The Status tab of a record is used to control the routing of various applications to the required departments for review and approval prior to the application being approved as a permit or project. While the workflow is available across most of the modules, it is used mostly in the Permitting and Project systems. View the Record Workflow & Collaboration Process article for more information.
The Status tab is used for several purposes. and has three main components: Routing Details, Override Routing, and Record Actions.
Manage Routing Details
Routing Details is used to identify the default departments that received notification of the record application/entry and enter notes/messages about the case. The following features are available:
- Users can enter a message/note maintained as part of the case management record.
- Users can email that same message/note to the owner, applicant, occupant, contractor, or other agency staff.
- Users can use the text entered for the message/note as the body of a letter that can be addressed, dated, and printed to PDF from this same interface.
Within the Routing Details area, each department associated with the record has a notes/message area. This area allows the user to insert a record note/message, email it to one or more areas, and use the messages box to create the body of a letter to save to the record and print for mailing concerning the project. Each department record area is secure and has its own user interface. If a user is not a member of the specific department they will not be able to enter record notes/messages for that department. They will only have read-only access.
Instructions
- Sign in to your site
- Navigate to the module, click List, and select a record from the list
- Click Edit (Permitting & Project Systems only)
- Select the Status tab
- Open the Routing Details tab and select a specific department
Note: Each department record area is secure and has its own user interface. If a user is not a member of the specific department they will not be able to enter record notes/messages for that department. They will only have read-only access. - Configure fields as needed
- Send Email To: This area is used to select one or more departments or individuals to receive a copy of the message. This will be documented in the case record.
- Status: If just entering a note or communicating with someone to obtain additional information the in-progress status can be used. If the specific department wishes to approve or reject their area of control for review of the record, the status tab can be used. Once the status is updated to either approved or rejected, the color of the department record area will change. Green for approved and red for rejected. This helps staff quickly identify which departments have recommended approval or rejection of the project or permit application.
- Activity Type: This field is for informational purposes only and helps to identify the purpose of the record entry. Individual department approval or rejection does not affect the overall approval or rejection of the record unless configure that way during setup. The final review authority department is the department that can affect the actual status of the record.
- Canned Response List: The system allows customers to create their own predetermined responses that they use most frequently. Selecting one will populate the messages box.
- Message: This field allows the user to enter record activity notes about the record. It is also used if the agency needs to send a letter concerning the record. The body of the letter will print the text entered in the message area This field provides a text editor for when the verbiage in this field is used to populate the body of an outbound letter related to the record.
- Click Save Notes / Send Message
Override Routing
Workflow is configured during the initial setup of the system. However, users with the required permissions can modify the routing of an individual record.
- Sign in to your site
- Navigate to the module, click List, and select a record from the list
- Click Edit (Permitting & Project Systems only)
- Select the Status tab and click Override Routing
- Make adjustments as needed:
- Approval Type: Select who has the final authority for approval
- Approval Entity: Select the group, department, or user that has the ability to reject an application. If this rejection is set, once any area with that authority sets the record as rejected, further review is stopped and the entire application is rejected.
- Step Number: Determine if the routing should be sent to all review stops at the same time or one after the other based on if the record is approved to continue its review from the previous review point.
- Deadline: The system can track deadlines from the time an application is submitted. At each record stop, an administrator can configure how long each review point has to review the application. If that deadline has passed, the system will warn with a series of color-coded entries and notifications in the action items window within the system dashboard.
- Action: Choose to delete or move an item up or down in the list
- Select Groups, Departments, and Users as Approval Authorities/Steps for the Selected Route: Add groups, departments, or users to the routing
- Notification emails: Check to send notification emails to the entities in a step-by-step manner. If this box is left unchecked, then all of the entities in the route will be notified right after the record is created.
- Click Save Routing Information
View Record Actions
- Sign in to your site
- Navigate to the module, click List, and select a record from the list
- Click Edit (Permitting & Project Systems only)
- Select the Status tab and click Record Actions
- Click Details on an action item to view more information
- Click Resend to send the message again
Comments
Let us know what was helpful or not helpful about the article.0 comments
Please sign in to leave a comment.