and reference numbers by clicking the 'Contacts' tab next to the Details tab located under the SPEAR page banner.

Do you want SPEAR to move a little bit faster through actions?

You can suppress (skip past) some of the confirmation screens that confirm you have successfully added a document or authenticated an action. Select the 'Settings' link at the top of any SPEAR page and select the tick boxes to 'Suppress Attach Document/Authenticate Document confirmations'.

Do you want to add a document to a SPEAR application but can not find it listed in the 'Other Actions' drop down list?

You can add the document, in PDF format, as an 'Other Doc Type'. Select 'Add Other Document Type' from the 'Other Actions' drop down box and click 'go'. Add any PDF format document and type the name of the document into the document description. Your document will not require authentication in SPEAR.

The mandatory actions for other user groups in SPEAR are visible to all users. They appear in black at the bottom of the user document list and are listed as 'Not Supplied'. It is important to note, that if a document has been loaded, but not authenticated, it will be displayed as 'Not Supplied' to other SPEAR users.

Did you know that you can "Filter for" or "Search for" your application list and/or sort the columns to find the applications you want faster?

Use the 'Filter for' Current Applications/Completed Applications and/or My Applications/Council Applications located above the 'Application List' to select your desired Filter option.

Use the 'Search For' drop down list located above the 'Application List' to nominate your desired search option and then type in your particular search criteria in the 'containing' field.

Alternatively you may sort the 'Application List' columns by clicking on the blue column headings to sort the list alphabetically/numerically and ascending/descending.

It is also possible to nominate a particular search default for your 'Application List'. Select the 'Settings' link at the top of any SPEAR page and go to the 'Search Application List by' to define your default search settings.

Have you forgotten your password? Have you mistyped your password three times?

You can reset your SPEAR login password by clicking on the 'Forgotten your password?' link. Clicking on this link will take you to another page, where you will need to supply your user name and email address (remember to use the email address which is registered against your user profile in SPEAR).

When you have supplied the required information, you will receive an automatically generated email from SPEAR which will outline your new temporary password details.

This temporary password will need to be changed when you first login to SPEAR with it. SPEAR will prompt you accordingly.

Make sure that you are familiar with the password rules. Password Rules can be viewed by clicking on the "Help" link located on the right hand side of the login banner.

Members of the public can track the progress of SPEAR applications through the 'Public Search' function, available on the SPEAR homepage.

The search function requires some search criteria to be defined before returning basic information about that particular SPEAR application, such as: Property, Council, Council Ref., Application Type, etc. as per Application List headings.

This is a handy tool for the clients of the applicant, to keep track of their application.

If you are planning to replace your PC, there are two important items required to be installed on the new PC. You will need to download and install the CSI (Common-use Signing Interface) application onto the new system, available from the SPEAR Downloads page.

Ensure you have backup copies of your Digital Certificates stored in another location, either Compact Disk, USB memory stick or network drive, along with your passwords for the digital certificates.

A reminder, we recommend that your Digital Certificates are backed up or copied to a secure network drive, Compact Disk, USB memory stick or other form of token and stored in a secure safe place.

Do not backup your certificates onto your computer’s local hard drive.

Equally important is that you ensure that you have a way of recalling all of your Digital Certificate passwords. Loss of passwords means acquiring a new Digital Certificate in most cases.

For additional information on installing and importing your Digital Certificates into the CSI Management Utility and testing your Digital Certificate in SPEAR on your new PC see SPEAR User Info Sheet # 18