Accela Civic Platform 8.0 User Guide

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Version 8.0

Accela Civic Platform®

User Guide

Accela Civic Platform User Guide
© 2015 Accela, Inc. All rights reserved.
Accela, the Accela logo, the Accela logo with “Government Software” notation, Accela Automation, Accela
Asset Management, Accela Citizen Access, Accela Mobile Citizen Access, Accela ERS, Accela GIS, Accela
IVR, Accela Land Management, Accela Licensing, Accela Mobile Office, Accela Public Health and Safety,
Accela Service Request, Accela Wireless, Kiva DMS, Kiva Development Management System, 'PERMITS'
Plus, SiteSynch, Tidemark Advantage, Civic Platform, Civic Cloud, Civic Hero, E-Boardroom,
EnvisionConnect, Envista, GEOTMS, IQM2, Mediatraq, Minutetraq, PublicStuff, Trusted To Do More,
VelocityHall, Vantage360, and other Accela logos, devices, product names, and service names are
trademarks or service marks of Accela, Inc. Brava! Viewer is a trademark of Informative Graphics
Corporation. Windows is a registered trademark of Microsoft Corporation. Acrobat is a trademark of Adobe
Systems Incorporated. Portions copyright 2009 Ching-Lan 'digdog' Huang and digdog software. All other
company names, product names, and designs mentioned herein are held by their respective owners.

Version 8.0
October 2015
Corporate Headquarters
2633 Camino Ramon
Suite 500
Bishop Ranch 3
San Ramon, CA 94583
Tel: (888) 722-2352
Fax: (925) 659-3201

www.accela.com

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Contents
Civic Platform Access and Usage............................................................... 13
Overview............................................................................................................................................ 13
Logging In..........................................................................................................................................13
Changing Your Password..................................................................................................................14
Setting User Preference.................................................................................................................... 15
Signing Out........................................................................................................................................16
Exploring the User Interface............................................................................................................. 16
Navigating the Civic Platform Console............................................................................................. 20
Using the Search Features............................................................................................................... 24
Understanding QuickQueries.............................................................................................................29

The V360 User Interface............................................................................. 35
User Interface Overview....................................................................................................................35
Preparing Web Browsers for Civic Platform..................................................................................... 35
Setting Your Home Page.................................................................................................................. 35
Customizing Record Detail Menus....................................................................................................36
Creating New Items...........................................................................................................................36
Using Accela GIS (Silverlight)...........................................................................................................37
Viewing Record Details..................................................................................................................... 38
Working with List Portlets..................................................................................................................39
Working with Form Portlets...............................................................................................................42

Getting to Know the 8.0 Interface............................................................... 44
Introducing Civic Platform 8.0........................................................................................................... 44
Getting In, Getting Out, and Getting Around.................................................................................... 57
Navigating the New User Interface................................................................................................... 60

Records........................................................................................................76
Records Overview............................................................................................................................. 76
Creating a Record............................................................................................................................. 77
Submitting a Partially Completed Record......................................................................................... 79
Understanding Application Form Details...........................................................................................80
Deleting Records............................................................................................................................. 104
Managing Record Comments..........................................................................................................105
Adding Documents to a Record......................................................................................................108
Assigning Inspection Districts to a Record..................................................................................... 108
Viewing Record Information............................................................................................................ 108
Working with Status History............................................................................................................ 110

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Printing an Application.................................................................................................................... 111
Viewing the Summary page............................................................................................................ 112
Viewing Inspections on the Summary Page................................................................................... 112
Assigning a Record......................................................................................................................... 113
Creating a Set from the Record List Portlet................................................................................... 114
Closing a Record.............................................................................................................................115
Managing Alerts...............................................................................................................................116
Running a Report from a Record................................................................................................... 117
Managing Application Record Hearing Agendas............................................................................ 117
Working with Associated PERMITS Plus APDs............................................................................. 118
Examining Record Details............................................................................................................... 119

Record Relationships.................................................................................127
Record Relationships Overview...................................................................................................... 127
Viewing Related Record Information...............................................................................................127
Building Relationships between Existing Records.......................................................................... 130
Cloning a Record............................................................................................................................ 135
Updating Related Records.............................................................................................................. 139
Creating a Set of Related Records.................................................................................................141
Copying Record Data...................................................................................................................... 141
Removing Record Relationships..................................................................................................... 142
Record Copying and Cloning Form Fields......................................................................................143

Civic Platform GIS User Topics................................................................ 145
Civic Platform GIS At a Glance...................................................................................................... 145
Locating Places............................................................................................................................... 146
Map Layers......................................................................................................................................147
Selecting Map Features.................................................................................................................. 148
Creating and Editing Map Features................................................................................................ 154
Redlining and Annotating a Map.....................................................................................................157
Integrating with Civic Platform Data................................................................................................159
Printing a Map................................................................................................................................. 166

Accounting................................................................................................. 167
Accounting Overview....................................................................................................................... 167
Assessing Fees............................................................................................................................... 167
Using the Valuation Calculator........................................................................................................169
Invoicing........................................................................................................................................... 170
Managing Payments........................................................................................................................ 177
Handling Refunds............................................................................................................................ 196
Managing Trust Accounts................................................................................................................199
Working with a Cash Drawer Interface........................................................................................... 205

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Working with a Point of Sale Transaction.......................................................................................207
Accepting and Allocating Set Payments......................................................................................... 209
Troubleshooting the Payment Process........................................................................................... 210
Examining the Accounting Interface Details................................................................................... 212

Activities..................................................................................................... 221
Working with Activities in the My Tasks Portlet.............................................................................. 221
Working with Activities for Records................................................................................................ 223
Working with Activities for People and Property.............................................................................225
Examining Activity Details............................................................................................................... 230

Attachments............................................................................................... 231
Attachments Overview.....................................................................................................................231
Attaching Files................................................................................................................................. 231
Accessing an Attachment................................................................................................................234
Looking Up People Attachments to Associate with Records.......................................................... 235
Associating Record Attachments with People................................................................................ 235
Accessing Attachments via a GIS Map.......................................................................................... 236
Defining ACA Permissions for a Document.................................................................................... 237
Previewing Attachments.................................................................................................................. 239
Downloading Attachments............................................................................................................... 239
Setting the Display Image............................................................................................................... 240
Viewing Attachment Information......................................................................................................242
Deleting an Attachment................................................................................................................... 243
Working with Accela Document Scan.............................................................................................243
Examining Attachment Details........................................................................................................ 246

Audit Logs..................................................................................................247
Audit Logs Overview....................................................................................................................... 247
Accessing Audit Logs...................................................................................................................... 247
Filtering Audit Log Data.................................................................................................................. 250
Audit Log Buttons and Filter Options..............................................................................................251
Receipt Print Audit.......................................................................................................................... 251

Calendars...................................................................................................252
Understanding Calendars................................................................................................................ 252
Working with Inspection Calendars.................................................................................................253
Working with Meeting Calendars.................................................................................................... 265
Working with User Calendars......................................................................................................... 281
Examining Calendar (and Related) Details.....................................................................................282

Contacts..................................................................................................... 288
Contacts Overview.......................................................................................................................... 288

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Managing Reference Contacts........................................................................................................288
Managing Record Contacts.............................................................................................................298
Viewing Related Contacts............................................................................................................... 305
Applying a Condition to a Reference Contact................................................................................ 308
Viewing Records Associated with a Contact.................................................................................. 308
Associating Professionals with a Contact....................................................................................... 308
Associating Reference Addresses with a Contact.......................................................................... 309
Managing Public Users Associated with Contacts..........................................................................311
Viewing Assets Associated with a Contact..................................................................................... 312
Examining Contact Details.............................................................................................................. 312

Licensed Professionals..............................................................................317
Licensed Professionals Overview................................................................................................... 317
Adding a Reference Professional................................................................................................... 317
Associating Records and Licensed Professionals.......................................................................... 318
Editing Information about a Reference Professional.......................................................................320
Adding a New Professional from the Record Detail Portlet............................................................ 320
Disassociating a Professional from a Record via the Record Detail Portlet................................... 320
Managing Public Users Associated with a Professional................................................................. 321
Managing Attachments Associated with a Professional................................................................. 322
Examining Licensed Professional Details....................................................................................... 322

Education and Examination Providers...................................................... 325
Provider Overview........................................................................................................................... 325
Adding a Provider............................................................................................................................325
Associating Examination Subjects with a Provider......................................................................... 327
Scheduling an Examination.............................................................................................................328
Assigning a Proctor to Administer an Examination.........................................................................331
Selecting Examination or Education Records for an Application.................................................... 334
Approving Examination or Education Records............................................................................... 335
Working with Registered Records...................................................................................................335
Viewing an Examination Calendar.................................................................................................. 336
Adding Examination Sites............................................................................................................... 338
Examining Contact, Professional, and Provider Details..................................................................340

Electronic Document Review.....................................................................342
Electronic Document Review Overview.......................................................................................... 342
Installation and Configuration..........................................................................................................342
Electronic Document Review Workflow.......................................................................................... 343
Document Review Walkthrough (Acrobat)...................................................................................... 343
Using Electronic Document Review................................................................................................ 346

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Enforcement...............................................................................................367
Enforcement Overview.................................................................................................................... 367
Creating a New Case......................................................................................................................367
Managing Citations.......................................................................................................................... 368
Managing Evidence for a Case.......................................................................................................371
Examining Enforcement (and Related) Details............................................................................... 375

Inspections................................................................................................. 379
Working with Inspections.................................................................................................................379
Working with Checklists and Route Sheets.................................................................................... 402
Working with Inspection Conditions................................................................................................ 409
Attaching Documents to an Inspection........................................................................................... 411
Examining Inspection (and Related) Details................................................................................... 411

Licenses..................................................................................................... 415
License Overview............................................................................................................................ 415
Managing Renewal Information.......................................................................................................415
Modifying License Details................................................................................................................418
Modifying Application Specific Information......................................................................................418
Modifying License Contacts............................................................................................................ 418
Modifying Educational Credentials.................................................................................................. 419
Paying a License Fee..................................................................................................................... 422
Managing Associated PERMITS Plus APDs.................................................................................. 423
Examining License Details.............................................................................................................. 425

Model Maintenance................................................................................... 429
Model Maintenance Overview......................................................................................................... 429
Creating a New Model.................................................................................................................... 429
Deleting a Model............................................................................................................................. 430
Creating a Model Record................................................................................................................ 430
Managing Variations........................................................................................................................ 431
Examining Model Details.................................................................................................................434

Property......................................................................................................436
Property Overview........................................................................................................................... 436
Managing Addresses....................................................................................................................... 436
Managing Parcels............................................................................................................................ 445
Managing Owners........................................................................................................................... 471
Managing Section, Township, and Range...................................................................................... 476
Examining Property-Related Portlets.............................................................................................. 477

Random Audits.......................................................................................... 481
Random Audit Overview..................................................................................................................481

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Creating a Random Audit Set......................................................................................................... 481
Generating or Regenerating a Random Audit Set..........................................................................482
Deleting a Random Audit Set......................................................................................................... 482
Viewing the Random Audit History................................................................................................. 483
Executing a Script on an Audit Set.................................................................................................483
Running a Report on an Audit Set................................................................................................. 484
Examining Random Audit Details................................................................................................... 485

Sets............................................................................................................ 487
Set Overview................................................................................................................................... 487
Creating a New Set.........................................................................................................................488
Applying Conditions to a Set.......................................................................................................... 488
Adding a Comment to a Set........................................................................................................... 489
Applying Licensed Professionals to a Set...................................................................................... 489
Applying Owners to a Set............................................................................................................... 490
Applying Contacts to a Set............................................................................................................. 490
Cloning a Set...................................................................................................................................491
Deleting a Set..................................................................................................................................491
Maintaining Existing Sets................................................................................................................ 492
Creating Records from Parcel Sets................................................................................................ 499
Importing Parcels from GIS to a Parcel Set................................................................................... 500
Allocating Set Payments................................................................................................................. 501
Generating Reports for Sets........................................................................................................... 502
Executing a Script for Sets............................................................................................................. 503
Performing Random Audits on Sets............................................................................................... 504
Working with a Set of Sets............................................................................................................. 504
Examining Set Details..................................................................................................................... 513

Structures and Establishments..................................................................519
Structures and Establishments Overview....................................................................................... 519
Associating Reference Data to Structures and Establishments......................................................521
Examining Structure and Establishment Details............................................................................. 529

Time Accounting Tracker...........................................................................531
Time Accounting Overview..............................................................................................................531
Creating a Time Accounting Record...............................................................................................531
Examining the Time Accounting Details......................................................................................... 533

Assets........................................................................................................ 536
Asset Overview................................................................................................................................536
Creating a New Asset..................................................................................................................... 537
Viewing Assets................................................................................................................................ 538

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Searching for an Asset....................................................................................................................539
Updating Asset Details.................................................................................................................... 540
Setting an Asset Display Image......................................................................................................541
Printing an Asset............................................................................................................................. 543
Cloning an Asset............................................................................................................................. 543
Managing Associated Parts.............................................................................................................544
Managing Linked Assets................................................................................................................. 546
Viewing the Asset Condition Assessment History.......................................................................... 553
Viewing PM Schedules for an Asset...............................................................................................553
Managing Asset Usage................................................................................................................... 554
Managing Asset Depreciation Values............................................................................................. 555
Managing Asset Cost Rates........................................................................................................... 558
Working with Asset Conditions....................................................................................................... 560
Working with Asset Ratings............................................................................................................ 562
Managing Asset Contacts............................................................................................................... 564
Working on the Asset Calendar...................................................................................................... 565
Examining Asset Details..................................................................................................................567

Work Order Cost Distribution.................................................................... 572
Work Order Cost Distribution Overview.......................................................................................... 572
Navigating to the Distribute Costs Portlet.......................................................................................572
Distributing Costs............................................................................................................................ 573
Managing Work Order Cost Distribution History.............................................................................576

Asset Condition Assessments................................................................... 578
Asset Condition Assessments Overview.........................................................................................578
Creating an Asset Condition Assessment.......................................................................................578
Viewing and Editing an Asset Condition Assessment.................................................................... 579
Rescheduling an Asset Condition Assessment.............................................................................. 580
Working with Asset Condition Assessment Observations.............................................................. 580
Managing Asset Condition Assessment Attachments.....................................................................582
Working with Asset Condition Assessment Ratings....................................................................... 584
Working with Asset Condition Assessment Work Orders............................................................... 585
Managing Condition Assessment Assignments and Costs.............................................................587
Examining Asset Condition Assessment Details............................................................................ 593

Part Inventory............................................................................................ 596
Part Inventory Overview.................................................................................................................. 596
Working with Part Inventory............................................................................................................ 596
Managing Part Contacts..................................................................................................................598
Managing Part Transactions........................................................................................................... 600
Tracking Work Order Parts............................................................................................................. 603

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Examining Parts (and Related) Details........................................................................................... 605

Preventative Maintenance Schedules....................................................... 610
Preventative Maintenance Schedule Overview...............................................................................610
Creating a PM Schedule................................................................................................................. 610
Searching for a PM Schedule......................................................................................................... 611
Updating PM Schedule Details....................................................................................................... 611
Deleting a PM Schedule................................................................................................................. 612
Holding PM Schedules.................................................................................................................... 612
Linking Assets to PM Schedules.................................................................................................... 613
Skipping Assets on PM Schedules................................................................................................. 616
Linking Addresses to PM Schedules.............................................................................................. 617
Generating Work Orders Using PM Schedules.............................................................................. 618
Updating Work Order PM Schedules..............................................................................................619
Managing the PM Schedule Execution History...............................................................................620
Tracking Last Maintenance Task.................................................................................................... 621
Examining PM Schedule Details..................................................................................................... 622

Addresses.................................................................................................. 625
Addresses Overview........................................................................................................................625
Managing Reference Addresses..................................................................................................... 625
Locating an Address Using Accela GIS..........................................................................................627
Managing Associated Work Orders and Assets............................................................................. 628
Managing Address Contacts........................................................................................................... 630
Associating an Address with a Public User.................................................................................... 632
Viewing PM Schedules for an Address.......................................................................................... 633
Working with External Addresses................................................................................................... 633
Examining Address Details............................................................................................................. 633

Conditions.................................................................................................. 636
Conditions Overview........................................................................................................................636
Applying Conditions......................................................................................................................... 637
Editing or Deleting an Existing Condition....................................................................................... 639
Viewing an Inactive Condition.........................................................................................................639
Viewing a Condition History............................................................................................................ 639
Working with Condition Notices...................................................................................................... 640
Working with Conditions of Approval.............................................................................................. 642
Examining Condition Details........................................................................................................... 648

Reports.......................................................................................................652
Reporting Overview......................................................................................................................... 652
Accessing and Running Reports.....................................................................................................652

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Creating Your Own Reports Category............................................................................................ 655
Specifying Report Parameters........................................................................................................ 656
Sending a Report by Email.............................................................................................................656

Ad Hoc Reports......................................................................................... 658
Ad Hoc Reports Overview...............................................................................................................658
Launching the Ad Hoc Report Writer..............................................................................................658
Working with Existing Reports........................................................................................................ 659
Designing a New Report................................................................................................................. 662
Designing a New Dashboard.......................................................................................................... 673
Working with Graphs....................................................................................................................... 675
Working with Categories................................................................................................................. 680
Working with the Form Layout Tool................................................................................................682
Examining Ad Hoc Report Form and Tab Details.......................................................................... 690

SmartCharts............................................................................................... 711
SmartCharts Overview.....................................................................................................................711
Examining SmartChart Types......................................................................................................... 711
Viewing a SmartChart..................................................................................................................... 712
Accessing the SmartChart Portlet................................................................................................... 712
Creating a New SmartChart............................................................................................................713
Editing a SmartChart....................................................................................................................... 713
Deleting a SmartChart.....................................................................................................................714
Organizing the SmartChart Portlet.................................................................................................. 714
Examining the SmartCharts Form...................................................................................................715

Workflows and Workflow Tasks................................................................ 717
Workflow and Tasks Overview........................................................................................................717
Accessing and Viewing Tasks........................................................................................................ 717
Working in the My Tasks Portlet.....................................................................................................721
Working with Workflows and Workflow Tasks................................................................................ 725

Work Orders.............................................................................................. 737
Work Order Overview......................................................................................................................737
Managing Work Orders................................................................................................................... 737
Managing Work Order Tasks.......................................................................................................... 746
Running a Report............................................................................................................................ 749
Cloning a Work Order..................................................................................................................... 750
Managing Work Order Assignments and Costs..............................................................................751
Viewing the Work Order Calendar.................................................................................................. 757
Managing Work Order Assets.........................................................................................................757
Managing Work Order Parts........................................................................................................... 761

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Tracking Work Order Production.................................................................................................... 764
Examining Work Order Details........................................................................................................765

| Civic Platform Access and Usage | 13

Civic Platform Access and Usage
Choose a topic from the list below to learn more about accessing and using Civic Platform.
Related Links
Overview
Logging In
Changing Your Password
Setting User Preference
Signing Out
Exploring the User Interface
Navigating the Civic Platform Console
Using the Search Features
Understanding QuickQueries

Overview
Because Civic Platform is a web-based application, access and usage on your internet browser is an
intuitive process.
What you can see and do when you log in depends on how your agency has configured Civic Platform, as
well as your user permissions. Your agency administrators can implement other settings that may affect
your interface with Civic Platform.
•

Administrators regulate access to the data stored in Civic Platform.

•

Administrators manage the maintenance cycle.

•

Administrators regulate the functions and tasks that manipulate data.

•

Administrators can create unique workflow processes for each user in your organization, enabling users
to work more efficiently. For example, permit clerks can display pending tasks and open applications,
inspectors can view their list of inspections for the day, and managers can review executive charts for a
broader understanding of their department’s performance.

Logging In
You must enter your user login credentials each time you initiate a work session.
If your agency has configured your system to disable accounts that are inactive for a defined period of
time, you may need to change your password. See Changing Your Password for more information, or
contact your agency administrator to reset your password.
To log in
1. Open Internet Explorer web browser.
2. Enter the URL for the Civic Platform Login page in the browser’s address bar.

| Civic Platform Access and Usage | 14

Note:
Bookmark the Login page for one-click access in future sessions.

The Civic Platform Login page displays.

3. Complete the following fields.
Agency

Enter the agency name.

User name

Enter the user name assigned to you by your system administrator. Your user
name determines the features and functions to which you have access.

Password

Enter your password.

Remember me on this
computer

Select this option to retain the agency and user names. If you share a computer,
clear this option.

4. If your agency has configured Civic Platform to support multiple languages, select your preferred
language from the Language drop-down list. Otherwise, skip this step.
5. Click the Login button.
The Home page displays.

Changing Your Password
Change your login password regularly to better secure your system from unauthorized access. Some
agencies have password changing protocol that requires users to change their passwords on a timed
schedule (for example, every 60 days). If you do not change your password within the specified time frame,
Civic Platform locks you out, and you must either change your password or have an administrator do it
for you. To help you remember to change your password, Civic Platform displays daily warnings about an
impending password expiration date starting 15 days before expiration.
You can change your password at login or from within Civic Platform (if configured).
To access the Change Password page from the Login page
1. At the login page, log in as usual.
A message displays, informing you that your password is expiring soon. The message asks whether
you want to change the password now.

| Civic Platform Access and Usage | 15

2. Click OK.
The Change Password page displays.
3. Complete the fields as described in Complete the following fields. below.
To change your password from within Civic Platform
1. Navigate to your Home page.
2. Open the Preference portlet. If you do not see this portlet, contact your system administrator.
3. Click the Change Password tab.

4. Complete the following fields.
Old Password

Enter your current password.

New Password

Enter a new password that meets your agency’s security requirements. Use
the Requirements link to the right of the password strength indicator to view
your agency’s minimum password requirements.

Confirm New Password

Re-enter your new password to confirm it.

5. Click Submit.

Setting User Preference
If you have access to multiple modules (such as Licensing and Enforcement) and/or you have access
to multiple consoles, you can use the Preference portlet to define your ‘default’ workspace. When you
define a default module and console, those selections are what you see each time you log in. You can
switch to other modules and consoles when you need them. See Navigating the Civic Platform Console for
information about working with consoles.
To set user preference
1. Navigate to your home page.
2. Open the Preference portlet. If you do not see this option, contact your agency administrator.
3. Click the Preference tab (if not already displayed).
The Preference portlet displays

| Civic Platform Access and Usage | 16

4. Complete the fields.
Default Module

Select a default module from the drop-down list. When you log in after saving your
preference, you see only records for the default module.

Default Console

Select a default console from the drop-down list. When you log in after saving your
preference, you see only the portlets and the module in the customized console.

5. Click Submit.

Signing Out
It is important to sign out properly when you finish your work in Civic Platform. Signing out ensures that
other users cannot engage in activity that they do not have permission to do. Signing out also prevents
other users from seeing information that they do not have permission to see.
To sign out
1. Locate and click the Sign Out link in the upper right-hand corner of your console.

Session Timing Out
Civic Platform has a built-in session timeout mechanism. If your session is inactive for a set period of time,
the session times out and Civic Platform automatically signs you out. If your administrator configures a
session time-out warning, you have the option to continue the session before it times out.

Exploring the User Interface
Civic Platform provides a common interface for users across an agency. However, Civic Platform also
provides users with the ability to personalize the interface somewhat to meet individual needs. In addition,
administrators can define user access to functionality and data based on a user’s job duties. For both
of these reasons, you may notice that Civic Platform displays differently on your machine than it does
for other users. You may also notice that your console differs from the descriptions in this manual. The
differences may be due to personalization and permissions, but the differences may also be due in part to
how your agency has elected to conyfigure Civic Platform.
In spite of all the potential differences, Civic Platform consoles have some elements and features that are
common to all. This section discusses those common elements.
Topics
•

Introducing the Console

•

Menu Icons and Buttons

| Civic Platform Access and Usage | 17

Introducing the Console
The console refers to the entire working area of your browser that comprises Civic Platform. The console
includes an agency bar, toolbars, main links, portlets, record tabs, and detail forms. The console lets you
interact with Civic Platform and its add-ons by clicking the main links and working in associated portlets.
The following figure shows an example of a console and its associated parts.

Agency Bar. Displays the agency name and user name, and provides links that enable users to customize their work
area, access alerts, and sign out.
Toolbar. Displays the Home, Navigation, Create New, Maps, and Help buttons. The Maps button does not display
if your agency does not configure Civic Platform - GIS.
Main Links. Customizable links at the top of the console that direct you to different areas of Civic Platform. Click a
main link to display its associated portlets in the console. Use the Console Editor to add or remove main links and to
customize the associated portlets.
Portlet. A section of the web page dedicated to display information or perform tasks.
Record Tabs. After selecting a record, there are several available tabs you can click to open a portlet containing
additional record details.
Console. The entire working area of the page, also known as the user interface.

Menu Icons and Buttons
Civic Platform has many commonly used buttons and controls located throughout the software. You can
see some common features in the illustration below.

| Civic Platform Access and Usage | 18

Main Links. Click links to view a console page and its associated portlets.
User Info portlet. This portlet displays on the left side in the vertical portlet, and includes information about the
current login user.
A minimized portlet. The Quicklinks displays as a minimized portlet. A minimized portlet only displays the portlet title
bar. Maximize the portlet to view the title bar and portlet contents.
Portlet Title. Each portlet has a title bar that includes the portlet name.
Refresh, Minimize, and Maximize buttons. These buttons appear on the far right of the portlet title bar. See Portlet
Buttons below to learn how these buttons work.
List portlet. List portlets contain lists of items. The Building Permits portlet is an example of this type of portlet. You
can select a record in a list portlet and view the record details below.
Toolbar buttons. Use the buttons on the portlet toolbar to work with data in that portlet. Which buttons are available
varies by portlet. See Portlet Buttons below to learn how these buttons work.
Record Detail Area. Click a tab to reveal detailed information about the record selected in the list portlet.

Portlet Buttons
Users can click a button to initiate many of the actions that you can perform in Civic Platform. This section
lists and defines some of the common use buttons you may encounter when you are working in Civic
Platform.
•

Portlet Control Buttons

•

Portlet Menu Buttons

•

Portlet Toolbar Buttons

Portlet Control Buttons
The portlet control buttons appear on the right side of the portlet title bar. Use these buttons to manipulate
the portlets as described below.

| Civic Platform Access and Usage | 19

Table 1: Portlet Control Buttons
Icon

Button Name

Description

Minimize

Collapses the portlet so that you see only the title bar, which can be
helpful when managing the space on your console. For example,
when you want more real estate to view other portlets on a page, you
can minimize portlets you are not using.

Maximize

Expands a portlet from the title bar view so that the portlet completely
fills the window.

Restore

Restores an expanded portlet view.

Refresh

Updates the portlet and view the most current information.

Portlet Menu Buttons
The menu buttons are time-saving objects that give you quick access both to available commands, and to
available detail tabs for the current record. System administrators can customize both the GoTo drop-down
list and the Menu drop-down list for each portlet.
Table 2: Portlet Menu Buttons
Menu Name

Description

Go To

Displays a menu that lists the available record detail tabs. Click a tab name to
navigate to the area without scrolling.

Menu

Many portlets have a menu button that opens a drop-down list of actions. These
menus are portlet-specific.

Portlet Toolbar Buttons
Each portlet has a unique set of toolbar buttons you can use while working in the portlet. The following list
of toolbar buttons describes some of the most common buttons you may see as you work in Civic Platform.
Button names display in alphabetical order.
Table 3: Toolbar Buttons
Button Name

Description

Cancel

Cancels the current action.

Clear Search

This button becomes available in the toolbar after you perform a search. Use this
button to clear the search fields so you can enter new criteria.

Customize

Use this button to access the console editor, where you can access tools to
customize your console.

Delete

Use this button to delete one or more selected records.

GIS

If your agency uses Accela GIS, use this button to access GIS.

Help

Use this button to access online help. If you click the button within any portlet,
online help displays a relevant topic or list of topic options.

Logout

Use this button to sign out of Civic Platform.

Look Up

Use this button to look up an address and view its associated information.

New

Use this button to create a new record.

| Civic Platform Access and Usage | 20

Button Name

Description

Refine Search

This button becomes available in the toolbar of the search results list after you
perform a search. Use this button to return to the search page without clearing
any of the previously entered search criteria.

Report

Use this button to print a corresponding customizable report associated with the
record.

Reset

Use this button to remove any data entered and return to the previously saved
data (or lack of data) on a form.

Save

Use this button to save newly entered data to the database.

Search

Use this button to open a search form where you can enter search criteria to
search for a needed record or object.

Submit

Use this button to submit new information to the Civic Platform database.

Summary

Use this button to display a summary form.

Navigating the Civic Platform Console
You can access frequently used portlets and record forms from the Civic Platform console by using the
toolbars, main links, and administrative setup menu.
Topics
•

Using Toolbars

•

Navigating with Main Links

•

Accessing Recently Viewed Items

•

Working with Data Fields

•

Using the Spell Checker in Text Fields

Using Toolbars
Civic Platform provides two toolbars:
•

The Agency toolbar provides links to personalized alerts and console customization portlets, as well as
a link for signing out of Civic Platform. Some agencies configure the toolbar to display the agency name
and even display user information.

•

The Civic Platform toolbar provides numerous buttons you can use to move efficiently to the most
frequently used areas of the software. The toolbar includes a search box you can use to initiate global
searches for information. See Performing a Global Search for more information about global searches.

Figure 1: Toolbars
Home button. Use this button to return to your personalized home page.

| Civic Platform Access and Usage | 21

Navigation button. Use this button to display and select from a drop-down list of recent items you worked on (with
the exception of deleted items), most recent first. Selecting an object in the list opens the record for that object.
Create New button. Use this button to display and select from a drop-down menu of objects you can create, such as
records or portlets.
Maps button. Use this button to launch Civic Platform - GIS). This button displays only if your agency configures
GIS.
Switching Consoles. Use this link to switch between consoles, if your login account has sufficient permissions.
Search. Use to initiate global searches for any record ID, asset ID, contact name, address, parcel number or project
name.
Console Options. Click this link to modify your console. You can add or remove main links and portlets.
Help button. Click this button to launch online help.

Navigating with Main Links
You can use any of the links within the main links area on your console to access administrator and
user portlets to which you have access. For example, you might see an Admin link that takes you to
administrator portlets, or a Calendar link that takes you to the Calendar portlet.
To access portlets using main links
1. Navigate to the home page.
2. Look below the Civic Platform toolbar to locate the main links area.
3. Click the link associated with the portlet you want to open.
The portlet associated with the main link displays.
Note:
You can associate a main link with multiple portlets; for example, the Addresses, Parcels, and Owners
portlets. When you click this type of main link, all the associated portlets open from top to bottom, and
the first enabled text field in the first non-list portlet gets focus.

Accessing Recently Viewed Items
Use the Navigation button in the toolbar to access a drop-down list of the most recent records/objects you
viewed or worked with in Civic Platform, newest to oldest (deleted objects not included). Each object listed
is a hyperlink that you can click to open the named object or record.
You can clear the recently viewed list at any time by clicking the “clear history” link at the bottom the list.
To access recently viewed items
1. Navigate to the home page.
2. Click the Navigation button on the toolbar.
A drop-down list of recently viewed records and objects displays.
3. To display a record or object in the list, click the identification number corresponding to the recent item
that you want to work with from the list.

| Civic Platform Access and Usage | 22

The record or object in the portlet most recently used to work with that object, displays.

Working with Data Fields
Whether you are entering, editing, or viewing information in Civic Platform, you interact with several
different types of fields.

Alphanumeric fields
Use an alphanumeric field to enter a string of characters and/or numbers as prompted by the field label.
For example, the Address field is an alphanumeric field. The field label, Address, cues you to enter
an address in that field. Alphanumeric text fields usually have a character limit that dictates how many
characters that the field accepts. Consult your system administrator if you want to learn the character limit
of a text field.

Scrolling text fields
Use a scrolling text field to enter narrative information as prompted by the field label. For example, a field
labeled Description may appear. Use it to enter a description of the object named in the record. A scrolling
text field allows you to enter more text than a standard text field. You can type entire sentences, and even
use the Enter key to create paragraphs or lists.
Many scrolling text fields have a spell checker available below the field. Use the spell checker to check the
text you entered in the scrolling text field for spelling accuracy. See Using the Spell Checker in Text Fields
for more information about this tool.

Drop-down lists
Use a drop-down list field to select from a list of pre-defined options. You can locate and select an option in
one of three ways:
•

Click the caret to view a drop-down list of options. Use the scroll bar to move through the list of options.
Click the option you want to select it.

•

Press the Tab key on your keyboard to advance to the drop-down field. With the field highlighted, press
the down arrow on your keyboard to scroll through the available options one at a time. When you see
the option you want, press Tab to move to the next field.

•

Move the cursor to the drop-down field. Enter the first letter of the option you are looking for to jump
to that option. If there is more than one option that starts with the letter, enter the letter again. For
example, if you are in the Country field and you want to select Andorra, press the A key to jump to the
first country name beginning with the letter A. Press the A key again and again until Andorra displays.
Press Tab to move to the next field.

| Civic Platform Access and Usage | 23

Check boxes
When you see a check box, you can click the box to enable (or select) that option. Click the box again to
disable the option.

Date fields
Use a date field to enter dates in the format prescribed by your agency. For example, your agency may
configure date fields to accept dates in the format mm/dd/yyyy. You can enter the date manually using the
prescribed format. You can also click the calendar icon to the right of the field to launch a calendar tool that
enables you to select a date.

The current date is highlighted. Use the << and >> buttons to display the same month in the next/previous
year. Use the > and 

Greater than

>=

Greater than or equal to

LIKE

Contains part of the field value.

IS NULL

Use to identify field values that are empty (no field value entered).

IS NOT NULL

Use to identify field values that are not empty (field value entered).

CONTAINS

Contains all of the field value.

| The V360 User Interface | 35

The V360 User Interface
Choose a topic from the list to learn more about the V360 user interface.
Related Links
User Interface Overview
Preparing Web Browsers for Civic Platform
Setting Your Home Page
Customizing Record Detail Menus
Creating New Items
Using Civic Platform GIS
Viewing Record Details
Working with List Portlets
Working with Form Portlets

User Interface Overview
Civic Platform provides a common interface called a console for users across your agency. The console
comprises the entire working space, including the agency bar, toolbar, and customizable portlets. However,
having a common interface does not mean that you cannot customize it to reflect your role within your
agency. You can define your home page by adding portlets and positioning them where you choose, you
can create custom menus, and more.
The following sections provide general information about the console, how to prepare your browser for the
console, how to define your home page, how to create custom menus, and how to use your buttons and
portlets.
You can also find information about using the console editor to create a user interface that reflects your
role within your agency. For more information about working with the console editor, see your agency
administrator.

Preparing Web Browsers for Civic Platform
Civic Platform is supported on multiple web browsers. It is important to prepare your web browser properly
so that you can view any Civic Platform pop-up windows while limiting external pop-up windows, and avoid
unnecessary error messages.
For information about preparing your browser, see the Accela Civic Platform Installation Guide.

Setting Your Home Page
A home page is the first page you view after logging into Civic Platform or the page that displays after
clicking the Home button on the console Toolbar. To customize your home page, you must create a main
link and add the portlets you want associated with it. Then, verify the main link you want for the home page
is in the first position. If you do not have access to create main links on your console, contact your agency
administrator.

| The V360 User Interface | 36

Customizing Record Detail Menus
The record detail tabs by default include every built-in tab items that Civic Platform provides. However,
your agency administrator may have defined custom tab menu. Then you only view the tab items related
with your tasks in the detail tabs.
Civic Platform provides easy access to tab items with the Go To drop-down menu in record detail portlets.
To access tab items from the Go To menu
1. Navigate to the form portlet you want to work in, such as the Building portlet.
Civic Platform displays the portlet.
2. Click a record link in the Building portlet
Civic Platform displays the detail portlet for the selected record.
3. Hover your mouse cursor on the Go To button, and select the tab item you want from the drop-down
list.
•

If the detail tabs already include the tab item, the tab item becomes the current tab in the detail tabs.

•

If the detail tabs do not include the tab item, the tab item appears to the right of the detail tabs and
becomes the current tab.

Creating New Items
You can create new items from the Civic Platform Toolbar. This allows you to launch common tasks, such
as creating a new building record or starting a cashier session, from your Home page.
To create a new item
1. Navigate to your Home page.
Civic Platform displays your personalized Home page.
2. Click Create New.
Civic Platform displays a drop-down menu of objects configured for display.

3. Click the object that corresponds to the tasks you want to complete.
Civic Platform displays the associated portlet or application form selected. For example, if you create a
new building record, then the Record Type Select page displays.

| The V360 User Interface | 37

Using Accela GIS (Silverlight)
Accela GIS provides a geographic view of all land-use, zoning, and infrastructure information associated
with agency records, including parcels, permits, inspections, plans, assets, work orders, and service
requests.
You can access GIS directly from the V360 toolbar, and visually review, research, and manage agency
records.
For more information about Accela GIS, refer to the Accela Civic Platform GIS documentation set.
To use GIS
1. Log in to Civic Platform.
Civic Platform displays your personalized Home page.
2. Click the Maps button.
Accela GIS displays the map viewer.

3. Use the map viewer table of contents to configure the map service and map layers that display.
Accela GIS displays the selected map service and map layers.

4. Access the Context and Actions menu to complete tasks. The Context menu is accessible from map
tips. The Actions menu is accessible from the menu bar.
Accela GIS displays the corresponding map commands.

| The V360 User Interface | 38

Viewing Record Details
When you open a record, you can view record details using the associated tabs. These tabs highlight
specific information related your agency’s records, such as conditions, fee payments, workflow task status,
and inspections.
1. Navigate to your Home page.
Civic Platform displays your personalized Home page.
2. Navigate to the portlet that you want to work in.
Civic Platform displays the portlet.
3. Locate the record you want to work with and click the link to display record details.
Civic Platform displays the record tabs in the Record detail portlet.

4. Use the Go To menu or the scroll bar to find the tab you want to view.
5. Click the tab name.
Civic Platform displays the details for the selected tab.

| The V360 User Interface | 39

Working with List Portlets
A list portlet displays a list of items entered into Civic Platform. A list portlet may include work orders,
assets, permit, applications, service requests, addresses, or contacts. A list may also be the result of a
search. Civic Platform provides users with ways to manage lists, such as sorting, filtering, organizing, and
exporting.
Topics
•

Viewing Lists

•

Managing the Display

•

Exporting Data to CSV

Viewing Lists
Portlet lists may have many items that populate the list view. Click any column title to sort the list. Use the
portlet navigation controls to advance through the list to view additional or previous items. You can adjust
the number of records displayed in a list by choosing Expand List or Contract List from the Menu button. To
view examples of the icons and hyperlinks associated with contracting, expanding, navigating, and sorting
lists, see the image below. Contact your agency administrator to redesign the layout of a list portlet.

Figure 3: List Portlet
A

Use the Menu button to access a menu of general tasks related to the records in the selected portlet.

B

Use the navigation controls to access other pages in a list.

C

Click any column title to sort a list.

Managing the Display
Users can customize how information displays in a list. You can specify the field display, including the
field sequence and the field width. Organize and sort lists by assigning a display or a sort order in numeric
sequence.
Topics
•

Customizing Content

•

Editing Your View

| The V360 User Interface | 40

Customizing Content
Use the Customize Content feature to define how you want a portlet list to display. First, choose the fields
you want to display on the portlet and then customize the fields. You can do this by adding a label for the
field, specifying the field width, and indicating the display order. You can also specify how many items to
display for an expanded and a contracted list.
To customize the content of your list
1. Locate the list portlet that you want to customize.
2. Click the Menu button.
3. Choose Customize Content from the drop-down list.
Civic Platform displays a list of all available and currently chosen fields.

4. Show or hide fields for portlet display. Fields in the Selected Fields list box display in the portlet view.
Fields in the Available Fields list box do not display in the portlet view.
a. Click a field name to highlight it. Press the CTRL key to choose multiple fields at a time.
b. Use the arrow keys to move the fields between the Available Fields or Selected Fields boxes.
Double arrow keys move all fields, whether selected or not, to the destination box.
5. Arrange the sequence of the fields in the Selected Fields box.
a. Click a field name.
b. Use the up and down arrow buttons to move the field.
6. Complete the remaining fields as necessary.
Contract

The number of items to display on a page when you contract the list.

Display Order

Where the field displays in the field order (from left to right).

Element

A list of fields in the Selected Fields box in their current order.

Expand

The number of items to display on a page you expand.

Label

Label for a field. Agencies can customize this value as needed.

Width (pixels)

The column width in pixels.

7. Click Submit.

| The V360 User Interface | 41

Editing Your View
The Edit View feature allows you to create a portlet list display to your specifications and name it as a filter.
First, choose which fields you want to show. Then, apply the customization to those fields. You can add a
label for the field, specify its width, apply a mask, define sort order, and define display order. You can also
specify how many items to display for an expanded and a contracted list.
To edit the view of a portlet list
1. Navigate to the list portlet that you want to customize and hover the mouse cursor over the Menu
button.
Civic Platform displays a command menu.
2. Choose Edit View from the drop-down list.
Civic Platform displays a list of available and currently selected fields.

3. Show or hide fields to display in the selected portlet. Fields in the Selected Fields box display in the
portlet view. Fields in the Available Fields box do not display in the portlet view.
a. Click a field name to highlight it. Press the CTRL key to choose multiple fields at a time.
b. Use the arrow keys to move the fields between the Available Fields or Selected Fields boxes.
Double arrow keys move all fields, whether selected or not, to the destination box.
4. Arrange the sequence of the fields in the Selected Fields box.
a. Click a field name.
b. Click the up or down arrow to change its position.
5. Complete the remaining fields as necessary. For a list of field descriptions, see Edit View Field
Descriptions.
6. Click Submit.
Table 9: Edit View Field Descriptions
A > Z Ascending

Use to sort field data alphabetically from A to Z.

Contract

The number of items to display on a page when you contract the list.

Description

The description for the filter you are creating.

| The V360 User Interface | 42

Effect Scope

The availability of the customized sort/filter using the drop‑down feature for Module,
Group, and User.

Element

Civic Platform lists the fields in the Selected Fields box in their current order.

Expand

The number of items to display on a page when you expand the list.

Filter Name

A descriptive name for the filter.

Label

A customized label for the field.

Mask

A mask to limit the type of data a field accepts. A mask might include symbols for
currency, phone number, SSN, or zip code.

Record Selection

The type of record selection tool you want to choose for the list. Choices include
Radio Button or Check Box.

Sort Order

Indicates the sort priority of an item. Defining sort order is useful for organizing as
well as grouping list items.

Source View Name

The name of the form that you are modifying.

Width (pixels)

The number of pixels for the column width.

Z > A Descending

Use to sort field values alphabetically from Z to A.

Exporting Data to CSV
Civic Platform provides a CSV Export option in the menu of every list portlet or list tab. Use this option to
export the list of records you see into a CSV (comma delimiter) file. A CSV file stores tabular data that you
can view in other applications, such as Microsoft Excel.
Civic Platform also provides a CSV Export button beside an application-specific information (ASI) table, on
the precondition that the ASI table has some data in the database. Users can click the button to export all
the data stored in the database for the ASI table, not only the data on display, into a CSV file.
To export a list
1. Go to the desired list portlet.
2. Click the Menu button and choose CSV Export from the drop-down list.
If you want to export ASI table data, go to the ASI table you want to export and click CSV Export.
Civic Platform displays a file handling dialog box that prompts you to choose how you want to handle
the CSV file you are creating.
3. Do one of the following:
•

To open the CSV file immediately after exporting the list, click Open.
You can save the file after opening it. Your operating system preferences determine which software
application, such as a text editor or a spreadsheet program, opens this file by default.

•

To save the CSV file without opening it first, click Save. Specify the location where you want to save
it.

Working with Form Portlets
This portlet displays a form with fields that provide details about a single object such as a permit, service
request, or address. Some fields contain editable information. Fields may require users to enter only
numbers or only dates. A field may also require users to choose an option from a drop-down list. Use the
form portlet to search for existing records in your system or to create new records. The image below is an
example of form portlet structure.

| The V360 User Interface | 43

Note:
Drop-down list options which are no longer available when creating new records, continue to appear as valid
selections for fields in the following sections of the records where they appear:
Address, Parcel and Owner (APO) Template
Application-Specific Information (ASI), Task-Specific Info (TSI), and People Template pages
ASI, People, Asset Attribute, and Asset Condition Assessment Attribute tables
This availability enables agencies to maintain historical continuity when working with older records or
modifying historical data.

Figure 4: Form Portlet
A

Portlet title. Indicates the current portlet and displays the record number you are working with.

B

Toolbar. Use the action buttons to perform tasks. Common toolbar buttons include New, Search, Edit,
Refresh, Delete, Print, and Help.

C

Tab scroll buttons. Click the Go To button or the arrow buttons at either end of the record detail tabs to
display additional portlet tabs

D

Date picker. Click the calendar icon to choose a date from a pop-up calendar when completing date fields.

E

Down arrow button. Click the down arrow to view a drop-down list.

| Getting to Know the 8.0 Interface | 44

Getting to Know the 8.0 Interface
Welcome to the Accela Civic Platform, and welcome to a new user interface designed to provide you
with an intuitive, pleasant user experience, even as it helps you get your job done more effectively and
efficiently.
Choose from the following list of topics to learn more about the new interface, and how you can leverage
its features and functionality to make your work sessions more productive.
Introducing Civic Platform 8.0
•

Taking a Tour of the New Interface

•

Figuring Out How to Do Your Job When Everything is Different

Getting In, Getting Out, and Getting Around
•

Logging In and Logging Out

•

Changing Your Password

•

Switching Between the New Interface and the Previous One

•

Accessing the Administration Tools

Navigating the New User Interface
•

Switching Between Dashboards

•

Using Search in the New Civic Platform User Interface

•

Using the Launchpad

•

Working with Spaces

•

Interacting with the Task Dashboard

•

Interacting with the Map Dashboard

Introducing Civic Platform 8.0
The new Civic Platform 8.0 interface is a new experience. Once you get to know the tools you have
available to you, you will quickly discover how useful they can be in helping you do your job.
Topics
•

Taking a Tour of the New Interface

•

Figuring Out How to Do Your Job When Everything is Different

Taking a Tour of the New Interface
Although the new Civic Platform user interface is designed to be intuitive and easy to use, it is helpful to
take a moment to acclimate yourself to the environment and the tools available to you.
•

Getting to Know The Home Page

| Getting to Know the 8.0 Interface | 45

•

Getting to Know the Tasks Dashboard

•

Getting to Know the Maps Dashboard

•

Getting to Know the Application Bar

•

Getting to Know the Main Menu

•

Getting to Know the Launchpad

•

Getting to Know Spaces

•

General Navigation Tips

Getting to Know The Home Page
The home page is the starting point for anything you want to do in the new interface.

Figure 5: HOME PAGE
Getting there

Log in. The home page always displays first.
Click your agency’s name in the upper left-hand corner of the window to return to your home
page.

Features of the home page:

| Getting to Know the 8.0 Interface | 46

•

The tasks dashboard is essentially your day’s to-do list (see Getting to Know the Tasks Dashboard).

•

The application bar helps you get to where you need to be (see Getting to Know the Application Bar).

•

The main menu provides you with the tools to access and organize your work spaces, as well as to find
what you need (see Getting to Know the Main Menu).

•

Access to the launchpad (see Getting to Know the Launchpad).

•

Access to global search (see Performing a Global Search).

Related Links
•

Switching Between Dashboards

•

Using Search in the New Civic Platform User Interface

•

Using the Launchpad

•

Working with Spaces

Getting to Know the Tasks Dashboard
The tasks dashboard has 2 display options: Card View and List View. Both views list tasks assigned to
you. You can toggle between the two views whenever you want.

| Getting to Know the 8.0 Interface | 47

Card View

Features of the task dashboard card view:
•

Each task card is a separate task assigned to you. Six cards display by default when the page first
loads. See Task Card Example to learn more about task cards.

•

The Filter control gives you some input into which tasks display.

•

A dashboard display options toggle lets you switch to a list view.

•

The Load More link allows you to view more of your tasks in increments of six.

Related Links
•

Interacting with the Task Dashboard

| Getting to Know the 8.0 Interface | 48

Task Card Example

Features of the task cards:
•

Task card titles tell you at a glance what the task is.

•

Click titles in blue text to open the task details in a new space. Black text titles (non-hyperlink) are a
visual cue that you do not have permission to act on a task.

•

You can hover on the options button to identify the task type.

•

Every task card has a slide-out panel that provides you with a list of actions you can perform on the
task. Slide-out panels may also provide hyperlink access relevant records, such as a permit record or a
primary contact.

•

Key information for tasks displays on the card, including important data such as due date, schedule
time, comments, and more.

•

Icons indicating holds, conditions, notes, and locks, display prominently on task cards as bright colored
icons that you can click to get more information.

Related Links
•

Things You Can Do on a Task Card

•

Details You Can Glean from a Task Card

•

Getting More Information About Conditions, Holds, Notices, and Locks

•

Looking at Task Card Examples

| Getting to Know the 8.0 Interface | 49

List View

Features of the task dashboard list view:
•

Task items are listed in a table format. Six tasks display by default when the page first loads.

•

You can select one or more task items and perform actions on them (see Using the Task List).

•

The Actions button gives you access to commands you can apply to one or more task items.

•

The Filter button gives you some control over which tasks display.

•

You can toggle to a task card view using the dashboard display options.

•

Use the Load More link to view more of your tasks.

Related Topics
•

Interacting with the Task Dashboard

•

Using the Task List

•

Getting the Most from Your Task Cards

Getting to Know the Maps Dashboard
The maps dashboard provides you with another way to identify and analyze land-use, zoning, inspection or
service request routes, infrastructure, and other geo-centric information.
It is the next generation version of Accela GIS 7.x Map Viewer.

| Getting to Know the 8.0 Interface | 50

Figure 6: Maps Dashboard
Features of the maps dashboard:
•

Point and click to see a location’s address, coordinates, and associated GIS objects. (1)

•

Find an address or place. (2)

•

Zoom in or out. (3)

•

Reset the map display to the Default extent, which is the initial area shown on the map. (4)

•

Bookmark locations and navigate to bookmarked locations. (5)

•

Choose a basemap. (6)

•

Arrange how your map layers display. (7)

•

Multi-select points on the map to form the vertices of a shape and select GIS objects contained within
the shape. (8)

•

Measure area, distance, or longitude/latitude. (9)

•

Annotate your map view with lines and shapes, as well as text. (10)

•

Print a map to a PDF or a printer. (11)

•

Edit layers and map features. (12)

•

View the legend to understand map symbols. (13)

•

View measurement scales and ratios of map vs. actual. (14)

•

View a pin map, where locations are marked with pins. (15)

| Getting to Know the 8.0 Interface | 51

•

View a heat map, where gradient hotspots are featured. (16)

•

View a cluster map, where locations are marked by numbered dots that represent grouped locations.
(17)

Related Topics
•

Civic Platform GIS User Topics

Getting to Know the Application Bar

Features of the task dashboard list view:
•
•

You can click the agency name on the left side to return to your home page.
You can click
signing out).

(Settings) to access a menu of actions (such as opening the administration tool or

Getting to Know the Main Menu
The main menu is your control pad for adding, finding, and accessing content.

| Getting to Know the 8.0 Interface | 52

Features of the main menu:
•

The dashboard toggle lets you switch between a task-centric view and a map-centric view.

•

The global search makes it easy for you to search for just about anything.

•

The launchpad is your principal tool for accessing pages and records. It is also where you start the
process to create a new application.

•

When you select any page from the launchpad, it opens in a new space. That space is anchored on the
main menu until you close it.

Related Links
•

Switching Between Dashboards

•

Using Search in the New Civic Platform User Interface

•

Using the Launchpad

| Getting to Know the 8.0 Interface | 53

•

Working with Spaces

Getting to Know the Launchpad
The Launchpad is your access point to just about everything you want to do in Civic Platform. Any link you
click within the launchpad opens a new space for where you can interact with the data you selected.

Getting there

Click the launchpad toggle on the main menu.

Features of the launchpad:
•

Click +New to create new applications.

•

Mark frequently used pages as favorites for quick access.

•

Click All Pages to see all of the pages available to you. Use the filter to locate a page quickly.

•

Use the recent records links to return to a page or record you recently worked on.

•

Locate a reference address, parcel, owner, asset, or contact by clicking a reference shortcut, then
entering search criteria.

Related Topics
•

Using the Launchpad

•

About Your Pages

•

Defining a Page as a Favorite

•

Accessing Recent Records

•

Accessing Reference Pages

| Getting to Know the 8.0 Interface | 54

Getting to Know Spaces
Every time you open a page from the launchpad, you create a new space.

Features of the spaces menu:
•

You can pin spaces to keep them in your main menu. Every time you log in, your pinned spaces are
there.

•

The spaces layout enables you to move from page to page quickly. Just click the spaces

•

Each space has its own space options menu that you can use to customize your main menu.

•

You can have up to 20 spaces open at one time.

•

Use the More link to view spaces that don’t fit on the menu.

Related Topics
•

Working with Spaces

General Navigation Tips
How to Tell What Is a Hyperlink and What Isn’t
Not all hyperlinks are readily apparent in the new user interface. When in doubt, use one of these
techniques to identify hyperlinks.
•

Method 1: Is the text blue? In general, Civic Platform hyperlinks display as blue text. There are
some exceptions to this, however, such as the space icon labels, or the hyperlinks contained in the
application bar at the top of the display. You may also find graphical icons that are hyperlinks.

•

Method 2: When you mouse over an active hyperlink without clicking, an underline appears. This only
works if it’s text, however.

| Getting to Know the 8.0 Interface | 55

•

Method 3: When you mouse over an object without clicking, the cursor changes from an arrow
pointing hand

to a

if it is an active hyperlink. Click while the hand displays to activate the hyperlink.

Closing Detail Slide-outs
When you click an activity or document task card, the details do not display in a new space. Instead, a
slide-out containing details displays. You can exit a slide-out in more than one way.
•

Clicking the exit button in the upper right-hand corner of the slide-out closes the display.

•

Clicking another object outside of the slide-out (for example, the agency “home” link) closes the slideout display, then the new object displays.

Navigating List Pages
When you open a list page (such as the Work Orders page) in a new space, you see a list of records - in
this case, a list of work order records. You can interact normally with rows on the list page by selecting
rows and using toolbar buttons, or you can open records by clicking a hyperlink.
However, if you open a record from the list page, it is important to note that the record displays in the same
space. It does not open in a new space.

To get back to the list page, use the blue arrow in the top left corner of the space.

| Getting to Know the 8.0 Interface | 56

If you want to open a record in a separate space so you can pin it, try this: Note the record number, then
use global search to find and open the record in a new space.

Navigating Panels on the Maps dashboard
When you select multiple objects on the Maps dashboard, a slide-out panel displays on the right, listing the
objects you selected, grouped by type. You can select a type to see a detailed list of objects of that type,
and you can select an object to see details about that object.
But what if you want to return to the original list of objects by type? What if you want to close the slide-out
panel?
Look for the blue arrows!
A left-facing blue arrow in the upper left corner of the panel returns you to a previous view.
A right-facing blue arrow located midway down the panel’s left side, closes the panel.
Note: If you close a panel, any objects you had selected, are no longer selected.

Figuring Out How to Do Your Job When Everything is Different
We can all empathize with the frustration of dealing with new things. You had a ‘system’ - an established
process, and now, everything is changed. You just want to get your job done, but the environment is
different. You don’t know where to start or where to go! You really just want to go back to doing things the
old way - the way you know.
But what if the old way wasn’t the best way? Just because you have done things a certain way for years
does not mean that it was the best way to do those things. Our user experience team did a lot of research
in their quest to design a new user interface that would not only make your job easier to do, but make the
experience a more pleasant one. We invite you to try it out!
We understand that transition can be frustrating, so to alleviate some of your frustration, we are providing
you with a reference table that lists a number of common activities you might perform in a typical work day.
For each activity listed, we provide you with helpful tips on how to proceed with those activities in the new
user interface.
How do I...
Find a record

Create a new record

How to do it in the new interface
•

Click the search icon in main menu.

•

Search and choose record from search results.

•

Open launchpad.

| Getting to Know the 8.0 Interface | 57

How do I...

View my tasks

Find a document/contact/just about anything

See a list of 

Open 

Use ad hoc reports

Where do I change my password?

How do I open the mapping tool?

How to do it in the new interface
•

Click +New.

•

Click your agency name to go to the home page.

•

Click the Search icon in Main Menu.

•

Search and choose record from search results.

•

Open launchpad.

•

Either 1) choose a favorite page from the list of favorites, or 2)
click All Pages.

•

Search for the page you want, then select to display.

•

Open launchpad.

•

Either 1) choose a favorite page from the list of favorites, or 2)
click All Pages.

•

Search for the page you want, then select to display.

•

Open launchpad.

•

Click All Pages, then search for Ad Hoc Reports.

•

Select to display.

•

Open launchpad.

•

Click All Pages.

•

Search for Preference Management.

•

Select to open in new space.

•

Click dashboard toggle.

•

Choose Map icon.

Getting In, Getting Out, and Getting Around
These topics can save you some time if you aren’t one to click around until you figure things out.
Topics
•

Logging In and Logging Out

•

Changing Your Password

•

Switching Between the New Interface and the Previous One

| Getting to Know the 8.0 Interface | 58

•

Accessing the Administration Tools

Logging In and Logging Out
Your agency’s name, a valid user name, and a password are all you need to log in to Automation. If you
don’t have these, see your system administrator. These values are case sensitive, so be sure your Caps
Lock key is not engaged.
To log in
1. Using the internet browser of your choice, navigate to the login page for the Civic Platform. This URL is
provided to you by your agency.

Note:
Use the Add this page to your favorites link below the Login button to for easier access in future work
sessions.
Use the Remember my information option to auto-populate everything but your password.

2. Enter your agency name, assigned user name, and password in the designated fields.
3. Click Login.
To Log Out
1.

Click

(Settings button) in the upper right-hand corner.

2. Click Sign Out.

Switching Between the New Interface and the Previous One
For many upgrading users, the new interface will take some time to get used to. It is also true that you
have a job to do and you may not have all day to experiment with the new interface. Accela has you

| Getting to Know the 8.0 Interface | 59

covered! You can switch from the new interface to the Vantage 360 interface and back again, at least for a
while!
To switch to the Vantage 360 interface from the new one
1.

Click

(Settings button) in the upper right-hand corner.

2. Click Switch to V360.
To switch to the NEW interface from the old one
1. Locate and click the Switch to New UI link in the upper right-hand corner of the display.

Changing Your Password
1.

Click

to access the launchpad.

2. Click the All Pages link to access a list of pages.

3. In the Filter list... box, type Preference.
Your list of pages is filtered to include the Preference Management page link.
4. Click Preference Management.
The Preference Management page displays.
5. Click the Change Password link to open the Change Password page.

6. Enter your old password, then the new password.

| Getting to Know the 8.0 Interface | 60

If you want to know your agency’s password requirements, click the Requirements link.
7. Click Submit.

Accessing the Administration Tools
Admin level users can access administration tools (V360 Admin and Classic Admin) from the Settings
menu. If you don’t see the links in the Settings menu, you don’t have access.
To access Admin tools
1.

Click

(Settings button) in the upper right-hand corner.

2. Select either Administration or Classic Administration from the command menu.

Navigating the New User Interface
The new Civic Platform user interface provides a number of navigation options that you can use to find the
pages you need so you can do your job. The topics listed below describe these options.
Topics
•

Switching Between Dashboards

•

Using Search in the New Civic Platform User Interface

•

Using the Launchpad

•

Working with Spaces

•

Interacting with the Task Dashboard

•

Interacting with the Map Dashboard

As with anything, the best way to familiarize yourself with the tools at your disposal is to try it out for
yourself.

Switching Between Dashboards
The tasks dashboard displays by default when you log in or when you return to the home page. However, a
maps dashboard is also available which offers a map-centric view.
A dashboard toggle lets you switch between the two dashboards. This toggle is located at the top of the
main menu.

When this icon displays, the task dashboard is the current view.

When this icon displays, the maps dashboard is the current view.

| Getting to Know the 8.0 Interface | 61

To toggle between dashboards
1. Click the dashboard toggle at the top of the main menu.
2.
Choose

for the task dashboard.

Choose

for the map dashboard.

3.

Using Search in the New Civic Platform User Interface
There are a number of ways to search for data in the new interface.
•

The global search tool in the main menu gives you the ability to locate the information you need. When
you search on a word or phrase, the global search engine returns all records that contain the search
criteria, regardless of the record type. Search results are sorted by record type, making it easier for you
to find what you need. (See Performing a Global Search.)

•

Reference data lookups are available via the launchpad. When you select any of the reference data
lookups, you can enter search criteria to locate the reference data you need. (See Performing a
Reference Data Lookup.)

•

Individual page search functionality allows you to look for a particular record within the data set
supported by the page you are on. (See Performing an Individual Page Search).

Performing a Global Search
Use the global search tool to find a record quickly.
To use global search
1.
Click the search button

in the main menu.

1. Enter search criteria. For example, enter a last name.
2. Press Enter (or click Search).
Search results display, with the results grouped by record type.

| Getting to Know the 8.0 Interface | 62

Note:
Search results are persistent for the duration of your work session. If you navigate to another space (for
example, you click a record link to view that record), you can always click the search button at any point
to return to the search results for the last search you performed. You can enter new search criteria at any
time.

3. To exit the search page, click the home page link (agency name) or any other space icon.

Performing a Reference Data Lookup
Reference data is data that is stored in the database as an individual data entity, rather than as part
of a transactional record. Reference data can then be pulled from the database and used in multiple
transactional records.
Example: You enter a reference address in the database. Someone in your agency creates a new building
license application or adds a new work order for the address you entered. That user can look up the
address in the reference database and retrieve the complete address from the database, while establishing
a link with that address record. At any point in the future, you can open the reference address record and
from that record, access/view all work orders, schedules, applications, and other types of activity for that
address, thanks to that link.
To look up a reference object
1.
Click

to access the launchpad.

| Getting to Know the 8.0 Interface | 63

2. Click one of the reference links available on the launchpad.
3. Enter search criteria and press Enter (or click Submit).

Performing an Individual Page Search
Many Automation pages give you the ability to search for particular records contained within that page. For
example, you can open the Inspection page and search for all inspections completed by one individual in
the month of April. Or you can open the Work Order page and search for work orders that are overdue and
not completed.
If you see a Search button in the toolbar of a page, you can search for records.
To search for records on a page
1. Use the launchpad to open the page you want to work in. If you already have the page pinned to your
menu bar, you can click the pinned space icon.
2. Click Search.
3. Enter search criteria and press Enter (or click Submit).

Using the Launchpad
The launchpad is your one-stop access point for most pages you need to work with. The launchpad has
several distinct parts, each of which presents you with a list of hyperlinks you can click to “launch” or
access that object.
•

About Your Pages

•

Finding a Page

•

Defining a Page as a Favorite

•

Recent Records

•

Reference Pages

| Getting to Know the 8.0 Interface | 64

About Your Pages
The Your Pages area provides you with two alternatives for viewing and accessing page hyperlinks. You
can toggle between the views by clicking the All Pages bar, which shifts from top to bottom, depending on
which view displays:

•

The default view is a list of pages you have marked as ‘favorites.’

To organize the order in which the favorites display, use the handle
drop it where you want it.
•

on each favorite to drag and

The alternate view, All Pages, is a list of all the pages that your user profile allows you to access, sorted
by functionality.

This list cannot be reorganized, but you can filter the list to find what you are looking for.

Finding a Page
You can scroll up and down the page views to find a page link, or you can apply a filter to locate a page
quickly in the All Pages view.
To find a page by applying a filter

| Getting to Know the 8.0 Interface | 65

1.
Click

to access the launchpad.

2. Click All Pages at the bottom of the Your Pages section.
The display changes to a list of all accessible pages, sorted by functionality.
3. Enter the page name you want in the Filter list... box.
As you enter each letter, the list of pages below the box adjusts to display those pages that match in full
or in part what you are typing.
In the example below, entering co displays a number of pages with “co” in their titles. Adding an
additional n makes a big difference.

Defining a Page as a Favorite
The ability to mark pages as favorites enables you to set up the launchpad to suit your individual work
requirements. The pages you mark as favorites are the first ones displayed whenever you open the
launchpad. You can have as many favorite pages as you want, but remember: too many favorites may
defeat the purpose. If you have too many favorites in your list, you can easily remove them the same way
you added them.
To mark or unmark a page as a favorite
1.
Click

to access the launchpad.

2. Click All Pages at the bottom of the Your Pages section.
The display changes to a list of all accessible pages, sorted by functionality.
A gold star means a page is currently marked as a favorite.
A white star means a page is not marked as a favorite.
3. Locate the page you want to mark or unmark as a favorite.
4. Click the star.
The star color changes color (yellow to white, or white to yellow)
5. Click All Pages at the top of the Your Pages section to return to the Favorites list.
6. If you created a new favorite, you can use the handle
you want it to appear.

on the new favorite to drag and drop it where

| Getting to Know the 8.0 Interface | 66

Accessing Recent Records
The launchpad provides you with a list of recently visited applications and records. Records display in the
order of when they were last accessed, most recent first.
You can click any record in the list to launch it in a new space.
If the recently visited list gets too long, you can clear the list. Be aware that, when you clear the list, the
action is permanent.
Note:
You don’t need to rely on the list of recent records to access ongoing work. Open any record in a new space
that you work with a lot, then pin that record to the spaces menu. It will remain pinned there until you unpin
it. To access the record, click the pinned space in the menu

Accessing Reference Pages
The launchpad makes access to reference data easy. On the right edge of the launchpad is a series of
links that enable you to look up reference data when you need it.

Click a link to display a lookup form where you can define the search criteria needed to locate the
reference data you want to see.
Related Links
•

Performing a Reference Data Lookup

Working with Spaces
The spaces menu on the main menu gives you one-click access to any page you have open.
•

Viewing More Spaces

•

Pinning, Unpinning, and Closing Spaces

| Getting to Know the 8.0 Interface | 67

Viewing More Spaces
A total of 6 spaces display in the spaces menu at any one time, with the most recently opened space at the
top.
If you have more than 6 spaces open (up to a maximum of 20), you can access them by clicking the More
link at the bottom of the spaces menu.

The ‘more spaces’ panel displays the spaces that don’t fit on the menu. It also keeps a running count of the
number of spaces you have open.

Pinning, Unpinning, and Closing Spaces
If you have certain pages you work with a lot, or if you have a record that you are having to return to
frequently, you can open the record or page in a space and pin it to the spaces menu. Pinned spaced stay
put until you unpin them.
Note:
Just because you pin a space does not mean that it will not be demoted down the spaces menu if you open
other spaces.

To pin, unpin, or close a space
1. Click the Space Options button on the space you want to work with.

2. Select the action you want to perform from the menu of options: Pin, Unpin, or Close.
If you pinned the space, a thumbtack image appears in the upper right-hand corner, which is your visual
flag that this is a pinned space.
If you unpinned the space, the thumbtack image disappears and the space can be closed.
If you closed the space, it is removed from the spaces menu.

Interacting with the Task Dashboard
The tasks dashboard is your to-do list, calendar, and work tracking venue. It is also your home page, so it
is always accessible (see Getting there).

| Getting to Know the 8.0 Interface | 68

You can interact with your tasks in both the card view and the list view. Each view has distinct benefits, and
many users like to switch between views to take advantage of functionality that is unique to one view or the
other.
The following sections discuss in more detail how you can use both views to work efficiently and
effectively.
•

Using the Task List

•

Getting the Most from Your Task Cards

Using the Task List
The task list view gives you the ability to view many tasks at once in a table format. This can be very useful
when you want to compare like values for differing tasks.
For example, you can quickly compare due dates of assignments in your queue, as shown in the image
below.

Figure 7: Comparing Data in List View
If you have tasks with conditions, you can click the condition icons in the list view for more information, just
as you would in the task card view. See Getting More Information About Conditions, Holds, Notices, and
Locks.

By default only six tasks display when you first open the task list view. You can use the Load More... link
at the bottom of the page to expand the task list in increments of six.
You can perform actions on one task or select multiple tasks and perform a batch action on them. The
list of actions available for you to perform varies, depending on the type and quantity of tasks you want to
perform an action upon.
For example, if you select a single document review task and click
can perform on a document review task display.

, the available actions you

| Getting to Know the 8.0 Interface | 69

If you select more than one task and then click Actions, the available actions include only those that you
can apply to ALL selected tasks.

Getting the Most from Your Task Cards
Task cards provide a nice visual for browsing, but more importantly, they also provide a significant amount
of relevant information and functionality that can help you plan your course of action to address your task.

| Getting to Know the 8.0 Interface | 70

Topics
•

Details You Can Glean from a Task Card

•

Things You Can Do on a Task Card

•

Getting More Information About Conditions, Holds, Notices, and Locks

Details You Can Glean from a Task Card
•

Priority. Some tasks have a priority flag. Find it in the upper left-hand corner.

•

Conditions, Holds, Notices, and Locks. The image above shows a lock condition on the document
review task. Click any condition icon to view details about the condition.

•

Times/dates. Most tasks have a scheduled time/date, a due date, or other relevant date (such as the
date of the last status change). This information displays in different locations on the card, depending
on what type of task it is. For example, the document review task in the image above shows a last
status update date of April 27. The activity task on the right shows a due date of July 3 and a start date
of June 29.

•

Status. Some task types display the task status prominently on the task card. The document review
task above shows the status along with the date that the status last changed. The activity task above
shows the status immediately below the task card title.

•

Other Details. Task-centric details can tell you something about how you should interact with that task.
Different task types offer different details.

Things You Can Do on a Task Card
•

You can open the task details in a new space (or a slide-out, depending on the type of task) by clicking
the task name hyperlink.

| Getting to Know the 8.0 Interface | 71

Note:
If the task name displays in black text, you do not have permission to view the task details.

•

You can perform actions via the action slide-out. Which actions you can perform varies by task type.

•

You can access the record from which the task originated by clicking the record ID hyperlink.

•

You can access the primary contact details by clicking the primary contact hyperlink.

•

You can preview documents (doc review tasks only).

Getting More Information About Conditions, Holds, Notices, and Locks
When conditions, holds, notices, or locks are applicable to a task or to the record from which a task
originates, you see one of these icons displayed prominently in the center of the task card.

indicates ‘required’ task (workflow tasks only).

indicates a lock condition (severity 1) is in place.

indicates a hold status (severity 2) is in place.

indicates a notice (special instruction) (severity 3) is available.
When you see one of these icons, you can click it to learn more about the reason it is in place.

| Getting to Know the 8.0 Interface | 72

If you need more information, expand the task action slide-out and click the record ID link to open the
record in a new space.
The notice displays at the top of the page, but in more detail.

If you need even more detail than this, click View notice to open the condition details in a new window.

Looking at Task Card Examples
Task cards provide you with a number of useful details at a glance. They also provide you with one-click
access to the record of origin. See the examples below to learn more about what data displays in the task
cards.
•

Inspection Task Card

•

Document Review Task Card

•

Activity Task Card

•

Workflow Task Card

•

Meeting Task Card

| Getting to Know the 8.0 Interface | 73

Inspection Task Card

Document Review Task Card

| Getting to Know the 8.0 Interface | 74

Activity Task Card

Workflow Task Card

| Getting to Know the 8.0 Interface | 75

Meeting Task Card

Interacting with the Map Dashboard
 REPLACE GRAPHICS AND UPDATE WITH WHITE PAPER CONTENT.

| Records | 76

Records
Choose a topic from the list below to learn more about records.
Related Links
Records Overview
Creating a Record
Submitting a Partially Completed Record
Deleting Records
Managing Record Comments
Adding Documents to a Record
Assigning Inspection Districts to a Record
Viewing Record Information
Working with Status History
Printing an Application
Viewing the Summary page
Viewing Inspections on the Summary Page
Assigning a Record
Closing a Record
Running a Report from a Record
Managing Alerts
Managing Application Record Hearing Agendas
Working with Associated PERMITS Plus APDs
Examining Record Details

Records Overview
Each of the entries in a list portlet is referred to as a record. Civic Platform users may work with many
types of records in their daily duties. Records include objects such as applications, cases, licenses,
permits, service requests, and work orders.

About Application Records
An application gives an applicant official permission to initiate a process, such as a permit application
to build a structure or change an existing building in some way. The initial application lets your agency
gather any necessary information, such as applicant information, contact information, work descriptions,
addresses, and other details. Your system administrator can set up various types of applications to help
you gather and manage the different data that you need to collect for each type of application that your
agency uses.
Agencies typically incorporate an application process into a departmental workflow, which ensures
consistency by defining tasks to complete, and assigning personnel to those tasks.
After an application is submitted, it continues to play a central role in the building and inspection process,
as well as with the associated fees and contacts involved. You can search for applications and update

| Records | 77

them with new information, you can enter inspection results, you can run reports, and you can manage
financial transactions inherent to the application process.
If your agency has access to data from another Accela permitting system such as Kiva or ‘PERMITS’ Plus,
your agency can set up the application process to retrieve reference data from those systems, and add it to
new applications. Contact your Accela administrator for information about the resources available to you.

About Service Request Records
A service request is a request within an agency to perform a task or service for its citizens and employees.
For example, a citizen calls about potholes in need of repair or an agency inspector approves the plumbing
in a new building, and then requests that the agency turn on the water for the building. A service request
can be any request by a person for any type action for which the agency is responsible.
Civic Platform allows you to update service request information and access additional service request
features. You can view or update service request tasks, assign service requests to other users, or create
new service requests.

Creating a Record
Although the information you collect on application intake forms can vary, the process for creating a record
is straight-forward. This section details the steps to follow when creating a record from an application
intake form. Discussions about the different parts you see in your application intake forms and how to
interact with each part follow.
To create a new record
1. Navigate to the desired portlet; for example, the Building portlet.
2. Click New.
Civic Platform displays the Record Type Select portlet.

3. If prompted, select one of the following options:
•

Create one Record for all Parcels to create one record for all parcels.

•

Create one Record for each Parcel to create a separate record for each individual parcel listed on
the permit form.

| Records | 78

4. Define the type of record you are creating by selecting a group, a type, a subtype, and a category, in
that order.
Note:
The subtype and category might auto‑populate for some applications, depending on your agency
settings.

•

If your display shows drop-down lists, select the desired group, type, subtype, and category from
those drop-down lists.

•

If your display shows a type picker, drill down to the type of permit you want to create. To do this,
click the plus (+) to the left of the group, then repeat for the type, subtype, and category until you see
the type of permit you want to create. Select the desired permit type.
Civic Platform displays an application intake form that contains a series of fields that it groups by
section. Which sections and fields are available varies, depending on how your agency configured
the form, and what type of application you are completing.

5. Do one of the following tasks as appropriate for your system configuration.
To retrieve data from ‘PERMITS’ Plus:
a. Click the ‘PERMITS’ Plus button at the top of the portlet. If you do not see this button, the option is
not available.
Civic Platform displays the ‘PERMITS’ Plus search portlet.
b. Enter search criteria to locate the data you want and click Submit.
Civic Platform displays ‘PERMITS’ Plus records in a separate portlet.
c. Click the ID link of the record you want to reference.
If you used the ‘PERMITS’ Plus icon to obtain parcel data or owner data, click the Get Address and
Owner button to find the address, owner, and parcel data.
Civic Platform copies the information from ‘PERMITS’ Plus into your application.
To retrieve data from Kiva in any section:
a. Click the Kiva button at the top of the section. If you do not see this button, the option is not
available.
Civic Platform displays the Kiva Search portlet.
b. Enter search criteria to locate what you want in Kiva and click Submit.
Civic Platform displays Kiva records in a separate portlet.
c. Click the ID link of the record you want to reference.
If you used the Kiva icon to obtain parcel information or owner information, click the Get Address
and Ownerbutton to find the address, owner, and parcel information.
Civic Platform copies the information from Kiva into your application.
6. Click Validate to confirm that all the required fields are complete.
7. If available and applicable, click Estimate Fee to add a fee schedule to the application. For more
information about estimating fees, see Estimating Fees.
8. You can save your work in two ways:
•

Click Save without Submit to save a partially completed application without committing it to the
database. The workflow does not start until you click Submit.

| Records | 79

•

Click Submit to save the form data as a new record and initiate applicable workflows. If you see a
“Validation failed” message, you have a required field or section you did not populate.
If configured to do so for your agency, a default inspection type window displays.

9. Select the inspection(s) you want to schedule.
10.For each inspection type you select, define complete the following fields.
Required/Optional

Choose Optional (the permit can proceed without this inspection), or Required
(your agency must perform an inspection before you can issue a permit).

Unit Nbr

Select the inspections unit number from the drop-down list. Unit values are
configurable, but typically represent either the number of hours, or the number of
inspections.

What is the Unit Number for?
Agencies can configure inspections so that Civic Platform uses inspector profile information (which includes a
maximum daily number of inspection units) to automatically assign and schedule inspectors. An inspection unit is
the number of inspections, number of hours, or another value.
When you select a unit for an inspection you are adding, Civic Platform uses the value you enter, along with the
number of units available to an inspector when it auto-assigns and schedules the inspection.

11.Click Submit.
Civic Platform generates the Record ID, updates the record list, and schedules the selected
inspections.

Submitting a Partially Completed Record
Agency users can submit partially completed applications, which enables them to process payments,
generate deficiency letters, and perform other activities.
Agency administrators can configure Civic Platform so that users can defer validation on partially completed
applications (see Enabling Sumbittal of Partially Completed Applications in the Civic Platform
Administrator Guide). When you submit a record without validation, Civic Platform sets
a Pending Validation flag on the newly created record. Civic Platform also creates a "Generated by Cloning"
flag which defaults to No.
To submit a partially completed record:
1. Create a record based on an application (see Creating a Record). Complete the fields for which you
have information; leave blank any fields for which information is missing.
2. Click Submit.
If the record contains incomplete fields Civic Platform displays this message:
“Validation failed. Do you still want to submit the record?”
3. Click OK to submit the record without validation.
4. When you receive the missing information and/or missing documentation for the application, enter it into
the record’s required fields, and satisfy any conditions of approval on the record.
5. When you are ready to validate the application, navigate to the Workflow tab and update the status
accordingly.
In this example, the administrator set the workflow task status that triggers the validation of the
application to the Application Acceptance task, Accepted status.
Update the workflow for the Application Acceptance task to Accepted, as shown below.

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6. Click Submit.
Civic Platform displays the following message:
Workflow cannot be updated until the application has been validated. Click OK to open the application
form for validation or Cancel to abort the action.
7. Click OK.
The application form displays.
8. Click Validate.
Scroll through the application and verify that all required fields are complete, then click Submit.
When Civic Platform successfully validates the record, the workflow status updates to Accepted.

Understanding Application Form Details
Application intake forms group data fields by section. Which sections are available on an application varies
by application type and by agency. For information about many of the available sections, choose a topic
below.
Topics
•

Working in the Applicant and Contact Sections

•

Working in the Address Section

•

Working in the Documents Section

•

Working in the Parcel Section

•

Working in the People Section

•

Working in the Structures or Establishments Section

•

Working in the Application-Specific Information Section

•

Working in the Application-Specific Information Tables Section

•

Working in the Education Section

•

Working in the Continuing Education Section

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•

Working in the Examination Section

Working in the Applicant and Contact Sections
A contact can be any person who has some involvement in the application process, including the applicant,
billing contacts, and legal contacts. The Applicant and Contact sections of an application allow you to
include contact information in new applications.
Topics
•

About the Contact Section

•

Adding a Contact

•

Adding Contact Addresses for a Contact

•

Setting a Primary Contact

•

Validating a Contact

•

Deleting a Contact

•

Editing a Contact

About the Contact Section
The application intake form can have up to three individual contact sections for entering single contact
data, or it can have a contact list section for entering an unlimited number of contacts.
•

The image below shows an example of a contact section for entering single contact data.

•

Before you add any contact, the Contact list section looks the same as the single Contact section
except that it does not display the Contact Address sub section. After you add contact(s) to the section,
the Contact list section displays the contact(s) in a list.

If you click a contact in the list, a new window displays with the single contact entry form which looks the
same as the single Contact section and includes the Contact Address sub section.

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Adding a Contact
Depending on the type of record you are creating, there are various ways to add contact information to an
application intake form. You can enter new contact information, use existing owner or licensed professional
information, copy existing contact information, search for contacts, and add reference contact information.
The validation setting of the Contact section determines which methods are available to you.
If the Validate button displays in the Contact section, you must validate the section against reference
contacts after adding a contact. For more information, see Validating a Contact.
If the Contact Address sub section displays in the Contact section, you can add, look up, or remove contact
addresses of the contact. You must enter required contact addresses. For more information, see Adding
Contact Addresses for a Contact.
To search for and add reference contacts
1. Do any of the following:
•

Navigate to the Applicant or Contact section for entering single contact data.

•

Navigate to the Contact section that is for entering multiple contact data but you have not added any
contact to and click the Search button to go to the Contact List pop-up window.

•

Navigate to the Contact list section.

2. Click Search.
3. Complete any fields that display and click Submit.
You can either search by contact standard fields, activities, or contact addresses. For a description of
the fields, see Contact and Applicant Detail and Contact Address Fields.
Civic Platform returns a list of contacts that match your search criteria.
Note:
Civic Platform ignores the contact type when performing the search, and returns all the reference
contacts that meet the other criteria settings.

If you are adding a contact in a single contact section, there is an “Add Contact” icon next to each
contact.

If you are adding contacts in a multiple contacts configuration, each contact has a check box, enabling
you to select one or more contacts to interact with.

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4. If the search results contain the contact(s) you want to add:
•

In the single contact section, click the icon next to the contact you want to add.
If available, you can click the Associated Contact link next to the contact to view the contacts
associated with the selected contact, and click the icon beside the contact you want to add.
Civic Platform adds the contact information to your application intake form.

•

In the multiple contact section and in the contact list section, choose the contacts you want to add
and click Select.
To view records that are associated with the selected contacts, select the desired contacts, then
click Search Associated. Select the contacts that you want to add and click Select.
Civic Platform adds the contact information to your application intake form.

5. If the search results do not contain the contact(s) you want to add:
•

Click Close Matches to retrieve close match contacts. For more information on close match search,
see Looking for Close Matches.

•

Click New in Reference to create a new reference contact. After you complete the fields in the
popup Contact New Form (see Contact Detail Fields), click Submit.

When you see the contact(s) you want to add in the search results list, perform If the search results
contain the contact(s) you want to add:.
6. If the selected contact(s) has multiple contact addresses, you can select the contact addresses to add
from the contact address look up form by selecting the desired contact addresses, then clicking Select.
If the selected contact has only one contact address, Civic Platform adds the selected contact to the
record with that contact address.
7. You can also add contact address(es) for the contact in the contact address sub section. See Adding
Contact Addresses for a Contact.
8. Confirm that the contact type for the newly-added contact is correct. If not, select the type you want
from the drop-down list.
To populate the contact section with existing owner, licensed professional, or contact data
1. Assuming that you already added an owner, a licensed professional, or a contact to the corresponding
section of the application intake form, do one of the following:

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•

Click the As Lic. Prof button if the contact you want to add is a licensed professional you added in
the licensed professional section.

•

Click the As Owner button if the contact you want to add is the same as the owner you added in the
owner section.

•

Click the As Contact button and select an existing contact.
Note:
If your contact section supports multiple contacts, the As Contact button is available only on the
contact entry form.

Civic Platform populates the contact section with information from the existing owner, licensed
professional, or contact.
2. Add contact address(es) for the contact in the contact address sub section. See Adding Contact
Addresses for a Contact.
To add a new contact manually
1. Do one of the following:
•

Navigate to the applicant or contact section for entering a single contact.

•

Navigate to the contact section for entering multiple contacts, click Search, then click New.

•

Navigate to the contact list and click New.
Note:
If a Validate button displays in the application or contact section, you must search for an existing
reference contact to add it to the section and then validate your choice. You cannot add a contact to
the application by entering contact information manually.

Civic Platform displays the contact entry form.
2. Complete any fields that display (see Applicant and Contact Fields).
Note:
If you are working with the multiple contact section or the Contact list section, Civic Platform saves any
new information you enter as a new reference contact in the database.
If you are working with the single contact section, Civic Platform does not save the data as a reference
contact. Instead, Civic Platform links the new contact to the application.

3. Add contact address(es) for the contact in the contact address sub section. See Adding Contact
Addresses for a Contact.

Adding Contact Addresses for a Contact
After you specify the contact type for a contact, you can add contact addresses for the contact in the
Contact Address sub section. The heading of the Contact Address sub section might display a warning
message telling you that Civic Platform requires certain contact address types for a contact. You
must enter contact addresses for the required contact address types before you can save the record
successfully.
Before you add contact addresses to a contact that you added to the record by looking up reference
contacts, be aware that your change might affect the contact addresses in the associated reference
contact or another related record contact. Specially:

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•

If you create a new contact address or edit a contact address in the record contact, Civic Platform adds
or updates the contact address in the reference contact as well;

•

If you remove a contact address from the record contact, the contact address still exists in the reference
contact.

•

If you deactivate a contact address in the record contact, the contact address changes to inactive in the
reference contact and also the record contacts which link to the same reference source.

•

If you deactivate a contact address in the reference contact, the contact address changes to inactive in
all the record contacts which link to the reference contact.

•

The primary contact address in one record contact can be non-primary in another one, although the two
contact addresses share the same reference source.

To add a new contact address manually
1. In the contact entry form of the contact you want to work with, click New in the contact address sub
section.
Civic Platform displays the contact address form.
2. The address you are adding might require validation:
Note:
Even if the Validation button displays, you might only need to validate addresses of certain type and in
certain countries. You can first select the address type and country/Region, and try the Validate button to
know where you are from the response message. For example,
•

The “Address validation is required” message means that the address requires validation.

•

“No validation data source is defined” message means that you are creating an address that requires
no validation;

•

“Failed to connect to the validation data source” message means that the address requires validation
but Civic Platform cannot connect to the validation source defined by your administrator.

•

If the address you are adding requires no validation, complete the fields as described in Contact
Address Fields.
Civic Platform leaves the Validated field empty.

•

If the address you are adding requires validation, complete the following steps:
1. Specify the Address Type and Country/Region fields, and complete a few more fields as
described in Contact Address Fields.
2. Click the Validate button.
Civic Platform displays the Contact Address Validation List, with the matching addresses from the
external validation source.
3. To add an address from the list, choose the desired address, then click Select.
Civic Platform populates the contact address fields with the information from the selected
address, and sets the Validated field to Yes.
4. If you do not want to accept any of the validated addresses, click Cancel.
Civic Platform sets the Validated field of the address to No.

3. Click Submit to save the contact address to the current contact.

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To look up and add a contact address from the reference contact
1. Open the contact form for the contact you want to work with.
2. Click the Look Up button in the Contact Address sub section.
Civic Platform displays the Contact Address Look Up Form.The contact address list contains the
contact addresses with address type that is both active and associated with the contact type.

3. Select the contact addresses you want to add for the contact. If the address type of a listed contact
address is a required field for the contact, Civic Platform selects the address by default.
4. Click Select.
Civic Platform adds the selected contact addresses to the current record contact.
Note:
When you make changes to a contact address that a user added by using the look-up function, Civic
Platform updates to the reference contact accordingly.
Note:
If you remove a contact address from the current record contact, Civic Platform does not remove the contact
address from the source reference contact in the reference contact portlet.

To edit a contact address
1. Click the Contact Address ID link of the contact address that you want to edit.
2. Modify the fields as desired. For a description of the contact address fields, see Contact Address Fields.
3. Click Save.
Note:
When you make changes to a contact address that a user added by using the look up function, Civic
Platform updates to the reference contact accordingly.

To remove or deactivate a contact address
1. Select the contact address that you want to remove or deactivate. Note that you cannot remove or
deactivate the primary contact address.
2. Click Remove to remove the contact address from the current record contact, or click Deactivate to
deactivate it first.
•

If you remove a contact address from the current record contact, Civic Platform does not remove the
contact address from the source reference contact in the reference contact portlet.

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•

If you deactivate a contact address, you can enter an end date for the contact address, which
defaults to the current date, and the contact address status becomes Inactive.

•

If the contact address you are deactivating is the primary contact address in one or more records,
it requires you to define a new contact address besides specifying the end date for the selected
address.

For information on defining a new contact address, see Creating a New Reference Address for a
Contact.

Setting a Primary Contact
When you have multiple contacts on a record, you can set a primary contact to indicate whom to contact
regarding the record.
To set a primary contact
1. In the Contact list section, identify the contact you want to set as primary, and mark that contact in the
Primary column as shown below.

2. Click Set Primary.
Civic Platform sets the contact as the primary contact for the record.

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Validating a Contact
Depending on your agency administrator’s settings for the Contact section, you might need to validate
contacts. If the Contact section displays the Validate button and the section is not complete, then the
validation is a required action before you submit the record.
For the Single Contact or Applicant section, Civic Platform checks if the contact is valid against the
reference database. For the Multiple Contact section, Civic Platform not only checks if the contact is valid
against the reference database, but also checks if you have added contacts of the required types to the
application.
If the contact information entered is not valid against the reference database, you can create a reference
contact and add it to the record.
The image below shows an intake form with two Contact sections, the first with a Validate button and the
second without a Validate button.

Figure 8: Contact Section Validate Button
To validate a contact
1. Do any of the following:
•

Navigate to the Contact section for entering a single contact and add a contact.

•

Navigate to the Contact section for entering multiple contacts and add a contact.

•

Navigate to the Contact list section and select the contact you want to validate.

For more information about adding a contact, see Adding a Contact.
2. Click Validate.
Civic Platform validates the contact information against the reference database.
•

If you looked up the record contact from reference, the validation is always successful. You can jump
to step 5.

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•

If you manually entered the contact information, the validation checks whether there exists closematch reference contact(s) by checking all the common fields, except Contact Type, between the
information you entered and the matching reference contact(s).
•

If there is only one matching reference contact, Civic Platform directly adds the reference contact
information to the record. You can jump to step 4.

•

If there is none or multiple close match reference contacts, Civic Platform lists all the close match
reference contacts for you to select and add as the record contact. You also have the option to
create a new reference contact.
Civic Platform displays the Contact List pop-up window, with close match contacts, if any.

3. In the Contact List pop-up window, do one of the following:
•

Select the reference contact that you want to add from the contact list.

•

Click New to create a new reference contact. After you complete the fields in the popup Contact
New Form, click Submit. After you see the contact in the contact list, select it to add the contact.

4. If the selected contact(s) has multiple contact addresses, you can pick the contact addresses to add in
the pop-up Contact Address Look Up Form by marking the check boxes besides the contact addresses,
and clicking Select. If you select a contact address and click Deactivate, the contact address no longer
displays in the Contact Address Look Up Form.

If the selected contact has only one contact address, by default, Civic Platform adds the selected
contact to the record with its contact address.
5. Confirm that the contact type of the newly-added contact is correct. If not, select a type in the Type
drop-down list.
6. Make necessary changes to the newly-added contact if you want. Depending on your agency’s
configuration, your changes might also write to the reference source when you submit the record.

Deleting a Contact
If your agency configures the Contact section as a contact list, you can delete individual contacts from the
list before submitting the application.
To delete a contact
1. Navigate to the Contact list section of the application intake form.

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2. Select for each contact you want to delete.
3. Click Delete.
Civic Platform deletes the contact from the Contact list.

Editing a Contact
If your agency configures the Contact section as a contact list, you can view and edit the details for each
contact. You can also change the contact type from the Contact list section directly.
To edit a contact
1. Navigate to the Contact list section of the application intake form.
2. To change the contact type only, select the desired option from the Contact Type drop-down list.
3. To edit contact details, click the contact that you want to edit.
Civic Platform displays the contact details in the Contact Form pop-up window.
4. Update the fields as needed.
For a description of the fields, see Applicant and Contact Fields.
5. Add or edit the contact address in the Contact Address section.
For more information on contact addresses, see Adding Contact Addresses for a Contact.
6. Click Save.
Civic Platform saves the changes to the contact.

Working in the Address Section
Use the Address section of the application intake form to add an address for the primary application
contact. There are several methods for adding an address. In most cases, you start with a database
search.
Search the database for an existing address.
1. Enter one or more search criteria in the available address fields, then click Search.
A list of addresses that meet your search criteria displays.
Method 1: Select Address(es) and other items
a. Select each address you want to add and click Select.
b. If your agency administrator sets the parcel, owner, structure, and/or establishment sections to Auto,
then data from those associated reference records populates automatically to the application intake
form.
Otherwise, a list of the items associated to the address you are adding displays. Select the items
you want to add to the record and click Select. Do not select any items if you plan to complete
needed fields manually.
Civic Platform adds the information to the record.
Note:
If both parcels and owners populate within the record, you can view them grouped by parcel or by
owner by selecting the Group By Parcel or Group By Owner option. See Related Reference Grouped
by Parcel and Related Reference Grouped by Owner for examples.

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Figure 9: Related Reference Grouped by Parcel

Figure 10: Related Reference Grouped by Owner
Method 2: Get Parcel & Owner button.
a. Click Get Parcel & Owner.
If Civic Platform does not add parcel records or owner records associated to the address record, this
button locates and adds associated parcel or owner information.
Method 3: Add the address manually.
If you cannot find an address using search, or if you want to enter an address on the application but not
in the database, you can add the address manually.
a. Click New on the Address Search Results page.
Civic Platform displays the New Address pop-up window.
b. Manually enter a new address.
c. Click Submit.
Note:
Civic Platform does not store the address information that you enter as a reference address,. The
data exists only in the application that you create.

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Setting a Primary Address
When you have multiple reference addresses on one record, you can set only one primary address on a
record.
To set a primary address
1. In the Address list section, identify the address you want to set as primary, and mark that address in the
Primary column as shown below.

2. Click Set Primary.
Civic Platform sets the address as the primary address for the record.
Note:
If you do not manually set a primary address on a record, Civic Platform system selects the primary
based on the following:
•

When you add multiple reference addresses and more than one reference addresses are flagged
as primary in the database, Civic Platform selects the last reference address flagged as Primary on
Application Intake Form.

•

When you add multiple reference addresses and no reference address is primary, Civic Platform
selects the first reference address listed on Application Intake Form as the primary address by default
on a record.

Method 4: Use the GIS Address Locator.
You can retrieve only one address at a time using this method.
a. If your agency uses Accela GIS, click the Address Locator button.
The Address Locator pop-up window displays.
b. Click Locate Address and click an area on the map with the cursor.
Civic Platform displays a red marker for the address location you selected.

c. Click Save Location to save the address to the application intake form.

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Note:
For more information about using Accela GIS to add an address to an application, see the Accela
Accela GIS documentation

Method 5: Use Accela GIS to add multiple addresses.
a. Open Accela GIS, then click the GIS button.
Civic Platform displays a pop-up GIS viewer.
b. Select the desired parcels in the GIS viewer and click Create Record.
c. Select one or more addresses from the address list and click Select.
d. Select one or more parcels or owners from the Parcel Owner Selection List and click Select.
e. Choose a primary parcel/owner and click Submit.
Civic Platform adds the selected address, parcel, and owner information to the application intake
form.

Working in the Documents Section
Use the Documents section to attach (upload) documents to an application intake form. For example,
an agency administrator might require documents such as building plans and an insurance bond before
building a large commercial structure. Such documents can be submitted in electronic format, and attached
to the application from the Documents section.

Working in the Parcel Section
Use the Parcel section to associate a parcel to an application intake form. There are several ways to
associate a parcel. All of the methods start with a database search.
Search the database for an existing parcel.
1. Enter one or more search criteria in the available parcel fields, then click Search.
A list of parcels that meet your search criteria displays.
Method 1: Select Parcel(s) and other items
a. Select the parcels you want to add and click Select.
Note:
Your agency might configure your system to add an associated address, owner, structure,
establishment, and/or GIS information in addition to parcel information to the application, either
automatically or at your direction.

b. If your agency administrator sets the address, owner, structure, and/or establishment sections
to Auto, then information from any of those reference records associated to the parcel populates
automatically to the application.
c. If your system prompts you to choose an address, owner, structure, and/or establishment to add,
a list of the items associated to the parcel you are adding displays in a pop‑up window. Select
the items you want to add to the record and click Select. Leave all items unselected if you plan to
complete needed fields manually.
Civic Platform adds the information to the record.
Method 2: Get Address & Owner button.

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a. Click Get Address & Owner.
If your system does not add address and owner records associated to the parcel record either
automatically or in response to a system prompt, this button locates and adds associated address
and owner information.
Method 3: Add the address manually.
If you cannot find an address using search, or if you want to enter an address on the application but not
in the database, you can add the address manually.
a. Click New on the Parcel Search Results page.
Civic Platform displays the New Parcel window, where you can manually enter a new parcel, or you
can also try a different search.
b. Click Submit to add the parcel to the application intake form.
Note:
Civic Platform stores the parcel information that you enter in the individual application, and not in the
database.

Method 4: Use Accela GIS.
This feature is useful if you want to add more than one parcel to the application intake form.
a. Click the GIS button.
For more information on how to add a parcel to an application intake form using Accela GIS, refer to
the respective Accela GIS documentation set.
Civic Platform displays a pop-up GIS viewer.
b. Select the desired parcels in the GIS viewer and click Create Record.
Civic Platform displays a Parcel List window.
c. Select the parcels you want to add to the record and click Select.
d. Choose a primary parcel and then click Submit.
The selected address, parcel, and owner information all display on the application intake form.

Working in the People Section
Use the People section to add licensed professionals or owners to an application intake form. Your agency
administrator can configure this section to give you the ability to associate multiple business professionals
with an application.
You can add a professional or owner to an application intake form in one of three ways:
Using the Search button
1. Enter search criteria, then click Search to find an existing business professional (architect, building
contractor) or owner, or complete the fields to add a new owner. For a list of field descriptions, see
Adding an Owner to a Parcel.
Civic Platform displays the People Search form.
•

If your agency administrator sets the address, owner, structure, and/or establishment sections
to Auto, information from any of those reference records associated to the owner populates
automatically to the application intake form.

•

If you see a message that asks you to choose an address, owner, structure, and/or establishment
to add, a list of the items associated to the owner you are adding displays in a pop‑up window. Mark

| Records | 95

the check box of each item you want to add to the record and click Select. Leave the check boxes
blank if you do not want to add associated items, then complete needed fields manually.
Using the Search P+ button
1. Click the Search P+ button to add ‘PERMITS’ Plus owner records to the application intake form.
Using the GIS button
1. Click the GIS button.
For more information on how to use Accela GIS to add a professional or owner to an application, refer
to the respective Accela GIS documentation set.
Civic Platform displays a pop-up GIS viewer.
2. Select the desired parcels in the GIS viewer and click Create Record.
Civic Platform displays a Parcel List window.
3. Select the parcels you want to add to the record and click Select.
4. Choose a primary parcel and then click Submit.
The selected address, parcel, and owner information display on the application intake form.

Working in the Structures or Establishments Section
Use the structures or establishments section to add one or more structures or establishments to the
application intake form.
Note:
You can only add existing structures or establishments to an application.

To add a structure or establishment to an application
1. In the structures or establishments section, use search to locate the desired structure or establishment.
2. Click Submit.
Civic Platform returns a list of structures or establishments that match your search criteria.
3. Select each structure or establishment you want to add to the application intake form.
4. Click Select.
5. If there are address, parcel, owner, structure, or establishment records associated to the structure or
establishment you selected, one of the following might occur, depending on your agency’s settings.
Follow the instructions for the outcome you see:
•

The associated reference data automatically populates the permit. Proceed to the next step.

•

A pop‑up window displays the associated reference data. Select which data you want to add to the
permit, then click Select.
Civic Platform adds the address and associated reference data to the permit.

•

Civic Platform does not add the associated reference data. You must add data manually to the
permit.

6. Click Select.
The selected structure/establishment information displays in the application form.

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Working in the Application-Specific Information Section
Use the Application-Specific Information (ASI) section to add a set of fields specific to a single
application.
Some administrators create drill-down ASI fields in the ASI section. Drill-down ASI fields guide users
through a series of drop-down lists that present the filtered data choices based on the selections that
you made in the previous field. For example, your agency can create a drill-down field for business
license applications. The first drill-down lists the nature of the license, such as Agriculture, Bakeries and
Confectionery, or Building Materials. If the user selects Building Materials, the next drill-down lists materials
such as Paints and Bonding Materials, Tiles and Ceramics, and Wood and Wooden Products. If the user
selects Wood and Wooden Products, the third drill-down field might contain options such as Import of
Wood, Furniture Repair and Refurbishing, Plywood Manufacture, and Sawdust Collection and Recycling.
Some administrators create attribute mappings between Accela GIS objects and ASI fields. The ASI fields
automatically populate with GIS object attribute values according to the attribute mappings, when you
attach an asset, parcel, or associated GIS feature to an application as follows:
•

Launch the map viewer from the main console or the Record list portlet, select a GIS object that
represents an existing asset in the Civic Platform database, and perform the Create New Record,
Create Single Work Order, or Create Multiple Work Orders command.

•

Look up an existing parcel that you can plot on the map and add it to the Parcel section.

•

Launch the map viewer from the Parcel section, select a GIS object that represents an existing parcel in
the Civic Platform database, and perform the Send GIS Features command.

•

Look up an existing asset that you can plot on the map and add it to the Asset section.

•

Launch the map viewer from the Asset section, select a GIS object that represents an existing asset in
the Civic Platform database, and perform the Link Object to Work Order command.

•

Launch the map viewer from the Associated GIS Features section, select a GIS object that either
represents an existing parcel or asset, and perform the Send GIS Features command.
Note:
If you attach multiple parcels, assets, or associated GIS features to an application at a time, a dialog box
prompts you to set one item as primary. The ASI fields get the corresponding values from the attributes of
the primary GIS object.

Working in the Application-Specific Information Tables Section
Use the Application-Specific Information Tables section to add application-specific information in table
format. To make data retrieval easier, Civic Platform provides a table drill down feature as well as a table
search feature.
Topics
•

Application-Specific Information Table Drill-down

•

Searching Application-Specific Information Tables

Application-Specific Information Table Drill-down
In the Application‑Specific Info Tables section of the application intake form, you can use the drill-down
feature to define the values for the table. Civic Platform guides you through a series of windows that
present filtered data choices based on the selections that you make. Civic Platform then populates the data
selected in multiple rows on the table.
To create an ASI Table Drill-down

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1. Go to the Application Specific Information Tables section on the application intake form and then click
Add.
Civic Platform displays the ASI Table Drilldown selection pop-up window.

2. Select a value and click Next.
Note:
If your administrator has enabled multiple selection, hold down the Ctrl button on your keyboard and
select the desired values, then click Next.

3. Repeat the previous steps for each selection screen. The last screen has a Finish button instead of a
Next button. Click Finish to complete the process.
Civic Platform displays the application-specific information table on the application intake form.
Note:
If the agency administrator configures the option, you can sort an ASI table column by ascending or
descending order. Civic Platform remembers your sorting preferences for future use.

To add another row to the ASI table, click Add and complete the drill-down steps again to include the new
element.
To delete a row from the table, select the row and click Delete.

Searching Application-Specific Information Tables
You can search for records using application-specific information table data values as search criteria: App
Specific Info Table Label and Appl Specific Info Table Value. These fields are available on the ASI table
search page even if you do not select a Record Type.
To search by application-specific criteria with no record type selected
1. Navigate to the Building portlet and click Search.
Civic Platform displays the Record search form.
2. Enter a valid value in the App Specific Info Table Label field to identify the table label you are
searching on.
3. Enter a valid value in the App Specific Info Table Value field to identify the record.
Civic Platform displays the search results.

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4. Click the Record ID link for the record you want to view.
Civic Platform displays the Record Details Portlet
5. Select the App Specific Info Tables tab.
Civic Platform displays the list of ASI Tables for the selected record.

6. Use the search box located to the right of the Table Subgroup drop-down to search the ASI table data.
See Searching for Application-Specific Table Data from Results List for more information.
To search application-specific information with a record type selected
1. Navigate to the portlet you are working with and click Search.
Civic Platform displays the Record Search form
2. Select a Record type from the drop-down, then select a Type, a Subtype, and a Category from the
drop-down lists that appear in sequence.
Civic Platform displays the Searchable ASIT fields.

Note:
Only the Name and Business fields display, because those are the only two fields with Searchable
selected in the configuration.

3. Enter search criteria as appropriate.
Civic Platform displays the search results.
4. Click the Record ID link for the record you want to view.
Civic Platform displays the Record Details Portlet

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5. Select the App Specific Info Tables tab.
Civic Platform displays the list of ASI Tables for the specific record
6. Use the search box located to the right of the Table Subgroup drop-down to search the ASI table data.
See Searching for Application-Specific Table Data from Results List for details.

Searching for Application-Specific Table Data from Results List
Use the search box to the right of the Table Subgroup drop-down to search ASI table data. By default, the
ASI table data search features searches all columns within the ASI tables.

Figure 11: ASI Table Data Search Results Indicated with Yellow Highlight
To use the ASI table data search feature
1. If desired, apply a quick filter:
a. Click the down-arrow to the right of the search button (magnifying glass).
Civic Platform displays the quick filter list of searchable columns
b. Select one or more columns to search.
2. Enter a search string into the Search field to the right of the Table Subgroup box.
3. Click Search.
Civic Platform displays the search results (filtered by the selected columns, if applicable).

ASI Table Data Search Additional Usability Features
If ten or more ASI tables display within the ASI table section, then Add Row and Delete Selected links
display at the bottom of the list. Use the links to add or delete ASI table rows as needed. If you add or
delete rows, a Save button appears at the bottom of the window. Use it to save your changes.

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Figure 12: Add Row and Delete Selected links at the Bottom of the ASI Table List

Working in the Education Section
The education section is often available on application intake forms for a professional or occupational
license. You can enter an applicant’s educational credentials now, or you can select educational credential
from the applicant’s reference contact file.
Note:
For additional information about using education information in connection with professional or occupational
licenses, see Education and Examination Providers.

To add education information to an application
1. Click Add in the Education section to insert a new data line (if a predefined line exists).
2. Select the educational institution attended from the Provider Name drop-down list.
Civic Platform automatically populates the Provider Number field.
3. Click the arrow next to the Provider Name to expand the section. Review, add, or modify provider
information as needed.

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4. Complete the rest of the fields with available data. Fields marked with a red asterisk require data entry.
Note:
In Years Attended, you can enter a single year (2009), a range of years (2009-2011), or a combination of
both (2006, 2009-2011).

When you submit the application, Civic Platform adds the data you just entered to the license record,
where you can view or edit it on the Education tab. For more information about working with education data
on the License portlet, see Education and Examination Providers.

Working in the Continuing Education Section
The continuing education section is often available on the application intake form for a professional or
occupational license. Use it to enter information about an applicant’s ongoing professional development or
continuing education credentials earned toward recertification.
You can enter an applicant’s continuing education credentials manually, or you can select continuing
education credentials from the applicant’s reference contact file. See Education and Examination Providers
for information.
Some applications have a continuing education requirement. Civic Platform lists the required number of
educational hours (units) at the top of the section. Expand the total hours to display a table that lists the
hours required, hours completed, and the balance due. As you enter hours into the lines below, the figures
listed in the table automatically recalculate.

For additional information about using continuing education information in connection with professional or
occupational licenses, see Education and Examination Providers.
To add continuing education information to an application
1. In the Continuing Education section, click Add to insert a new data line.
2. Make selections from the Continuing Education Name and Provider Name drop-down lists.
Civic Platform automatically populates the Provider Number field.
3. You can click the arrow next to the provider name to expand the section, where you can review, add, or
modify provider information, as needed.
4. Populate the remaining fields with available data.
When you submit the application, Civic Platform adds the data you enter in this section to the license
record, where users can view it on the Continuing Education tab. See for more information.

Working in the Examination Section
The examination section is often available on application intake forms. Use this section to enter details
about certification-level examinations that the applicant takes. You can enter an applicant’s examination
information now, or you can select examination information from the applicant’s reference contact file.
SeeSelecting Examination or Education Records for an Application for information.
Depending on your agency’s agreement with external providers, the provider might maintain the exam data
within Civic Platform or on an external system and integrate the data with Civic Platform by means of a

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URL link. Consult with your agency administrator for the specific information that you need to provide to
examination providers who choose to use the second option.
For additional information, see Chapter 18: Certifications and Education, in the Civic Platform Citizen
Access Administration Guide and Modifying Educational Credentials
To add examination information to an application
1. In the Examination section, click Add to insert a new data line.
2. Select the Examination Name from the drop-down list.
Civic Platform displays a Schedule link next to the Examination Date field, which provides all available
schedule options from one or more providers.
You can click the arrow next to the Provider Name to display the Examination Site section. The fields
auto-populate after you select a schedule.
3. Populate the remaining fields using one of the following methods:
•

Manually enter values.
Civic Platform does not display the application as a registered record in the associated provider
(Licensed Professional record). You cannot update manually entered data by uploading a CSV file or
by connecting to an external system. You must update this data manually.

•

Select an examination session to populate the fields.
Civic Platform displays the application as a registered record in the associated provider (Licensed
Professional) portlet. You can update the exam data by uploading a CSV file or by connecting to
an external system, depending on your agency’s agreements with the provider of certification-level
examinations.
1. Click the Schedule link next to the Examination Datefield.
Civic Platform displays a list of available exam sessions for the selected provider.
2. Select an option from the list.
To narrow down the options and better locate the option you want, you can apply a filter.
3. Click Next.
Civic Platform displays the scheduling details for your confirmation.
4. Specify a registered Citizen Access user account if you are scheduling an online examination.
Note:
You can use the same registered Citizen Access user account to schedule online examinations
from different examination providers.

5. Click Finish.
Civic Platform populates the values of the selected exam session to the schedule line.
4. Click Submit.
Civic Platform saves the newly added examination schedules.

Estimating Fees
You can calculate an estimate of costs payable to the agency by partially completing an application. If you
save your settings, you can search for the partial application later so that you can work with it again. To
help identify partial application records with estimated fees, Civic Platform includes the designation “EST”
in the application name.
To estimate fees

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1. Follow steps 1-6 to submit a new application (see Creating a Record).
2. Click Estimate Fee.
Note:
If you selected the “Create one Record for each Parcel” option, Civic Platform disables the Estimate Fee
and Manual Input ALT IDbuttons.

Civic Platform displays the fee calculator pop-up portlet.

3. Do one of the following:
•

To add a fee item:
1. Click Add.
2. Enter the quantity of each fee item that you want to add.
3. To restore the default quantities and clear the note boxes, click Reset.
4. Click Submit.

•

To edit a fee item:
1. Click the Fee Item link for the item that you want to change.
2. Make changes as needed.
3. Click Submit.

•

To delete a fee item:
1. Select the item that you want to delete.
2. Click Delete.

•

To edit a related condition:
1. Click the name of the condition that you want to edit.
2. Make changes as needed.
3. Click Submit.

4. When you finish viewing the estimated fees, click Cancel.
Because the fees are only an estimate, you do not need to save them.
Civic Platform returns to the partial application in progress.
5. Click Save without Submit.
Civic Platform saves the partially completed application for submittal at a later time.

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Transferring Accela GIS Data to an Application
Civic Platform can auto-populate application-specific information into an application form using Accela GIS
(Geographic Information System).
Note:
Your agency administrator identifies application-specific information about each GIS object and layer.
For more information on how to transfer Accela GIS data to an application, refer to the Accela GIS
documentation set.

To auto-populate permit-specific information by using Accela GIS
1. Follow steps 1-4 to submit a new record (see Creating a Record).
2. Complete the form fields with available data. When you come to the Address, Parcel, or Owner section,
click the GIS button or the Address Locator button.
Civic Platform displays the Accela GIS map viewer.
3. Select each GIS object you want to reference. Mark Select All Objects if you plan to associate all the
objects.
4. From the drop-down list, select Send Features to AA.
5. Click Submit.
Accela GIS sends data for the selected objects to Civic Platform. If you select more than one GIS
object, Civic Platform displays a ‘Choose Primary Object’ dialog box.
6. If prompted, choose the object you want to select as the primary object.
Information from the primary object auto-populates to the appropriate fields on the application intake
form. The object becomes the primary parcel for the application, while all other selected GIS objects
become associated with the application.
7. Click Submit.
Civic Platform displays the Default Inspection Type pop-up window.
8. Select the inspections you want to schedule (see Select the inspection(s) you want to schedule. of the
Creating a Record section).
9. Click Submit.
Civic Platform generates the Record ID, updates the list of applications, and schedules the selected
inspection types.

Deleting Records
When you delete a record, you also delete all information dependent on the record. However, if you
entered associated information separately from the record, you only delete the association when you
delete the record - not the information. For example, if the user deletes a child record to another record, the
parent record information remains intact, minus the deleted child record information.
To view a list of deleted records, click the View Log button and select Delete Record Log from the pop-up
menu.
You can delete records that you already submitted successfully to the database, or delete partiallycompleted records.
To delete a submitted record

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1. Navigate to the Building Permit portlet and locate the record you want to work with.
Civic Platform displays the application list portlet.
2. Select the record(s) you want to delete.
3. Click Delete.
Civic Platform prompts you to confirm the deletion.
4. Click OK.
Civic Platform removes the record from the list.
To delete a partial record
1. Navigate to the Record portlet.
2. Locate the partial record you want to delete and click the record hyperlink.
Civic Platform displays the application intake form for the partial record.
3. Click Delete.
Civic Platform prompts the “Are you sure you want to delete this record?” message.
4. Click OK to confirm the deletion, or click Cancel to return to the Edit Partial Records by Single window.

Managing Record Comments
Your agency administrator can create a set of standard comments you can select from when completing
applications, inspections, workflows, and checklists. When you assign a set of standard comments to
a record type, inspection, workflow, or checklist, you can choose from a list of pre-written comments to
populate the Comments field. This feature streamlines the form completion and improves data consistency.
Contact your agency administrator for information on which forms have standard comments assigned to
them, or to suggest standard comments for a particular form.
Besides standard comments, you can add your own comments to an application.
Topics
•

Adding a Comment to a Record

•

Viewing or Editing a Record Comment

Adding a Comment to a Record
When you add comments to a record, keep in mind that you cannot delete them after you submit them.
To add a comment to a record
1. Navigate to the desired portlet, then locate and open the record you want to work with. SeeUsing the
Search Features for information on using search to locate a record.
Civic Platform displays the record detail portlet.
2. Click the Comments tab.
Civic Platform displays the Comments list portlet.
3. Click New.
Civic Platform displays the New Comment page.

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4. To enter a standard comment, do the following:
a. Either click the Standard Comment hyperlink or the data picker next to the Comment field.
Civic Platform displays a Standard Comments pop‑up window.

b. Select the type of standard comment you want from the Type drop‑down menu.
Each Standard Comments Type contains several relevant comments you can choose from. Consult
your agency administrator if you have questions about Standard Comments types.
Civic Platform displays the Standard Comments associated with the Standard Comments Type you
have selected.
c. Click the hyperlinked name of the Standard Comment you want to use.
d. Click Close.
Civic Platform populates the Comments field with the Standard Comment you have chosen.
5. Enter your own comment in the Comment field or modify the standard comment that you added in step
4.
6. Select the Apply to Inspections option to display the comment in the Record Comments field of
inspections associated with the record.

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7. Click Submit.
Civic Platform displays the comment list portlet with the new comment added.
Civic Platform also displays the newly-added comment in the Record Comments field of associated
inspections if “Apply to Inspections” = Yes.

Viewing or Editing a Record Comment
You can view any comments added to a record from the Comments secondary tab on the Record detail
portlet.
To view comments or edit comments
1. Navigate to the desired portlet, then locate and open the record you want to work with. See Using the
Search Features for information on using search to locate a record.
Civic Platform displays the record detail portlet.
2. Click the Comments tab.
Civic Platform displays the Comments list portlet.
3. Click the link in the Comments column for the comment you want to view.
The full comment text displays.
4. If you are modifying the comment, make changes as needed and click Submit. See Adding a Comment
to a Record for information about selecting a standard comment.
Civic Platform saves the modifications.
To remove the Comments field from an associated inspection display
1. With the associated inspection displayed, click Remove for each comment you do not want.
2. Click Save.
The Apply to Inspections setting for the comment changes to No.
To edit the Comments field from an associated inspection display
1. With the associated inspection displayed, click the Edit button for the comment you want to modify.
2. Edit the comment in the pop-up window as needed.
3. Click Save.
Civic Platform updates the comment in the Comments tab for both the record and for the Record
Comments field in associated inspections.

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Adding Documents to a Record
You can add documents or graphics to a record at any time from either the Documents tab or from the
Inspection portlet. When added from the Inspection portlet, new documents also display in the Documents
tab for the record. You can determine the origin of a document by looking at the value in the Entity Type
column.
For more information about uploading and accessing documents, see Attachments .

Assigning Inspection Districts to a Record
If a record requires inspection, you can associate an inspection district (or more in rare cases) with the
record address or parcel. Later when you schedule inspections for the record, Civic Platform gets the
inspection district information in the record. Civic Platform then checks the settings in the inspection
calendar for the inspection district to determine which dates and times are available.
To associate inspection districts with a record
1. Locate and open the record you want to work with. See Using the Search Features for information on
using search to locate a record.
Civic Platform displays the record detail portlet.
2. Click the Address or Parcel tab.
Civic Platform displays the Address or Parcel list portlet.
3. Click the link in the list for the address or parcel you want to view.
Civic Platform displays the Address Detail tab (or Parcel Detail tab) and a District tab.
4. Click District.
5. Click Search.
Civic Platform displays all the inspection district options.
6. Select each district that you want to assign to the record.
7. Click Submit.
Civic Platform returns to the District list, with the new districts added for the record.

Viewing Record Information
You can view all the data related to a record and edit some data as needed.
Topics
•

Viewing or Editing Record Details

•

Viewing Additional Information about Records

Viewing or Editing Record Details
You can quickly access a list of records you are currently responsible for maintaining, as well as view the
details of the current record in the detail portlet below.
To view record details

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1. Navigate to the portlet you want to work in; for example, the Service Request portlet.
Civic Platform displays the list portlet.
2. Use Search and QuickQuery to filter the record display. See Understanding QuickQueries for
information about using QuickQueries. See Using the Search Features for information about using the
Search tool.
3. Locate the record you want to view and click the record hyperlink.
Civic Platform displays the detail portlet below the list portlet.
4. Select from the available tabs in the detail portlet to view record details.
5. To edit record details, update the fields that display on the selected tab.
6. Click Submit.

Viewing Additional Information about Records
When working with records, you have additional data you can refer to as needed.

Viewing or Editing a Record Summary
You can view a summary of record details and you can edit them as needed.
To view or edit a record summary
1. Navigate to the portlet you want to work in; for example, the Building portlet.
Civic Platform displays the list portlet.
2. Locate the record you want to view and click the record hyperlink.
Civic Platform displays the detail portlet below the list portlet.
3. Click the Record tab.
4. Click Summary.
Civic Platform displays the record summary portlet.
5. Edit the data as needed.
•

See Application Record Fields for field definitions.

•

If you are working with contacts, see Contacts for more information.

•

If you are working with parcels, see Managing Parcels for more information.

•

If you are working with owners, see Managing Owners for more information.

6. Click Submit.

Viewing Record Status History
A status history is available for your reference. It is essentially a record of all the statuses for a record.
For example, you can see why it took so long to approve a particular application. You can also answer a
citizen’s question about why your agency did not approve his permit.
To view a status history
1. Navigate to the portlet you want to work in; for example, the Building portlet.
Civic Platform displays the list portlet.

| Records | 110

2. Locate the record you want to view and click the record hyperlink.
Civic Platform displays the detail portlet below the list portlet.
3. Click the Status History tab.
Civic Platform displays the Status History list portlet.
4. Click the link of any item in the list that you want to view.
Civic Platform displays the detail portlet.

Working with Status History
Status history entries record the progress of a record through its workflow process. Historical entries differ
from the existing status entry.
You can edit the status history, including the date, status, comments, and related staff member information,
to correct errors and ensure the accuracy of status entries. This is useful if you plan to clone a record, reopen a record to resolve pending issues, or re-assign a record to a different person at your agency.
Contact your agency administrator to set the related Function Identification for this feature.
Topics
•

Editing or Deleting a Status History Record

•

Viewing the Status History Log

Editing or Deleting a Status History Record
1. Navigate to the portlet you want to work in; for example, the Building portlet.
Civic Platform displays the list portlet.
2. Locate the record you want to view and click the record hyperlink.
Civic Platform displays the detail portlet below the list portlet.
3. Click the Status History tab.
Civic Platform displays the Status History page.
4. To edit a status history record:
a. Click the Status link for the status history record you want to view.
Civic Platform displays the Edit Status History page.
b. Edit the data as needed.
c. Click Save.
If you modify the most recent status history entry, a message displays indicating that modifications to
the most recent status history entry result in a discrepancy with the existing application status.
d. Click OK to modify the most recent status history record. This action does not affect the existing
record status. Previously created status history entries are still available for view on the Status
History page.
To delete a status history record:
a. Select each status history record you want to delete.
b. Click Delete.

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If you delete the most recent status history entry, a message displays indicating that deleting the
most recent status history entry results in a discrepancy with the existing status.
c. Click OK to delete the most recent status history record. This action does not affect the existing
status. Previously created status history entries are still available for view on the Status History
page.

Viewing the Status History Log
Access the Status History Log to view all the status history modifications.
1. Navigate to the portlet you want to work in; for example, the Building portlet.
Civic Platform displays the list portlet.
2. Locate the record you want to view and click the record hyperlink.
Civic Platform displays the detail portlet below the list portlet.
3. Click the Status Historytab.
Civic Platform displays the Status History page.
4. Click View Log.
Civic Platform displays the Status History log for the selected record.

Printing an Application
When you complete the application process and you are ready to issue the permit, you can to print the
permit. When you view PDF files, some browsers give you the option to save the permit PDF to your hard
drive or send it as an email attachment.
Note:
You must have Adobe Acrobat or Acrobat Reader installed to view and print. Civic Platform generates
printable permits, licenses, applications, and service requests in PDF (Portable Document Format).

To print a permit
1. Navigate to the Building Permit portlet.
Civic Platform displays the list portlet.
2. Locate the record you want to view and click the record hyperlink.
Civic Platform displays the detail portlet below the list portlet.
3. Choose Print from the menu.
Civic Platform generates a PDF version of the permit and displays it in a new window.
4. Use your browser’s print option to print the permit.

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Viewing the Summary page
Users can view a customized Summary page as needed. Each section of the summary addresses an
application area. Sections include a brief summary, field information, and a hyperlink that takes you to the
associated area portlets in Civic Platform.
For a list of all the areas that you can configure to display on the Summary page, see Record Summary
Page Selections.
The Summary is distinct from the Record Summary. The former is a read-only summary of the record with
links to relevant portlets. The latter is an editable version of the application intake form. For information on
working with the Record Summary, see Viewing or Editing a Record Summary.
Access the Record Summary portlet using the Menu Navigation (Go-to) drop-down list or by clicking the
Summary tab.
To view the Summary page
1. Navigate to the portlet you want to work in; for example, the Building portlet.
Civic Platform displays the list portlet.
2. Locate the record you want to view and click the record hyperlink.
Civic Platform displays the detail portlet below the list portlet.
3. Click the Summary tab in the detail portlet.
Civic Platform displays the record summary on the Summary page.

4. Click any hyperlink to go to the associated area in Civic Platform.
Note:
Depending on administrator configuration, you might not be able to view all the different areas related to
the selected record.

Viewing Inspections on the Summary Page
If configured, you can view pending, scheduled, and completed inspections for a record in the Inspections
section on the Summary page.
To view inspections on the Summary page
1. Navigate to the portlet you want to work in; for example, the Building portlet.
Civic Platform displays the list portlet.
2. Locate the record you want to view and click the record hyperlink.
Civic Platform displays the detail portlet below the list portlet.
3. Click the Summary tab.

| Records | 113

Civic Platform displays the Summary page.
4. Navigate to the Inspections section.
Civic Platform displays the Inspections section on the Summary page.
5. Click the link to any pending, scheduled, or completed inspection to view the inspection detail.

Assigning a Record
You can assign one or more records to an individual staff member or to a department. When you assign a
record, the assignee becomes responsible for that record.
There are two approaches to assigning a record.
•

You can assign a one or more records to any department or individual on your system, or

•

You can compare a list of departments and staff members, examine their experience and workload, and
then choose the best candidate for a single record.

Topics
•

Making General Assignments

•

Making Specialized Assignments

Making General Assignments
When you make a general assignment, you can choose any department or any staff member. You can
also assign multiple records at the same time, which is useful when you want to assign a large number of
records and you do not need to consider the experience and workload of the assignee.
To make a general assignment
1. Navigate to the portlet you are working in, and use Search to locate the record(s) you want to work with.
2. Select each record you want to assign.
3. Hover the mouse over the Menu button to display the command menu, then choose Assign.
Civic Platform displays an assignment form.
4. If you are assigning the record to yourself:
a. Click the Current User link.
Civic Platform updates both the Assigned to Staff and the Assigned to Department fields with
your name and department.
b. Skip to Click Submit..
5. If you are not assigning the record to yourself:
a. Select the responsible department from the Assigned to Department drop-down list.
Civic Platform populates the Assigned to Staff drop-down list with the selected department staff
names.
b. Select the responsible individual within the selected department from the Assigned To Staff dropdown list.

| Records | 114

6. Click Submit.
Civic Platform updates the record.

Making Specialized Assignments
Civic Platform enables you to choose the most qualified assignee by presenting you with a listing of
staff that includes data about the skillsets and workloads of each candidate. Use this list to examine and
compare staff skills and staff workloads, then use your observations to select the best person for the job.
Note:
See the Assignments, Skillsets, and Workloads chapter in the Civic Platform Administrator Guide to learn
about setting up skillsets and workloads.

To associate workloads and skillsets
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
Civic Platform displays the list portlet.
2. Click the record hyperlink.
Civic Platform displays the detail portlet below the list portlet.
3. Hover the mouse over the Menu button in the detail portlet to display the command menu, then choose
Assign.
Civic Platform displays a list of eligible departments and eligible staff members.
4. Select the staff member most qualified to accept the new assignment.
5. Click Submit.
Civic Platform assigns the record to the staff member that you chose and updates the record details.

Creating a Set from the Record List Portlet
You can create a set directly from the record list portlet by leveraging the QuickQuery and Search options
that you have available in the portlet to locate the records you want to include in a new set.
To create a set from the Record list portlet
1. Navigate to the Record list portlet.
2. Either use the portlet Search functionality or invoke a QuickQuery to locate the records you want to
include in your new set.
3. Do one of the following:
•

To create a set from all of the records listed in the list portlet:
1. Click Create a Set > Select All and Create a Set.

•

To create a set from manually selected records in the list portlet:
1. Select the records that you want to include in the new set.
2. Click Create a Set > Create a Set.
Civic Platform displays the New Set form.

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4. Complete the fields with available data.
Set ID

Civic Platform automatically generates a default code for the Set ID. If you want
to change the set ID, enter an alphanumeric code. For example, enter “EDP.”
After you save a new set, you cannot change the Set ID.

Set Name

Enter a name to identify this set. Civic Platform permits duplicate set names.

Comments

Enter commentary as needed. For example, you can summarize the purpose for
creating the set.

Set Type

Select a set type from the drop-down list. The set type defines who has
permissions to work with a set, what scripts are available for the set, and which
values for Set Status are available.

Set Status

Select a status describing the set from the drop-down list. The available status
options vary, depending on set type.

Set Status Comments

Enter commentary about the set status as needed.

5. Click Submit.
Civic Platform saves the new set.

Closing a Record
When you complete the records such as finish the tasks or work orders, or appraise the record is unworthy
of tracking, you can close the record where you record the responsible party, status, closed date and
detailed description.
To close a record
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
Civic Platform displays the list portlet.
2. Select the record.
3. Hover your mouse over the Menu button in the record list portlet to display the drop-down menu, then
choose Close.
Civic Platform displays the close record window.

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4. Complete the fields with available data, then click Save. For a description of the fields, see Application
Record Fields.
Civic Platform closes the record.

Managing Alerts
You might receive alerts about records you are working with. You can view alert details and delete alerts
after you no longer need them.
Topics
•

Viewing Record Details from an Alert

•

Deleting an Alert

Viewing Record Details from an Alert
If you receive an alert, you can view the details about that alert and about the associated record as
needed.
Note:
Not all alerts have an associated record.

To view record details from an alert
1. In the Alerts portlet, click the record link you want to view.
Civic Platform displays the record details.
2. Review the information that displays.

Deleting an Alert
If you no longer need to view an alert, you can delete it.
To delete an alert
1. Navigate to the Alerts portlet.
2. Select the alert(s) you want to delete.
3. Click Delete.
Civic Platform deletes the alert from the Alerts portlet.

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Running a Report from a Record
Your agency can configure your system to enable users to run, email, or print reports from the Record
portlet. For more information about running reports and about reporting in Civic Platform, see any of the
topics listed below.
•

Accessing and Running a Report via a List Portlet

•

Sending a Report by Email

Managing Application Record Hearing Agendas
Many agencies hold public hearings to examine proposed work. The agency administrator can set up Civic
Platform to incorporate hearing schedules and allocate the resources and location for a hearing. After
you schedule a hearing, you can define the hearing agenda by associating application records with that
hearing.
A Hearings standard report is available for you to print. This report provides the hearing date, time,
location, and reason. You can filter the report by date range and then print it in a calendar format or list
format.
Topics
•

Adding an Application Record to a Hearing Agenda

•

Removing an Application Record from a Hearing Agenda

Adding an Application Record to a Hearing Agenda
After you submit an application, the work proposed in the application, such as building plans for a
subdivision, might need a hearing body such as a community council to review it. You can associate an
application record with a hearing to add review of the current application to the hearing agenda.
To add an application to a hearing agenda
1. Use Search to locate and select the record you want to associate with a hearing agenda.
Civic Platform displays the Record detail portlet.
2. Click the Hearings tab.
Civic Platform displays the Hearing Summary page.
3. Click Schedule.
Civic Platform displays the Hearing Search page.
4. Enter search criteria as needed to locate the desired hearing.
5. Click Submit.
Civic Platform displays the scheduled hearings that match your search criteria.
6. Select the hearing(s) that you want to associate with the record.
7. Select a hearing reason from the Reason drop-down list.
Civic Platform displays the comments associated with the hearing reason in the Comments field.
8. Click Submit.
Civic Platform adds the selected record to the hearing.

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Removing an Application Record from a Hearing Agenda
1. In the portlet you are working in, use Search to locate and select the record you are removing from a
hearing agenda.
Civic Platform displays the Record detail portlet.
2. Click the Hearings tab.
Civic Platform displays the Hearing Summary page.
3. Select the hearing you want to remove.
4. Click Delete.
Civic Platform removes the association between the application and the hearing.

Working with Associated PERMITS Plus APDs
If your agency uses the PERMITS Plus permitting system, your administrator can configure some list
portlets so that users can associate PERMITS Plus APDs to a Civic Platform record. This association
allows users to view and search for associated APDs from the Civic Platform Licenses module or to click
the PERMITS Plus APD link to launch the PERMITS Plus system.
Topics
•

Associating a PERMITS Plus APD with a Record

•

Removing a Related PERMITS Plus APD

•

Searching for a PERMITS Plus APD

Associating a PERMITS Plus APD with a Record
If your agency uses the PERMITS Plus permitting system and is transitioning to Civic Platform, you can
maintain your PERMITS Plus APD records even as you begin to create new records in Civic Platform.
To associate a PERMITS Plus APD with a record
1. Locate and open the existing record you want to associate with an APD. See Using the Search
Features for more information about using search.
Civic Platform displays the detail portlet.
2. Click the Related Records tab.
Civic Platform displays the Related Records portlet.
3. Click Look Up.
Civic Platform displays a record Search portlet.
4. In the Data Source field drop-down menu, choose P+ - Permit Plus.
Complete other fields as available.
5. Click Submit.
Civic Platform returns a list of PERMITS Plus APDs that match your search criteria.
6. Select the APD you want to associate.
7. Click Select as Parent to set it as the parent of the current application, or Select as Child to set it as
the child of the current application.

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Civic Platform associates the APD record to the record.

Removing a Related PERMITS Plus APD
1. Locate and open the existing record you want to associate to an APD. See Using the Search Features
for more information about using search.
Civic Platform displays the detail portlet.
2. Click the Related Records tab.
Civic Platform displays the APDs and records related to the application. You can identify APDs by the
symbol [P+].
3. Select each PERMITS Plus APD you are removing
4. Click Delete.
Civic Platform removes the APD from the Related records list.

Searching for a PERMITS Plus APD
If your agency subscribes to PERMITS Plus, you can search for an APD from the Civic Platform Building
Permits portlet. Click an APD hyperlink to launch PERMITS Plus and open the selected record.
To search for a PERMITS Plus APD
1. Navigate to the Service Requests or Building Permit portlet.
Civic Platform displays the list portlet.
2. Click Search.
Civic Platform displays a search portlet.
3. Locate the Data Source field drop-down menu and choose P+ - Permit Plus. You can use other
search criteria as desired.
4. Click Submit.
Civic Platform displays the APD search results. APD records show P+ as the data source; Civic
Platform records show no data source.
5. To view an application or a service request, click the name link.
Civic Platform launches PERMITS Plus and displays the APD detail portlet.

Examining Record Details
Application records can include any or all of the fields listed in Application Record Fields. The records
might also contain additional sections to collect related data. The following sections might be available on
your application record forms.
•

Working in the Applicant and Contact Sections

•

Working in the Address Section

•

Working in the Structures or Establishments Section

•

Working in the Documents Section

•

Working in the People Section

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•

Working in the Education Section

•

Working in the Continuing Education Section

•

Working in the Examination Section

Tables in this section
•

Application Record Fields

•

Applicant and Contact Fields

•

Record Summary Page Sections

Application Record Fields
The table below lists and defines fields that might be available as you work with records.
Table 10: Application Record Fields
Alt(ernate) ID

For agencies with applications that follow a unique numbering convention (different
than the Record ID (xxxxx-xx-xxxxx)), agencies can configure the Alternate ID and
apply it to applications along with the Record ID. The Alternate ID value is autogenerated when you submit a new application. Users cannot modify the value.

Assigned Date

The date that a department or individual receives an application assignment.

Assigned To Department

The department responsible for the application.

Assigned to Staff

The individual who is responsible for the application.

Channel Reported

The incoming channel used by the applicant to submit the application. For
example, the application might come through the mail, an email, a public Internet
site, or a phone call.

Check Number

If an applicant pays a fee with a check, this is the check number.

Certification Accepted

For applications created in Citizen Access, this field displays whether public users
agreed with the statement in the certification section of the application review
page.
For more information about the statement in the certification section, see
the "Page Flow Configuration" chapter in the Civic Platform Citizen Access
Administrator Guide.

Certification Date

For applications created in Citizen Access, this field displays the date when public
users agreed with the statement in the certification section of the application
review page.
For more information about the statement in the certification section, see
the "Page Flow Configuration" chapter in the Civic Platform Citizen Access
Administrator Guide.

Trust Account ID

If an applicant pays a fee with a trust account, this is the trust account ID number.

City

Enter the name of the city wherein the primary address is located.

Closed by Department

The department responsible for closure from the drop-down list.

Closed by Staff

Choose the name of the staff member who initiated the closure. Click the Current
User link to enter your user name into the field.

Closed Date

The closure date.

Completed by Department

The department that completed the application requirements.

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Completed by Staff

The name of the staff member responsible for completing the application
requirements. Click the Current User link to enter your user name into the field.

Contact Address Line 1, Line
2, and Line 3

The street address for the contact using the 3 address lines provided.

Contact Address City

The city where the contact resides.

Contact Address State

The state where the contact resides.

Contact Address Zip

The postal ZIP code for the contact’s address.

Contact Address Country/
Region

The country or region where the contact resides.

Contact Email

The email address of the primary contact associated with the application.

Contact FEIN

The 9-digit Federal Employer ID Number of the primary contact on the record. For
example, 12-3456789. You can configure Civic Platform to mask the FEIN value
after saving the data so that only the last four digits display. Enable this field on the
Record detail form by clicking the Organization button.

Contact First Name

The first name of the primary contact associated with the application.

Contact Last Name

The last name of the primary contact associated with the application.

Contact Middle Name

The middle name of the primary contact associated with the application.

Contact Relationship

The primary contact’s relationship to the application.

Contact SSN

The 9-digit Social Security Number for the contact on the record. After saving the
data, the SSN displays as ***-**-1234.

Contact Type

When your agency administrator configures this field for display, you can select
the type of primary contact you want to associate with the application. The contact
type can be either an individual or an organization.When you select theIndividual
option, these fields become available: First Name, Middle Name, Last Name, SSN.
These fields are no longer available: Organization Name, DBA/Trade Name, FEIN.
If you select the Organization option, reverse the enabled vs disabled fields.

Data Source

If your agency uses the PERMITS Plus permitting system, use this drop-down
menu to select a data source for your search. Select AA - Civic Platform to
search Civic Platform records. Select P+ - Permits Plus to search PERMITS Plus
APD records.

DBA/Trade Name

The Licensed Professional’s business name.

Detailed Description

A detailed description of the proposed work.

Direction

The street direction designation of the primary address associated with the
application. For example, choose “N” to indicate a north direction as in “North
Broadway.”

Email

The email address of the primary contact associated with the application.

Expiration Date

The date when a license record expires.

Expiration Status

The status of a license record.

First Issued Date

The date of first issue.

First Name

The first name of the primary contact associated with the application. This field
supports wildcard searches (see Performing a Wildcard Search).

House # Alpha (end)

The ending street number that makes up the address. You can enter alphanumeric
characters in this field. For example, if the street number and street name is
“10-23A WHITESTONE,” 23A is the ending street number.

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House # Alpha (start)

The beginning street number that makes up the address. You can enter
alphanumeric characters in this field. For example, if the street number and street
name is “10-23A WHITESTONE,” 10 is the beginning street number.

Initiated by Product

This field is read-only and identifies the Civic Platform product area where the
application is submitted.

Last Name

The last name of the primary contact associated with the application. This field
supports wildcard searches (see Performing a Wildcard Search).

Level # (end)

The ending level number (floor number) that makes up the address within a
complex, used to identify a floor or level of a multi-story building/sub-complex.

Level # (start)

The beginning level number (floor number) that makes up the address within a
complex, used to identify a floor or level of a multi-story building/sub-complex.

Level Prefix

The prefix for the level numbers (floor numbers) that make up the address.

Legal Description

The legal description of the parcel associated with the application. This field
supports wildcard searches (see Performing a Wildcard Search).

Middle Name

The middle name of the primary contact associated with the application.

Opened Date

The date when Civic Platform creates the application record. Click the Calendar
icon located next to the From and To fields to specify a date range. Civic Platform
automatically enters the dates.

Opened Department

The department responsible for creating the record. Click the Selection icon to
choose a department.

Opened Staff

The name of the individual responsible for creating the record. If you are
responsible, click the Current User link.

Organization Name

The name of the organization to which the primary contact belongs. This field
supports wildcard search (see Performing a Wildcard Search).

Owner Name

The primary owner associated with the application. This field supports wildcard
search (see Performing a Wildcard Search).

Parcel Number

The primary parcel number associated with the application. This field supports
wildcard search (see Performing a Wildcard Search).

Permissions

Indicates the level of access for the contact to the record in Citizen Access.
Full grants the contact full access to the record in the My Record list and the
Record search result list in Citizen Access.
Schedule Inspections Only grants the contact read-only access to the record in
the My Record list and the Record search result list in Citizen Access and allows
the contact to schedule inspections.
Read grants the contact read-only access to the record in the My Record list and
the Record search result list in Citizen Access.
None denies the contact access to the record in the My Record list and the Record
search result list in Citizen Access.

Primary

For an application, you can designate a primary Applicant, Address, Parcel,
Owner, and Licensed Professional in each section. Set to Yes to specify the
primary applicant, address, parcel, owner, or professional for the application.
For example, you can specify a primary owner on an application if there are
multiple owners. For each application there can be only one primary applicant,
address, parcel, owner, or professional.If, for example, an application has only one
associated parcel, Civic Platform automatically designates it as the primary parcel.
To change a primary setting from “No” to “Yes,” you must first change the current
primary designation.In most other actions, Civic Platform also duplicates the
primary setting information. For example, when you clone or copy the application

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(Daily > Application > Copy Application), Civic Platform also copies the parcel
settings to the new application.
Priority

The priority level assigned to the application.

Receipt Number

If Civic Platform generates a receipt (payment or refund) for the current
application, this is the receipt number.

Record Type

The type of application. You cannot modify this field. The field lists the group, type,
subtype, and category of the application type.

Record Description

A brief description of the application. For example, if application is a building permit
for a commercial shopping center, you can enter “Application for Bethesda Mall
Building Permit.”

Record ID

The Record ID identifies the application in Civic Platform. The ID is auto-generated
when you submit a new application. You cannot modify this value.

Record Name

A name that uniquely identifies the basic record and distinguishes it from other
records in Civic Platform. For example, if the application is a building permit for a
commercial shopping center, you might enter “Bethesda Mall.”

Record Type

The type of application. You cannot modify this field..This field displays the
application type for the record. The following information displays: group, type,
subtype, and category. You cannot modify this value.When you perform an
application search, you can select an application type from the group, type,
subtype, and category drop-down list. The available application type options
include all the application types that your agency administrator sets as enabled, or
disabled yet searchable.

Relationship

The primary contact’s relationship to this application. If you are searching for an
application, use the drop-down list to choose a relationship. For example, choose
“citizen.”

State

The state of the primary address associated with the application.

Status

The current status of the application. If you are updating application details, you
can change this status. The agency defines the application status. For example,
Pending, Opened, Closed, Assigned, Unassigned, and Complete.

Status Group

The status group the application status belongs to.

Status Reason

A reason that explains why the record displays a certain status.

Street # (Start/End)

The street number(s) of the primary address associated with the application. If
the primary address includes multiple street numbers (for example, a fourplex),
you can use the Street # Start and Street # End fields to define the range of
numbers. Agencies can configure the Street # Start and End fields to support
range search (adding To-From fields), allowing users to search for one or multiple
street numbers within a user-defined range.

Street Direction

The street direction of the primary address associated with the application. For
example, choose “N” to indicate a north direction as in “North Broadway.”

Street Name

The street name of the primary address associated with the application. This field
supports wildcard searches (see Performing a Wildcard Search).

Street Number

The street number of the primary address associated with the application.

Street Suffix

The street suffix of the primary address associated with the application.

Street Type

The street type of the primary address associated with the application. For
example, choose Street, Boulevard, or Lane.

Street Suffix (Direction)

The street suffix which indicates the direction. For example, E, NE, and SW.

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Unit Type

The unit type designation of the primary address associated with the application.
Enter the unit type of the location associated with the application. For example,
enter CONDO, APT, or SUITE.

URL

The URL to the record information stored in a third-party web application. If
necessary, you can append the session variable $$ALTID$$ to the URL like this:
http://www.bridgeview.gov/permitsystem?permitID=$$ALTID$$. The session
variable retrieves the alt(ernate) ID of the record from the application intake form or
the Record Detail portlet.

ZIP Code

The postal code of the primary address associated with the application.

Applicant and Contact Fields
The table below lists and defines fields that might be available as you work with in the Contact section of
an application form.
Table 11: Contact and Applicant Detail
Address/Street Address

The contact’s address information. You can have up to three lines of address
information.

City

The city in which the contact resides.

Contact Type

Select the Individual option if the contact is a person. Civic Platform activates the
First Name, Last Name, Middle Name, and SSN fields, and deactivates the FEIN field.
Select the Organization option if the contact is a business or other entity. Civic
Platform deactivates the First Name, Last Name, Middle Name, and SSN fields, and
activates the FEIN field.

Country/Region

The country or region in which the contact resides.

DBA/Trade Name

This acronym stands for Doing Business As and refers to the contact’s preferred
business or trade name. This field is only active when the Contact Type selected is
Organization.

Email

The contact’s email address.

Fax

The contact’s fax number, with Country and Area ode.

FEIN

This acronym stands for Federal Employer Identification Number. The government
uses this number to identify a business for tax purposes. This field is only active when
the Contact Type selected is Organization.

First Name

The contact’s first name. This field is only active when the Contact Type selected is
Individual.

Full Name

The contact’s full name.

Last Name

The contact’s last name. This field is only active when the Contact Type selected is
Individual.

MI

The contact’s middle initial. This field is only active when the Contact Type selected is
Individual.

Notes

Enter any additional information in this text field.

Notify contact with record
update

Indicates whether this contact should receive a notification when the application status
changes. Choose Yes from the drop‑down list to notify and choose No to not notify.

Organization Name

The organization to which the contact belongs. This field is only active when the
Contact Type selected is Organization.

Permissions

Indicates the level of access for the contact to the record in Citizen Access.
Full grants the contact full access to the record in the My Record list and the Record
search result list in Citizen Access.

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Schedule Inspections Only grants the contact read-only access to the record in
the My Record list and the Record search result list in Citizen Access and allows the
contact to schedule inspections.
Read grants the contact read-only access to the record in the My Record list and the
Record search result list in Citizen Access.
None denies the contact access to the record in the My Record list and the Record
search result list in Citizen Access.
Phone 2, Phone 3

Additional telephone numbers for the contact. Indicate primary, secondary, and tertiary
numbers by using the Telephone, Phone 2, and Phone 3 fields.

PO Box

The contact’s post office box number.

Preferred Channel

Choose from this drop‑down list the method by which the contact prefers to receive
notification; for example, by phone, email, fax, or postal mail.

Primary

This drop‑down list indicates whether the contact is the primary contact for the
application. Choose Yes to set as the primary contact and No to set as not the primary
contact.

Relationship

The contact’s relationship to the application; for example, applicant, or agent. Use the
drop-down list to choose a contact relationship.

State

The state in which the contact resides. Use the drop-down list to choose a state.

SSN

The contact’s Social Security Number. This field is only active when the Contact Type
selected is Individual.

Telephone

The contact’s telephone number, including Country and Area codes.

Title

The contact’s business title, for example President. This field is only active when the
Contact Type selected is Individual.

Type

The type of contact. Civic Platform uses contact types to group contacts with similar
functions. Types might include Complainant, or Billing Contact. Use the drop-down list
to choose a contact type.

Zip Code

The contact’s zip code.

Record Summary Page Sections
The following table lists the sections that might display on the Record Summary page.
Table 12: Record Summary Page Selections
Application Summary Page Section

Section Description

Adhoc Task Status

This section displays the status of any ad hoc tasks associated with the
application.

Record Comments

This section displays record comments.

Record Detail

Click the record detail link in this section to view the Record detail portlet.

Application Specific Info

This section displays application-specific information about the selected
record type.

Record Status

Click the application status link to view the Application Status detail
portlet.

Balance

Click the balance amount to view the Payment detail portlet.

Condition Status

Click a condition to view the associated Condition Detail and History
portlets.

Contact Info

This section displays the contact detail for record contacts.

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Application Summary Page Section

Section Description

Description of Work

Click the description of work link in this section to view the Record detail
portlet.

File Date

This section displays the date the application was submitted. Click the
link to view the Record detail portlet.

Inspections

This section displays pending, scheduled, and resulted inspections
associated with the record.For more information on the Inspections
section, see Viewing Inspections on the Summary Page.

Job Value

Click the job value amount to view the Additional Information Form detail
portlet.

Licensed Professional Info

This section displays licensed professionals associated with the
record.Click the license number of a licensed professional to view the
Professionals detail portlet.

Parcel No

This section displays parcels associated with the record.Click the parcel
number to view the Parcel detail portlet.

Required Inspections

This section displays inspections that must occur before Civic Platform
accepts the application.

Structure

This section displays structures associated with the record.

Total Fee Assessed

This section displays the total amount of fees assessed to the
record.Click the total fee assessed link to view the Fee detail portlet.

Total Fee Invoiced

This section displays the total amount of the fees invoiced to the
record.Click the total fee invoiced link to view the Payment detail portlet.

Tracking #

This section displays the record tracking number.

Workflow Status

This section displays the workflow tasks associated with the record.The
current application status link displays as a hyperlink. Click this link to the
Workflow Task detail portlet.

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Record Relationships
Choose a topic from the list below to learn more about record relationships.
Related Links
Record Relationships Overview
Viewing Related Record Information
Building Relationships between Existing Records
Cloning a Record
Updating Related Records
Creating a Set of Related Records
Copying Record Data
Removing Record Relationships

Record Relationships Overview
Building relationships between records can help streamline communication between different departments
in your agency. The possible relationships between records are best understood by thinking of them in
terms of parent, child, or sibling relationships. Child and grandchild records branch from parent records and
grandparent records. When a parent record has child records associated it, the relationships between child
records are ‘sibling relationships.’
There are two basic approaches to establishing relationships:
•

You can select another record as its parent or child when you open a record

•

You can clone a record to create one or more new parent and new child records.

Both approaches enable you to transfer contact, payment, and even document data from one record to the
other without changing existing relationships.
In addition to the parent and child hierarchical organizations of records, you can select several related
records and create sets for batch processing. For example, you can create a set of related records that
share the same workflow, and then batch process the workflow task status update for the set.
If the relationship between two records turns out to be inappropriate, you can remove the relationship.

Viewing Related Record Information
There are two ways for you to access the related records of a given record.
1. Go to the Related Records column in the record list portlet. This column provides shortcut links to the
parent, child, and sibling records for the current record.
2. Open the Related Records tab in the record detail portlet. This tab displays the record relationships in a
tree view or list view. The tree view offers you a good graphical representation of the family hierarchy of
the current record; the list view allows you to quickly access the details of the parent, child, and sibling
records for the current record.

| Record Relationships | 128

Note:
The tree view can display all the parent applications of the current application including grandparent
applications. The list view only displays the immediate parent applications.

Topics
•

Opening Shortcuts to Related Records

•

Viewing Related Records in Tree View

•

Viewing Related Records in List View

Opening Shortcuts to Related Records
When you want to view related record information about a particular record, select the Related Records tab
in the record detail portlet. You can also click the links on the record list portlet.
To open shortcuts to related records
1. Find the record containing the related record information you want to view. See Using the Search
Features for instructions on locating a record.
The list portlet shows the current record, and the record detail portlet shows the Summary tab for the
current record.
2. Find the Related Records column in the list portlet, and click the View link or hover over the link in the
current record.
Civic Platform provides shortcuts to the parent, child, and sibling records for the current record in a popup window.

3. Click a related record link to view the related record details.
Civic Platform displays the Related Records tab for the selected application.
Depending on your agency administrator’s settings, the default view mode of the Related Record is
either tree view or list view for displaying the relationship of the selected application with its parent
applications and child applications. You can switch between the two view modes by clicking the relevant
button in the tab.

Viewing Related Records in Tree View
The tree view of related records provides you with a graphical representation of the family hierarchy for the
current record.

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Figure 13: Tree View of Related Records
The tree view displays the current application with its parent applications and child applications in separate
trees.
•

The current application shows in red font in all the trees.

•

A parent tree displays the traversal relationship of the current application with each of its top-level
parents. All the parent trees have the current application as its leaf. If there are more than one leaves in
a parent tree, the other leaves are the siblings of the current application.

•

The child tree displays the current application with all its child applications and grandchild applications.
The current application is the root tree node of the child tree, marked with a global icon

.

You can perform the following tasks in the tree view:
•

Click the plus (+) or minus (-) sign for any node to expand or collapse that node.

•

Perform a search. The search only checks the related applications in the child tree for matches. Search
results are highlighted in the tree.

•

Select one or more related applications for operations such as Update, Delete and Create a Set.

To switch from the tree view to list view, click List View in the toolbar.

Viewing Related Records in List View
The list view lists the current application and its related applications. The list includes the immediate
parents, all child and grandchild applications, and all sibling applications.

| Record Relationships | 130

Figure 14: List View of Related Records
Use the Relation column in the list view to see the relationship of each application with the current
application. See Relation Column in List View.
You can perform the following tasks in the list view:
•

Click the Relation column name to sort the list view by the family hierarchy of the current application.

•

Click the link to a related application. A new application detail portlet opens under the list view,
displaying the details for the related application.

•

Perform a search. The search checks in all the related applications for matches, and the related record
list refreshes to show the search results.

•

Select one or more related applications for operations such as Update, Delete, and Create a Set.

To switch from list view to tree view, click Tree View in the toolbar.
Table 13: Relation Column in List View
Application Relation

Display in “Relation” Column

Immediate Parent Application

Parent Application Alt(ernate) ID

Current Application

Current Application Alt ID (in red font)

Sibling Application

Parent Application Alt ID / Sibling Application Alt ID

Child Application

Current Application Alt ID (in red font) / Child Application Alt ID

Grandchild Application

Current Application Alt ID (in red font) / Child Application Alt ID / ... /
Grandchild Application Alt ID

Building Relationships between Existing Records
Relationships between records can streamline communication between departments in your agency. If two
records have the same address and workflow history, associating the two records by building a parentchild relationship can make it more efficient to handle the two records.
Topics
•

Selecting a Record as Parent

•

Selecting a Record as Child

| Record Relationships | 131

Selecting a Record as Parent
You can look up and select a record as the parent for the current record. After you select the parent record,
you can select which data that you want to copy from parent to child. Some of the data elements that you
can copy include Workflow Status, Valuation Entries, Conditions of Approval (with the ability to copy any or
all condition options), Inspections, ASI data, and more. Some data elements give you the ability to define
certain types of that data element. For example, you can choose whether to copy any condition of approval
or only certain conditions.
To select a record as parent for the current record
1. Use Search to locate the record to which you want to assign the new relationship. See Using the
Search Features for instructions on locating a record.
Civic Platform displays the record detail portlet.
2. Click the Related Records tab.
Civic Platform displays the Related Records portlet. The portlet shows the existing related records of
the current record.

3. Click Look Up.
Civic Platform displays a search portlet.
4. Enter search criteria as needed to locate the record that you want to associate as the parent of the
current record.
5. Click Submit.
Civic Platform displays the search results.
6. Select the record that you want to designate as parent of the current record. If you select a record that
is part of a different group, not all data may copy from the source to the destination.
7. Click Select as Parent.
Civic Platform displays the Record Type-Specific Information and General Record Information with a
list of data elements. Some data elements allow you to specify which of the selected data elements that
Civic Platform is to copy.

| Record Relationships | 132

8. Select each data element you want to copy from the current record to the parent record. See Record
Copying and Cloning Form Fields for information about the options.
9. If you select a data element that allows you drill down further and select more specific data elements,
click the hyperlink provided next to the data element (such as Select) to launch a dialog that allows you
to choose which of the data elements to copy.
For example, if you click the Select link for Conditions of Approval, a dialog displays, prompting you to
select which conditions to copy both by severity and by condition status.

10.If you select Status or New Status, you can use the drop-down list to specify a particular status to
copy. Otherwise, leave the drop-down list field blank to copy all status options.
Note:
When you select Status or New Status, Civic Platform enables the Status History option and you can
select it as well.

a. To select all of the options in a list, select the bolded option at the head of the list.
For example, in the graphic preceding this step, you can select the Select by Severity box if you
want to copy all condition severity levels.
b. To select certain options in a list, clear the bolded option at the head of the list and then select only
those options you want to copy.
c. Click OK.
You return to the data element selection list.
11.Review your selections carefully.
12.Click Submit.

| Record Relationships | 133

A pop-up Status Report window lists which information that Civic Platform copied successfully and
which information that Civic Platform could not copy because it belongs to a different group.

The Related Records tab for the current record detail portlet displays the relationships of the current
record and its related records, including the newly-assigned parent record.

Selecting a Record as Child
A record can have one or more child records. You can select child records from the Related Record tab.
After you select the child record, you can select which data elements that you want to copy from parent to
child.
Some of the data elements that you can copy include Workflow Status, Valuation Entries, Conditions of
Approval (with the ability to copy any or all condition options), Inspections, ASI data, and more. Some data
elements give you the ability to define certain types of that data element. For example, you can choose
whether to copy any condition of approval or only certain conditions.
To select a record as child for the current record
1. Find the records to which you want to assign the new relationship. See Using the Search Features for
instructions on locating a record.
Civic Platform displays the record detail portlet.
2. Click the Related Records tab.
Civic Platform displays the Related Records portlet. The portlet shows the existing related records for
the current record.

3. Click Look Up.
Civic Platform displays a search portlet.
4. Enter search criteria as needed to locate the record that you want to be the child of the current record.
5. Click Submit.
Civic Platform displays the search results.
6. Select the record(s) that you want to designate as a child of the current record.

| Record Relationships | 134

7. Click Select as Child.
Civic Platform displays the Record Type-Specific Information and General Record Information with a
list of data elements. Some data elements allow you to specify which of the selected data elements that
Civic Platform is going to copy.

8. Select the data elements you want to copy from the current record to the child record. See Record
Copying and Cloning Form Fields for information about the options.
9. If you select a data element that allows you drill down further and select more specific data elements,
click the hyperlink provided next to the data element (such as Select) to launch a dialog that allows you
to choose which of the data elements to copy.
For example, if you click the Select link for Conditions of Approval, a dialog displays, prompting you to
select which conditions to copy both by severity and by condition status.

a. To select all of the options in a list, select the bolded option at the head of the list.
For example, in the graphic above, select Select by Severity to copy all condition severity levels.
b. To select certain options in a list, clear the bolded option at the head of the list and then select only
those options you want to copy.
c. Click OK.
You return to the data element selection list.
10.If you select Status or New Status, you can use the drop-down list to specify a particular status to
copy. Otherwise, leave the drop-down list field blank to copy all status options.
Note:

| Record Relationships | 135

When you select Status or New Status, Civic Platform enables the Status History option and you can
select it as well.

11.Review your selections carefully.
12.Click Submit.
A Status Report window lists the information that Civic Platform copied successfully and, if any, the
information that Civic Platform could not copy because it belongs to a different group.

The Related Records tab for the current record detail portlet lists the current record and its related
records, including the newly-assigned parent record.

Cloning a Record
To create a new record that has the same owner, contact, and licensed professional information as an
existing record, use the cloning feature. When you clone a record, you are creating a duplicate of the
original record with a new record ID number. The source record is the parent record, and the new cloned
record is the child. When you clone more than one record from a source parent, each cloned record is a
sibling to the others.
Topics
•

Cloning Records from the Related Records Tab

•

Cloning Records from the Record Tab

Cloning Records from the Related Records Tab
You can clone records from the related records tab on a record.
To create cloned records from the Related Records tab
1. Navigate to the portlet you are working in and use Search to locate and select the record you want to
clone. See Using the Search Features for more information on searching.
Civic Platform displays the record list portlet.
2. Click the Related Records tab.
Civic Platform displays the Related Records portlet.
3. Do any of the following:
•

To create a single child record by cloning, do the following:
1. Click Clone Sgl.
Civic Platform displays an intake form you can use to enter new record details.
2. Select a record type from the Record Type list.
3. Complete the intake form fields with available data. Civic Platform pre-populates some fields from
the original record. You can modify the field data if needed.
4. Click Submit.

| Record Relationships | 136

Civic Platform creates the new record and automatically associates it to the current record.
•

To create multiple child records by cloning, do the following:
1. Click Clone Mult.
Civic Platform displays a Record Type navigation tree portlet.
2. Highlight a record type in the navigation tree.
3. Click the >> button to add the Record type to the Selected Type Record list.
If you add more than one record type to the Selected Record Types list, Civic Platform creates
one record for each type selected.

Use the << button to remove a selected record type from the list you are creating.
4. Click Submit.
Civic Platform displays a list of data elements.

5. Choose each data element that you want to copy from the parent record to the new child records.
See Record Copying and Cloning Form Fields for information about the options.
6. If you select a data element that allows you drill down further and select more specific data
elements, click the hyperlink provided next to the data element (such as Select) to launch a
dialog that allows you to choose which of the data elements to copy.
For example, if you click the Select link for Conditions of Approval, a dialog displays, prompting
you to select which conditions to copy both by severity and by condition status.

| Record Relationships | 137

To select all of the options in a list, select the bolded option at the head of the list.
To select certain options in a list, clear the bolded option at the head of the list and select only
those options you want to copy.
7. Review your selections carefully.
8. Click Submit.
Civic Platform displays a Report Copy Info window where the status of the data copy process
displays. On the Related Records portlet, you see a message that indicates that Civic Platform
added the child records successfully.

Cloning Records from the Record Tab
To create clone records from the Record tab
1. Navigate to the portlet you are working in and use Search to locate and select the record you want to
clone. See Using the Search Features for more information on searching.
Civic Platform displays the record list portlet.
2. Click the Record tab.
Civic Platform displays the Record portlet.
3. Hover your mouse over the Menu button and choose Clone from the command menu.
Civic Platform displays a form prompting you to select the number of records to clone and the record
type that you want to use for the new record.

| Record Relationships | 138

4. Do the following:
a. Specify the number of records you want to clone.
b. Specify whether the child records are to be included in a set or not. If yes, enter the set code in the
Clone to Set field. For set code information, see Creating a New Set.
c. Specify the record type(s) for the clones you are creating by selecting record types from the tree list
in the left panel.
Use the >> key to select additional record types or the << key to de-select record types.
d. Click Submit.
Civic Platform displays the Record Type-Specific Information and General Record Information with a
list of data elements.

5. Select the data elements you want to copy from the current record to the new cloned record. See
Record Copying and Cloning Form Fields for information about the options.
6. If you select a data element that allows you drill down further and select more specific data elements,
click the hyperlink provided next to the data element (such as Select) to launch a dialog that allows you
to choose which of the data elements to copy.
For example, if you click the Select link for Conditions of Approval, a dialog displays, prompting you to
select which conditions to copy both by severity and by condition status.

| Record Relationships | 139

a. To select all of the options in a list, select the bolded option at the head of the list.
b. To select certain options in a list, clear the bolded option at the head of the list and select only those
options you want to copy.
c. Click OK.
7. Review your selections carefully.
8. Click Submit.
Civic Platform creates the cloned records.

Updating Related Records
When you edit an individual record, only the data for that record changes. However, you can easily update
multiple related records by using the Update Related Records option.
To update related records
1. Find the parent record containing the new data that you want to copy. See Using the Search Features
for instructions on locating a record.
Civic Platform displays the record detail portlet.
2. Click the Related Records tab.
Civic Platform displays the Related Records portlet.
3. Select the records you want to update.
Civic Platform displays the Related Record detail portlet.
4. Click Update Related Records.
Civic Platform displays the Group Data Synchronization portlet.

| Record Relationships | 140

5. Select the data elements you want to update. See Record Copying and Cloning Form Fields for
information about the options.
Some elements may have an additional option to drill down to more specific data. For example, if you
select Contact, you can click the Select link to specify which contact types to update.
6. If you select Status or New Status, you can use the drop-down list to specify a particular status to
copy. Otherwise, leave the drop-down list field blank to copy all status options.
Note:
When you select Status or New Status, Civic Platform enables the Status History option and you can
select it as well.

7. Click Submit.
8. View the record detail summary screen and confirm the updates.
9. Click Submit.
Civic Platform displays a Status Report listing the data that it copied successfully, as well as the data
that it could not copy.

10.Click Submit.
Civic Platform prompts you to confirm that you want to change the selected data for the related record.
11.Click OK.
Civic Platform updates the selected related records.

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Creating a Set of Related Records
You can create a new set of related records for easy record management.
To create a set of related records
1. Find the parent record you want to work with. See Using the Search Features for instructions on
locating a record.
2. Click the Related Records tab.
Civic Platform displays the Related Records portlet.
3. Select each record that you want to add to the new set.
4. Click Create a Set.
Civic Platform displays the Set creation form in the portlet.
5. Complete the fields. See Creating a New Set.
6. Click Submit.
Civic Platform creates the set and adds all the selected related records into the set.
For more information about sets, see Sets.

Copying Record Data
You can copy the data from one existing record to another or from an existing record to a record set.
If you copy a record that has examination data, be aware that only pending exam items can replicate to the
new record. Civic Platform cannot copy exam items with a Scheduled status or a Completed status.
Note:
Copying does not impact existing record relationships.

To copy record data to an existing record
1. Find the record that you want to copy from. See Using the Search Features for instructions on locating
a record.
Civic Platform displays the record detail portlet.
2. Hover over the Menu button and select Copy from the drop‑down menu that displays.
Civic Platform displays the Copy to Record/Copy to a Set page.

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3. Enter the Record ID number of the target record or set that you want to update and click the Search
button to the right of the Copy to Record/Set field.
4. Select the record data elements you want to copy to the existing record. See Record Copying and
Cloning Form Fields for information about the options.
Some elements may have an additional option to drill down to more specific data. For example, if you
select Contact, you can click the Select link to specify which contact types to update.
5. Click Submit.
Civic Platform displays a Status Report pop-up message indicating that the record or set copied
successfully.

Removing Record Relationships
You can terminate the relationship between two records as needed.
To remove a record relationship
1. Find the record for which you want to modify the relationship. See Using the Search Features for
instructions on locating a record.
Civic Platform displays the record detail portlet.
2. Click the Related Records tab.
Civic Platform displays the Related Records portlet.
3. Select each record with a relationship you want to remove from the current record.

4. Click Delete.
Civic Platform removes the record relationships.

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Record Copying and Cloning Form Fields
The following tables lists the options you can choose from when you copy or clone a record.
Table 14: Application Cloning Options, Part 1 of 2
Fields for Clone Mult Only
# of Clones per Record
Type

The number of clones that you want to create from the source record.

Clone to Set

Use the New Set or Existing Set buttons in the toolbar to create or select a
destination set for the new clone. When you select a set, the set number displays in
this field box.

Table 15: Application Cloning Options, Part 1 of 2
Record Type - Specific Information
Fee Items

Select to clone/copy fee items from the source record to the target record. Click the
Select link to specify specific fee items to copy.

Workflow Status

Select to clone/copy workflow status from the source record to the target record.

Inspection

Select to clone/copy inspections from the source record to the target record. Click the
Select link to specify inspections by inspection status.

App Specific Info

Select to clone/copy application specific information (ASI) data . Click the Select link
to specify ASI and ASIT subgroups.

Additional Info

Select to clone/copy additional information from the source record to the target record.

Valuation Calc

Select to clone/copy valuations from the source record to the target record.

Workflow Task Specific
Information

Select to clone/copy workflow task-specific information from the source record to the
target record.

Status or New Status

Select to clone/copy the record status from the source record to the target record. To
set a new status value, select an option from the New Status drop-down list in addition
selecting Status or New Status.

Status History

Select to clone/copy status history data from the source record to the target record.
This option is available only if the Status or New Status option is selected.

Table 16: Application Cloning Options, Part 2 of 2
General Record Information
Record Details

Select to copy some record detail fields from the source record to the target record.
Click the Set Application Description link to edit the application name and application
description for both the source record and the target record.

Parcel

Select to clone/copy parcels from the source record to the target record.

Owner

Select to clone/copy owners from the source record to the target record.

Address

Select to clone/copy addresses from the source record to the target record.

Assets

Select to clone/copy assets from the source record to the target record.

Licensed Professionals (s)

Select to clone/copy licensed professionals from the source record to the target
record. Click the Select link to specify licensed professionals by type.

App Specific Info

Select to clone/copy application specific information from the source record to the
target record.

Contact

Select to clone/copy contacts from the source record to the target record. Click the
Select link to specify contacts by type.

Document

Select to clone/copy documents (attachments) from the source record to the target
record.

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General Record Information
Preserve Dates

Select to clone/copy both the opened date and the reported date from the source
record to the target record.
Note:
When cloning, the Close Date does not copy to the target record(s).
If you do not select this option, the Opened Date field on the cloned record displays
the date that the record was cloned.
Note:
The record status date clones/copies only when you clone or copy the record
status, independent of the Preserve Dates option.

Record Conditions

Select to clone/copy conditions from the source record to the target record. Click the
Select link to specify record conditions by severity and/or by condition status.

Inspection Conditions

Select this option to clone/copy inspection conditions from the source record to the
target record. Click the Select link to specify record conditions by severity and/or by
condition status.

Conditions of Approval

Select to clone/copy conditions of approval from the source record to the target
record. Click the Select link to specify conditions of approval by severity and/or by
condition status.

Education

Select to clone/copy education data from the source record to the target record.

Continuing Education

Select to clone/copy continuing education data from the source record to the target
record.

Examination

Select to clone/copy examinations from the source record to the target record.

Record Comments

Select to clone/copy record comments from the source record to the target record.

Activities

Select to clone/copy activities from the source record to the target record.

Set Code

Use this with the “Include In a Set” field described above. This is the code that
identifies the Set.

Application Type

Click the “Select Application Type” link next to the Application Type field to select the
application type for the new record.

Include in a Set

Select Yes if you want the new record to be included in a set. If you select Yes,
provide a record set ID in the Set Code field.

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Civic Platform GIS User Topics
Choose a topic from the list below to learn more about accessing and using Civic Platform GIS.
Related Links
Civic Platform GIS At a Glance
Locating Places
Map Layers
Selecting Map Features
Creating and Editing Map Features
Redlining and Annotating a Map
Integrating with Civic Platform Data
Printing a Map

Civic Platform GIS At a Glance
Use Accela Civic Platform GIS to find locations and view a geographical display of agency records such
as parcels, permits, inspections, plans, assets, work orders, and service requests. Maps provides users a
visual understanding of transactional records to help identify and analyze land-use, zoning, inspection or
service request routes, infrastructure, and other geo-centric information.
Civic Platform GIS is the next generation version of Accela GIS 7.x Map Viewer. Civic Platform GIS users
will quickly feel at ease using the new interface. It utilizes a JavaScript-based framework and provides an
enhanced user experience when viewing and working with geographic information.
Let’s take a glance at what you can do with Civic Platform GIS:

| Civic Platform GIS User Topics | 146

1:

Point, click, and see “what’s here”. A context menu shows your selected map location’s address,
coordinates, and all associated GIS objects. You can choose a GIS object and perform tasks related to the
GIS object or transactional records. If there are no GIS objects on the location, you can also Use Location to
submit a service request or perform other related tasks. To learn more, see Selecting Map Features.

2:

Find an address or place. Enter an address or place to move the map to that location. To learn more, see
Finding an Address or Place.

3:

Zoom in or out. Alternatively, you can also zoom in by double-clicking, or using the mouse wheel. You can
also pan the map by clicking on a spot and dragging the mouse.

4:

Reset the map display to the Default extent, which is the initial extent or initial area shown on the map. The
default extent is configured by the administrator of the map service provider.

5:

Bookmark or navigate to a bookmarked map location or your browser’s current location. To learn more, see
Navigating to a Bookmarked or Browser Location.

6:

Choose a Basemap. From the Basemap gallery panel, select a basemap which provides a geographical
background for displaying GIS information.

7:

Arrange the display of map Layers. To learn more, see Customizing Map Layer Visibility.

8:

Multi-select points on the map. You can click a starting point and double-click an endpoint to draw a line, or
click multiple points to form the vertices of a shape. GIS objects that are within or intersect the edge(s) are
selected. To learn more, see Using the MultiSelect Tool and Multiple Map Selections.

9:

Measure an area, distance, or the geographic longitude/latitude location. From the Measure panel, you
can select which one to measure, and the unit of measure. Click the point(s) on the map to perform the
measurement.

10:

Draw a line, shape, or text. From the Draw panel, you can select a drawing tool, select color, style, and
transparency, and see a preview. To learn more, see Redlining and Annotating a Map.

11:

Print the map into a PDF or another selected format. To learn more, see Printing a Map.

12:

Edit layers and map features. To learn more, see Creating and Editing Map Features.

13:

View the Legend to understand the map symbols, as provided by the map service.

14:

See the Scale or ratio of measurement on a map compared to the actual distance. The scale and unit of
measurement is provided by the map service.

15:

See a Pin Map to view map locations using pin markers. This is the default view.

16:

See a Heat Map to view map locations using gradient hotspots.

17:

See a Cluster Map to view map locations using numbered dots to represent grouped locations. As you zoom
into 1:2500 or below, the individually plotted locations display.

Locating Places
Finding an Address or Place
To find an address or place, enter the address or place on the Finder box. Civic Platform GIS will
automatically list locations that match your entry on a drop-down list. You can select an item from the list or
finish typing the complete address and press Enter (or click the Search icon). Civic Platform GIS zooms to
the selected location. Click X to clear the Finder and start another search.
The following diagram shows a sample address entry on the Finder:

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Navigating to a Bookmarked or Browser Location
To navigate to a bookmark or your current browser’s saved location, click the Bookmark icon
following diagram shows a sample Locate Me panel:

. The

On the Bookmark panel, you can:
1: Navigate and zoom into a bookmarked location. An existing bookmark cannot be updated. To update it,
delete the existing bookmark and add a new bookmark for the new location.
2: Delete a bookmark.
3: Bookmark the current location.
4: Navigate and zoom into your browser’s current location.

Map Layers
A map view consists of multiple layers from a map service or a mash-up of multiple map service providers.
For example, a single map view can have separate layers for geographic features, city streets, hydrants,
street lights, parcels, and others. The administrator configures the default map layers that are available,
visible, and editable by user group members.
Depending on the permission settings defined for the user group you belong to, you can customize the
visibility of the map layers according to your workflow needs. For example, if you want to only see the
fire hydrants, you can show only the Hydrants layer and hide the other layers, or you can show all layers
and move up the Hydrants layer and adjust the transparency so you can see their proximity to other GIS
objects.

Customizing Map Layer Visibility
To manage and customize the visibility of map layers, click the Layers icon
shows a sample Layers panel:

. The following diagram

On the Layers panel, you can:
1: Show (check) or hide (un-check) map services or map layers. Expanding the map service at the first
level shows the map layers provided by the service.

| Civic Platform GIS User Topics | 148

2: Zoom to the selected map layer.
3: Adjust the transparency of the selected map layer.
4: Rearrange the stacked position of the selected map layer.
5: See the GIS data description provided by the map service.

Editing Map Layers
See Creating and Editing Map Features.

Selecting Map Features
Single Map Selection
Civic Platform GIS shows GIS features and transactional information found on any location you click on
the map. While you are navigating and analyzing an area of interest on the map, you can click on a map
location to select it and to see what is at that location.
The following example shows a selected map location:

The context menu shows the location’s address, x and y coordinates, and all the GIS objects found on
that map location. The context menu uses the GIS legend symbols used on the map, and indicates how
many GIS objects for each type were found. In this example, the user is interested in seeing the parcel
information, and clicked the found Parcels line item.

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After a GIS object layer has been selected (for example Parcels), the What’s Here menu shows the list of
the GIS object IDs. If multiple GIS objects are found, for example if you clicked on a point that intersects
several parcels, the What’s Here menu lists all the intersecting parcel IDs. Select the object ID to see the
actions that can be applied on that GIS object.
The following example illustrates the Show GIS Information command from the Action Items menu, and
the GIS information for the selected parcel:

Multiple Map Selections
You can select multiple map locations and see their GIS features and related transactional records.
For multiple map selections, Civic Platform GIS lists all selected GIS features and displays drill-down
information and action commands on a slide-out panel.

Selecting Non-Contiguous Locations
Press and hold the Shift key while you click on multiple map locations. The following diagram shows three
non-contiguous parcels that have been selected using the Shift key:

| Civic Platform GIS User Topics | 150

On the slide-out panel, hover the cursor on a line item to highlight the GIS object(s) on the map. Click a
map layer to see the list of GIS object ID(s) and apply an action on selected object ID(s).

Using the MultiSelect Tool
To select multiple features within or across a selected area click the MultiSelect icon
, and click
multiple points on the map to draw the area. Double-click the last point to close the area and complete the
selection.

After the selection is complete, the selected area is shaded and a slide-out panel appears on the right. The
following diagram shows the completed area on the map and the slide-out panel showing the multiple GIS
object layers selected within the area:

| Civic Platform GIS User Topics | 151

The following example shows highlighted parcels on the map when the cursor hovers the Parcels layer line
item:

When you click a GIS layer line item on the panel, it shows the list of selected GIS object IDs. You can
hover on a line item to see which object it is on the map, or click the line item to see its GIS attributes. You
can select from the list and choose an action to apply.
The following example shows the list of parcel IDs. As you select an ID from the list, the corresponding
parcel is highlighted on the map. After you select one or more object IDs, you can choose an action to
apply to your selection. In this example, the Show Records action will show the transaction records for the
selected parcels.

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Distance Buffer Selection
Another way to select multiple locations on a map or query map features is to select a distance buffer. A
distance buffer allows you to define an area around a selected point, line, or polygon feature so that all GIS
objects located within the area are automatically selected.
For example, if you want to send a notification to the property owners that live within 300 feet of a certain
parcel, click on that parcel and then define a distance buffer to automatically select all parcels within a 300
feet radius.
To select multiple GIS objects using a distance buffer
1. Click a point on the map, and select either a found GIS object or the Use Location menu option. Your
selected location acts as the center point of your distance buffer.
2. On the next window, choose Buffer Select.

3. On the Buffer Select window, enter your distance buffer selection:
Map Service

The default map service displays. If more than one map service is
configured, you can choose another map service from the dropdown list.

Map Layer

The map layer containing the objects you want to include in the
distance buffer.

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Distance

The length around the point or map feature you clicked on. Enter
the distance and unit of measure.

The following diagram shows a sample parcel layer selection for a 300 ft distance buffer:

From the Buffer Selection panel on the right, you can select specific parcel(s), drill-down to get more
details, or choose an action to perform.

Drive-Time Buffer Selection
A user can also query map features by defining a drive-time buffer which is an area that can be reached
within a specified number of minutes.
To select multiple GIS objects using a distance buffer
1. Click a point on the map, and select either a found GIS object or the Use Location menu option. Your
selected location acts as the starting point of your drive-time buffer.
2. On the next window, choose Drive-Time Buffer Select.

3. On the Drive-Time Buffer Select window, enter your drive-time buffer selection:

| Civic Platform GIS User Topics | 154

Map Service

The default map service displays. If more than one map service is
configured, you can choose another map service from the dropdown list.

Map Layer

The map layer containing the objects you want to include in the
distance buffer.

Distance

The number of driving minutes from the point or map feature
you clicked on. The driving time is calculated by the map service
based on speed limit and street network.

The following diagram shows a sample parcel layer selection for a 300 ft distance buffer:

From the Buffer Selection panel on the left, you can select specific parcel(s), drill-down to get more details,
or choose an action to perform.

Creating and Editing Map Features
To create a new feature or edit an existing feature on the map, click the Edit Layers icon
. The Edit
Layers tool allows you to create or modify a map features to accurately match actual geographic objects on
the map. For example, if a public works maintenance worker recently installed a sign above a traffic light,
you can add a map feature to represent the sign at its exact location.
After a map feature has been created or modified, you can add it to the GIS database and attach it to a
new or existing transaction record.
Note:
The map feature editing capability is available only if an ESRI feature service has been configured at your
agency. To enable a user to create or edit map features on , the administrator must grant the user Edit
Permission in the User Group setting. For details, see Map Agency Administration > Product Integration
User Groups > Map Layers.

The Edit Layers icon opens the Edit Layers panel. On the Edit Layers panel:
1. Select the layer you want to edit. Only layers you have permission to edit appear on the panel.
The following example shows the selected Parcels layer:

| Civic Platform GIS User Topics | 155

2. To edit an existing map feature, click the map feature.
Anchors appear on the vertices of the map feature.
3. Click and drag the vertices to modify its shape, and enter or modify its GIS attributes as shown on the
panel:

The cursor only allows you to sketch or modify a feature on the active map layer. As you draw the
feature, the lines auto-snap to a nearby feature.
4. Click Go to complete your modifications.

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5. To create a new map feature on the selected layer, click points on the map to sketch the shape of the
map feature. Double-click to complete the sketch.
Anchors appear on the vertices of the map feature.

6. Click and drag the vertices to adjust the shape of the map feature. Enter the GIS attribute values on the
panel:

7. Click Choose Actions to select an action to apply to your new map feature.
8. After you selected the action, click Go.
The following sample diagram shows the Choose Actions menu options:

| Civic Platform GIS User Topics | 157

•

Create New Record - Adds the map feature to the GIS database, and opens the Civic Platform
intake form so that you can create a new Civic Platform record using the new GIS object.

•

Create Geometry Only - Only adds the map feature to the GIS database.

•

Attach to Record - Adds the map feature to the GIS database, and allows you to attach it to an
existing Civic Platform record.
Note:
You cannot revert any geometry that has been added to the GIS database.

Redlining and Annotating a Map
To annotate a map with shapes or text labels, click the Draw icon
sample Draw panel:

. The following diagram shows a

| Civic Platform GIS User Topics | 158

On the Draw panel, you can:
1: Select a drawing tool, either a point, line, shape, or text label.
2: Clear any drawing or text label on the map.
3: See a preview of the shape or text label.
4: Choose color, transparency, and outline attributes. For a text label, you can choose the font color and
text size.
5: For line or shape drawing tools, show measurements and choose the units.
6: Expand or adjust the size of the Draw panel.
After you have set the drawing tool attributes, click-and-drag your mouse on the map to draw the shape.
For a text label, select the Text icon
, enter the text on the Text field, and point-and-click where you
want to place the text label. You can use the Print widget to export your annotated map into a PDF or JPG
file, and send it to the printer or attach it to a record or notification letter.
The following diagram shows a sample annotation which helps an agency user to identify proposed work
location and add relevant comments.

| Civic Platform GIS User Topics | 159

Note:
To draw a combination of annotation shapes and labels, work with one annotation at a time. For example,
first select a shape tool, adjust its attributes, then draw the shape on the map. If you need to make a change,
click Clear and redo the shape. After you are satisfied with the shape and need a text label, click the text
tool. Enter the text on the Text field and adjust the text attributes, then point-and-click on the shape where
you want the text label to appear.
Note:
To estimate the placement of a text label, the point on which you click is the center of the text label.
Note:
Remember to select a drawing tool before drawing on the map. You cannot draw on the map unless you
have clicked a drawing tool on the Draw panel.
Note:
The drawing tool offers basic, temporary annotation capabilities. It currently does not allow you to undo nor
update an existing annotation. If you click Clear, all current annotations will be cleared.

Integrating with Civic Platform Data
Several topics relate to integrating with Civic Platform Data.

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Opening a Map Dashboard in Civic Platform
Civic Platform 8.0 provides a Map dashboard to view a geographic display of Civic Platform records. To
open the Map dashboard in Civic Platform, open the Dashboard toggle, and select Map:

The following diagram shows a sample Map dashboard:

Showing Records from a Map
Using the Map dashboard in Civic Platform, you can see and analyze Civic Platform records within the
context of their geographic locations. When you select one or more map locations, the Show Records
option is available either on the context menu or on the Actions menu on the slide-out panel. The Show
Records option displays all record associated with the selected GIS feature, and also provides links to
related transaction details.
The following diagram shows a sample record and related transaction detail associated with a selected
parcel on the map. You can click a record link to see details on a record intake form.

| Civic Platform GIS User Topics | 161

The following diagram shows a map with multiple selected locations (using a distance buffer selection) and
the Actions menu with the Show Records option:

The following diagram shows the records and transactions associated with the selected GIS objects on the
slide-out panel:

| Civic Platform GIS User Topics | 162

Creating a New Record from a Map
While working with map features, you can create records to be associated with your selected GIS objects.
This allows you to visually confirm the geographic objects within your agency’s jurisdiction that requires
additional action, and also allows you to bind GIS information with transactional records in Civic Platform.
These records can be a permit application, work order, service request, asset condition assessment, and
other record types supported in Civic Platform.
You can create a record for a single GIS feature, or create records for multiple selections. If you selected
a single map feature, create a new record by choosing Create New Record from the context menu. For
example:

If you selected multiple map features, select the GIS objects displayed on the slide-out panel, and choose
Create New Record from the Actions menu. For example:

| Civic Platform GIS User Topics | 163

Create New Record prompts you for a record type, and opens a Civic Platform intake form. It automatically
displays GIS information from the selected GIS objects so that you do not need to enter the GIS
information. If you selected multiple GIS objects, you will be prompted to choose the primary GIS object to
attach to the new record. Any reference information that already exists in Civic Platform such as the parcel
information also automatically displays on the intake form.
Note:
The same Civic Platform user group permissions apply when creating a record from a map. For example, if
you can create work orders and service requests in Civic Platform, you can also create them from a map.

Attaching GIS Objects to a Record
While working with records in Civic Platform, you can create and attach GIS objects to the current
record. This allows anyone working with the record to geographically visualize the impact or extent of the
transaction record within the agency’s jurisdiction. For example, a permit clerk can draw the exact location
of a new property including the extent of its environmental impact. The geographic data enhances the
transaction record and can help with facilitating efficient and effective transaction workflows.
From the GIS section of a record detail, you can:
•

Attach one or more existing GIS objects to the record:
1. From the GIS menu, select Show/Select GIS Objects.

Civic Platform opens the map.
2. Navigate the map to find and select the map features you want to attach to the record.
The following sample diagram shows two selected parcels to be attached to the current record:

| Civic Platform GIS User Topics | 164

3. On the slide-out panel, select the GIS object layer (for example, parcels), select the GIS objects (for
example, the parcel IDs), and choose Actions > Attach to Record:

4. If you selected multiple GIS objects, Civic Platform prompts you to choose the primary GIS object.
For example:

5. Click the < navigation link at the top left corner of the map to go back to the record detail.
The GIS section shows the selected GIS objects that have been attached to the record. The
following sample diagram shows the two selected parcels that are now attached to a record:

| Civic Platform GIS User Topics | 165

•

Create a new GIS object before attaching it to the record:
1. From the GIS menu, select Create GIS Objects to open the map.

2. Navigate the map to the location where you want to create a map feature. See Creating and Editing
Map Features.
•

View a GIS object on the map:
From the list of map features on the GIS section, click the Feature ID of the GIS object you want to
view. The map dashboard highlights the selected GIS object. For example:

•

Detach a GIS object from the record:
From the list of map features on the GIS section, select the Feature ID you want to delete, and click
Delete:

| Civic Platform GIS User Topics | 166

Printing a Map
To print a map, click the Print icon
. Printing a map will export the map to a selected format. To send
the map to a printer, send the exported file to the printer. The following table describes the print options:
Table 17: Print options
Map Title

The map title appears at the top of the page. The maximum number of characters is
85.

Layout

The page size and orientation.

Format

The file format to export to: PDF, EPS, JPG, PNG 8-bit, PNG 32-bit, SVG, and SVGZ
(compressed).

Advanced > Map scale/
extent

Choose either the current map scale, default map extent, or a forced scale. Click the

current scale
link to determine the current map scale number and adjust it as needed.

Advanced > Layout
metadata

The Author and Copyright information. In addition, select the Include legend
checkbox to display the map legend.

Advanced > MAP_ONLY
size

The Width and Height (in pixels) dimensions of the map.

Advanced > Print quality

The DPI (dots per inch) number to specify the print resolution.

| Accounting | 167

Accounting
Choose a topic from the list below to learn more about accounting activities in Civic Platform.
Related Links
Accounting Overview
Assessing Fees
Using the Valuation Calculator
Invoicing
Managing Payments
Handling Refunds
Managing Trust Accounts
Working with a Cash Drawer Interface
Working with a Point of Sale Transaction
Accepting and Allocating Set Payments
Troubleshooting the Payment Process
Examining the Accounting Interface Details

Accounting Overview
Use Civic Platform to assess fees, track and process payments, transfer funds from one application to
another, or generate refunds as necessary. You can also generate or review certain financial records,
including receipts, as needed.
Note:
You must start a cashier session before you can process, void, or refund a payment. For information about
managing cashier sessions, see Working with a Cash Drawer Interface.

See Troubleshooting the Payment Process to resolve any problems or questions.

Assessing Fees
Many agencies assess certain fees to process an application. For example, your agency might charge a
minimum inspection fee of $25.00 for residential applications. Civic Platform determines the fees that you
need to assess by referring to a fee schedule. Your agency administrator can set up a unique fee schedule
for each application type.
Note:
Clients can pay fees only after Civic Platform assesses and invoices the fees.

Fees can be predefined, or Civic Platform can base them on the job value (valuation) of a particular
application. See Using the Valuation Calculator for more information about valuations.

| Accounting | 168

You can assess one or more fee items as long as they appear in the fee schedule for the application that
you are working on. You might have fee groups listed that contain one or more fee items. With a fee group,
you can update the quantity for all the items in the group with a single action.
To assess fees
1. Open the Building record you want to work with and locate the application on which you want to assess
fees in the list by clicking the record ID link in the Record ID column.
Civic Platform displays the application details.
2. Click the Fees tab.
3. From the Fee Calc. Factor field, choose the fee calculation factor that you want to use. You can
choose from either a contractor or calculator job value.
Note:
Job value might not affect all fee items. If Civic Platform calculates a fee item by using a fee formula that
incorporates a job value, then the job value affects the fee item.
You can calculate a job value for an application by using the valuation calculator. You can also use a
contractor-entered job value. For information about how to use the valuation calculator, see Using the
Valuation Calculator.

If the Fee Calc. Factor field does not display, Civic Platform calculates fee items with the default Job
Value (Contractor).
4. Click Add.
Civic Platform displays a list of fee items and, if any, the fee groups required for the application.

5. From the Fee Schedule and Version drop-down lists, choose the fee schedule and the version you
want to use.
Civic Platform displays a list a fee items and, if any, the fee groups that make up the fee schedule.
6. Do one of the following:
•

If the fee schedule has any fee groups, enter a number in the Group Quantity field for the desired
fee group and/or into the Quantity field for the desired fee items.
Note:
If you choose to enter a value in both the Group Quantity field and the Quantity field for any fee item,
the two values are summed for the fee item when you click Submit.
For example, you have a fee group with fee items A, B, and C. You want to apply a quantity of 10 to
A and B, and a quantity of 15 to C. You can enter the common value, 10, in the Group Quantity field,
then enter 5 in the C Quantity field. Civic Platform sums 10 and 5 for C when you click Submit, and it
displays the end result as 15.

•

Enter the quantity for each fee item individually in the fee item list.

| Accounting | 169

7. Enter commentary or additional information as needed in the Note field for each fee item or the Group
Note field for each fee group.
Civic Platform copies the group note into the Note field for each of the fee items in the group.
8. Click Submit.
Civic Platform assesses the fee based on the values you entered in Group Quantity field and Quantity
field, and the fee calc factor you selected.
9. If needed, use Undo to clear the form and roll the fee list back to its previous status.
To edit or delete fee items
1. Choose the desired item in the Fee Item column.
2. Do one of the following:
•

To edit, enter a new value in the Quantity field and click Submit.

•

To delete, select the fee item(s) you want to remove, then click Delete.

Using the Valuation Calculator
Civic Platform includes an automatic valuation calculator for job values. This value is unique for each
application. Civic Platform calculates total valuation based on user entry and pre-defined unit cost. The job
value for an individual application is the sum of all valuations for that application.
Note:
Occupancies are pre-defined by your agency administrator. Occupancies can include residences, banks,
auditoriums, intended developments, and building materials.

In addition to user entry of valuations, your agency administrator can set up valuations for pre-defined
items such buildings or types of work. Civic Platform calculates the total job value for a project by using
either type of valuation singly or by using a group of valuations. Civic Platform then calculates or adjusts
any fees as appropriate.
When you need to do so, you can edit or delete the individual valuations that make up the total job value.
Any changes that you make to the total job value can affect assessed fees. Your changes do not, however,
affect invoiced fees.
Some agencies provide application specific fields that contractors can use to supply an estimated job
value. If your agency collects this information, you can choose which value - system-calculated or
contractor-provided - when assessing fees.
Note:
This statement applies only to the fee items with a fee formula that incorporates a job value. Your agency
administrator sets up fee items and determines which fee formula to use.

Adding Valuations
As users assess fees for new jobs, you can add to add new valuations to your system. A job valuation lets
you determine or estimate the market value for a certain type of occupancy.
Note:
Although you can make any adjustments by using the Valuation Calculator to change the total job value after
you invoice fees, your changes do not affect fees that you have already invoiced, nor do they affect the total
invoice amount. Your changes affect any fees that you have assessed but have not yet invoiced.

| Accounting | 170

For example, a Type I apartment complex can include only one bedroom unit and have a value that is less
than Type III apartments, which include additional bedrooms and other amenities. A job value also reflects
the value of the work that must occur for occupancy. For example, a Type III apartment complex might
require a certain number of man-hours to complete, or a certain type of building materials.
To add a valuation
1. Open the record you want to work with and locate the application on which you want to assess fees.
Civic Platform displays the application details.
2. Click the Valuation Calc tab.
Civic Platform displays the Valuation Calc details.

3. Click Add.
Civic Platform adds a new row to the list of occupancies.
4. Complete the fields with data as available. See Valuation Calculator Fields for field descriptions.
5. Click Submit.
Civic Platform saves the valuation.

Invoicing
You can configure Civic Platform to assess certain fees automatically. After Civic Platform assesses fees,
you can invoice fees individually or as part of a group. Each time you invoice one or more fees, Civic
Platform generates a unique invoice number.
Note:
You can review itemized fee items on an invoice. However, you cannot edit or delete data after you invoice a
fee.
If you need to remove an invoiced fee, you can void the fee and apply a credit toward the total payment on
invoice.

Topics
•

Generating Invoices

•

Printing Invoices

•

Voiding an Invoiced Fee

Generating Invoices
You can generate an invoice from the record portlet, or you can also generate an invoice from the Payment
Processing portlet. When you generate invoices from the Payment Processing portlet, your agency can
configure Civic Platform so that it creates a single invoice for a group of records or separate invoices for
each record.
To generate an invoice from an application

| Accounting | 171

1. Open the Building record you want to work with and open the application for which you want to
generate an invoice.
Civic Platform displays the application details.
2. Click the Fees tab.
Civic Platform displays a list of assessed fees.
3. Select the fee(s) you are invoicing.
4. Click Invoice.
Civic Platform generates an invoice and displays an invoice number.
5. To view the invoice, click the invoice number link.
Civic Platform displays the invoice in a new browser window. Use your browser’s print command to print
the invoice as needed.
To generate invoices from the Payment Processing Portlet
1. Locate the Building record you want to work with, then navigate to the Payment Processing portlet.
2. Click the Invoices tab.
Civic Platform displays the Payment Processing - Invoices portlet.

3. Search by Record ID or State License # for the items that you want to invoice. See Using the Search
Features for information about conducting a search.
Civic Platform displays a list of the fees that correspond to the Search values entered.

4. Search for additional Record IDs or State License #s as required until all items that you want to invoice,
display.
5. Select each item that you want to invoice then click Invoice.
Note:
You cannot create an invoice for a previously invoiced item. To easily separate the items from invoiced
items, sort the displayed records by Status (click the Status column header to sort). You can also select
and delete previously invoiced items from the fee list, leaving only those items that you want to invoice.
To select all items simultaneously, mark the check box at the top of the Record ID column

| Accounting | 172

Depending on how your agency configured Civic Platform, Civic Platform does one of the following:
•

It creates a single invoice for all of the selected items.

•

It creates a unique number for each invoiced Record ID.

•

It prompts you to select an invoice numbering method to use when it creates the invoices.
Civic Platform creates invoices for the selected items.

Printing Invoices
You can view invoices or print invoices individually or as a group (batch) to meet the demands of your
agency.
If enabled, you can batch process groups of invoices together using the Invoice Batch portlet. From this
portlet, you can collect all invoices for a given date range into a batch and print each invoice to mail to the
responsible party. However, you do not need to link an invoice to a batch unless you to associate it with
other invoices.
Topics
•

Creating an Invoice Batch

•

Adding Invoices to a Batch

•

Removing Invoices from a Batch

•

Printing Invoices

Creating an Invoice Batch
You can group invoices together to create a batch. For example, you can create batches by Licensed
Professional, grouping invoices associated with their projects.
Note:
You can only associate an invoice to one batch at a time. If you want to include the invoice in the new batch,
Civic Platform automatically removes it from the other one.

To create a batch
1. Find the record you want to work with, then navigate to the Invoice portlet.
Civic Platform displays a list of invoices.

| Accounting | 173

2. Select the invoices that you want to add to the batch.
3. Click Create Batch.
Civic Platform creates the new batch and then auto assigns an Invoice Batch Number.

Adding Invoices to a Batch
You can add invoices to an existing batch report as needed.
To add invoices to a batch
1. Find the record you want to work with, then navigate to the Invoice portlet.
Civic Platform displays a list of invoices.
2. Use search to locate the invoice(s) you want, then select the invoice(s) to add to the batch.
3. Click Add Invoices to Batch.
Civic Platform displays the Batch # pop-up window.
4. Enter the batch number for the batch you are adding the invoice to.
5. Click Submit.
Civic Platform adds the invoices to the selected batch.

| Accounting | 174

Removing Invoices from a Batch
Users are able to remove invoices from a batch report. For example, a batch previously included invoices
within a two-week period, but now you want to view only the last ten days.
To remove invoices from a batch
1. Find the record you want to work with, then navigate to the Invoice portlet.
Civic Platform displays a list of invoices.
2. Use search to locate the invoice(s) you want to delete, then select each invoice you want to remove
from the batch.
3. Click Remove Invoices from Batch.
Civic Platform asks you to confirm the removal.
4. Click OK.
Civic Platform removes the invoice from the batch.

Printing Invoices
You can print invoices individually or in batches as required.
To print an individual invoice
1. Find the record you want to work with, then navigate to the Invoice portlet.
Civic Platform displays a list of invoices.
2. Click the invoice you want to print.
3. Click Reports then select Single Invoice Report from the drop-down list.
Civic Platform displays the Single Invoice Report pop-up window.

4. Enter the invoice number you want to print.
Note:
The selected invoice number auto-populates in the Invoice field. Enter a different number if you want to
print a different invoice.

5. Click Submit.
Civic Platform displays the Invoice Report.
6. Click Print.
To print an invoice batch
1. Find the record you want to work with, then navigate to the Invoice portlet.
Civic Platform displays a list of invoices.
2. Click an invoice belonging to the batch you want to print.
3. Click Reports, then choose Batch Invoice Report from the drop-down list
Civic Platform displays the Parameter Value Selector pop-up window.

| Accounting | 175

Note:
If you do not click an invoice that belongs to a batch, Civic Platform displays the error message “Please
enter an existing batch number” when you click the Report button.

4. Enter the batch number you want to print in the ClientNum field.
5. Click Submit.
Civic Platform displays the Invoice Report.
6. Click Print to print the report.

Voiding an Invoiced Fee
When you void a fee, you reduce the total amount owed on a record, and you can then generate a new
invoice. After you assess and invoice a fee, you can void the fee directly from a record, a point of sale, or
the Payment Processing portlet.
Note:
If there is an existing payment toward a fee that you need to void, you can invoice the fee again, and then
apply a credit toward the invoice.

Most agencies typically restrict the ability to void an invoiced fee to supervisors or other specific individuals.
If you do not see a Void button in the toolbar, you cannot void invoiced fees.
Topics
•

Voiding Invoiced Fees from a Record

•

Voiding Invoiced Fees from the Payment Processing Portlet

•

Voiding Invoiced Fees from the Point of Sale Portlet

Voiding Invoiced Fees from a Record
Voiding an invoiced fee from a record allows you quickly resolve minor billing errors.
To void an invoiced fee
1. Navigate to the record portlet you work with and use Search to locate the record you want. Click the
record ID link in the Record ID column to open the record details portlet.
Civic Platform displays the record details.
2. Click the Fees tab.
Civic Platform displays a list of assessed fees for the record.
3. Select the invoiced fee(s) that you want to void (Invoiced fees have an invoice number and an
“Invoiced” status).
4. Click Void.
Civic Platform displays a Void Fee Item pop-up window.
5. Select a void reason from the Reason drop-down list, and enter any pertinent comment describing
more for the Void action, if desired.
6. Click Submit.
Civic Platform saves your comments and closes the pop-up window.

| Accounting | 176

7. Select the voided fees. You can identify a voided fee by viewing the Status column.
8. Click Invoice.
Civic Platform decreases the total fee amount and generates a new invoice.

Voiding Invoiced Fees from the Payment Processing Portlet
When you void invoiced fees from the Payment Processing portlet, you can void fees for a single record, or
for multiple records simultaneously.
To void invoiced fees from the Payment Processing Portlet
1. Find the Building record you want to work with, then navigate to the Payment Processing portlet.
2. Click the Invoices tab.
Civic Platform displays the Payment Processing - Invoices portlet.
3. Search for the invoiced fee items that you want to void. You can search by Record ID, State License #,
Receipt Number, Invoice Number, or Transaction ID.
Civic Platform displays a list items that match your search criteria.
4. Repeat the Search until all items that you want to void, display in the list.
Civic Platform updates the Total Payments amount as you add items to the list.
5. Select each item you want to void.
6. Click Void.
Civic Platform displays a Void Fee Item pop-up window.
7. Select a void reason from the Reason drop-down list, and enter any pertinent comment describing more
for the Void action, if desired.
8. Click Submit.
Civic Platform voids the selected fee items.
9. To view the transaction details, click the History tab and select the desired Transaction ID. Drill down to
view additional details, as desired.

| Accounting | 177

Voiding Invoiced Fees from the Point of Sale Portlet
You can void invoiced fees of a record from the Point of Sale portlet.
To void invoiced fee items from the Point of Sale portlet
1. Navigate to the Point of Sale portlet.
Civic Platform displays a list of point of sale transactions.
2. In the Transaction ID column, click the link to the point of sale transaction you want.
Civic Platform displays the transaction details.
3. Click the Fee Items tab.
Civic Platform displays the fee items list.
4. Select the fee items you want to void.
5. Click Void.
Civic Platform displays the Void Fee Item window.

6. Select a reason and enter the comments.
7. Click Submit.
Civic Platform voids the invoiced fee items.

Managing Payments
Use Civic Platform to record and process payments that your agency receives. You can apply payments to
one or more invoices for one or more accounts as needed. Your agency’s cashier can use Civic Platform to
consolidate payments for fee items from different records, or to pay fees for one record at a time.
Note:
Before a cashier can process a payment, you must add fee items to the record and invoice the licensed
professional or owner. For instructions on how to invoice a fee, see Invoicing.
You must start a cashier session before you can process a payment. For information about managing
cashier sessions, see Working with a Cash Drawer Interface.

Topics

| Accounting | 178

•

Receiving a Payment for a Record

•

Reviewing Failed Payments

•

Transferring Funds from One Record to Another

•

Generating Receipts

•

Voiding a Payment

•

Viewing the Payment History for a Record

•

Processing Record Payments Using a Barcode Scanner

•

Processing Payments for Multiple Records

•

Allocating Payments

Receiving a Payment for a Record
You can work from both the Payment tab on the Record portlet or the Payment Processing portlet to
receive payments for records.
If your agency is an on-premise agency, a third-party clearinghouse processes your payments.
Note:
You must start a cashier session before you can process a payment. If you do not, Civic Platform
automatically displays a cashier session window. You can click the New Session button to open a session or
continue a previous session by clicking the red X on the top right-hand corner to close the pop-up window.

Topics
•

Receiving a Payment in the Record Portlet

•

Receiving a Payment in the Payment Processing Portlet

Receiving a Payment in the Record Portlet
1. Navigate to the Record portlet.
2. Use search to locate the record you want to work with (see Using the Search Features ).
3. Click the Payment tab.
4. Click Pay.
Civic Platform displays the Payment Details page.

5. Select a payment method from the Payment Method drop-down list.
The Payment portlet displays the associated fields for the payment method.

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6. Enter the payment details for the selected payment method.
See Common Payment Details, Cash Payment Details, Credit Card Payment Details, and/or Check
Payment Details for field definitions.
7. If there are multiple payment methods or multiple payees for the payment, click Pay More, and repeat
the previous two steps.
8. Click Save.
If the payment equals or exceeds the total amount due, the payment is complete. Civic Platform
displays a receipt summary and receipt as confirmation of the payments.
If the payment is less than the total amount due, you need to allocate the paid amount among the fee
items before completing the payment (see Allocating Payments).

Receiving a Payment in the Payment Processing Portlet
1. Navigate to the Payment Processing portlet.
2. Click the Payment tab.
3. Use search to locate the record you want to work with (see Using the Search Features ).
Note:
The Payment Processing portlet ignores the records that have negative outstanding total of its fee items.

Civic Platform displays the results in the Payment portlet.
4. Select the record in the Payment list to which you want to apply a payment and click Pay.
Civic Platform displays the Payment Details page.

5. Select a payment method from the Payment Method drop-down list.
The Payment portlet displays the associated fields for the payment method.
6. Enter the payment details for the selected payment method.
See Common Payment Details, Cash Payment Details, Check Payment Details, or Credit Card
Payment Details for field definitions.
Note:
Some agencies set up a magnetic card reader to automatically read the credit card information (card
type, account number, expiration date, first name, last name, cardholder’s name) into the corresponding
Civic Platform fields.

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7. If you have multiple payment methods or multiple payees for the payment, click Save to save the
payment details you just entered, and then click Add and repeat the previous two steps.
8. Click Pay.
Civic Platform displays a receipt summary and receipt as confirmation of the payments.
If your attempt to process the payment fails, see Reviewing Failed Payments for information before
proceeding anew.
Civic Platform automatically allocates the paid amount among the fee items in the payment. For
information about allocation rules, see Allocating Payments.

Reviewing Failed Payments
There are many reasons why a payment might fail. Review the possibilities listed in this section with the
citizen before you try to process a payment again.
Credit Card Related Payment Issues
•

It is not uncommon for a credit card authorization request to fail before the request finally clears. Retry
the payment if the request fails.

•

The request for payment has exceeded the credit card limit.

•

Invalid Address Information: The address supplied on the registration form does not match the billing
address that the credit card issuer has on file.

•

Invalid Credit Card Expiration Information: You (or the customer) entered the credit card account
number or the credit card expiration date incorrectly. Check the numbers again and re-enter.

•

Invalid Card Validation Number (CVN): The Card Validation Number from the back of the card is
incorrect. Please check the CVN and re-enter.

•

The account might have fraud protection services. Contact the financial institution to authorize the
transaction.

•

The account might have insufficient funds. Contact the financial institution and verify the available credit
limit.

Check Related Payment Issues
•

The check might not have a signature.

•

The account might have fraud protection services. Contact the financial institution to authorize the
transaction.

•

The account might have insufficient funds. Contact the financial institution and verify the available credit
limit.

Transferring Funds from One Record to Another
When a related record has excess funds, you can transfer those funds to the record that you are currently
working on. When you transfer funds, Civic Platform creates an entry in the transaction section of the
invoice for both the “transfer to” and the “transfer from” records. You can view information about a fund
transfer on the automatically generated receipt, as well as the payment history.
To transfer funds
1. Navigate to the portlet you want, and use search to locate the record you want to work with.
2. Click the record ID link in the Record ID column.

| Accounting | 181

Civic Platform displays the record details.
3. Click the Payments tab.
Civic Platform displays the main payment summary.
4. Click Fund Transfer.
Civic Platform displays the fund transfer application search form.
5. Enter search criteria as needed to locate the record that you want.
6. Click Submit.
Civic Platform displays search results.
7. Select the application from which you want to transfer the funds and click Select.
Civic Platform displays the Fund Transfer From details. You can see the total amount available for
transfer.

8. Complete the following fields:
Transfer Amount

Enter the amount you want to transfer.

Method

Currently there is only one transfer method to choose from: Fund Transfer. Civic
Platform selects this value by default.

Comment

Enter comments or notes about the transfer.

9. Click Submit.
Civic Platform confirms a successful transfer and generates a Fund Transfer transaction and receipt for
each application involved in the transfer.

Generating Receipts
After you accept a payment or issue a refund, you can need to generate a receipt as confirmation of
the transaction. When you process multiple items, you can generate a transaction summary receipt or a
transaction report to provide a detailed breakdown of each action in the transaction group.
Topics
•

Generating a Payment Receipt from an Application

•

Viewing a Receipt from the Payment Processing Portlet

•

Viewing a Transaction Receipt Summary from the Payment Processing Portlet

Generating a Payment Receipt from an Application
After you accept a payment, you can generate a receipt so that the payee can verify the payment.

| Accounting | 182

To generate a payment receipt
1. Open the Building record you want to work with and locate the application you want by clicking the
record ID link in the Record ID column.
Civic Platform displays the application details.
2. Click the Payments tab.
Civic Platform displays the main payment summary.
3. Select the payment transactions for which you want to generate a receipt.
By default, Civic Platform marks all the payment transactions so that they display on the receipt. If you
want to remove one or more of the transactions, clear the corresponding box.
Note:
If your agency sets the Payment tab to automatically generate a receipt after a transaction is complete,
the Generate Receipt page does not display and you can skip steps 4 through 7.
Civic Platform checks all payments that the Generate Receipt page can display. Civic Platform then
displays the Invoices information and the receipt and Receipt Summary pop-up pages.

4. Click Generate Receipt.
Civic Platform generates a receipt of payment and a receipt summary, then it displays each in a
separate window.

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5. To view or print the receipt, click the link to the receipt number.
You can use your browser’s print command to print the receipt.

Viewing a Receipt from the Payment Processing Portlet
Depending on how your administrator has configured your system, Civic Platform can automatically
generate and display a summary receipt or a transaction report when you complete a transaction through
the Payment Processing portlet. However, you can also return to the Payment Processing portlet later so
that you can view or print a receipt for an individual item in a particular transaction.
To view a transaction receipt for a single item
1. Navigate to the Payment Processingportlet.
2. Select the History tab.
Civic Platform displays the Payment Processing - History portlet.

| Accounting | 184

3. Locate the desired Transaction ID.
If known, enter the Transaction ID, Receipt Number, Invoice Number, Date range of the transaction, or
choose the Transaction Type from the drop-down list and press Enter.
Civic Platform displays the list of transactions that match the specified parameters.
4. Select the desired Transaction ID.
Civic Platform displays the list of transactions performed in this group.
5. Select the desired Record ID from the transaction list.
Civic Platform displays the Record detail portlet.
6. Scroll to the Payment tab.
7. From the Transactions listed on this page, click the desired Receipt #.
Civic Platform displays the Receipt for you to view and print as desired.

Viewing a Transaction Receipt Summary from the Payment Processing Portlet
Depending on how your administrator has configured your system, Civic Platform can automatically
generate and display a summary receipt when you complete a group of transactions through the Payment
Processing portlet. However, if your administrator has configured a transaction report, you can return to the
Payment Processing portlet later to view and print a receipt summary for a particular transaction.
To view a receipt summary for a group of transactions
1. Navigate to the Payment Processing portlet.

| Accounting | 185

2. Select the History tab.
Civic Platform displays the Payment Processing - History portlet.

3. Locate and select the desired Transaction ID.
Civic Platform displays the list of transactions performed in this group.

4. To print a Transaction Receipt that lists all items in this transaction group, click Print Receipt.
Civic Platform generates and displays the Receipt Summary.

5. To print a copy of the receipt summary, click Print Receipt.

| Accounting | 186

Voiding a Payment
When you void a payment, Civic Platform decreases the total payment amount and then increases the
balance owed, as if you never made the payment. You can void payments directly from the application
or from the Payment Processing portlet. Voiding from the Payment Processing portlet allows you to void
payments for both single record and multiple records.
Topics
•

Voiding a Payment from the Application

•

Voiding a Payment from the Payment Processing Portlet

Voiding a Payment from the Application
1. Open the Building record you want to work with and locate the application you want by clicking the
record ID link in the Record ID column.
Civic Platform displays the application details.
2. Click the Payments tab.
Civic Platform displays the main payment summary.
3. Select each payment transaction that you want to void.
4. Click Void.
Civic Platform displays a Void Payment pop-up window.
5. Select a void reason from the Reason drop-down list, and enter any pertinent comment describing more
for the Void action, if desired.
6. Click Submit.
Civic Platform voids the selected payments.

Voiding a Payment from the Payment Processing Portlet
When you void a payment from the Payment Processing portlet, you can void payments for a single record
or for multiple records simultaneously.
To void a payment from the Payment Processing Portlet
1. Find the Building record you want to work with.
2. Navigate to the Payment Processing portlet.
3. Click the Void tab.
Civic Platform displays the Payment Processing - Void portlet.

4. Use Search to locate the items that you want to void.
Repeat the Search until you locate all items that you want to void.
Civic Platform displays a list of all items that match your search criteria. Notice that the Total Payments
amount listed updates as you add items to the list.

| Accounting | 187

5. Select each item that you want to void.
6. Click Void.
Civic Platform displays a Void Payment pop-up window.
7. Select a void reason from the Reason drop-down list, and enter any pertinent comment describing more
for the Void action, if desired.
8. Click Submit.
Civic Platform voids the selected payments.
9. To view the transaction details, click the History tab and select the desired Transaction ID. Drill down to
view additional details, as desired.

Viewing the Payment History for a Record
View the payment history associated to a record to see the date, amount, cashier ID, and receipt number.
You can also view the payment method or the action of payments made for the record.
To view a payment history
1. Open the Building record you want to work with and locate the application you want by clicking the
record ID link in the Record ID column.
Civic Platform displays the application details.
2. Click the Payment History tab.
Civic Platform displays the payment history.

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Processing Record Payments Using a Barcode Scanner
Your administrator can configure the payment processing interface to enable you to read and retrieve
system-generated invoices by scanning barcodes on each invoice, or by entering the invoice number
manually.
Note:
To use the barcode scanning functionality, you must connect an Intermec SR30 Handheld scanner to your
system.

The payment processing interface requires you to first select one of these fields: Record ID, State License
#, or Invoice #, and then to scan the invoice with the barcode reader device.
You can select the field using the mouse or enter a hotkey.
To use the hot keys, select one of these fields as follows: type Ctrl+Shift+ and substitute
the Display Order # by entering the associated number of 1, 2, or 3. The Record ID field is 1, State License
# field is 2, and Invoice # field is 3. Refer to Hotkey Display Order Number for Barcode Search Fields.
Use Ctrl+Shift+S to select the Global Search field. If you select the Global Search field, then you can scan
any barcode value so you can locate the associated invoice and the fee items. When you use the barcode
scanner, the Search button triggers automatically after the barcode reader populates the value into the
selected field.
For information on how to manage payments, see Receiving a Payment for a Record.

Figure 15: Hotkey Display Order Number for Barcode Search Fields
To process payments with the barcode scanner
1. Navigate to the Payment Processing portlet.
2. Click the Payment tab.
3. Use the mouse or enter the hotkey to select one of these fields: Record ID, State License #, or Invoice
#.
To use a hotkey, select one of these fields by typing Ctrl+Shift+ and substitute the
Display Order # by entering the associated number of 1, 2, or 3. The Record ID field is 1, State License
# field is 2, and Invoice # field is 3.
Note:
To use the barcode scanning functionality, you must connect an Intermec SR30 Handheld scanner to
your system.

4. Click Search.
Civic Platform displays fee items associated with the invoice.

| Accounting | 189

5. Select the Record from the search results.
6. Scan the invoice number using the barcode device.
7. Click Pay.
Civic Platform Displays associated fields for Payment.

Processing Payments for Multiple Records
Civic Platform has cashiering tools that allow for easy intake of payments across multiple records and Point
of Sale items. When an owner or licensed professional is ready to pay for invoiced items, the cashier can
consolidate payments for fee items from different records. For example, a contractor wants to pay the fees
for the electrical applications on three different records. This feature also allows individuals to pay for fee
items using multiple tenders. Civic Platform stores the payment as a transaction payment history.
Several processes must occur before the cashier can process a payment:
A user must add the fee items to the record.
A user must invoice the fee items and send the invoice to the licensed professional or owner (see
Invoicing).
When the licensed professional or owner is ready to make payment, the cashier needs to open a cashier
session and then make sure the cash drawer functions properly (see Working with a Cash Drawer
Interface).
Customers can pay separately for Point of Sale (POS) items, or they can pay for the items along with the
record fees.
Whether a cashier receives an overpayment, an underpayment, or a full payment, the Payment Processing
portlet automatically allocates the payment according to the instructions you provide (see Allocating
Payments).
Topics
•

Searching for Fee Items

•

Adding Point of Sale Items to the Payment List

•

Adding Records for Renewal

•

Processing Payments

•

Viewing the Transaction Payment History

Searching for Fee Items
You need to complete a search for the Record ID or State License # so that you can specify which fees
that the customer is making payment on.
To look up a fee item
1. Find the Building record you want to work with.

| Accounting | 190

Navigate to the Payment Processing portlet.
Civic Platform displays the Payment Processing portlet.
2. Enter the desired Record ID or State License # and click Search.
Civic Platform displays a list of the fees related to the selected Record ID or State License #.
3. To add more fee items to the payment session, click Add Fees and complete the search again with a
different Record ID or State License #.
4. If the individual does not want to make payment on all of the items in the Fee Item list, select the items
the individual does not want to pay, and click Delete.
Civic Platform removes the checked fee items from the Fee Item list, and recalculates the payment
total.

Adding Point of Sale Items to the Payment List
Customers can purchased Point of Sale (POS) items either separately or in addition to the record fees.
These include items sold at the agency, such as a map.
To add a Point of Sale item to the payment list
1. Find the Building record you want to work with.
Navigate to the Payment Processing portlet and click the Search button.
2. Enter the desired Record ID or State License # and click the Submit button.
Civic Platform displays a list of the fees related to the selected Record ID or State License #.
3. Complete one of these options:
•

Click Add POS Item.

•

Click the Payment tab, then click the Add POS Item button.
Civic Platform displays the POS portlet.

4. Select the POS Type, Category, Version, and Fee Item from the drop-down lists.
5. Enter a value into the Quantity, Unit Price, and Notes fields.
6. To add more than one POS item, click Add in the POS portlet.
7. Click Submit.
Civic Platform adds the POS item(s) to the Fee Item list.

| Accounting | 191

Adding Records for Renewal
When a record expires, you can renew the record and pay for the newly generated fee through the
Payment Processing portlet.
To add records for renewal
1. Navigate to the Payment Processing portlet.
2. Click Add Renewals.
Civic Platform displays Add Records for Renewal portlet.

3. Enter the desired Record ID or State License # and click the Search icon.
Civic Platform displays a list of records related to the selected Record ID or State License #.
4. Select the record you want to work with and click Select.
Civic Platform creates a renewal record for the selected record and adds a fee item to the renewal
record.

Processing Payments
Individuals can pay invoiced fees for one or more records, as well as any Point of Sale items that they
encounter at the agency. When using this feature, customers must pay in full. Partial payments are not
possible. However, you can remove fees from the implied payment set without impacting the database
fee information. This feature also allows individuals to use multiple payment methods, such as cash, trust
account, check, and credit card.
After the payment is complete, the cashier can print a receipt that details the fee items, the amount paid,
and the payment methods used.
To process payments
1. Search for the Record ID(s) or State License #(s) with the fees the individual wants to make payment
on, and add POS items if needed.
For instructions on searching for payment items, see Searching for Fee Items.
For instructions on adding POS items to a transaction, see Adding Point of Sale Items to the Payment
List.

| Accounting | 192

2. In the Payment Processing portlet, use the drop-down list to select the Payment Method.
Note:
Certain payment methods require the cashier to enter additional fields. For example, a Credit Card needs
the card type, account number, and so forth recorded. These fields appear in a record portlet to the right
of the Payment portlet. Enter the required information, and click Save.

3. Enter the payment details for the selected payment method.
If you are entering a cash payment, see Common Payment Details and Cash Payment Details for field
definitions.
Note:
If there is overpayment, you can adjust the amount in the Change and Unapplied Credit fields so you can
define the amount of money to return to the payor and amount of money to add as credit.

If you are entering a credit card payment, see Common Payment Details and Credit Card Payment
Details for field definitions.
Note:
Some agencies set up a magnetic card reader to automatically read the credit card information (Card
Type, Account Number, Expiration Date, First Name, Last Name and Cardholder’s Name) into the
corresponding Civic Platform fields.

If you are entering a check payment, see Common Payment Details and Check Payment Details for
field definitions.
4. Click Save to save the payment details for the selected payment method.
5. To add another payment, click Add in the Payment Processing portlet, and repeat In the Payment
Processing portlet, use the drop-down list to select the Payment Method. through Click Save to save
the payment details for the selected payment method..
Note:
The Add option lets you quickly record successive payments from different payees as well as payments
from one payee who uses various payment methods.

6. To use multiple payment methods, click Add, then select the payment method and enter the amount
paid for that method type.

7. To remove a payment line, mark the check box next to the line then click Delete.
8. Click Pay.
If there is overpayment or underpayment, Civic Platform automatically allocates the payment. See
Allocating Payments.

| Accounting | 193

Civic Platform displays a list of Record IDs and paid fee items. Receipt Details and Receipt Summary
display in a pop-up window.

Viewing the Transaction Payment History
You can view the transaction payment history. When viewing a payment history you can see the
transaction ID, date, cashier ID, and total amount. The cashier can also print a receipt for the transaction. If
you have any questions regarding a payment contact your agency administrator.
To view the transaction payment history
1. Navigate to the Payment Processing portlet.
Civic Platform displays the Payment Processing portlet.
2. Click the History tab.
Civic Platform displays the Transaction History tab.

| Accounting | 194

To search for a transaction ID, enter the Transaction ID or the date of the transaction and click Submit.
To view all transactions within a certain time period, enter the date range for the transactions and click
Submit.
To view the details of a transaction, click the Transaction ID number.
Civic Platform displays the Transaction ID details.
3. To print a receipt for the transaction, navigate to the transaction details, then click Print Receipt.
Civic Platform displays the Receipt Detail and Receipt Summary in a pop-up window.

Allocating Payments
In case of overpayments or underpayments for the selected fee items, the Record portlet or the Payment
Processing portlet give you different solutions to allocate the payment. The Payment Processing portlet
always automatically allocates a payment, while the Record portlet allows you to either allocate a payment
manually or automatically.
Note:
The mechanisms for automatically allocating underpayments are different in the Record portlet and Payment
Processing portlet. Please read more of the topics in this section.

Topics
•

Automatic Allocation of Payments in the Record Portlet

•

Automatic Allocation of Payments in the Payment Processing Portlet

•

Manually Allocating a Payment in the Record Portlet

Automatic Allocation of Payments in the Record Portlet
Depending on the configuration by your agency administrator, automatic allocation of payments might or
might not work in the Record portlet.
If you pay more than the total amount, then after you click Save, the payment is complete, and the
overpayment directly adds to the Amount Not Applied of the record.
If you pay less than the total amount, then after you click Save on the payment screen in the Record
portlet, the fee allocation screen displays. You can then click Full Pay to determine the status of automatic
allocation for your agency.

Figure 16: Fee Allocation Screen
When you click Full Pay:
•

If automatic allocation is not functional, the Amount field at each fee item populates with the value in
the Outstanding field. The total amount of the listed fee items can be greater than the Amount Not

| Accounting | 195

Applied. You must adjust the amount to make sure the total amount is equal to or is less than the
Amount Not Applied. Otherwise, the payment might fail.
•

If the automatic allocation is functional, Civic Platform allocates the Amount Not Applied in the fee
allocation screen to the Amount fields of the listed fee items. Below is the automatic allocation rule that
applies:
1. Civic Platform pays negative fee items in full with the topmost priority;
2. Civic Platform allocates the balance of the payable amount (which is the sum of the Amount Not
Applied and the absolute values of the negative fees) to fee items by priority first.
Allocation might or might not happen depending on whether your administrator has configured the
fee items with priorities.
3. If Civic Platform allocates the final amount among fee items with the same priority, it allocates to the
fee items according to the orders of the fee items in the list.
4. If Civic Platform allocates the final amount among fee items without priority setting, it allocates to
all the fee items. Each fee item takes a proportion of the final amount equal to the proportion of the
outstanding amount in the total outstanding amount.
•

If the proportion for a fee item is a decimal value (for example, 20.3), Civic Platform rounds up to
the next integer (from 20.3 to 21) provided the fee item is not the last one. The last fee item gets
the remainder of the final amount.

Automatic Allocation of Payments in the Payment Processing Portlet
Civic Platform only supports automatic payment allocation function in the Payment Processing portlet
in case of overpayments or underpayments. After you click Pay, the payment is complete with the paid
amount automatically allocated.
If a payment in the Payment Processing portlet involves multiple payment methods, Civic Platform
allocates the paid amount from non-Cash payment methods first, following the order of the payment
methods on the payment screen. Civic Platform allocates the paid amount using the Cash payment method
last.
If you pay more than the total amount, the over-paid amount populates in the Change field first of the
payment screen. You can set part or all of the over-paid amount as Unapplied Credit. The Unapplied Credit
directly adds to the Amount Not Applied of the record. Civic Platform pays the highest record ID.
If you pay less than the total amount, Civic Platform allocates the Total Tendered in the payment screen
to the Amount fields of the record fee items and POS items that you are paying. Below is the automatic
allocation rule that applies:
1. Civic Platform allocates POS items as the first priority, from the lowest to the highest POS item IDs; in
one POS item, from the lowest to the highest transaction IDs.
2. Civic Platform allocates records after it allocates all POS items, from the lowest to the highest record
IDs.
3. If the final amount cannot paid in full for a record:
a. Civic Platform pays negative fee items in the record in full with the topmost priority;
b. Civic Platform allocates the remaining payable amount (the sum of the Amount Not Applied and the
absolute values of the negative fees) to fee items by priority first.
This allocation might or might not happen depending on whether your administrator has configured
the fee items with priorities.

| Accounting | 196

c. If Civic Platform must allocate the final amount among fee items with the same priority, it does so
according to the outstanding amount of the fee items in the list, from the least outstanding amount to
the highest outstanding amount.
d. If Civic Platform must allocate the final amount among fee items without priority setting, it does so
according to the outstanding amount of the fee items in the list, from the least outstanding amount to
the highest outstanding amount.

Manually Allocating a Payment in the Record Portlet
When you allocate a payment, you apply all or part of the payment toward individual assessed fee items
for an application.You can allocate a payment at the time you receive the payment, or at a later time as
needed.
To allocate a payment at the time of receipt
1. Receive a payment. For details, see Receiving a Payment for a Record.
2. Locate any fees with an outstanding balance (Fees with an outstanding balance show a balance greater
than zero on the O/S column).
3. To allocate a payment that covers the full balance of an outstanding fee, mark the check box next to the
fee and click Full Pay.
To allocate a payment that covers only part of the balance of an outstanding fee, enter the partial
payment amount in the Amount field next to the fee.
4. To calculate the total allocation, press TAB.
Note:
Do not press the ENTER key to recalculate the total amount. Doing so completes the transaction

5. Click Submit.
Civic Platform displays the main Payment Summary.
To allocate a payment separate from the time of receipt
1. Open the Building record you want to work with and locate the application you want by clicking the
record ID link in the Record ID column.
Civic Platform displays the application details.
2. Click the Payments tab.
Civic Platform displays the main payment summary.
3. Select the transaction with an unallocated balance.
Follow steps 2-5 of the instructions to allocate a payment at time of receipt.

Handling Refunds
There are two methods for refunding payments:
•

Refunding directly from the application.This method allows you to initiate either a full or partial
refund of unallocated payments.

•

Refunding through the Payment Processing portlet.This method allows you to initiate a full refund of
all payments for one or more applications simultaneously.

| Accounting | 197

Topics
•

Refunding a Payment from an Application

•

Refunding a Payment from the Payment Processing Portlet

•

Refunding a Payment from the Point of Sale Portlet

•

Voiding a Refund

Refunding a Payment from an Application
You can initiate either a full or a partial refund of unallocated payments when you process a refund from an
application (See Allocating Payments). If you need to refund more than the amount currently unallocated,
you can withdraw payments from individual fee items.
To refund a payment from an application
1. Open the Building record you want to work with and locate the application you want by clicking the
record ID link in the Record ID column.
Civic Platform displays the application details.
2. Click the Payments tab.
Civic Platform displays the main payment summary.
3. Click Refund.
Civic Platform displays a list of any assessed fees and the total amount of any unallocated payments.
4. Do one of the following:
•

To withdraw the full payment, mark the check box next to the fee and click Full Refund.

•

To withdraw part of a payment, enter the partial payment amount in the Amount field next to the fee.
Civic Platform increases the total refund amount.

5. To recalculate the total refund, press the TAB key.
Note:
Do not press ENTER to recalculate! Doing so completes the transaction rather than recalculate it

6. Click Submit.
7. Complete the fields with available information (see Refund Details for field descriptions).
8. Click Submit.
Civic Platform generates a receipt.
9. To view or print the receipt, click the link to the receipt number. You can use your browser’s print
functionality to print the receipt.

Refunding a Payment from the Payment Processing Portlet
Use the Refund tab on the Payment Processing portlet to refund multiple fee payments for one or more
applications simultaneously.
To refund a payment through the Payment Processing Portlet
1. Find the Building record you want to work with.

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2. Navigate to the Payment Processing portlet.
3. Click the Refund tab.
Civic Platform displays the Payment Processing - Refund portlet.

4. Use Search to locate the items you want to refund. Repeat the search until all items display that you
want to refund.
Civic Platform displays a list of items that match your search criteria. Notice that the Available Refund
Amount updates automatically as you add items to the list.
5. Select each item that you want to refund.
6. Complete the fields in the Refund Payments detail with available data (see Refund Details for field
descriptions).
7. Click Submit.
8. Click Refund.
Civic Platform processes the refund for the selected payments.
9. To view the transaction details, click the History tab and select the desired Transaction ID. Drill down to
view additional details, or print a receipt, as desired.

Refunding a Payment from the Point of Sale Portlet
Use the Refund button from the Point of Sale portlet to initiate full or part refund of unallocated payment.
You cannot refund more than the payment amount currently unallocated.
To refund a payment from the Point of Sale portlet
1. Navigate to Point of Sale portlet and locate the transaction you want by clicking the transaction ID link in
the transaction ID column.
Civic Platform displays the transaction details.
2. Click the Payments tab.
Civic Platform displays the main payment summary.

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3. Click Refund.
Civic Platform displays a list of fee items and the total amount of any unallocated payments.
4. Do one of the following:
•

To withdraw the full payment, mark the check box next to the invoice and click Full Refund.

•

To withdraw part of a payment, enter the partial payment amount in the Amount field next to the
invoice.
Civic Platform increases the total refund amount.

5. To recalculate the total refund, press the TAB key.
Note:
Do not press ENTER to recalculate! Doing so completes the transaction rather than recalculate it.

6. Click Submit.
7. Complete the fields with available information (see Refund Details for field descriptions).
8. Click Submit.
Civic Platform generates a receipt.
9. To view or print the receipt, click the link to the receipt number. You can use your browser’s print
functionality to print the receipt.

Voiding a Refund
You can void a refund in Civic Platform, provided that Civic Platform has not yet disbursed the refund.
To void a refund
1. Open the Building record you want to work with and locate the application you want by clicking the
record ID link in the Record ID column.
Civic Platform displays the application details.
2. Click the Payments tab.
Civic Platform displays the main payment summary.
3. Select each refund transaction that you want to void.
4. Click Void.
Civic Platform updates the transaction status to “Voided.”

Managing Trust Accounts
The Trust Account feature in Civic Platform allows you to establish and maintain trust account information,
perform trust account transactions, and print trust account reports.
You can set up trust accounts for licensed professionals and citizens. Trust accounts are helpful for
customers such as contractors or developers who have a large amount of work that they regularly perform
in your jurisdiction. The customer deposits money from which he can draw when paying fees for a record.
He no longer needs to go to your agency to make a payment in person for each fee.
Topics
•

Creating a Trust Account

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•

Closing a Trust Account

•

Viewing Associated Records

•

Assigning Public User Permission

•

Performing Trust Account Transactions

•

Viewing and Printing Trust Account Reports

Creating a Trust Account
You can create a trust account for addresses, parcels, licensed professionals, and other contacts in your
Civic Platform system.
After you create a trust account, you can link records to the account. Your administrator can set up
automatic billing for related fees, which not only saves the individual from the need to go to your agency to
pay each individual fee, but it also helps your agency staff by minimizing lines.
To create a trust account
1. Go to the Trust Account portlet and click New.
Civic Platform displays the Account Detail tab on the Trust Account form.
2. Complete the form with available information. See Trust Account Form Fields for field descriptions.
3. Click Submit.
Civic Platform creates the trust account and then displays the account information.
4. To associate the trust account with an address, parcel, or person, select the appropriate tab:
Associated Address (address) or Associated Parcel (parcel or person).
5. If you are on the Associated Address tab, click Associate Address.
If you are on the Associated Parcel tab, click Associate Parcel, Associate Licensed Professional or
Associate Contact, depending on what you want to associate.
6. Use search to locate the item(s) you want to associate to the trust account, then click Submit.
Civic Platform displays the results of your search.
7. Select the item(s) that you want to associate to the trust account.
8. Click Select.
Civic Platform adds the record to the trust account.

Closing a Trust Account
You can close a trust account at any time and if needed, you can reopen a closed trust account.There are
several reasons why you might want to close a trust account. For example, the trust account owner wants
to close the account, the account is dormant, or someone made a mistake when opening a trust account.
You cannot delete a trust account, you can only close it, preserving the record for archival purposes.
To close a trust account
1. Navigate to the Trust Account portlet.
2. Select the trust account that you want to close.
3. Select Close from the toolbar drop-down menu button.
Civic Platform closes the trust account.

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Viewing Associated Records
When you check out or pay for some records with a trust account, Civic Platform associates the records
with the trust account. You can view the associated records from the trust account portlet.
To view associated records
1. Find the Trust Account record you want to work with.
2. Click the Associated Record tab.
Civic Platform displays the associated records.

Assigning Public User Permission
You grant public users permission to their trust accounts provided that they enter the correct password. For
safety purpose, you can also deny public user access to some trust accounts if any abnormality occurs.
To assign public user permission
1. Locate and select the Trust Account record you want to work with.
Civic Platform displays the Trust Account details.
2. Click Look Up.
Civic Platform displays the public user search portlet.
3. Enter search criteria as appropriate. For a description of public user search fields, see Using the Search
Features .
4. Click Submit.
5. Select a public user and click Approve.
Civic Platform allows the public user to access the trust account.

6. Select a public user and then click Reject to prohibit the public user to access the trust account.

Performing Trust Account Transactions
After you set up a trust account, you can use the account to perform transactions such as depositing,
withdrawing, making payments, and transferring money. You can also make adjustments to a trust account
when you need to do so.
Topics
•

Depositing Money into a Trust Account

•

Transferring Money between Trust Accounts

•

Withdrawing Money from a Trust Account

•

Making Payments Using Automated Trust Accounts

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•

Making an Adjustment to a Trust Account

Depositing Money into a Trust Account
Deposits typically occur when a trust account first opens, and when a trust account nears depletion. You
can deposit money into an active trust account at any time.
To deposit money into a trust account
1. Find the Trust Account record you want to work with.
2. Click the account ID link for the account you want in the Account ID column.
Civic Platform displays the Trust Account details.
3. Select Deposit from the toolbar drop-down menu button.
4. Enter the amount of money you want to deposit in the Amount field.
5. Click Submit.
Civic Platform deposits the money into the selected trust account and then displays the Account Detail
tab.

Transferring Money between Trust Accounts
If an individual has multiple trust accounts, you can transfer money between his accounts. You can only
transfer funds between accounts associated with the same individual.
To transfer money between trust accounts
1. Find the Trust Account record you want to work with.
2. Click the account ID link for the account you want in the Account ID column.
Civic Platform displays the Trust Account details.
3. Select Transfer from the toolbar drop-down menu button.
4. Enter the amount of money you want to transfer in the Amount field.
5. Select the destination trust account from the Target Account ID drop-down list.
6. Click Submit.
Civic Platform transfers the money into the selected trust account and then displays the Account Detail
tab.

Withdrawing Money from a Trust Account
There might be times when an individual needs to withdraw money from his/her trust account. For
example, if an individual is not going to make any transactions for a while, he might want to remove the
excess money from his trust account. Civic Platform allows you to do this for your customers.
To withdraw money from a trust account
1. Find the Trust Account record you want to work with.
2. Click the account ID link for the account you want in the Account ID column.
Civic Platform displays the Trust Account details.
3. Select Withdraw from the toolbar drop-down menu button.
4. Enter the amount of money you want to withdraw in the Amount field.

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5. Click Submit.
Civic Platform withdraws the money from the selected trust account and then displays the Account
Detail tab.

Making Payments Using Automated Trust Accounts
An administrator can configure Civic Platform so that it automatically creates an invoice and applies
payment for fee items from the associated trust account. If there is an address, parcel, primary contact or
Licensed Professional associated with the record, and if Civic Platform associates that item with a trust
account, all fees originate from that trust account. If the trust account contains less than the amount owed,
Civic Platform takes the maximum possible payment from the trust account, then it creates an invoice for
the remaining amount. You can also create an invoice for the fee without applying a payment.
If a fee item does not have an associated trust account, Civic Platform creates a new trust account to
disburse the fee item by using overdraft limit functionality.
Example: Your administrator configures Civic Platform to take payments automatically from a trust account
whenever possible. You want to create an invoice for fees on a certain record. When you navigate to
the Fees tab in the record portlet, you click Invoice & Pay and choose between Trust Account and Other
Payment Method. Civic Platform identifies associated contacts from whom to take payment. If Civic
Platform does not find a contact match, it prompts you to choose an alternate payment method, or it
displays the payment form where the user can complete the transaction without using the trust account.
When the transaction completes, you can view the final payment results and any generated receipts.
To make payment with automated Trust Accounts
1. Open the Building record you want to work with.
Civic Platform displays the application details.
2. Click the Fee tab.
3. Select each fee item with a status of New.

4. Click Invoice & Pay.
If the trust account includes multiple contacts, licensed professionals, addresses or parcels, Civic
Platform displays the trust account selection window.

5. Select a trust account to pay for the fee items.
6. Do one of the following:
•

To invoice and pay, click Submit.

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•

To invoice but not pay, click Invoice without Pay.

Making an Adjustment to a Trust Account
1. Find the Trust Account record you want to work with.
2. Click the account ID link for the account you want in the Account ID column.
Civic Platform displays the Trust Account details.
3. Select Adjust from the toolbar drop-down menu button.
4. Make changes as needed.
Amount

Enter the amount you want to adjust.

Transaction Type

Select Credit Adjust to add money into the trust account for the entered amount.
Select Debit Adjust to remove money from the trust account for the entered
amount.

5. Click Submit.
Civic Platform adjusts the money for the selected trust account and then displays the Account Detail
tab.

Viewing and Printing Trust Account Reports
Civic Platform provides multiple types of reports to help your agency keep track of trust accounts.
Topics
•

Viewing the Transaction History of a Trust Account

•

Printing Trust Account Reports

Viewing the Transaction History of a Trust Account
You can view the entire transaction history of a trust account, which can be helpful if a customer disputes
transactions, you discover an accounting error, or you need to produce records for an audit.
To view the transaction history of a trust account
1. Find the Trust Account record you want to work with.
2. Click the account ID link for the account you want in the Account ID column.
Civic Platform displays the Trust Account details.
3. Select the Transactions tab.
Civic Platform displays the history for the selected trust account.

Printing Trust Account Reports
If your agency allows individuals to overdraw their trust accounts, the Negative Balance report shows you
all of the trust accounts that currently have a negative balance.
The Transaction report allows you to print one or more transaction records as needed. This is helpful if an
individual either needs a receipt of the transaction, or has questions regarding past transactions.
To view trust account reports
1. Find the Trust Account record you want to work with.

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2. Click the account ID link for the account you want in the Account ID column.
Civic Platform displays the Trust Account details.
3. To access the Negative Balance report, select Negative Balance Trust Account Report from the
primary portlet toolbar drop-down menu button.
4. To access transactions reports:
a. Select the Transactions tab.
b. Select the transactions you want to include.
c. Click Print Report.
5. Click the Print button in your browser toolbar or select Print from the browser menu.
Civic Platform prints the selected reports.

Working with a Cash Drawer Interface
If your agency has implemented a cash drawer in Civic Platform, you can use it to run cashier sessions,
open the cash drawer, print receipts, and print endorsements on the back of checks.
You can track the value of transactions recorded during a cashier session by entering the total in the
Deposit Slip # field before ending the session. For example, the cashier session can record all transactions
completed by a cashier during one business day. Supervisors can use the date picker icon to select a date
or manually edit the Deposit Date field, and after submittal, they can modify both the Deposit Slip # and
Deposit Date fields. This functionality is controlled by your agency administrator.
Topics
•

Searching for a Cashier Session

•

Beginning a Cashier Session

•

Continuing a Suspended Cashier Session

•

Ending and Printing a Cashier Session

•

Opening the Cash Drawer

Searching for a Cashier Session
Use the search functionality to look for a payment, confirm a voided payment, verify an amount recorded,
or compare the number of transactions managed from one day to another.
To search for a cashier session
1. Navigate to the Cashier Session portlet and click Search
Civic Platform displays the Cashier Session search form.
2. Enter search criteria as needed (see Cashier Session Form Fields for field descriptions), then click
Submit.
Civic Platform displays the cashier sessions that match your search criteria.
3. Click the session number link for the session you want to work with.
Civic Platform displays the cashier summary for the session that you selected.

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Beginning a Cashier Session
Before you can accept payments or handle transactions, you must begin a new cashier session. Use
cashier sessions to balance accounts and to record what transactions occur in your agency. For each
session, Civic Platform records the date, the beginning and ending times of a session, the user name of
the cashier, and all the transactions managed by the cashier during the session.
To begin a cashier session
1. Navigate to the Cashier Session portlet and click New Session
Civic Platform displays a notice informing you that the session is open and it assigns a session number.
You can now manage any transactions that you have permission to manage. When you end your shift,
remember to end your cashier session.

Continuing a Suspended Cashier Session
If your cashier session remains inactive for a period of time, Civic Platform might suspend your session.
For example, your cashier session might expire while you take your lunch break. Before you can continue
with any additional transactions, you must reactivate the cashier session.
To continue a suspended cashier session.
1. Navigate to the Cashier Session portlet.
Civic Platform displays a list of cashier sessions.
2. Click Continue Session.
The session is re-opened. When you end your shift, remember to end your cashier session.

Ending and Printing a Cashier Session
At the end of your shift, you must end your cashier session.
To end a cashier session
1. Navigate to the Cashier Session portlet.
Civic Platform displays a list of cashier sessions.
2. Click End Session.
3. Civic Platform ends the session and displays the cashier summary for the session.
Note:
Before you end the cashier session, you can enter the Deposit Slip # and select a deposit date for the
monies collected during the session.

Civic Platform displays a pop-up window to ask if you want to end the session.
4. Click OK.
Civic Platform ends the session and displays the Cashier Summary for the session.

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5. Click Print to print the page.

Opening the Cash Drawer
Sometimes it is necessary to open the cash drawer when you are not processing a payment. For example,
you can open the cash drawer to make change for a $20 bill.
To open the cash drawer
1. Navigate to the Cashier Session portlet.
Civic Platform displays a list of cashier sessions.
2. Click Open Drawer.
Civic Platform opens the cash drawer.

Working with a Point of Sale Transaction
Your agency might have a fee that it does not with a record. For example, you might want to sell a map of
the county, copies of records, or souvenir shirts. You can create a point of sale transaction to receive these
types of payments.
Topics
•

Creating a Point of Sale Transaction

•

Receiving Payments for a Point of Sale Transaction

•

Viewing Point of Sale Transaction Detail

Creating a Point of Sale Transaction
To create a point of sale transaction
1. Navigate to the Point of Sale portlet.
Civic Platform displays a list of point of sale transactions.
2. Click New.
Civic Platform displays the Fee Items portlet.

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3. Complete the fields and enter the quantity of the fee item.
4. Optionally do all of the following to add fee items:
a. Click Add.
Civic Platform adds another blank fee item.
b. Complete the fields and enter the quantity of the fee item.
5. Click Submit.
Civic Platform invoices the POS transaction and displays the Payment portlet.

Receiving Payments for a Point of Sale Transaction
After you invoice a Point of Sale transaction, you can pay for the transaction. Before you can process a
payment, however, you must start a cashier session. For information about managing cashier sessions,
see Working with a Cash Drawer Interface.
To receive a payment for a point of sale transaction
1. Navigate to the Point of Sale portlet.
Civic Platform displays a list of point of sale transactions.
2. In theTransaction ID column, click the link to the point of sale transaction you want.
Civic Platform displays the transaction details.
3. Click the Fee Items tab.
Civic Platform displays the Fee Item payment list.
4. Select the POS transaction you want to pay.
5. Click Pay.
Civic Platform displays the payment details.
6. Complete the form with available data (see Cash Payment Details for field descriptions).
7. If you are processing additional payments, click Pay More and repeat step 5.
Note:
The Pay More option lets you quickly record successive payments from different payees as well as
payments from one payee who uses various payment methods.

8. After you receive all payments, click Submit.
Civic Platform displays a list of Point of Sale transactions.
9. Do one of the following:
•

To allocate a payment, see Allocating Payments.

•

If you do not want to allocate a payment at this time, click Cancel.

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10.Do one of the following:
•

If prompted to generate a receipt of payment, mark the check box next to the payment you want and
click Submit.

•

If you do not want to generate a receipt of payment, click Cancel.
Civic Platform returns to the main payment summary.

Viewing Point of Sale Transaction Detail
You might need to view the status, the payment method, or the name of the cashier who completed a POS
transaction.
To view a point of sale transaction
1. Navigate to the Point of Sale portlet.
Civic Platform displays a list of point of sale transactions.
2. In the Transaction ID column, click the link to the point of sale transaction you want.
Civic Platform displays the transaction details.
3. Click the Transaction Detail tab.
Civic Platform displays the transaction details.

Accepting and Allocating Set Payments
The Set portlet function enables users to organize multiple applications into a set. A set is a grouping
of applications that you can batch process, saving time you might otherwise spend recording payments
for each fee item on individual application. For example, you can use a set to simultaneously update the
workflow for several applications.
After you establish the set name, you can add one or more applications to the set or create new
applications within the set. You can also allocate and apply payments to a set. You can accept full or
partial payment towards the total outstanding balance for all applications within the set. After entering the
payment amount, you determine what portion of the total payment you want to allocate to each fee item
within the set.
Civic Platform summarizes the set, including the following information:
•

Total number of applications in the set

•

Number of paid fee items

•

Total job value of all applications in the set

•

Total assessed and invoiced fees for the set

•

Any payments on the set

•

Outstanding balance for all applications in the set

To accept and allocate set payments
1. Navigate to the Sets portlet.
Civic Platform displays a list of sets in the Set portlet.
2. In the ID column, click the link of set you want to work with. To quickly locate a set, use Search to
search on the set code or the set name.

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3. Click the Payment tab.
4. Click Pay.
Note:
To allow Civic Platform to process a negative fee item on an application in a set, the administrator needs
to set up this Standard Choice, ALLOW_NEGATIVE_FEE_TRANSFER_AS_CREDIT,.

5. Complete the form fields with available data (see Payment Details for a Set for field definitions).
Note:
If the payment method is by Credit Card, you can use a magnetic card reader to automatically read the
credit card information into the corresponding fields, including CC Auth Code, CC Exp Date, and CC
Holder Name.

6. Click Submit.
Civic Platform displays a Set Payment Allocation pop-up window.
7. Do one of the following:
•

If you are receiving a payment for the entire balance, click Full Pay.

•

If you are receiving a partial payment, determine what portion of the payment you want to allocate to
each fee item and enter that amount in the Amount field for each fee item.

8. Click Submit.
Civic Platform generates a receipt that summarizes the payment. The set payment has a unique set
receipt number; the payment for each individual application has its own receipt number as well. You can
print this receipt or save it to a file, as necessary.
If your agency uses a cash drawer and a receipt printer, Civic Platform prints a receipt and displays the
itemized receipt in a pop-up window.
9. If Civic Platform displays the receipt in a new window, you can use your browser print functionality to
print it. Close the window when you finish.
10.If the payment method = check and your agency uses a receipt printer, put the check in the printer to
print the endorsement on the check.
If the payment method = Cash and the payment amount is more than the amount due, Civic Platform
calculates the amount of change due.

Troubleshooting the Payment Process
The standard Civic Platform payment process follows a specific order:
•

Assess a fee

•

Invoice or charge the customer for the fee

•

Receive payments

•

Apply payments to the appropriate invoices/accounts.

If you run into problems during this process, this section provides you with information to troubleshoot and
correct some of the common issues that can occur.
Topics

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•

Assessed Fee, but no Invoice

•

Assessed & Invoiced Fee, but no Payment

•

Assessed & Invoiced Fee, Payment Received, but not Applied

•

Assessed & Invoiced Fee, Payment Received & Applied

Assessed Fee, but no Invoice
When you assess a fee, Civic Platform schedules the fee so that it charges the application. If a problem
occurs before you invoice (charge) a fee to the client, then you can delete the assessment and start again
by adding the new fees and continuing on the payment process path. For information on how to delete an
assessed fee, see Assessing Fees.

Assessed & Invoiced Fee, but no Payment
When you assess and invoice a fee, it means that you have charged the customer for the fee and you
require payment. If the client has not made a payment for this invoice and you discover a problem, you can
void the problem invoice and create a new one. You can also void the assessed fee, replace it with the one
you want, and generate a new invoice. For instructions on how to do this, see Voiding an Invoiced Fee.
Another approach is to apply a negative fee item. Your agency administrator must enable this feature.
Accela Civic Platform denotes a negative fee item with parentheses around the dollar amount. You
often use this feature when you transfer a payment from one record to another. For more information on
negative fees, see Transferring Funds from One Record to Another.

Assessed & Invoiced Fee, Payment Received, but not Applied
A customer has the ability to make a payment to the agency at any time. After you receive a payment,
Civic Platform applies it to one or more applicable invoices and/or applications. If you have assessed and
invoiced a fee, but you are still waiting for a payment, you have a couple of options
•

You can apply the payment to the invoice, or

•

You can void the payment, invoice, and/or assessment if there is an error.

For instructions on how to apply a payment to an invoice, see Allocating Payments. For instructions on how
to void a payment, see Voiding a Payment. For instructions on how to voice an invoice and assessment,
see Voiding an Invoiced Fee.

Assessed & Invoiced Fee, Payment Received & Applied
If you encounter a problem after a fee has gone through the payment process, Civic Platform provides an
option to return to a step where the invoice still requires payment. If you do not want to do this, you can
void everything and start all over, re-processing the fee item correctly from the beginning. Note that this
entails voiding the payment, the invoice and/or the assessment.
If a customer pays an invoice but does not pay with cash, then you can refund the payment, resulting
in an outstanding invoice showing that money is due. For instructions on how to refund a payment, see
Refunding a Payment from an Application.
If you decide you want to take a few steps back, you must void the invoice, and then you can void and
replace the assessment and put it on a new invoice. Civic Platform credits back the original payment to the
customer. Civic Platform does not apply or attach the payment to anything, which allows you to take this
payment and apply it to another invoice.

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If a fee has been

You can

Assessed but not invoiced

Void the feeInvoice the feeAdd new feesAccept payment for
the feeApply fee payments

Assessed and invoiced but not paid

Void the invoiceAdd correct feesInvoice feesAccept
payment for the feeApply fee payments

Assessed, invoiced, paid, but not applied

Void incorrect feesAdd feesInvoice feesAccept payment for
the feeApply fee payments

Assessed, invoiced, paid, and applied

Void incorrect feesAdd feesAccept payment for the
feeApply fee paymentsVoid paymentsRefund payments

Examining the Accounting Interface Details
There are many detail forms and many fields you work with as you perform accounting processes. The
following tables list and define the default fields available in the different interfaces you might encounter.
•

Fee List Fields

•

Valuation Calculator Fields

•

Batch Invoice Fields

•

Common Payment Details

•

Invoice Detail Fields

•

Cash Payment Details

•

Credit Card Payment Details

•

Check Payment Details

•

Refund Details

•

Payment Summary Fields

•

Receipt Details

•

Trust Account Form Fields

•

Payment Details for a Set

Fee List Fields
The following table defines the default fields on the fee list.
Account Code 1/2/3

A fee item may be comprised of several fees. For example, an application fee might
include a registration fee and an examination fee. If configured by your agency
administrator, Accela Civic Platform can automatically split the fee item to several fees,
each associated with its specific account code.This field displays the account code(s) that
get a portion of the fee.

Account Fee 1/2/3

This field displays the portion of the fee amount that Civic Platform is to allocate to the
corresponding account code. For example, Account Fee 1 is the fee for Account Code 1.
If you split a fee item among account codes, the sum of the amounts in Account Fee 1,
Account Fee 2, and Account Fee 3 must equal the fee for the fee item.

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Date Assessed

Assessment date of the fee for this application.

Fee

The total amount of the fee in dollars.

Fee Code

A unique code that identifies the fee item. The fee code often refers to the source or
purpose of the fee item. For example, if you use this fee item to calculate the value of a
window, the fee code can be “Window”

Fee Item

A brief description of the fee item. For example, you can enter the source or purpose for
the fee.

Invoice #

A unique number that identifies the invoice on which this fee appears.

Period

The payment period that the fee belongs to. For example, if fee assessment and
fee payment occur during the inspection phase, you can name the payment period
“Inspection.” A payment period is a subset of the fee schedule.

Quantity

The quantity entered upon fee assessment.

Status

Indicates where in the accounting process the fee currently is. For example, if the status
is “New,” the fee assessment occurred recently. If the Status is “Invoiced,” a fee invoice
exists. Click the link to the invoice number to view the invoice.

Subgroup

The subgroup period that the fee belongs to. A fee item may belong to multiple
subgroups. A subgroup is a subset of the payment period.

Unit

The unit of work required for the occupancy. The unit allows you to calculate the value of
the occupancy, or job value.

Valuation Calculator Fields
The following table defines the default fields on the Valuation Calculator.
Extra Amount

Used to add extra dollar amounts to the Total Valuation. You can use positive or negative
numbers.

Exclude from Regional
Modifier

Use to create a valuation occupancy record that excludes the regional modifier to
calculate total valuation. Clear this option to enable regional modifier functionality.

Multiplier

A numeric data field that Civic Platform uses to modify a valuation. Use the Multiplier
field in addition to the Regional Modifier for calculations. An agency has the ability to
valuate based on the multiplier alone, which means it can operate excluding the Regional
Modifier.The value entered in this field multiplies the total Valuation (before Extra Amount)
in addition to the regional modifier.Format the number with a decimal (max total numbers
before decimal is 5 and max total number after decimal is 4).

Occupancy

The purpose or use of the property or building that you are valuating. An occupancy is
typically a building or part of a building that someone intends to occupy. A few examples
include apartments, homes, hospitals, auditoriums, churches, or banks.

Unit Type

The qualities of the occupancy that indicate the work required to build the occupancy. For
example, if the occupancy is a basement, you might enter “finished” as the qualifier. Your
agency administrator determines these values

Unit

The measurable unit of work required for the occupancy. The unit allows you to calculate
the value of the occupancy, or job value.

Unit Amount

The total number of units.

Version

The occupancy version that you want to apply to the valuation calculation. For example,
the occupancy is a Residential dwelling, and versions are single-dwellings and duplexes.

Batch Invoice Fields
The following table defines the default fields on the Batch Invoice form.

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Alternate ID

An alternate identification number for the invoice.

Balance Due

The unpaid amount on the invoice.

Record ID

The identification number for the record.

Invoice Amount

The total amount due on the invoice.

Invoice Batch Date

The date when you create the invoice.

Invoice Batch Number

The batch number that contains the invoice.

Invoice Comment

Enter any comments associated with the invoice.

Invoice Date

The generation date of the invoice.

Invoice Due Date

The date the fees on the invoice are due.

Invoice Level

The invoice level of importance.

Invoice Number

The invoice identification number.

Invoice Status

The status of the invoice. For example, paid.

Invoice Status Date

The date when the invoice status changed. For example, if a licensed
professional made a partial payment.

Print Invoice Number

A number to identify the order that invoices print.

Printed

The date that the batch prints.

Invoice Detail Fields
The following table defines the default fields on the Invoice Detail form.
Fee

For each fee item, the amount of the fee multiplied by the quantity.

Fee Item

A description of each fee itemized on the invoice.

Invoice #

A unique number that identifies the invoice.

Invoice Date

The date when the invoice generates.

Period

For each fee item on the invoice, the payment period to which a fee item belongs.

Qty (Quantity)

The assessment quantity for each fee item on the invoice.

Record ID #

The identification number of the application to which the invoice belongs.

Total Fee

The total amount owed on the invoice.

Common Payment Details
The following table defines the common fields on the payment form for all the payment methods.
Amount

Enter the total payment amount. By default, the total balance owed populates this field.

Balance

In case of underpayment, this read-only field displays the under-paid amount with the
following equation: Balance= Fee Total-Total Tendered. Otherwise, the field displays a
zero (0.00).

CC Auth. Code

The three digit authorization number located on back of the credit card.

Change

In case of overpayment, this field displays the amount money due to the payor. The
over-paid amount populates the Change and Unapplied Credit fields with the following
equation: Change + Unapplied Credit= Total Tendered - Fee Total
If the payment method is not Cash, both the Change and Unapplied Credit fields display
as read-only, with a zero (0.00) in Change, and the total over-paid amount in Unapplied
Credit. If the payment method is Cash, both fields are editable.

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Comment

Any comments pertaining to the payment.

Fee Total

This read-only field displays the total amount of fees for all of the records and POS items
listed in the Payment Processing portlet. If some fee items have outstanding negative
fees, the total amount counts in the absolute values of the negative fees.

Payment Method

The form of payment. For example, cash or check. If you are accepting two different forms
of payment, you can separately apply payments for each payment method.

Total Tendered

This read-only field displays the total monies received during the payment process on the
selected records.

Unapplied Credit

In case of overpayment, this field displays the over-paid amount to add to the record
with the highest record ID in the Payment Processing portlet for future fees. Otherwise,
the field displays as read-only with a zero (0.00). The over-paid amount populates the
Change and Unapplied Credit fields with the following equation: Change + Unapplied
Credit= Total Tendered - Fee Total
If the payment method is not Cash, both the Change and Unapplied Credit fields
displays as read-only, with a zero (0.00) in Change, and the total over-paid amount in
Unapplied Credit. If the payment method is Cash, both fields are editable.

Cash Payment Details
The following table defines the default fields on the Cash Payment form in addition to the fields given in
Common Payment Details.
Payor

Enter the name of the payor. You can use the picker next to the field to select a payor
from the payor list.

Received

Select the payment delivery method; for example, In Person, Mail, or Fax.

Reference #

If you are receiving a check payment, enter the check number. You can leave the field
empty if the payment method is cash.

Credit Card Payment Details
The following table defines the default fields on the Credit Card Payment form in addition to the fields given
in Common Payment Details.
Account Number

The credit card account number.

Business Name

Enter the business name of the credit card holder.

Card Holder’s Name

If the payment method is Credit, enter the name of the credit card holder exactly as it
appears on the credit card.

Card Holder’s Email

Enter the email address of the credit card holder.

Card Security Code

If the payment method is Credit, enter the credit card security code located on the back of
the credit card.

Card Type

From the drop-down list choose a credit card type. For example, Civic Platform accepts
Discover, Master Card, American Express, Visa, and Diner’s Club.

Comment

Enter any comments or notes about this transaction.

City

Enter the city of the credit card holder.

Expiration Date

Enter the credit card expiration date.

Received

Select the payment delivery method; for example, In Person, Mail, or Fax.

State/Province

From the drop-down list, choose the state or province where the card holder resides.

Street Address

Enter the street address of the credit card holder.

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Street Address2

Enter the street address of the credit card holder into the Street Address and Street
Address2 fields if the address needs two lines.

Telephone

Enter the telephone number of the credit card holder.

Zip

Enter the zip code of the credit card holder.

Check Payment Details
The following table defines the default fields on the Check Payment detail form in addition to the fields
given in Common Payment Details.
Account Number

The checking account number on the bottom of the check.

Business Name

The business name of the check holder.

Check Processing Type The check processing type. For example, Account Debit or Electronic Check.
Check Holder’s Email

The email address of the check holder.

Check Holder’s Name

The name of the check holder.

Check Number

The check number of the check.

Check Type

The check type From the drop-down list. For example, company or personal.

City

Enter the city of the credit card holder

Comment

Any comments or notes about this transaction.

Driver License

The drivers license number of the check holder.

Phone Number

The phone number of the check holder.

Received

The payment delivery method; for example, In Person, Mail, or Fax

Routing Number

The routing number on the bottom of the check.

SSN/Federal Tax ID

The check holder’s social security number for personal checks or the company’s federal
tax id number for business checks.

State/Province

The state or province where the card holder resides.

Street Address

The street address of the check holder.

Street Address2

The street address of the check holder into the Street Address and Street Address2 fields
if the address needs two lines.

Zip

The zip code of the check holder.

Refund Details
The following table defines the default fields on the Refund detail forms in addition to the fields given in
Common Payment Details.
CC Auth. Code

The three digit authorization number located on back of the credit card.

Comments

Any important comments or notes about the refund payment.

Method

The method used to issue the refund payment. For example, Cash, Check, or Credit.

Paid To

The name of the person receiving the refund.

Reason

The reason for the refund.

Reference #

The check number or the number that identifies the other document.

Refund Amount

The total amount of money that you are actually refunding. This may or may not equal the
total available amount. The amount available includes the balance of any payments that
have not yet been applied as well as the total amount of any refunds that you just applied
toward one or more fees.

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Refunded

The manner in which the payment was refunded. For example, In Person, Mail, or Fax.

Trust Account

The trust account to return the funds to.

Payment Summary Fields
The following table defines the default fields on the Payment Summary form.
Amount

The total amount due of all fee items listed on the invoice.

Amount

The total amount of the payment or the refund transaction.

Amount Not Applied

The total amount of unallocated payments.

Balance

This field displays the difference between the total amount owed on the invoice and the
total amount paid. A zero displays in this field if the customer has paid all of the fees in
full.

Cashier ID

Your identification name or your identification number. This ID shows up on any fees,
invoices, and receipts that you generate.

Date

Today’s date. This date shows up on any fees, invoices, and receipts that you generate
today.

Date

The date of the transaction.

Full Paid

Indicates payment status. A “Y” value in this field indicates there are no outstanding
balances on this invoice. A “N” indicates there are outstanding fees awaiting payment.

Invoice #

A unique number that identifies the invoice.

Method

The method of payment such as credit, cash, or check.

Not Applied

The amount of the payment or the refund that Civic Platform has not allocated to an
invoiced fee.

Receipt #

If you generate a receipt for a transaction (payment or refund), the receipt number
identifies the receipt.

Received

The payment delivery method; for example, In Person, Mail, or Fax.

Status

The current status of the transaction such as paid or voided.

Terminal #

An identification name or an identification number that identifies the terminal you are
using to accept payments. This ID shows up on any fees, invoices, and receipts that you
generate.

Total Balance

The difference between the total amount of invoiced fees and any payments that Civic
Platform has applied toward this application.

Total Invoice Amount

The total amount of fees invoiced to the applicant, billing contact, organization, or other
responsible party.

Total Payment

The total amount of payments received from the applicant, billing contact, organization, or
other responsible party.

Transactions

The type of transaction such as payment or refund.

Receipt Details
The following table defines the default fields on the Receipt detail form.
Amount Paid

The total amount of the payment or the refund transaction.

Cashier ID

The identification name or the identification number of the individual responsible for the
transaction.

Comments

Any comments surrounding the transaction.

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Owner Info

The contact responsible for making a payment or receiving a refund.

Payment Date

The date when the transaction occurred.

Payment Method

The method of payment such as credit, cash, or check.

Receipt No

If you generate a receipt for a transaction (payment or refund), the receipt number
identifies the receipt.

Ref Number

The check number or number that appears on the document.

Work Description

The type of application to which the transaction or payment applies. For example, the
application type may be “New Residential” if the application is for a new home.

Trust Account Form Fields
The following table defines the default fields on the Trust Account form.
Account ID

The account ID number for the trust account.

Balance

The balance of the trust account in dollars

City

The city corresponding to the address on record.

County

The county corresponding to the address on record.

Description

The description of the trust account.

Dir

The type of street, such as “Lane” or “Avenue.”

Direction

The street direction. For example, choose N to indicate a north direction, such as North
Broadway.

Distance

The distance from another landmark used to locate the address.

First Name

The first name of the individual responsible for the trust account.

Inspection District
Prefix

The prefix for the inspection district within which the address resides.

Last Name

The last name of the individual responsible for the trust account.

Ledger Account

The ledger account of the trust account.

Lot

The name, or boundaries, of the lot associated with the application.

Middle Name

The middle name of the individual responsible for the trust account.

Neighborhood

The neighborhood within which the address resides.

Neighborhood Prefix

The prefix for the neighborhood within which the address resides.

Organization Name

The organization name of the contact associated with the trust account.

Overdraft

This defines whether the trust account can use an overdraft option.

Overdraft Limit

The overdraft limit amount, in dollars, for the trust account.

Parcel #

Full or partial parcel number.

People Type

Type of contact associated with the trust account.

Prefix

Any part of the address that should come before the street name or the number, such as
a direction. For example “north” in North Willow Drive.

Range

The range number of the address.

Reference Address ID

The identification for any reference address.

Secondary Road

The road for the secondary address.

Secondary Road
Number

The number of the address’s secondary road.

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Section

The section of the subdivision in which the address resides.

State

The state corresponding to the address on record

Status

The status of the trust account (open or closed).

Street Name

The street name for the address.

Street # (start/end)

The street number(s) of the property. If the address includes multiple street numbers (for
example, a fourplex), you can use the Street # Start and Street # End fields to define the
range of numbers. Agencies can configure the Street # Start and End fields to support
range search (adding To-From fields), allowing users to search for one or multiple street
numbers within a user-defined range.

Type

The type of item associated with the property that you are searching for, such as Licensed
Professional, Contact, Address or Parcel.

Unit # (Number)

The unit or the apartment number. When searching for an address, you may be able to
specify a range of numbers in the corresponding Start and End fields.

Unit Type

The type of structure for this address, for example, apartment or condo.

X Coordinate

The latitudinal coordinate for the address.

Y Coordinate

The longitudinal coordinate for the address.

Payment Details for a Set
The following table defines the default fields on the Payment Details form for a set.
Amount

The total payment amount.

Bank Name

The name of the bank that issued the credit card or the check.

CC Auth Code

The credit card number.

CC Exp Date

The credit card’s expiration date.

CC Holder Name

The name of the credit card holder as it appears on the credit card.

Check Holder’s Email

The email address of the check holder.

Check Holder’s Name

The name of the check holder.

Check Number

The check number.

Check Type

The check type from the drop-down list. For example, company or personal.

City

The city of the payor.

Comment

Comments to help identify or explain the reason for this payment. If there are any special
circumstances for this payment, indicate them here.

Country/Region

The country or region of the payor.

Driver’s License

The drivers license number of the payor.

Method

The payment method. For example, choose Cash, Check, or Credit Card.If your agency
uses a cash drawer and if the method of payment is cash or check, then Civic Platform
opens the cash drawer so that you can put the payment into the cash drawer.

Payor

The name of the payor.

Phone Number

The phone number of the payor.

Received

The payment delivery method; for example, In Person, Mail, or Fax.

Reference #

If you are receiving a check payment, this is the check number.

State

The state where the payor is located.

Trust Account

The number or code that identifies the terminal where you are accepting payment.

| Accounting | 220

Zip

The zip code of the payor.

Cashier Session Form Fields
The following table defines the default fields on the Cashier Session form.
Begin Time

Use the From and To fields to enter the date parameters that you want to use for your
search.

Deposit Date

Specify a deposit date in this field (Supervisors only). After submittal, you can modify both
the Deposit Slip # and the Deposit Date fields.

Deposit Slip #

After a cashier deposits the total dollar amount of a cashier session in a bank, the bank
issues a deposit slip #. A supervisor can modify this value after someone enters a deposit
date.

End Time

Use the From and To fields to enter the date parameters that you want to use for your
search. Civic Platform returns cashier sessions with dates that fall within the range you
specified.

First Name

The first name of the cashier that you want to search for.

Last Name

The last name of the cashier that you want to search for.

Session Number

The cashier session number that you want to search for.

Status

Closed Select to search for closed cashier sessions.Enabled Select to search for active
cashier sessions.

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Activities
Choose a topic from the list below to learn more about working with activities.
Related Links
Working with Activities in the My Tasks Portlet
Working with Activities for Records
Working with Activities for People and Property
Examining Activity Details

Working with Activities in the My Tasks Portlet
Activities refer to a past action or past event related to a record. You can assign activities to a staff member
when the activities require further action, such as a follow-up inspection or a phone-call.
Topics
•

Viewing Activities

•

Finding Activities

•

Creating an Activity

•

Deleting Activities

Viewing Activities
You view activities through the Activities tab of the My Tasks portlet.
To view activities
1. Access the My Tasks portlet.
2. Click the Activities tab.
Civic Platform displays your activities.

Finding Activities
You can use the My Tasks portlet to find activities assigned to you or others.
To find activities

| Activities | 222

1. Access the My Tasks portlet.
2. Click the Activities tab.
Civic Platform displays your activities.
3. Click Search.
Civic Platform displays the activity search form.

4. Complete search criteria in as appropriate to locate the activity you want.
5. Click Submit.
Civic Platform displays the search results.

Creating an Activity
You can create new activities from the My Tasks portlet or the Records portlet.
To create a new activity
1. Either access the My Tasks portlet or the Records portlet.
2. If you accessed the Records portlet, locate and select the record you want to work with.
3. Click the Activities tab.
Civic Platform displays assigned activities.
4. Click New.
Civic Platform displays an activity detail form.

| Activities | 223

5. Complete the fields with available data. See Examining Activity Details for field definitions.
6. Click Submit.
Civic Platform creates the activity.

Deleting Activities
You can delete multiple activities from your activity list.
To delete an activity
1. Access the My Tasks portlet.
2. Click the Activities tab.
Civic Platform displays your activities.

3. Select one or more activities to delete.
4. Click Delete.
Civic Platform removes the activity from your activity list.

Working with Activities for Records
Topics
•

Adding a New Activity to a Record

•

Updating an Activity on the Activity Tab

•

Viewing the Activity Summary

| Activities | 224

Adding a New Activity to a Record
Add a new activity when a new action takes place on a record.
To add a new activity
1. Open the Building or Service Request portlet and use search to locate the application or the service
request to which you want to add an activity. See Using the Search Features for more information.
2. Click the link in the Record ID column to select the desired application or service request.
Civic Platform displays the details.
3. Click the Activities tab.
Civic Platform displays the activities assigned to the application or service request.
4. Click New.
Civic Platform displays a form you can use to enter activity information.
5. Complete the fields in the form with available data. See Examining Activity Details for a list of fields and
field definitions that may be available.
6. Click Submit.
Civic Platform saves your changes and returns you to the Activities tab.

Updating an Activity on the Activity Tab
In the Activities tab, you can update an existing activity. You can update any general information about the
activity, such as the name, the creation date, or the department to which the activity belongs. To update
the occurrence date of an activity, see Viewing the Activity Summary.
To modify an activity for an application or service request
1. Open the Building or Service Request portlet and use search to locate the application or service request
you want to work with. See Using the Search Features for more information about using Search.
2. Click the Activities tab.
Civic Platform displays the activities assigned to the application or service request.
3. In the Number column, click the link for the activity you want to modify.
Civic Platform displays the activity details on the tabs.
4. Make changes as needed (see Examining Activity Details for field definitions).
5. Click Submit.
Civic Platform displays the changes in the Activities form portlet.

Viewing the Activity Summary
The Activity Summary secondary tab lists both the activities associated with an application or a service
request and any completed ad hoc and workflow tasks. You can click the Name link for an activity/task
record in this tab to view details.
To view the activity summary
1. Open the Building or Service Request portlet and use search to locate the application or service request
you want to work with. See Using the Search Features for more information about using Search.
Civic Platform displays the application details.
2. Click the Activity Summary tab.

| Activities | 225

Civic Platform displays a summary of the activities and tasks.
3. In the Name column, click the link for the activity/tasks you want to view.
Civic Platform displays the selected activity/task information in its respective tab: if an activity, it
displays in the Activity tab; if a task, it displays in the Task Details tab.

Working with Activities for People and Property
You can associate activity types with address, parcel, owner, contact, and licensed professional data. This
association enables agencies to record simple actions related to people and property that do not require an
application or service request. For example, you might associate a “phone call” activity type with a licensed
professional. When a user sees this activity type, he knows to call the associated licensed professional,
and add the information about the phone call in the Description field.
Topics
•

Activities for Parcels

•

Activities for Addresses

•

Activity for People

Activities for Parcels
A parcel can have an associated activity type. This association enables agencies to record simple actions
related to people and property that do not require an application or a service request. You can create, view,
edit, copy, move, and delete activity types for parcels.
Topics
•

Creating an Activity for Parcels

•

Updating a Parcel Activity

•

Copying or Moving a Parcel Activity

•

Deleting an Activity from a Parcel

Creating an Activity for Parcels
1. On the Parcel portlet, use search to locate the parcel to which you want to add an activity, and click the
link in the Parcel # column.
Civic Platform displays the parcel details.
2. Click the Activity tab.
Civic Platform displays the activities assigned to the parcel.

3. Click New.
Civic Platform displays an Activity detail form portlet.

| Activities | 226

4. Complete the Activity fields.
Activity Name

Enter the name you give to the activity.

Activity Type

Select the activity type from the drop-down list.
Note:
At your selection of the activity type, some additional fields may appear
below the default fields.

Description

Enter a short summary of the action taken related to the activity.

5. Click Submit to save your changes.
Civic Platform displays the parcel’s new activity on the list.

Updating a Parcel Activity
1. On the Parcel portlet, use search to locate the parcel to which you want to add an activity, and click the
link in the Parcel # column.
Civic Platform displays the parcel details.
2. Click the Activity tab.
Civic Platform displays the activities assigned to the parcel.
3. Click the activity you want to update.
Civic Platform displays the Activity detail form portlet.
4. Modify the fields as needed.
5. Click Submit.

Copying or Moving a Parcel Activity
After you split or merge a parcel, you may need to maintain the activities assigned to the parcel. To do this,
copy or move the activities between genealogically related parcels as needed.
To copy or move an associated parcel activity
1. On the Parcel portlet, use search to locate the parcel to which you want to add an activity, and click the
link in the Parcel # column.
Civic Platform displays the parcel details.
2. Click the Activity tab.
Civic Platform displays the activities assigned to the parcel.
3. Do one of the following:

| Activities | 227

•

Copy the associated parcel activity between two genealogically related parcels:
1. Select the activity you want to copy and click Copy.
Civic Platform displays a list of parcels including the current parcel and its immediate parents,
siblings, and children.
2. Select the destination parcel(s).
3. Click Submit.
Civic Platform associates the activity with the newly selected parcel and retains the association
between the activity and the original parcel.

•

Move the associated activity between two genealogically related parcels:
1. Select the activity that you want to move and click Move.
Civic Platform displays a list of parcels including the current parcel and its immediate parents,
siblings, and children.
2. Select the destination parcel(s).
3. Click Submit.
Civic Platform associates the activity with the newly selected parcel and disassociates the activity
from the original parcel.

Deleting an Activity from a Parcel
1. On the Parcel portlet, use search to locate the parcel to which you want to add an activity, and click the
link in the Parcel # column.
Civic Platform displays the parcel details.
2. Click the Activity tab.
Civic Platform displays the activities assigned to the parcel.
3. Select the activity you want to delete from the parcel.
4. Click Delete.
Civic Platform confirms the deletion.

Activities for Addresses
An address can have an associated activity type. This association enables agencies to record simple
actions related to people and property that do not require an application or service request. You can
create, view, edit, copy, move, and delete activity types for addresses.
Topics
•

Creating an Activity for Addresses

•

Updating an Address Activity

•

Deleting an Activity from an Address

Creating an Activity for Addresses
1. On the Address portlet, use search to locate the address to which you want to add an activity, and click
the link in the Number column.

| Activities | 228

Civic Platform displays the parcel details.
2. Click the Activity tab.
3. Click New.
4. Complete the following fields.
Activity Name

Enter the name you give to the activity.

Activity Type

Select the activity type from the drop-down list.
Note:
At your selection of the activity type, some additional fields may appear
below the default fields.

Description

Enter a short summary of the action taken related to the activity.

5. Click Submit.
Civic Platform displays the new activity on the list.

Updating an Address Activity
After an activity status changes, you can update any general information about the activity, such as the
name, the department the activity belongs, or the creation date.
To update an activity for an address
1. On the Address portlet, use search to locate the address to which you want to add an activity, and click
the link in the Number column.
2. Click the Activity tab.
Civic Platform displays the Assigned activities address list.
3. Click the activity you want to update.
4. Modify the fields as needed.
5. Click Submit.
Civic Platform displays your changes.

Deleting an Activity from an Address
If an activity is no longer needed, you can delete it from an address.
To delete an activity from an address
1. On the Address portlet, use search to locate the address to which you want to add an activity, and click
the link in the Number column.
Civic Platform displays the parcel details.
2. Click the Activity tab.
Civic Platform displays the Assigned activities address list.
3. Select the activity you want to delete from the address.
4. Click Delete.

| Activities | 229

Activity for People
People, including owners, contacts, and licensed professionals, can have an associated activity type. This
association enables agencies to record simple actions related to people and property that do not require an
applicationservice request. You can create, view, edit, copy, move, and delete activity types for people in
the Activity tab of the Contact, Owner, and Licensed Professional portlets.
Note:
The Activity tabs in the Contact, Owner, and Licensed Professional portlets are identical in both appearance
and functionality. This section focuses on the steps to create and manage activities in the Owner portlet. The
same steps apply when working in the Contact or Licensed Professional portlet.

Topics
•

Creating an Activity for Owners

•

Updating an Owner Activity

•

Deleting an Activity from an Owner

Creating an Activity for Owners
You can add activities to owner records. For example, you can associate a phone call activity type with an
owner. When a user sees a phone call activity type, he knows that he must call the associated owner and
then enter information about the phone call in the Description field.
To add a new activity to an owner
1. On the Owner portlet, use search to locate the owner for whom you want to add an activity, and click
the link in the Name column.
Civic Platform displays the parcel details.
2. Click the Activity tab.
3. Click New.
Civic Platform displays an Activity detail form portlet.
4. Complete the following fields.
Activity Name

Enter the name you give to the activity.

Activity Type

Select the activity type from the drop-down list. Additional fields may display.
Complete them with available data.

Description

Enter a short summary of the action taken related to the activity.

5. Click Submit.
Civic Platform displays your changes.

Updating an Owner Activity
1. On the Owner portlet, use search to locate the owner for whom you want to add an activity, and click
the link in the Name column.
Civic Platform displays the parcel details.
2. Click the Activity tab.
3. Click the activity you want to update.

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4. Modify the fields as needed.
5. Click Submit.
Civic Platform displays your changes.

Deleting an Activity from an Owner
If an activity is no longer needed, you can delete it from an owner.
To delete an activity from an owner
1. On the Owner portlet, use search to locate the owner for whom you want to add an activity, and click
the link in the Name column.
Civic Platform displays the parcel details.
2. Click the Activity tab.
Civic Platform displays the activities assigned to the owner.
3. Select the activity you want to delete.
4. Click Delete.
Civic Platform confirms that it successfully deleted the activity.

Examining Activity Details
The following table lists and defines fields that may be available as you work with activities.
Label

Description

Activity Name*

The name of the activity.

Activity Number

The activity number as assigned by Civic Platform.

Assigned to Department

The department responsible for addressing the activity.

Assigned to Staff - Check
Availability

The staff assigned to address the activity. The Check Availability link, when
clicked, shows the availability of the assigned to staff based on all their
scheduled calendar events.

Start Date*

The beginning date of the activity.

Due Date

The due date for the activity.

Priority

The priority level for the completion of the activity.

Type

The type of activity. Civic Platform may associate some activity types with an
activity specific info group. In such cases, subgroup fields display automatically
below the activity fields.

Activity Status

This is the status of the activity.

Description

A description of the activity.

Internal Only*

Indicates whether the record is for internal use only.

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Attachments
Choose a topic from the list below to learn more about working with attachments.
Related Links
Attachments Overview
Attaching Files
Accessing an Attachment
Accessing Attachments via a GIS Map
Defining ACA Permissions for a Document
Previewing Attachments
Downloading Attachments
Setting the Display Image
Viewing Attachment Information
Deleting an Attachment
Working with Accela Document Scan

Attachments Overview
Attachments are electronic files such as PDFs or image files that you can upload from your computer
to your Civic Platform server, and then associate with a licensed professional, inspection, parcel, asset,
part, calendar, or other record. Attachments can be just about any relevant document or file, such as
special instructions, diagrams, pictures, or other information relevant to the record. An audit log is available
that you can use to review the information about attachments, such as when an attachment is uploaded
or deleted, or when its access permissions to Citizen Access users are modified. See Audit Logs for
information about the document audit log.
If your agency implements Citizen Access, administrators have the ability to use the documentation portlet
to assign public user permissions for each attachment associated with a record.
Civic Platform can be configured to enable an electronic document review process. See Electronic
Document Review for more information.

Attaching Files
You can upload new attachments from your computer, or you can link to an existing attachment on another
record.
Note:
When you attach image files an asset record, you can set one of those files as the asset’s display image,
which is displayed in the record detail for the asset record as well as in the linked asset view. For more
information about asset display images, see Setting an Asset Display Image.

To attach one or more files
1. Navigate to the list portlet where you want to attach a document.

| Attachments | 232

Civic Platform displays a list of records.
2. Click the link to the record to which you want to attach a file.
If you do not see the record you are looking for, use Search to locate and select the desired record.
Civic Platform displays the record details portlet.
3. Click the Documents tab.
Civic Platform displays a list of documents and attachments for the record.
4. Click New.
5. Click Add.
Civic Platform displays a standard file selection dialog box.

6. Locate and choose the file(s) you want to attach. You can choose one file or multiple files in the same
folder (hold down the Shift or Ctrl key as you click each file).
7. Click Open.
Civic Platform uploads the files and lists them below the Apply Definitions to Selected link.

| Attachments | 233

8. Apply attachment definitions as appropriate:
a. Set the attributes (for example, Document Group/Category or EDMS Name) you want to apply. For a
list of the most common fields, see Attachment Fields.
b. Select the attachments to which you want to apply the attributes.
c. Click Apply Definitions to Selected.
Civic Platform applies defined attributes to the attachments that you selected.

| Attachments | 234

d. If you want to define attributes/definitions to individual documents, you can modify each document’s
attributes/definitions in the list as needed.
e. Click Save.
Civic Platform saves the attachments along with any applied attributes/definitions to the selected
record. The newly uploaded attachments appear on the Documents tab.

Accessing an Attachment
Once an electronic file is attached to a record, the attachment details can be reviewed. If the attachment
is an electronic file supported by your web browser, the file can also be viewed in the browser. If the file
cannot be viewed from within your web browser, you may choose to download it to a hard drive and open it
in the software application that was used to create it, or use Acrobat Reader, for example, to open a PDF.
To access an attachment
1. Navigate to the list portlet you are using and use Search to locate the record you want to work with.
2. Click the link to the record you want.
3. Click the Documents tab.
4. Optionally, if you are accessing the attachments of an application or a service request record, select the
type of attachments list you want to view.
There are two options:
•

Record Attachments- Mark this option to view the files directly attached to the current record. This
is the default option.

•

People Attachments - Mark this option to view the files attached to the licensed professionals or
reference contacts who are associated with the current record.

You can look up people attachments to associate with records, or associate record attachments with
people. For more information, see Looking Up People Attachments to Associate with Records and
Associating Record Attachments with People.
5. Click the File Name link for the attachment you want to view. For the attachment fields, see Attachment
Fields.
6. To download the file, open the Actions menu for the desired attachment by clicking the down arrow, and
then select Download.

Civic Platform displays the attachment in a new window.

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Looking Up People Attachments to Associate with Records
If a record is associated with a contact or licensed professional to which you or other users already
uploaded a document, you can associate a document (people attachment) from the contact or licensed
professional to the record. This way, the document not only appears in the people attachments list, but also
in the record attachments list.
To look up a people attachment to associate with a record
1. Navigate to the Records portlet.
2. Do one of the following:
•

Create a new record, associate one or more contacts or licensed professional with the record, and
then locate the Documents section in the application intake form.

•

If the record you want to work with already exists, use Search to locate and select the record, and
click the Documents tab.

3. Click Look Up.
Civic Platform displays a list of the documents from the record-associated contacts and license
professionals that have not been added to the record yet.
Note:
Civic Platform checks your agency’s EDMS security settings and only displays the documents that you
have permission to view.

4. Select the documents you want to add to the record, and click Select.
Civic Platform adds the selected document to the record documents list, populates the following
document settings from the source contacts or licensed professionals to the record document: File
Name (Document Name), Description, Document Group/Category, Department, Uploaded By/On, Size,
Document Status/Status Date, Type, Modified By/Date, Source, and template fields.
5. Modify the document settings if needed.
•

If you associate the document with a new record in the application intake form, you can modify the
following fields: Document Group/Category, Description, Department, template fields, and assign
virtual folders to the document.

•

If you associate the document with an existing record, you can open the Document Information
window for the document, and modify the following fields: ACA Permissions (default: follow
document type security), Document Group/Category, Description, Department, Status, template
fields, and assign virtual folders to the document.

Associating Record Attachments with People
When you upload a document to a record, you may want to attach the document to the contact or licensed
professional that is associated with the current record, for the convenience of reusing the same document
in the future records. You can attach the record document to the contact or licensed professional.
To associate a record attachment to people in the application intake form
1. Navigate to the Records portlet to create a new record.
2. Associate one or more contacts or licensed professional with the record.

| Attachments | 236

3. Locate the Documents section in the application intake form, and click Add.
4. Locate and choose the document you want to attach to the record.
5. When adding document definitions to the document, select the contact or licensed professional from the
Also Attach To drop-down list, which is the people you want to attach the document to.
Civic Platform adds the selected document(s) to the contact or licensed professional, and populates
the following document settings from the record to the contact or licensed professional: File Name
(Document Name), Description, Department, Document Group/Category, Description, Modified By/
Date, Uploaded By/On, Size, Type, Source, and template fields.
6. Proceed to the rest record-creation steps.
To associate a record attachment to people in the record portlet
1. Navigate to the Records portlet.
2. Use Search to locate and select the record, and click the Documents tab.
3. Select the document(s) you want to attach to people.
4. Hover the mouse cursor on the Manage Documents button, then select Add to People from the
command menu.
Civic Platform displays the list of contacts or licensed professionals that are associated with the record.
If none are associated with the record, Civic Platform prompts an error message.
5. Select the contact or licensed professional to which you want to attach the selected document(s), and
click Select.
Civic Platform adds the selected document(s) to the contact or licensed professional, and populates
the following document settings from the record to the contact or licensed professional: File Name
(Document Name), Description, Department, Document Group/Category, Document Status/ Status
Date, Description, Modified By/Date, Uploaded By/On, Size, Type, and Source, and template fields.
6. Modify the document settings if needed. You can open the Document Information window for the
document, and modify the following fields: ACA Permissions, Document Group/Category, Description,
Department, Status, template fields, and assign virtual folders to the document.
For information on ACA Permissions, see Defining ACA Permissions for a Document.

Accessing Attachments via a GIS Map
If your agency uses Accela GIS, you can view documents attached to a record or a parcel from a GIS map.
To access attachments from a GIS map
1. Click the Maps button on the Toolbar.
Accela GIS displays the map viewer.
2. Search for and select an object on the map.
Accela GIS displays a map overlay or icon on the selected object. The object also displays in the
Contents panel.

| Attachments | 237

3. Click the Actions button.
Accela GIS displays the command menu.
4. Click the Show Documents command.
Accela GIS displays a Document window listing attachments associated with the current parcel, as
well as attachments associated with the records related to the current parcel. If the current parcel
was generated by splitting or merging historical parcels, the historical parcel numbers are listed in the
window. You can click these parcel numbers to view the attachments associated with the historical
parcels.

Defining ACA Permissions for a Document
Civic Platform enables you to define Citizen Access permissions at the individual document level for
documents uploaded to or associated with records, licensed professionals, or reference contacts.
You can define the permissions during the upload process, or you can define the permissions after a
document uploads. The process described in this section shows you how you can define the permissions
to documents that have already been uploaded.
To define Citizen Access permissions for a document

| Attachments | 238

1. Access the document following the steps described in Accessing an Attachment.
2. Click theACA Permission button. The button is either directly available in the portlet or from the
Manage Documents command menu.
Civic Platform displays a portlet with viewable permissions for Citizen Access.

3. When you define ACA Permission for a record document, complete the following fields:
Set Title Viewable
Permission

Click Yes, then select the public users for whom you want the attached document
name to be viewable in Citizen Access.Click No to use existing permissions based
on the document type of the attached document.
Note:
Users without this permission will be unable to download or delete the
document, even if the downloadable and deletable permissions (described
below) are granted.

Set Downloadable
Permission

Click Yes, then select the public users for whom you want the attached document
to be downloadable in Citizen Access. Click No to use existing permissions based
on the document type of the attached document.

Set Deletable Permission

Click Yes, then select the public users for whom you want the attached document
to be deletable in Citizen Access. Click No to use existing permissions based on
the document type of the attached document.

The ACA Permissions for a record document define the permissions that certain public user has on
the document when the public user views the record. If you set a permission to Yes, you must select
at least one public user group. If you do not select any public user groups, no public users will have
access to the documents, even if they have role-based permissions to view the document type.
4. When you define ACA Permission for a people document, mark or unmark the check boxes next to Title
Viewable, Downloadable and Deleteable.
The ACA Permissions for a people document define the permissions that a public user has on the
document after the public user account is associated with the contact or licensed professional.
5. Click Submit.

| Attachments | 239

Previewing Attachments
When you want to look at an attachment but do not need to modify it (see Using Electronic Document
Review for more about modifying attachments), use the Preview command.
To preview an attachment
1. Navigate to the record list portlet you are using and use Search to locate the record you want to work
with.
2. Click the link to the record you want.
3. Click the Documents tab.
4. Click the File Name link for the attachment you want to view.
5. To download the file, open the Actions menu for the desired attachment by clicking the down arrow, and
select Preview.

Downloading Attachments
You can download record attachments to your computer as needed. Keep in mind that once a file is
downloaded, that copy of the file is no longer linked to the application server. You cannot use document
review functionality, and you cannot save changes to the server.
If you make changes to a downloaded file and you want to reattach the file to the record in Civic Platform,
you can do so. See Attaching Files for more information.
To download an attachment
1. Navigate to the record list portlet you are using and use Search to locate the record you want to work
with.
2. Click the link to the record you want.
3. Click the Documents tab.
4. Click the File Name link for the attachment you want to view.
5. To download the file, open the Actions menu for the desired attachment by clicking the down arrow, and
select Download.

| Attachments | 240

Civic Platform displays the attachment in a new window.

Setting the Display Image
Civic Platform provides you with the ability to assign a graphical representation to a record, similar to a
logo. You choose from the list of uploaded photo attachments on the record and set one as the display
image. After the display image is assigned to the record, it displays on the Record detail screen as shown
in Display Image on the Record Detail Page. You can modify the display image at anytime by clearing the
old display image and assigning a new one.
Note:
Not all file types can be used as a display image. You will receive an error message during the set display
image process if you select an attachment in a file format that is not configured for display images. Contact
your agency administrator for a list of compatible file format types, such as JPG.

Figure 17: Display Image on the Record Detail Page
Topics
•

Adding a Display Image

•

Removing a Display Image

| Attachments | 241

Adding a Display Image
You can search and select a photo and set it as a display image for a record. For example, you may want
to assign a photo of a fish for a fishing license record. After the photo is uploaded to Civic Platform and
assigned to the record, it displays in the Record Detail page. See Display Image on the Record Detail
Page. This section provides instructions on how to add a display image to a record. If you want to remove
or change the display image, see Removing a Display Image.
To add a display image
1. Select a record and click the Documents tab.
Civic Platform displays the documents list portlet.
2. Choose one of the following:
•

Add an image attachment to the record. For instructions, see Attaching Files.

•

Choose an existing image from the document list portlet.

3. Select the attachment you want to set as the display image.
4. Click the Set Display Image button.
The image file is set as the display image for the current record. Accela Civic Platform displays a Y in
the Display Image column.

Removing a Display Image
You can change or remove the display image for a record at anytime. This is done by choosing the existing
display image and clicking the Clear Display Image button. Replace the display image by adding a new
one. For instructions on how to add a display image, see Adding a Display Image.
To remove a display image
1. Select a record and click the Documents tab.
Civic Platform displays the documents portlet.
2. Select the current display image, which is the attachment with Y in the Display Image column.
3. Click Clear Display Image.
Civic Platform displays N in the Display Image column, indicating the display image was removed from
the current record.

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Viewing Attachment Information
After an attachment has been associated with a record, you can access details regarding how it was added
and if it has been modified. To view this information as well as other details about the attachment, users
click the Info button in the document list portlet.
To view attachment information
1. Select a record and click the Documents tab.
Civic Platform displays the documents portlet.
2. Identify the document you want to view/edit and mark the check box.
3. Either click the Info button in the toolbar, or select View Doc Info from the Action menu for the desired
document.
The Document Information window displays.

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Deleting an Attachment
When an attachment is no longer needed, you can delete it from Civic Platform. After you delete an
attachment, you cannot recover it.
To delete an attachment
1. Select a record and click the Documents tab.
Civic Platform displays the documents portlet.
2. Select the attachment you want to delete.
3. Click the Delete button.
Civic Platform displays a pop-up window that directs you to confirm the deletion.
4. Click the Yes button.
Civic Platform deletes the file.

Working with Accela Document Scan
Accela Document Scan gives users the ability to initiate a scan of a document from Civic Platform, and
then attach the scanned document file to the current record.
Use Case: A citizen applies for a hunting license in person. He brings in a hard copy of the certificate that
he received for taking a gun safety course, which is a requirement for a hunting license. The clerk launches
a hunting application record in Civic Platform. When the agency clerk creates the application record, she
navigates to the Documents tab of the application and clicks New from Scan. The clerk inputs the required
information about the document and places the document in the scanner. The clerk initiates the scan
process from Civic Platform, which provides the requisite scanner controls to interact with the scanner.
When the scan completes, the scanned document file appears on the screen. The clerk can preview it
before he saves the file to the application record.
Users can initiate the document scanning functionality from the Documents tab on the following portlets:
Record, Parcel, License Professional, and Meeting.
Note:
You must Accela Document Scan on each workstation where users plan to use a scanner to incorporate
documents into Civic Platform. See the Accela Civic Platform Installation Guide for installation information.

Topics
•

Scanning a Document

•

Switching Scanners

Scanning a Document
To scan a document
1. Navigate to the Documents tab on the portlet where you want to attach a scanned document.
2. Click New from Scan.
A new document form displays.
3. Complete the fields on the form with available data, then click Continue.
A file download prompt displays.

| Attachments | 244

4. Click Open.
The Accela Document Scan window displays. Instructions for setting up the scanner may display at the
top of the window.

5. Place your document on the scanner per manufacturer instructions, then pick a Scan As value; for
example, PDF or TIF.
Note:
If you are scanning a multi-page document to a single, multi-page file, you must choose PDF for the
Scan As value.

6. Click Scan.
When the scan is complete, the scanned document file appears in the File Name list on the Accela
Document Scan window.

7. Click Preview to view the scanned document file.
8. If you want to change the name of the file, click the file name and enter a new name. Do not worry
about a filename extension.
Note:
By default, scanned document file names use this format:
•

Record attachments: record number + time/date sequence

•

Parcel attachments: parcel number + time/date sequence

| Attachments | 245

•

Licensed professional or meeting attachments: unique ID stored in the database + time/date
sequence

9. If you have more documents to scan or if you need to re-scan any document, repeat steps 4-7. If
you need to switch scanners (For example, your agency may have one scanner to handle single
page documents, and another scanner to handle multi-page documents), see Switching Scanners for
information about switching to another scanner.
Note:
If you are scanning multiple documents, you can adjust document settings such as Document Group and
Citizen Access Permissions after you upload your scanned documents.

10.When you finish scanning documents, select the document files you want to upload to Civic Platform.
You can select all files by marking the check box in the title bar (next to File Name).

11.Click Upload.
Selected document files upload to Civic Platform. When done, Accela Document Scan removes
uploaded files from the queue.
12.Click Setting in the upper left corner, then select Exit.
The Accela Document Scan window closes, and you return to the Civic Platform document form (see
illustration in step 2).
13.To scan more documents, follow steps 3-11. Otherwise, click Back to return to the Document list tab.
Your new document scan files display in the list.

Switching Scanners
If you are scanning more than one document and you need to use a different scanner; for example, one
that supports multi-page documents, Accela Document Scan enables you to make the switch from within
the Accela Document Scan window.
To switch to a different scanner
1. Follow steps 1-3 in Scanning a Document to display the Accela Document Scan window.
2. Click Setting in the upper left corner.
3. Choose Select Scanner from the command menu.
A device list dialog displays.

| Attachments | 246

4. Choose the scanner you want to use from the Device List drop-down list.
5. Click OK.

Examining Attachment Details
The following table lists and defines fields that may be available as you work with attachments.
Table 18: Attachment Fields
ACA Permission

Displays the access permissions to the file for the selected ACA user groups. By
default, permission control on the document is inherited from the document type that
the document belongs to in Civic Platform Classic.

Alternate ID

This read-only field displays the Alternate ID of the record that the document is
uploaded to.

Department

This is the department that is responsible for reviewing the document or who currently
is in possession of it.

Display Image

This is a display image, or icon, you can apply to a document. See Setting the Display
Image.

Document Description

A brief description of the document.

Document Group/Category This is the document group and category for the file. When selecting a document
group, the category field drop-down list changes to provide list items for the selected
document group.
Document Name

This is the title for the document.

Document Status

This read-only field displays the status of the document.

Document Status Date

This read-only field displays the date the document status was last updated.

EDMS Name

The name of your agency’s electronic document management system. Note that this
field may have either of these labels, depending upon your agency’s configuration.

Entity Type

This read-only field displays the original entity to which the document is uploaded; for
example, record, inspection, or professional.

Entity

This read-only field displays the entity type (Record Type Alias or Record Type,
Inspection Type, or License Type) plus the entity ID (Alt ID, Inspection ID, or State
License #) to which the document is uploaded.

File Name

This read-only field shows name of the file as it displays in the source location.

Inspection

This read-only field displays the inspection type if the document is attached to an
inspection.

Modified By

This read-only field shows the user account that last modified the document.

Modified Date

This read-only field shows when the document was last updated in the record.

Record Type Alias

This read-only field displays the record type alias, if any, of the record that the
document is uploaded to.

Size

This read-only field shows the file size of the document.

Type

This read-only field displays the file format of the document; for example, image/jpeg
or pdf.

Uploaded By

This read-only field shows when the document was uploaded to the record.

User Email

One or multiple email addresses that you want associated with the attachment.
Separate multiple addresses by a comma.

Virtual Folders

A virtual folder for storing the attachment. With virtual folders, you can organize
uploaded attachments in groups, enabling you to better track attachments.

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Audit Logs
Choose a topic from the list below to learn more about working with audit logs.
Related Links
Accessing Audit Logs
Available Audit Logs
Filtering Audit Log Data
Audit Log Buttons and Filter Options
Receipt Print Audit

Audit Logs Overview
Agencies can enable audit log functionality for many different portlets that users work with every day.
Audit logs give you the ability to review historical data for records. For example, when a user creates a
new record, Civic Platform records the first entry in each field for the audit log. Essentially, Civic Platform
records any action to add, update, or delete data from a record for the audit log.
No matter where you access an audit log in Civic Platform, you interact with the logs in the same way.
Though the data you view may differ, the command buttons and filtering process are consistent from log to
log, with some minor variation to filtering options for certain audit log types. For more information about the
different audit logs, see Available Audit Logs

Accessing Audit Logs
Use the View Log button in the toolbar to access audit logs throughout Civic Platform. If the View Log
button appears in a detail portlet, you access the audit log for the current record only. If the View Log
button is in a list portlet, you access an audit log for all records of that type.
In most cases, you simply click the View Log button to open the audit log. On some portlets, however,
multiple audit logs may be accessible. In these instances, the View Log button becomes a menu of
available logs from which you can choose.
To access an audit log
1. Navigate to the list or detail portlet from which you want to access an audit log.
See Available Audit Logs for a list of audit logs and how you can launch them.
Note:
You can launch several audit logs from more than one portlet. Keep this in mind as you choose a portlet
from which to launch: if you launch an audit log from a detail portlet, it contains historical data for the
current record only. If you launch the audit log from a list portlet, you have access to historical data for all
records of the same type.

2. Do one of the following:
•

If View Log is a standard button (see image below), click the button.

| Audit Logs | 248

•

If View Log is a drop-down button (see image below), hover the mouse cursor on the View Log
button to display a list of available audit logs. Click the name of the log you want to launch.

3. Specify an audit type, if options are available.
4. Apply filter options as needed to display the data you want to see. See Filtering Audit Log Data for more
information.
Audit log data displays as defined by your filter.

Available Audit Logs
The following table lists the audit logs/audit log types that are available in Civic Platform, along with
information about where to access the listed audit log and any notable features.
Note:
Many agencies restrict access to audit logs. If you do not see a View Log button where you expect to see
one, consult your system administrator to confirm your level of access.
Table 19: Available Audit Log/Audit Log Types
Audit Log/Audit Log Type

Where to access

Notes

App Specific Info Audit Log

Record list portlet > View Log >
Record Details Log > App Specific
Info audit typeRecord detail portlet >
Record tab > View Log > App Specific
Info audit type

An additional filter option, Subgroup, is
available for this log.

App Specific Info Tables Audit
Log

Record list portlet > View Log >
Record Details Log > App Specific
Info Tables audit typeRecord detail
portlet > Record tab > View Log > App
Specific Info Tables audit type

An additional filter option, Subgroup, is
available for this log.

Asset Audit Log

Asset list portlet > View Log button

Two additional filter options, Condition
Group and Condition Type, are
available for this log.

Condition Audit Log

Record list portlet > View Log
> Record Details Log > Record
Condition audit typeRecord detail
portlet > Record tab > View Log >
Record Condition audit typeRecord
detail portlet > Conditions tab > View
LogRecord detail portlet > Conditions
of Approval tab > View Log

Two additional filter options, Condition
Group and Condition Type, are
available for this log.

Contact Audit Log

Reference Contacts list portlet > View
Log > Contact Log > Contact audit
typeRecord details portlet > Contacts
tab > View Log > Contact audit type

An additional filter option, ALT ID, is
available for the record-specific contact
audit log (Record details portlet >
Contacts tab). The Field and Value
filter options are not available for this
log.

| Audit Logs | 249

Audit Log/Audit Log Type

Where to access

Notes

Contact Address Audit Log

Reference Contacts list portlet > View
Log > Contact Log > Contact Address
audit type

The Field and Value filter options are
not available for this log.

Contact Also Known As Audit
Log

Reference Contacts list portlet > View
Log > Contact Log > Contact Also
Known As audit type

The Field and Value filter options are
not available for this log.

Contact Condition Log

Reference Contacts list portlet > View
Log > Contact Condition Log

Two additional filter options, Condition
Group and Condition Type, are
available for this log.

Contact Merge Log - A merge
action is logged as one entry in
the audit log. That entry provides
source contact IDs and target
contact IDs that you can use to
access the contact details and
contact associations before and
after the merge.

Reference Contacts list portlet > View
Log > Contact Log > Contact Merge
audit type

The Field and Value filter options are
not available for this log.

Contact Relationship Audit Log

Reference Contacts list portlet >
View Log > Contact Log > Contact
Relationship audit type

The Field and Value filter options are
not available for this log.

Deleted Record Log - Use this
audit log to view a list of deleted
records.

Record list portlet > View Log >
Deleted Record Log

Log Date is the only filter option.

Document Audit Log

Record list portlet > View Log >
Record Details log > Document
audit type. Record detail portlet >
Documents tab > View Log

Three additional filter options,
Document group, Document Type, and
Action Type, are available for this log.

Examination Audit Log

Record detail portlet > Examination tab
> View Log

Inspection Audit Log - Use
this audit log to view historical
inspection data.

Inspection list portlet > View Log >
Log Date is the only filter option.
Inspection LogRecord detail portlet >
Inspection tab > View Log > Inspection
Log

Checklist Audit Log - Use this
audit log to view historical checklist
data.

Inspection list portlet > View Log >
Checklist LogRecord detail portlet >
Inspection tab > View Log > Checklist
LogRecord list portlet > View Log >
Record Details Log > Checklist audit
typeRecord detail portlet > Record tab
> View Log > Checklist audit type

An additional filter option, Checklist, is
available for this log.

Licensed Professional Condition Licensed Professionals list portlet >
Audit Log
View Log

Two additional filter options, Condition
Group and Condition Type, are
available for this log.

Record Status History Audit Log

Record detail portlet > Application
History tab > View Log button

The only filter option available for this
audit log is Log Date.

Record Details Log

Record list portlet > View Log >
Record Details Log > Record audit
typeRecord detail portlet > Record tab
> View Log > Record audit type

n/a

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Audit Log/Audit Log Type

Where to access

Notes

Workflow History Audit Log
- Use this audit log to view the
workflows deleted by the Delete &
Assign Workflow action.

Record detail portlet > Workflow
History tab > View Log > Deleted
Workflow audit type

The Field and Value filter options are
not available for this log.

Workflow Task Audit Log - Use
this audit log to view the workflow
tasks deleted from the Workflow
History tab, or updated in the tab
(the log records the task status
before the update.).

Record detail portlet > Workflow
History tab > View Log > Deleted
Workflow Task audit type

The Field and Value filter options are
not available for this log.When you
delete multiple workflow history entries
in a batch, they are logged as multiple
deleted history workflow tasks and
sub-tasks by the same operator at the
same time in the audit log.

Workflow Change Audit Log
- Use this audit log to view the
following logs: New ad hoc
task action, task activation,
and supervisor changes in the
Workflow tab of the Record portlet.

Record detail portlet > Workflow
History tab > View Log > Workflow
Change audit type

The Field and Value filter options are
not available for this log.

Workflow Task Assignment
Audit Log - Use this audit log
to view the following logs: Task
assignment, task release, and task
claim in the Workflow tab of the
Record portlet, and the Workflow
Tasks tab of the My Tasks portletTask assignment in the Assign
Task administration portlet

Record detail portlet > Workflow
History tab > View Log > Workflow
Task Assignment audit type

The Field and Value filter options are
not available for this log.

Filtering Audit Log Data
You can use the filter functionality in the audit log to display only the data that interests you. Most audit
logs in Accela Civic Platform present you with the same filter options. A few offer additional filter options.
See Available Audit Logs for a list of audit logs. If additional filter options are available for an audit log,
Civic Platform lists the additional filters in the Notes column.
To filter audit log data
1. Access the audit log you want to work in. See Accessing Audit Logs for more information.
The audit log window displays.
2. If the Audit Type filter is available, select an audit type from the drop-down list.
3. Use the additional filter fields to further define which historical data you want to view. See Audit Log
Buttons and Filter Options for a list of filter options and filter definitions.
4. Click Filter.
Civic Platform updates the data record list to reflect your filter settings.
Note:
To restore the original view, clear the filter fields and click the Filter button again. You can also close and
re-open the audit log window.

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Audit Log Buttons and Filter Options
The following table lists the filters and options on the Log Detail.
Table 20: Log Detail Filters and Options
ALT ID

Some entities, such as parcels, have alternate ID numbers. You can use this field to filter
by alternate ID number. This filter is available for the Contact audit log launched from the
Contacts tab on the record detail portlet, and both the workflow history and workflow task
history audit logs.

Action Type

Select a value from the Action drop-down list to display audit log records associated with
the selected action type. This filter is available for the Document audit log only.

Audit Type

Select the audit type you want to view. Which types are available varies, depending on
where you launched the audit log window. See Available Audit Logs for a list of audit logs
and associated audit types.

Condition Group

Select a condition group from the drop-down list to display data for the conditions in the
selected group only. This filter is available for the following logs: Record Condition Log,
Contact Condition Log, and Asset Condition Log.

Condition Type

Select a condition type from the drop-down list to display data for conditions of the
selected type only. This filter is available for the following logs: Record Condition Log,
Contact Condition Log, and Asset Condition Log.

Document Group

Select a document group from the drop-down list to display data for documents in the
selected group only. This filter is available for the Document audit log only.

Document Type

Select a document type from the drop-down list to display data for documents of a
selected type only. This filter is available for the Document audit log only.

Entity ID

Every entity, or record, has a unique ID number. If known, enter the ID number of a
desired record. If you open an audit log from a detail portlet, this field auto-populates with
the ID for the current entity.

Field

This filter field pairs with the Value filter. First, specify a modified field in the Field filter,
then enter a valid field value in the Value field to filter the audit log display by that field
value.

Filter button

Click this button on the far right side of the Audit Log window to engage the filter settings
you specified. If you do not see the button, scroll to the right or make the window larger.

Checklist

Select a checklist from the drop-down list to display data for selected checklist type only.
This filter is available for the Checklist audit type only.

Log Date/Time

Enter a date range to filter audit log entries by log entry creation date. If you enter a date
in the left field only, Civic Platform assumes you want records for all dates following the
entered date. Similarly, if you enter a date in the right field only, Civic Platform assumes
you want to view records for all dates prior to the entered date.

Operator

This filter field enables you to filter by user name, and then display a list of actions by a
particular user. Click the Select User button to the right of the Operator field to display and
select from a list of users sorted by department and by user group.

Subgroup

Select a subgroup from the drop-down list to display only the selected ASI or ASI table
data for which fields were modified. This filter drop-down list is available for the App
Specific Info or App Specific Info Tables audit logs.

Value

This filter field pairs with the Field filter. First, specify a field in the Field filter, then enter a
valid field value in the Value field to filter the audit log display by that field value.

Receipt Print Audit
This portlet enables users to track receipt printing. It displays details about who has printed a receipt via
Record > Payment > Receipt > Print Receipt.

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Calendars
Choose a topic from the list below to learn more about working with calendars.
Related Links
Understanding Calendars
Working with Inspection Calendars
Working with Meeting Calendars
Working with User Calendars
Examining Calendar (and Related) Details

Understanding Calendars
Civic Platform provides four different calendar types; inspection, meeting, agency holiday, and user. After
your agency administrator configures a calendar, you can manage calendar details and complete related
tasks such as scheduling inspections, reserving meeting centers, and updating meeting agendas.
•

Use inspection calendars to schedule, reschedule, cancel, and request inspections. You can
accommodate any inspection type on an application, including the inspection group that Civic Platform
associates with the application and the inspection types from different inspection groups. This way, you
can schedule any special circumstance inspections after an application submittal.

•

Use agency holiday calendars and to block out holidays and prevent users from scheduling inspections
or meetings on those days.

•

Use user calendars to show your availability to others for scheduling inspections or meetings.

•

Use meeting calendars to manage meeting logistics. Access meeting calendars to review and update
meeting details, including the meeting agenda, location, contacts, and results.

Topics
•

Understanding the Calendar Portlet

•

Viewing the Master Calendar

Understanding the Calendar Portlet
The Calendar portlet consists of three main parts:
Navigation tree portlet - Use this portlet to search calendars by type, name, user group, inspection type,
district, and department. Civic Platform filters calendars by parent categories such as Calendar by Type,
Calendar by Name, or Calendar by User Group. Move through the tree and click the plus (+) or minus (-)
sign next to parent categories to find calendars.
Calendar List portlet - After you select a calendar in the navigation tree portlet, the results display in
this portlet. Civic Platform sorts calendar data into primary tabs that you can click when you want to view
a particular set of data. For example, if you want to view all the inspections associated with a specific
calendar, select an inspection calendar from the Calendar Navigation Tree and click the Inspections
primary tab. The primary tabs available vary depending on the type of calendar that you select; however,
all calendar types offer a Daily, Weekly, and Monthly primary tab view.

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Calendar Detail portlet - When you select a calendar item in the List portlet, information related to the
selected calendar displays in this portlet. The tabs and buttons available for you to use vary by calendar
type. The Calendar Detail portlet provides secondary tabs where you can review and modify calendar
information. The secondary tabs might vary, depending on the type of calendar that you select. The tabs
can include inspection details, event details, associated applications, checklist information, attached
documents, or condition information.

Viewing the Master Calendar
Civic Platform provides a master calendar where all calendars and associated items appear in one place.
You can view master calendar items in a daily, weekly, or monthly view.
To view the master calendar
1. Navigate to the Calendar portlet.
Civic Platform displays the Calendar navigation tree.
2. Choose a calendar in the Calendar navigation tree.
Civic Platform displays the calendar information in the calendar list portlet.
3. To see the master calendar by month, click the Monthly tab.
To see daily or weekly master calendar items, use the date picker to select the desired date(s) for which
you want to see calendar items, then choose All Calendars from the Show drop-down list.
Civic Platform displays the master calendar.

Working with Inspection Calendars
Topics
•

Using Inspection Calendar Tabs

•

Using the Manage Inspections Command Menu

•

Scheduling an Inspection

•

Rescheduling an Inspection

| Calendars | 254

•

Cancelling an Inspection

•

Entering Inspection Results

•

Deleting an Inspection

•

Modifying a Scheduled, Rescheduled, or Pending Inspection

•

Managing Pending Inspections

•

Working with the Edit Inspection Portlet

Using Inspection Calendar Tabs
Use the primary tabs for an inspection calendar on the Calendar list portlet to view and modify calendar
details. The following sections discuss the tabs that may be available.
Topics
•

Using the Schedule Tab

•

Using the Inspections Tab

•

Using the Daily, Weekly, or Monthly Tab

Using the Schedule Tab
The Schedule tab displays the inspection calendar for the current date. Use the scroll bar beneath the
calendar to view future days or past days. To change the weekly view, select the calendar icon next to the
current date.
The inspector calendar highlights the hour block during which an inspection is to occur. For example, if
an inspection is to happen at 9:15 am, then Civic Platform highlights the 9:00 am -10:00 am hour block.
When you select an inspection from the inspector workload calendar, then the inspection detail displays in
the Edit Inspection portlet. You can edit inspection detail, checklists, and conditions in the Edit Inspection
portlet. For more information, see Viewing the Edit Inspection Portlet.
Note:
Only inspectors with assigned inspections display on the inspector calendar.

To view the Schedule tab
1. Navigate to the Calendar portlet and choose the calendar you want to view.
Civic Platform displays the inspection calendar for the current date.

2. Select the Schedule tab (if not currently displayed).
3. Select a value from the Show drop-down list. Options may include the following:
All Inspectors

All the inspectors display on the inspection calendar.

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My Team

If you are a supervisor, this view displays the inspection calendar for inspectors
assigned to your calendar.

My Workload

This selection allows you to view your personal inspection calendar.

Civic Platform displays data based on what you select in the Show field.

Using the Inspections Tab
The Inspections tab displays scheduled inspections associated with the selected calendar. You can
filter inspection data by using the Show drop-down list. You can edit inspection details, checklists, and
conditions in the Edit Inspection portlet after Civic Platform displays them. For more information about the
Edit Inspection portlet, see Viewing the Edit Inspection Portlet.
To view the Inspections tab
1. Navigate to the Calendar portlet and choose the calendar you want to view.
Civic Platform displays the inspection calendar for the current date.
2. Click the Inspections tab.
Civic Platform lists inspections by scheduled date.

3. Select a value from the Show drop-down list to filter the display. Options may include the following.
All Inspections

All inspections for the selected calendar display.

My Inspections

Inspections assigned to the current user display.

My Team Inspections

If you are a supervisor, you can view all the inspections for inspectors
assigned to your calendar.

Pending Inspections

Inspections with pending status or inspections with no inspector assignment
from Civic Platform and Citizen Access.

Requested Pending Inspections

Filters the inspection list to show online inspections requested by public
users. These inspections require an inspector and appointment time
assigned.

Scheduled Inspections

Inspections with scheduled status.

Using the Daily, Weekly, or Monthly Tab
The Daily tab displays inspections scheduled for the current day.
The Weekly tab provides a weekly view of scheduled inspections and time blocks.
The Monthly tab provides a monthly view of scheduled inspections and time blocks.
You can filter the list of inspections on either the Weekly or the Monthly tab using the Show drop-down list.
To view the daily or weekly inspection calendar
1. Navigate to the Calendar portlet and choose the calendar you want to view.

| Calendars | 256

Civic Platform displays the inspection calendar for the current date.
2. Click the Daily, Weekly, or Monthly tab, depending on what you want to view.
Civic Platform displays the selected inspection calendar view.
3. Filter the inspection list by using the Show drop-down list. Options may include the following:
Current Inspections for this Calendar

Current inspections associated with the selected calendar.

Current Inspections for all Calendars

Inspections associated with all inspection calendars.

This Calendar Only

All inspections associated with the selected calendar.

All Calendars

Inspections associated with all inspection calendars.

Supervisor Inspections for this Calendar

Supervisors can view their assigned inspections for the
selected calendar.

Supervisor Inspections for all Calendars

Supervisors can view their assigned inspections for all
calendars.

Supervisor Unassigned Inspections

Supervisors can view all their unassigned inspections for the
selected calendar.

Unassigned Inspections for this Calendar

Inspections associated with the selected calendar that Civic
Platform has not assigned to an inspector.

Unassigned Inspections for all Calendars

Inspections associated with inspection calendars that Civic
Platform has not assigned to an inspector.

Supervisor Master Calendar

The supervisor’s master calendar established in the Calendar
Administration portlet.

Civic Platform displays the inspections that reflect the selected value.

Using the Manage Inspections Command Menu
The Manage Inspections menu on the Inspections tab provides you with a list of actions that you can
perform on one or more inspections.
To access the Manage Inspections Menu
1. Navigate to the Calendar portlet and choose the calendar you want to view.
2. Click the Inspections tab.
Civic Platform displays the Calendar Inspection list portlet.
3. Hover your mouse cursor over the Manage Inspection button in the toolbar.
The Manage Inspection menu displays.

4. Click any option in the menu to select it.

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Scheduling an Inspection
When you schedule an inspection, you define the type of inspection, who the inspector is, and the date
and time that the inspection is to occur. You can also define the scheduling order if you are scheduling
multiple inspections for the same inspector. For example, a building permit application might require
exterior inspections and interior inspections, as well as a final inspection. You can define the order in which
these inspections proceed.
Civic Platform maximizes inspector schedules by allowing you to set inspections that automatically account
for block out times on an inspector’s calendar. For example, Kate, an electrical inspector, is available to be
schedule for inspections from 8:00 AM to 5:00 PM. She has a blockout period for lunch from 12:00 PM to
1:00 PM. You can schedule a two hour inspection on her calendar that begins at 11:00 AM and ends and
2:00 PM. The inspection occupies the calendar time from 11:00 AM to 12:00 PM and the time from 1:00
PM to 2:00 PM, while preserving Kate’s block out lunch period from 12:00 to 1:00 PM.
You can select an inspection from the Inspection List portlet. You can also create and schedule a new
inspection by selecting Schedule Inspections.
Some agencies use an inspection flow or inspection milestone functionality. You can only schedule such
inspections in the sequence that the inspection flow or the milestone order defines.
Note:
If Civic Platform associates an inspection type with an application, and the inspection that precedes it in the
inspection flow (or milestone process) is unscheduled, then the inspection type is grayed out. You cannot
schedule it until you schedule the preceding inspection.

Your agency administrator can configure Civic Platform so supervisors can schedule any inspection at any
time, regardless of the defined order within an inspection flow or a milestone process.
To schedule a new inspection
1. On the Inspections tab for the calendar you are working on, hover over the Manage Inspection button,
then select Schedule Inspections from the menu.
Civic Platform displays the Search Record for Pending Inspections portlet.
2. Either enter the application number for which you want to schedule inspections or leave the field blank,
then click the Search button.
If you left the field blank before searching, a search form displays. If you entered a valid application
number, skip the next step.
3. Enter search criteria as appropriate and click Submit. Select the record you want and click Submit
again.
Civic Platform displays a form you can use to select the inspection(s) you want to schedule.

| Calendars | 258

4. From the Inspection Group drop-down list, select the inspection group containing the inspection types
you want to schedule.
Civic Platform displays the inspection types in the Available Inspection Types box.
5. Use the arrow controls between the Available Inspection Types box and the Selected Inspection Types
box to select the inspection type(s) you want to schedule. The types displayed in the box to the right are
selected.
6. To schedule an inspection, click Schedule Inspections, then complete the fields on the Schedule
Inspections form. See Schedule Inspections Fields for field definitions.
To request an inspection, click Pending Inspections (below the Available Inspection Types box), then
click OK.
7. Click Submit.
Civic Platform displays a confirmation message indicating it has scheduled the inspection.

Rescheduling an Inspection
You can reschedule both scheduled and pending inspections as needed to accommodate inspector
schedules and inspector workloads.
Note:
Some agencies configure Civic Platform to create a new inspection record instead of updating the original
inspection record when you reschedule an inspection. Contact your agency administrator to discuss how
your agency handles rescheduling.

To reschedule an inspection
1. On the Inspections tab for the calendar you are working on, select the inspection(s) you want to
reschedule.

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2. Hover over the Manage Inspection button, then select Reschedule Inspections from the menu.
Civic Platform displays the Reschedule Inspections portlet.
3. Complete the fields in the Schedule Inspections portlet. See Schedule Inspections Fields for a list of
field definitions.
4. Click Submit.
Civic Platform reschedules the inspection(s).

Cancelling an Inspection
You can cancel a scheduled or pending inspection as necessary. Cancelled inspections remain in the list
portlet and remain associated with the record, which enables you to reschedule the inspection at a later
date. If you do not want a cancelled inspection to display in the list portlet, you can delete it. See Deleting
an Inspection, for more information.
To cancel an inspection
1. On the Inspections tab for the calendar you are working on, mark the check box for each inspection you
want to cancel.
2. Hover over the Manage Inspection button, then select Cancel Inspections from the menu.
Civic Platform displays the Cancel Inspections portlet.
3. Click Submit.
Civic Platform cancels the inspection(s).

Entering Inspection Results
After an inspection is complete, you can enter the inspection results from the Inspection tab. For example,
you can record “passed” if you performed an inspection of a water pipe and it met all the inspection
requirements.
You can enter inspection results at any time, regardless of an inspection’s status. For example, a public
user might request a mechanical inspection for a building application. Civic Platform gives this inspection
request a status of Pending. Before an agency user schedules the Pending inspection, an inspector might
complete the inspection.
After the inspection is complete, the inspector can enter the inspection results without first changing the
inspection status. When the inspector enters the inspection results, the values entered in the Inspection
Date and Inspection Time fields automatically populate the Result Date and Result Time fields.
When an inspector enters inspection results, Civic Platform updates inspector workloads accordingly. For
example, Amy, a building inspector, might have eight inspection units per day. On Monday, May 17 at 3:00
PM, Civic Platform Amy to conduct an electrical inspection that requires one inspection unit. For various
reasons, Amy completes the inspection earlier, at 10:00 AM, and enters the inspection results.
After Amy enters the inspection results, Civic Platform updates her daily inspector workload from eight
units to seven units. Amy’s supervisor can then assign Amy to complete another inspection at 3:00 PM on
Monday, May 17. Because of the automatic workload update, the inspection workflow process is smoother,
because it eliminates the restrictions that determine when inspections can occur, and when inspectors can
enter inspection results.
To enter inspection results from the Calendar
1. On the Inspections tab for the calendar you are working on, mark the check box for each inspection you
want to cancel.
2. Do either of the following:
•

Hover over the Manage Inspection button, then select Result Inspections from the menu.

| Calendars | 260

•

Hover over the Menu button, then select Result from the menu.
Civic Platform displays the Result Inspections portlet.

3. Enter inspection results as available. See Inspection Scheduling and Results Fields for a list of fields
and field definitions.
4. Click Submit.
Civic Platform updates the inspection results.

Deleting an Inspection
You can delete an inspection from an application. When you delete an inspection, Civic Platform
permanently removes the inspection record. If you want to cancel an inspection but not remove it from
Civic Platform, see Cancelling an Inspection.
To delete an inspection
1. On the Inspections tab for the calendar you are working on, mark the check box for each inspection you
want to cancel.
2. Click Delete.
Civic Platform confirms the deletion.

Modifying a Scheduled, Rescheduled, or Pending Inspection
You can modify inspection details for inspections with a status of scheduled, rescheduled, or pending.
This way, you can accommodate any unexpected changes that affect inspection details up until the
inspection occurs. For example, if an inspector scheduled to conduct a series of storm drain inspections
is unexpectedly out of the office, you can reassign the scheduled inspections to another inspector or
reschedule the inspections for a later date.
To modify a scheduled, rescheduled, or pending inspection
1. Navigate to the Calendar portlet and choose the calendar you want to view.
Civic Platform displays the inspection calendar for the current date.
2. Click the Inspections tab.
Civic Platform displays the Calendar Inspection list portlet.
3. Select the inspection(s) you want to schedule, reschedule, or cancel.
4. Click the Manage Inspection button from the toolbar and, based on the type of changes you want to
make, click the Schedule Inspections, Reschedule Inspections, or Cancel Inspections button.
Based on your selection, Civic Platform displays the Schedule, or Reschedule Inspections portlet.
5. Click the inspection type in the inspection list.
Civic Platform displays the corresponding inspection details and the inspector calendar.
6. Modify the necessary inspection details. For a complete list of inspection detail fields, see Schedule
Inspections Fields.
7. Click Submit.
Based on the changes you make, Civic Platform displays a confirmation message indicating the
inspection status: scheduled or rescheduled.

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Managing Pending Inspections
Pending inspections offer a projection, for both an agency and an applicant, of the inspections that
must occur before an application moves forward. When you add a pending inspection to an application
that belongs to an inspection flow or inspection milestone process, Civic Platform displays an icon that
indicates the status of the inspection.
If your agency uses inspection flow or inspection milestone functionality, you can only schedule pending
inspections in the sequence as defined within the inspection flow or inspection milestone order. If Civic
Platform associates an inspection type with an application, and the inspection that precedes it in the
inspection flow (or milestone process) is unscheduled, then the inspection type is grayed out. You cannot
schedule it until you schedule the preceding inspection.
Your agency administrator can configure Civic Platform so that supervisors can schedule any inspection at
any time, regardless of its order within an inspection flow or a milestone process.
Accela Wireless and Citizen Access users can also request inspections. For example, a public user without
inspection scheduling privileges can set up a pending inspection. After the user adds a pending inspection,
Civic Platform notifies agency users with inspection scheduling privileges so that they can schedule the
inspection.
You can use the Pending Inspections portlet to add inspections that are outside of the default inspection
group to an application. This alternate method allows you to add and schedule any necessary special
circumstance inspections after an application’s initial submission.
Note:
You can schedule, reschedule, or cancel pending inspections. When you cancel an inspection, Civic
Platform removes it from the application.

To assign pending inspections to an application
1. Navigate to the Calendar portlet and choose the calendar you want to view.
Civic Platform displays the inspection calendar for the current date.
2. Click the Inspections tab.
Civic Platform displays the Calendar Inspection list portlet.
3. Select Manage Inspection> Schedule Inspections.
Civic Platform displays the Search Record for Pending Inspections portlet.
4. Either enter the application number for which you want to request inspections or leave the field blank,
then click the Search button.
If you left the field blank before searching, a search form displays. If you entered a valid application
number, skip the next step.
5. Enter search criteria as appropriate and click Submit. Select the record you want and click Submit
again.
Civic Platform displays the application information in the Pending Inspections portlet.
6. From the Inspection Group drop-down list, select the inspection group containing the inspection types
you want to request.
Civic Platform displays the inspection types in the Available Inspection Types box.
7. Use the arrow controls between the Available Inspection Types box and the Selected Inspection Types
box to select the inspection type(s) you want to request. The types displayed in the box to the right are
selected.
8. Click Pending Inspections.
Civic Platform displays a message confirming that the inspection is pending.

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9. Click OK.
Civic Platform adds the inspection to the Calendar Inspection list portlet.

Working with the Edit Inspection Portlet
The Edit Inspection portlet includes the secondary tabs and related data that display in the Inspection
Calendar Detail portlet. Access this portlet by clicking any inspection listed in the Inspection Calendar
List portlet. You can use the Edit Inspection portlet and secondary tabs to update inspection information,
including inspection details, checklists, conditions, and related documents.
Topics
•

Viewing the Edit Inspection Portlet

•

Copying an Inspection

•

Working with Checklists

•

Working with Conditions

•

Working with Documents

Viewing the Edit Inspection Portlet
You can update all the fields associated with scheduling an inspection in the Edit Inspection portlet.
This includes editing inspection logistics, such as the start and end times, inspector information, and the
associated application. You can also indicate whether your agency can bill for time spent conducting an
inspection. When inspectors charge for the time spent on an inspection, their respective agency may bill
the citizen for whom they conducted the inspection, such as a contractor or a homeowner.
To view the edit inspection portlet
1. Navigate to the Calendar portlet and choose the calendar you want to view.
Civic Platform displays the inspection calendar for the current date.
2. Select a view from the Show drop-down list.
Civic Platform displays the inspections that correspond to the selected value.
3. Select the desired inspection.
Civic Platform displays the inspection detail in the Edit Inspection portlet.

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4. Edit the desired inspection fields. For more information on inspection fields, see Edit Inspection Fields.
5. Click Submit.
Civic Platform saves the inspection detail changes.

Copying an Inspection
You can copy an inspection from an existing application and attach it to the application that you are
working with. For more information about working with copied inspections, see Inspections .
To copy an inspection
1. Navigate to the Calendar portlet and choose the calendar you want to view.
Civic Platform displays the inspection calendar for the current date.
2. Click the Inspections tab.
Civic Platform lists inspections in order by scheduled date.
3. Select a view from the Show drop-down list.
Civic Platform displays the inspections that correspond to the selected value.
4. In the Record ID column, click the link next to the application to which you want to copy an inspection.
Civic Platform displays the inspection detail on the secondary tabs.
5. Click Select Record to Copy from.
Civic Platform displays the Record ID list.

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6. Search for the record you want to copy the inspection from and select that inspection.
7. Click Submit.
8. Ensure that the Record Type, Department, Inspector, Inspection Type, and Scheduled Date fields
are complete. For more information on these fields, see Edit Inspection Fields.
9. Click Save.
Civic Platform copies the inspection with all its associated checklists to the record you opened at the
beginning of the task.

Working with Checklists
You can view and you can edit inspection checklists using the Checklists secondary tab. For more
information on using checklists with inspections, see Inspections .
To view an inspection checklist
1. Navigate to the Calendar portlet and choose the calendar you want to view.
Civic Platform displays the inspection calendar for the current date.
2. Select a view from the Show drop-down list.
Civic Platform displays the inspections that correspond to the selected value.
3. Select the desired inspection.
4. Click the Checklist secondary tab.
Civic Platform displays the Inspection Checklist page.

Working with Conditions
You can view and apply inspection conditions using the Conditions secondary tab. For more information on
how conditions relate to inspections, see Inspections .
To view inspection conditions
1. Navigate to the Calendar portlet and choose the calendar you want to view.
Civic Platform displays the inspection calendar for the current date.
2. Select a view from the Show drop-down list.
Civic Platform displays the inspections that correspond to the selected value.
3. Select the desired inspection.

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Civic Platform displays the inspection detail in the Edit Inspection portlet.
4. Click the Conditions secondary tab.
Civic Platform displays any conditions associated with the inspection.

Working with Documents
You can add documents and image files to an inspection using the Documents secondary tab. For
example, during the course of a Fire inspection, the inspector takes a photograph of broken fire equipment.
The inspector can then upload the photograph into the inspection record. You can attach inspection
documents to inspections any time after scheduling in Civic Platform, even after the inspector submits the
results. These documents display in all portlets where a Civic Platform user may view details about the
inspection, including the Building and Calendar portlets.
For information about uploading and accessing documents, see Attachments .

Working with Meeting Calendars
You create, review and modify meeting agendas and other meeting details in the Civic Platform Calendar
portlet. When you schedule a meeting, you use a meeting calendar and meeting type.
Topics
•

Viewing and Finding Scheduled Calendar Items

•

Scheduling a Meeting

•

Modifying Meeting Details

•

Scheduling or Rescheduling a Meeting from the Records Portlet

•

Rejecting a Meeting

•

Cancelling a Meeting

•

Deleting a Meeting or User Event

•

Working with Meeting Agendas and Voting

•

Viewing a Meeting Agenda

•

Adding and Removing Meeting Attendees

•

Setting Meeting Attendance

•

Setting Meeting Attachments

•

Sending Meeting Notifications

Viewing and Finding Scheduled Calendar Items
You can navigate to inspections, meetings, and user events from the Calendars portlet. You can also find
scheduled meetings from the Records portlet and the My Tasks portlet.
To view or find a scheduled calendar item
•

View the scheduled item from the Calendars portlet.
1. Access the Calendars portlet.

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Civic Platform displays a portlet for navigating calendars.

Note:
You can navigate meeting calendars by type, name, permission, inspection type, or department.

2. Expand the calendar categories on the left side panel until you find the calendar for which you want
to view scheduled items.

Civic Platform displays scheduled items, that use the selected calendar, under the Daily, Weekly,
and Monthly tabs.
•

View or find meetings from the My Tasks portlet.
1. Access the My Tasks portlet (see Navigating with Main Links in the Accela Civic Platform User
Guide).
•

To view meetings, click the Meetings tab.
Civic Platform displays your meetings.

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•

Find meetings.
1. Click Search.
Civic Platform displays the meeting search form.

2. Complete search criteria in accordance with Meeting Search Criteria.
3. Click Submit.
Civic Platform displays the search results.
Table 21: Meeting Search Criteria
Label

Description

Subject

Field containing the meeting subject

Meeting Type

Drop-down list containing the available meeting type values. You
determine value options by the MEETING_TYPE Standard Choice.

Location

Drop-down list containing the meeting location values. You
determine value options by the MEETING LOCATION Standard
Choice.

Responsible Person

First drop-down list is department, second drop-down list is name

Meeting Date, From\To

Search by a range of meeting dates.

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•

Label

Description

Meeting Body

Drop-down list containing meeting body values. You determine
value options by the MEETING BODY Standard Choice.

Meeting Comments

Text area

Attendee

If meeting includes the specified attendee, you can search the
meeting by the attendee.

Agenda Record ID

Search meeting by meeting associated record ID.

Agenda Alternate ID

Search meeting by meeting an alternate record ID.

Agenda Record Application
Name

Search meeting by meeting associated record application name.

View meetings from the Records portlet
1. Access the Records portlet (see Navigating with Main Links in the Accela Civic Platform User
Guide).
2. Select the record for which you want to access the associated meetings.
•

Click the Meetings tab in the record details portlet.
Civic Platform displays meetings for which the selected record is an agenda item.

•

Click the Calendars tab in the record details portlet.
Civic Platform displays the meetings on the monthly calendar.

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Scheduling a Meeting
You can schedule a new meeting from the Calendars portlet, the Records portlet, or the My Tasks portlet.
When you schedule a meeting, you first create the meeting by submitting details, which include the
meeting date, time, location, the maximum number of records for the agenda, and so forth. After you create
the meeting, you can modify other tabs of information related to the meeting.
To schedule a new meeting
•

Schedule a meeting from the Calendar portlet.
1. Find the calendar for which you want to schedule an item (Viewing and Finding Scheduled Calendar
Items).
2. Click New.

•

Schedule a meeting from the Records portlet.
1. Access the Records portlet (see Navigating with Main Links in the Accela Civic Platform User
Guide).
2. Access the record for which you want to schedule a meeting.
3. Hover over the Manage Meeting drop-down button and select New Meeting.

•

Schedule a new meeting from the My Tasks portlet.
1. Access the My Tasks portlet (see Navigating with Main Links in the Accela Civic Platform User
Guide).

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2. Click the Meetings tab.
3. Click New.
Civic Platform displays the calendar item details page.

1. Complete the fields in accordance with Calendar Item Details.
Note:
If the meeting type definition includes a template specification, additional ASI fields may appear on
the details page along with the standard details fields. The fields that appear depend on the template
specification for the meeting type.
Note:
The fields to complete depends on the calendar type (meeting, agency holiday, user) for which you are
scheduling an item.

2. Click Submit.
Civic Platform creates the new calendar item.

Modifying Meeting Details
You can modify meeting details through the Calendar portlet, Record portlet, or My Tasks portlet. For
example, you may need to change the meeting date, time, location, or status. If your agency administrator
configures meeting notification e-mails, you can email a meeting change notification to meeting attendees.
To modify meeting details
•

Modify meeting details from the Calendars portlet.
1. Find the calendar item for which you want to modify the schedule details (Viewing and Finding
Scheduled Calendar Items).

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2. Click the link to the specific calendar item of interest.
Civic Platform displays meeting details.
•

Modify meeting details from the My Tasks portlet.
1. Access the My Tasks portlet (see Navigating with Main Links in the Accela Civic Platform User
Guide).
2. Click the Meetings tab.
3. Click the link for the meeting you want to modify.
Civic Platform displays meeting details.

•

Modify meeting details from the Records portlet.
1. Access the Records portlet (see Navigating with Main Links in the Accela Civic Platform User
Guide).
2. Select the record for which you want to modify meeting details.
3. Click the Meetings tab in the record details portlet.
Civic Platform displays meetings for which the selected record is an agenda item.
4. Click the link for the meeting you want to modify.
Civic Platform displays meeting details.

•

Modify meeting details, as required (Calendar Item Details).

•

Click Submit.

Scheduling or Rescheduling a Meeting from the Records Portlet
To schedule or reschedule meeting from the Records portlet
1. Access the Records portlet (see Navigating with Main Links in the Accela Civic Platform User Guide).
2. Select the record for which you want to schedule or reschedule a meeting.
3. Click the Meetings tab in the record details portlet.
Civic Platform displays meetings for which the selected record is an agenda item.
4. Select the option next to the meeting you want to schedule or reschedule.
5. Hover over the Manage Meeting drop-down button and select Schedule Meeting or Reschedule
Meeting.
Civic Platform displays parameters for the proposed rescheduling.

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6. Enter the specified parameters.
7. Click Submit.
Civic Platform displays a list of scheduled meetings that match your specified parameters.

8. Select the option for the meeting you want to schedule or reschedule.
9. Click Submit.
10.Modify meeting details as required (Modifying Meeting Details).
Civic Platform assigns the record to the meeting and sets the assign status to Scheduled or
Rescheduled.

Rejecting a Meeting
To reject a meeting
1. Access the My Tasks portlet (see Navigating with Main Links in the Accela Civic Platform User Guide).
2. Click the Meetings tab.
Civic Platform displays your meetings.
3. Click the option for the meeting you want to reject.
4. Click Reject.
Civic Platform removes you from the meeting and sends an email notification to the responsible person.
Note:
You can only reject meetings assigned to you. Only internal users can reject a meeting.
Note:
If you previously received an Outlook invitation to the meeting, Civic Platform generates a normal
Outlook email for the rejection, not an Outlook rejection email.

Cancelling a Meeting
You can cancel a meeting, associated with a specific record, from the Records portlet.

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To cancel a meeting
1. Access the Records portlet (see Navigating with Main Links in the Civic Platform User Guide).
2. Select the record for which you want to cancel a meeting.
3. Click the Meetings tab in the record details portlet.
4. Select the meeting you want to cancel.
5. Hover over the Manage Meeting drop-down button and select Cancel Meeting.
Civic Platform displays the dialog to enter a cancellation reason.

6. Complete the dialog.
7. Click Submit.
Civic Platform removes the meeting from the calendar and changes the assign status to Cancelled.

Deleting a Meeting or User Event
You can delete a scheduled meeting or delete a user event. To cancel an inspection, see Cancelling an
Inspection
To delete a calendar item
1. Find the calendar item for which you want to modify the schedule details (Viewing and Finding
Scheduled Calendar Items).
2. Click the Daily, Weekly, or Monthly tab.
3. Click the link to the specific calendar item of interest.
Civic Platform displays the schedule details for the selected calendar item.
Note:
You must remove all agenda items (records) from a meeting calendar item before you can delete it.

4. Click Delete.
Civic Platform deletes the calendar item.

Working with Meeting Agendas and Voting
To work with meeting agendas and votes
1. Find the calendar item for which you want to set the agenda and voting (Viewing and Finding
Scheduled Calendar Items).

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2. Click the Daily, Weekly, or Monthly tab.
3. Click the link to the specific calendar item of interest.
Civic Platform displays the schedule details for the selected calendar item.
4. Click the Agenda & Vote tab.
Civic Platform displays current record(s) comprising the agenda, if any.

5. If required, add a record to the agenda.
a. Click Add.
Civic Platform displays details for setting the agenda and vote.

b. Complete the fields. See Application Record Fields for field definitions.
Civic Platform displays records matching your search criteria.
c. Select the record(s) you want to add to the agenda.
d. Click Submit.
Civic Platform adds the selected record to the agenda.
6. If required, remove a record from the agenda.

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a. Select the records you want to remove from the agenda.
b. Click Remove.
Civic Platform displays the Meeting Reason and Comment dialog.

c. Select a reason and enter optional comments.
d. Click Submit.
Civic Platform removes the record from the agenda.
7. If required, vote on an agenda record.
a. Click the triangle symbol next to an agenda record to display the voting section.
Civic Platform displays voting options for meeting attendees with voting privileges.

Note:
Only Civic Platform internal users can vote. A responsible internal user can serve as a proxy to vote
for external users.

b. If required, remove an attendee from the voting roster.
a. Select the attendee you want to remove from the voting roster.
b. Click Delete Voter.
Civic Platform removes the attendee from the voting roster.

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c. If required, add an attendee to the voting roster.
a. Click Add Voter.
Civic Platform displays the list of attendees not on the voting roster.

b. Select the attendee.
c. Click Select.
Civic Platform adds the selected attendee to the voting roster.
d. Select the vote result from the drop-down list.
e. Click Save.
Civic Platform saves the voting results.

Viewing a Meeting Agenda
The records associated with a meeting determine the meeting agenda. You can review the meeting
agenda for each scheduled hearing.
To view a meeting agenda
1. View or find the meeting for which you want to view the agenda (Viewing and Finding Scheduled
Calendar Items).
2. Click the link to the meeting.
Civic Platform displays meeting details.
3. Click the Agenda & Vote tab.
Civic Platform displays the records associated with the meeting.

Adding and Removing Meeting Attendees
To set meeting attendees
1. Find the calendar item for which you want to set the attendees (Viewing and Finding Scheduled
Calendar Items).

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2. Click the Daily, Weekly, or Monthly tab.
3. Click the link to the specific calendar item of interest.
Civic Platform displays the schedule details for the selected calendar item.
4. Click the Attendees tab.
Civic Platform displays the availability of current attendees.

•

If required, add one or more attendees.
1. Click Add.
Civic Platform displays a form for adding attendees.
2. Select the users or groups you want to add as attendees.
3. Click Save.
Civic Platform adds the selected users and groups to the meeting.

•

If required, remove one or more attendees.
1. Select the users or groups you want to remove.
2. Click Remove.
Civic Platform removes the selected users or groups from the meeting.

Setting Meeting Attendance
To set meeting attendance
1. Find the calendar item for which you want to set the attendance (Viewing and Finding Scheduled
Calendar Items).
2. Click the Daily, Weekly, or Monthly tab.
3. Click the link to the specific calendar item of interest.
Civic Platform displays the schedule details for the selected calendar item.
4. Click the Attendance tab.
Civic Platform displays details for setting the attendance.

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5. For each attendee, set their attendance from the drop-down list as Present or Absent.
6. Click Save.
Civic Platform displays the count of present and absent attendees.

Setting Meeting Attachments
You can attach documents to a meeting, before or after the meeting. You can attach documents directly to
the meeting, or you can also attach documents from agenda items (records) specified for the meeting.
To set meeting attachments
1. Find the calendar item for which you want to set the attachments (Viewing and Finding Scheduled
Calendar Items).
2. Click the Daily, Weekly, or Monthly tab.
3. Click the link to the specific meeting of interest.
Civic Platform displays the schedule details for the selected meeting.
4. Click the Attachments tab.
Civic Platform displays details for setting the attachments.
5. If required, add one or more attachments to your meeting (see Attachments ).
6. If required, add a record attachment.
a. Click the Record Attachments option.
Civic Platform displays attachments to the records that comprise the agenda of the meeting
(Working with Meeting Agendas and Voting).

b. Select the attachment(s) you want to download.

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c. Click Download.
Civic Platform downloads the selected attachment(s).
7. Click Submit.

Sending Meeting Notifications
When you send a meeting calendar item, Civic Platform can send an email of changes to designated
recipients. The meeting type for the meeting determines when to send a notification, who to send the
notification to, and the format to use for the notification.
To send a meeting notification
1. Find the calendar item for which you want to send a notification (Viewing and Finding Scheduled
Calendar Items).
2. Click the Daily, Weekly, or Monthly tab.
3. Click the link to the specific calendar item of interest.
4. Click Send.
Civic Platform displays the email Notification page.

If your agency implements Microsoft Outlook integration, Civic Platform also displays meeting
notification information for Microsoft Outlook.
For Microsoft Outlook invites, Accela Civic Platform highlights changes to location, date, time, and
internal attendees as shown in the image below.

5. Complete the form in accordance with Email Notification Form Fields.

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Table 22: Email Notification Form Fields
Label

Description

Outlook Invite for Internal Meeting Attendees
Template

Drop-down list of available email templates for internal users, and list of current
internal user meeting attendees.

Outlook Invite for External Meeting Attendees
External Template

Drop-down list of available email templates for external users, and list of
external user meeting attendees.

Note:
The email notification form lists attendees who received a prior email notification.

6. If required, modify or view the notification template.
a.
Click the
icon to view or modify the notification template.
Civic Platform displays the Notification Template detail portlet.

a. See the section on Communication Manager in the Accela Civic Platform Release Notes and
Addendum for information on creating and modifying notification templates.
b. Click Save.
Note:
You can view the template if you do not have permission to update the template.

7. If required, add an attachment to the email notice.

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a. Hover over the attach icon

and click the Attach Document link.

a. Civic Platform displays currently attached documents.

b. Select files you want attached to the email notice.
c. Click Select.
Note:
The file size for all selected attachments must not exceed the maximum size. To change the
maximum size, see Communication Manager > General Settings > Attachments settings > Field
“Maximum Size of Total Files.”

8. Click Send Now.
Civic Platform sends the notification to selected attendees by standard email, Outlook invite, and Civic
Platform alerts.
Note:
If your agency implements Civic Platform integration with Microsoft Outlook, Civic Platform meeting
invites also appear as Microsoft Office meeting invites. Microsoft Office does not communicate action on
Civic Platform meeting invites, acceptance or rejection for example, back to Civic Platform.

Working with User Calendars
User calendar events specify time periods during which a user is not available for scheduling of other
types of calendar events (meetings or inspections). You can specify the user calendar event as a holiday,
weekend, or block out type.
To schedule a user calendar event
1. Access the Calendars portlet.
Civic Platform displays a portlet for navigating calendars.

Note:

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You can navigate user calendars by type or name.

2. Expand the calendar categories on the left side panel until you find the user calendar you want to use to
create the event.

Civic Platform displays scheduled items, that use the selected calendar, under the Daily, Weekly, and
Monthly tabs.
3. Select the user calendar for which you want to schedule an event.
4. Click New.
Civic Platform displays event details.

5. Complete the fields. See Calendar Item Details for field definitions.
6. Click Submit.
Civic Platform creates a new user calendar event.

Examining Calendar (and Related) Details
There are many detail forms and many entry fields that you might encounter as you work with calendars
and scheduling. The following tables list and define the default fields available in the different interfaces
you encounter.
•

Schedule Inspections Fields

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•

Pending Inspections Fields

•

Edit Inspection Fields

•

Calendar Item Details

Schedule Inspections Fields
The following fields may be available when scheduling inspections.
Table 23: Schedule Inspections Fields
Address

This field automatically populates with the application’s address.

Alternate ID

This field displays the alternate identification number for the application.If you
click the link at the alternate ID of an application, a window pops up displaying the
details for the application.

Assign to All

Select values from Department and Inspectordrop-down lists to assign all the
inspections to one inspector from a specific department.

Comment Display in ACA

Activated when you select the Display Comment in ACA option. This is the type
of user that can view the inspection results comments.

Department

The department that includes the inspectors to which you want to assign
inspections.

Desired Date

The desired date for the inspection.

Desired Time

The desired time for the inspection.

Display Comment in ACA

Applies only to Citizen Access users. Indicates whether ACA users can view the
inspection results comments.

Estimated End TimeEstimated These fields define the time period within which the inspector should arrive. The
Start Time
time period displays in the Estimated Arrival Time field in the inspection in Citizen
Access, which enables the applicant to prepare for the inspector’s arrival.
GIS Area

If the application for which you are scheduling an inspection has a parent
application that is a project application, then the GIS Object ID of the parent
application appears in this field.

Inspector

The inspector to which you want to assign inspections. You can also click the
Current User button to populate this field with the current user's name. When
you select an inspector from this list, all the selected inspections display the staff
member’s name in the Assign to Staff field.

Inspector Calendar

The Inspector Calendar displays inspector schedules. For example, if Civic
Platform associates Kate with three inspection calendars, then the Inspector
Calendar displays a combined view of Kate’s inspection assignments for all three
calendars.

Inspector List

The inspector list displays the inspectors selected in the Assign to Staff dropdown list. The inspector calendar for each selected inspector displays next to the
inspector list. The inspector that best matches the inspection(s) displays at the top
of the list. Inspectors with enabled and configured inspection profiles display at
the top of the list; inspectors without configured inspection profiles display at the
bottom of the list. You can select only one inspector from this list.

Inspection List

This list displays all the inspections selected for scheduling. Civic Platform lists
inspections by schedule order. Civic Platform highlights the first inspection by
default.

Inspection Sequence Number

This field populates with the inspection sequence number. Sequence numbers are
unique and incremental.

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Inspection Type

This field displays the type of inspection that you are scheduling.

Latitude

The inspection location’s latitudinal coordinates.

Legend

The Inspector Calendar Legend indicates the status of inspections on each
inspector’s calendar: Blue - a scheduled inspection, Purple - an unscheduled
inspection, White - available time, Gray - block out time, Orange - default calendar
unit value.

Longitude

The inspection location’s longitudinal coordinates.

Next Available Time

Indicates whether to schedule the inspection for the next available calendar time.
Civic Platform determines the next available time by using the calendar’s daily
allocated units, scheduled inspections, and default block times. Your agency
administrator determines the calendar daily allocated units and default block times.
Default inspection block times are 8:00 am - 12:00 pm and 1:00 - 4:30 pm.

Next Available Time for
Inspector

Indicates whether to schedule the inspection for the selected inspector’s next
available time.

Record ID

The application identification number for which you are scheduling an inspection.

Record Type

The application type for which you are scheduling an inspection.

Request Comment

Comments about the new inspection. You may identify who requested the
inspection, or any other important details.

Requestor

The first, middle, and last name of the person who requested or scheduled the
inspection, if other than the current user.

Requestor’s Phone Number

The phone number for the person who requested the inspection.

Scheduled Date

The date that the inspection is to take place.

Scheduled End Time

The scheduled end time for the inspection. The end time you set for an inspection
overrides the end time as calculated by the associated inspection calendar. When
you modify the inspection end time, the inspection type unit value and the available
inspector units update to reflect the change.

Scheduled Start Time

The scheduled time to start the inspection.

Status

This field indicates the current status of the inspection. If you are scheduling a
new inspection, the status is “New.” If you cancel an inspection, the status is
“Cancelled.”

Pending Inspections Fields
The following fields may be available for pending inspections.
Table 24: Pending Inspections Fields
Application No.

The application number for which you want to request inspections.

Available Inspection Types This box displays the inspection types associated with the default inspection group for
the application. If your agency sets up inspection flow or inspection milestones for the
selected application, an icon displays that reflects the status of each inspection type.
Delete

Use to delete selected inspection types

Existing Pending
Inspections

Current pending inspections for the selected application display in this list.If your
agency sets up inspection flow or inspection milestones for the selected application,
an icon displays that reflects the status of each inspection type.If you cannot schedule
an inspection type in an inspection flow or a milestone process, the inspection type is
grayed out. Only supervisors can schedule inspections outside of the inspection flow
or the milestone order.

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Inspection Group

This displays all available inspection groups. The selected intake form’s default
inspection group displays first in the list.

Pending Inspections

Assigns the inspection types displayed in the Available Inspection Types list to the
selected application. The status for all assigned inspections is Pending.

Pending Inspections List

This list displays two types of inspections: existing pending inspections and inspection
types selected from the Available Inspection Types list.

Schedule Inspections

Displays the Schedule Inspections portlet for selected inspections. If you enable
inspection flow, and you attempt to schedule inspections that do not belong to an
inspection flow, an error message displays.

Selected Inspection Types

Displays the inspection types selected from the Available Inspection Types box. If your
agency sets up inspection flow or inspection milestones for the selected application,
an icon displays that reflects the status of each inspection type.

Selected Records

Displays the following information about the application for which you request
inspections: application alternate ID, application name, short notes, and primary/first
address.

Edit Inspection Fields
The following fields may be available when editing inspections.
Table 25: Edit Inspection Fields
Address

The application’s address.

Alternate ID

The record ID number.

Address

The inspection location address.

Billable

Indicates whether the agency can bill for time spent on an inspection.

Comment Display in ACA

Activated when you select the Display Comment in ACA option.Specifies what
type of user can view the inspection results comments. Choices include All ACA
Users, Record Creator, and Record Creator & Licensed Professional.

Created by ACA

This field displays “Yes” if the scheduled inspection originated in Citizen Access;
otherwise, the field displays “No.”

Department

The inspector’s department.

Display Comment in ACA

Applies only to Citizen Access users. Indicates whether ACA users can view the
inspection results comments.

Document Name

Enter the title of the document you are attaching to the inspection.

EDMS Name

The name of the electronic document management system. Use this field when
attaching documents to an inspection. For more information, see Working with
Documents.

End Mileage

The mileage reading from the vehicle odometer after you complete the inspection.

End Time

The time that the inspector completes the inspection.

File Name

The fully qualified filename and path for the document. Users can click Browse to
locate the file on your computer. The document size may be up to 16MB.

GIS Area

If the application with the scheduled inspection has a parent application that is a
also project application, then the GIS Object ID of the parent application appears in
this field.

Inspector

The name of the inspector responsible for completing the inspection.

Inspection Date

The date that you complete the inspection.

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Inspection Sequence Number

This field populates with the inspection sequence number. Sequence numbers are
unique and incremental.

Inspection Time

The time of day that you complete the inspection.

Inspection Type

The type of inspection scheduled.

Latitude

The inspection location’s latitudinal coordinates.

Longitude

The inspection location’s longitudinal coordinates.

Record ID

The application ID number for which the inspection is to occur.

Record Type

The type of record for which the inspection is to occur.

Request AM/PM

The time block for the scheduled inspection.

Request Comment

Comments about the new inspection. You can identify who requested the
inspection or enter other important details. You can also enter predefined
comments by clicking the Standard Comments button.

Request Date

Civic Platform automatically generates the request date when a user schedules
and submits a new inspection.

Requestor’s Phone Number

The phone number for the person who requested the inspection.

Request Time

The time of the inspection request.

Scheduled Date

The date when the inspection is to occur.

Scheduled Time

The time when the inspection is to occur.

Status

This field indicates the current status of the inspection. For example, Denied, Not
Ready for Work, or Stop Work.

Submit AM/PM

The time block for the scheduled inspection.

Submit Date

The date the inspection was submitted.

Submit Time

The time the inspection request was submitted.

Total Mileage

The total number of miles required. Civic Platform does not calculate this value
automatically.

Unit Nbr

This is the inspections unit number. Unit values typically represent either the
number of hours or the number of inspections.
What does Civic Platform use the Unit Number for?
You can set up inspections so that Civic Platform automatically assigns and
schedules inspectors by using inspector profile information, which includes a
maximum daily number of inspection units. An inspection unit may be the number
of inspections, the number of hours, or another value.

Vehicle ID

This is a number that identifies the vehicle used to complete the inspection, such
as the license plate number or VIN.

Calendar Item Details
The following fields may be available when working with calendar items.
Table 26: Calendar Item Details
Label

Description

All-Day Event

Indicates whether the event occupies the entire calendar day.

Calendar Item

The distinct name for the event that you want to schedule.

Comments

Additional description or details about the event.

Date

The day to schedule the event.

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Label

Description

End Re-occurrence

The date to end a recurring event. Blank when continuing an event
indefinitely.

End Time

The end time for the event.

Location

Applies to meeting calendar type only. The location of the meeting.

Maximum Agenda Items

Applies to meeting calendar type only. The maximum number of records you
can review at the meeting.

Meeting Body

Applies to meeting calendar type only. An individual or a group of people
responsible for reviewing records in a public setting, such as planning
commission or appeals board.

Meeting Calendar

The name of the calendar that you want to use for the meeting. This field only
appears when creating a meeting from the My Tasks, Task Management, and
Records portlets.

Meeting Type

Applies to meeting calendar type only. Indicates the type of meeting calendar.
Civic Platform only displays those meeting types for which you have
permission.

Meeting Status

Applies to meeting calendar type only. This field only appears when you
schedule an event on a meeting calendar.Determines the status of the
meeting, such as Approved or Pending. The displayed values depend on the
status group for the meeting type.

None

For a one-time event without recurrence.

Reminder

Specifies the number of days, before the meeting, to send out a reminder
notification.

Repeat every day(s)

To repeat an event every specified number of days.

Repeat every week(s) on

To repeat an event every specified number of weeks on the specified day of
the week.

Repeat every month(s) on

To repeat an event every specified number of months on the specified day of
the month.

Repeat every year(s)

To repeat an event every specified number of years.

Responsible Person

The responsible person organizes the meeting and assigns attendees. The
responsible person defaults to the logged in user. You can also click the
Current User link to select the currently logged in user.
The Responsible Person drop-down list displays the modules from which
you can select a responsible person. When you select a module from the
Responsible Person drop-down list, Civic Platform displays the users in that
module that you can delegate as the responsible person.

Start Time

The start time for the event.

Type

The type of event. The types of events listed depend on the type of calendar
for which you specify the details (meeting, agency holiday, user).
Block-out - The user calendar. Blocks out a time or day for which the agency
cannot provide service.
Holiday - The user and agency holiday calendars. Choose this option to
schedule a holiday. During holiday periods, users cannot make reservations
or schedule inspections.
Weekend - The user and agency holiday calendars. Choose this option
to schedule a weekend. During weekend periods, users cannot make
reservations or schedule inspections.

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Contacts
Choose a topic from the list below to learn more about working with contacts.
Related Links
Contacts Overview
Managing Reference Contacts
Managing Record Contacts
Viewing Related Contacts
Applying a Condition to a Reference Contact
Viewing Records Associated with a Contact
Associating Professionals with a Contact
Associating Reference Addresses with a Contact
Managing Public Users Associated with Contacts
Viewing Assets Associated with a Contact
Examining Contact Details

Contacts Overview
Use the Contacts tab to add, maintain, and view information about the people associated with an
application. There are two classes of contacts:
•

Reference contacts
A reference contacts is a contact record that is stored in the database, independent of any application
or record. You can search for and associate reference contact data when you are completing an
application or form. When you associate a reference contact, all of the data for that contact populates
automatically into application. This not only saves time, but improves accuracy across multiple
applications. You can add reference contacts independent of individual records and applications,
build relationships between reference contacts, merge reference contact records, and more. Because
reference contacts

•

Transactional record contacts
A transactional record contact is what we call a contact once it has been added to a record or
application, either manually, or by using reference contact information. It is important to distinguish
between transactional contacts and reference contacts, because transactional contact data is pertinent
to that contact only, whereas reference contact data is pertinent to any new or existing record where
that data may appear.

Managing Reference Contacts
Topics
•

Adding a Reference Contact

•

Tips on Searching for a Contact

| Contacts | 289

•

Looking for Close Matches

•

Editing a Reference Contact

•

Adding Also Known As Names of a Contact

•

Managing Contact Addresses of a Contact

•

Managing Attachments Associated with a Contact

•

Building Relationships between Reference Contacts

•

Merging Contacts

Adding a Reference Contact
You can add new contacts to your reference database. After you add a reference contact, you can look up
the contact when associating contacts with a specific application, service request or other record type.
To add a reference contact
1. Navigate to the Contacts portlet.
Civic Platform displays a list of reference contacts.
2. Click New.
Civic Platform displays the contact details on the record tab.
3. Complete fields with available data. See Contact Detail for field definitions. If you are importing contact
details from an external permitting system, see Working in the Applicant and Contact Sections.
4. Click Submit.

Tips on Searching for a Contact
•

Performing a Search
You can search for reference contacts using any combination of search criteria, including standard
contact fields, template fields, associated activities, or contact addresses. See Using the Search
Features for information about using search functionality in Civic Platform.

•

Searching by Also-Known-As Names
If you search contacts by the First, Middle, Last Name, and/or Full Name fields, Civic Platform not only
checks the standard contact fields, but also the also-known-as names (see Adding Also Known As
Names of a Contact) for matches.

•

Looking for Close Matches
Sometimes the search results do not include the contact you intend to find due to a variance in spelling.
If your search does not return expected results, try using the “Close Matches” function to find contacts
that may not be exact matches, but are close matches to your search criteria.

Looking for Close Matches
You can start a contact close-match search without providing value for the individual/organization
flag. Civic Platform can check the contact fields you already entered, and decide whether to search
for individual or organization close matches. Specifically, if any of the following fields has a value:
Organization Name, FEIN, or DBA/Trade Name, Civic Platform searches for close matches in organization
contacts; Otherwise, it searches for close matches in individual contacts.

| Contacts | 290

Note:
Agencies can use the standard choices INDIVIDUAL_CONTACT_MATCH_CRITERIA and
ORGANIZATION_CONTACT_MATCH_CRITERIA to define the close match criteria for both individual
reference contacts and organization reference contacts. See the Civic Platform Configuration Reference for
more information about Standard Choices.

To look for close matches to your search criteria
1. Perform a standard contact search. See Using the Search Features .
Civic Platform displays the search results that exactly meet the search criteria in the contact list portlet.

2. Click Close Matches to view the close matches to the search criteria.
Civic Platform displays all the close matching contacts.

Editing a Reference Contact
If you need to update contact details, you can search for and modify the contacts records as needed.
Your changes do not affect any applications or any service requests currently associated with the contact.
Your changes do, however, affect any new applications and new service requests that users create and
associate with the contact.
To edit a reference contact
1. Navigate to the Contacts portlet.
Civic Platform displays a list of reference contacts.
2. Use search to locate the contact you want to modify, then click the link for that contact to view the
contact details. See Using the Search Features for information about conducting a search in Civic
Platform.
Civic Platform displays the contact details on the record tabs.
3. Modify the fields as needed. See Contact Detail for field definitions.
4. Click Submit.

Adding Also Known As Names of a Contact
You can add additional (also known as, or AKA) names for a contact into Civic Platform. For example,
when a person changes his/her surname upon marriage, you can add the maiden name as an ‘also known
as’ name. You can delete names from this list as well using the Delete button.
To add an Also Known As name for a reference contact
1. Navigate to the Contacts portlet.
Civic Platform displays a list of reference contacts.

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2. Select the Also Known As tab.
Civic Platform displays the Also Known As list portlet.
3. Click Add.
Civic Platform displays a new row on the Also Known As list portlet.

4. Complete the fields with available data.
5. Click Save.
Civic Platform saves the Also Known As name.

Managing Contact Addresses of a Contact
You may want to maintain the contact address information for a contact, for example, the mailing address
to send mails to, or the home address of the contact.
You can either directly create a contact address for a contact, or add an existing reference address
(including external addresses) as the contact address.
Your administrator can define contact address identifier fields. Civic Platform regards a contact address
as duplicate if the address has duplicate identifier field values as an existing active contact address in the
same contact, and forbids you from adding it to the contact.
•

When Civic Platform synchronizes a record contact with a reference contact, but the record contact has
a duplicate contact address, the contact address in the reference contact directly replaces the contact
address in the record contact.

•

When you add a duplicate contact address to replace the one that you are deactivating, the existing
active contact address, instead of the one you are adding, replaces the one that you want to deactivate.

•

In previous versions, you may have added duplicate contact addresses. Civic Platform automatically
filters duplicate contact addresses when you look up and select contact addresses to add in records.

Topics
•

Creating a Contact Address for a Contact

•

Adding an Existing Address as a Contact Address

•

Deactivating a Contact Address

Creating a Contact Address for a Contact
Depending on the configuration by your agency administrators, you can create contact addresses for a
contact with different address types, such as home address, mail address, physical address.
To add a new contact address to a contact
1. Navigate to the Contact portlet.
Civic Platform displays the Contact detail page.

| Contacts | 292

2. Click the Contact Address tab.
Civic Platform displays the contact address list page.
3. Click New.
Civic Platform displays the contact address fields.
4. If needed, check to see whether validation is required for your new address. Otherwise, skip to the next
step.
a. Check whether the Validate button displays in the Contact Address tab.
Even if this button is available, your agency may require you to validate only certain types of contact
addresses against an external address source.
b. Specify the address type and country/region of the address, and then click Validate.
One of three messages displays:
“Address validation is required” means that the address requires validation.
“No validation data source is defined” means that you are creating an address that requires no
validation.
“Failed to connect to the validation data source” means that the address requires validation but Civic
Platform cannot connect to the validation source.
5. Complete the remaining fields with available data. See Contact Address Fields for field definitions.
6. If the address you are adding requires validation, do the following:
a. Click Validate.
Civic Platform displays a list of matching addresses from the external validation source.
b. If you use to add an address from the list, select that address and click Select.
Civic Platform populates the contact address fields with the information from the selected address,
and sets the Validated field to Yes.
c. If you do not want to accept any of the validated addresses as correct, click Cancel.
Civic Platform sets the Validated field of the address to No.
7. Click Submit.
Civic Platform displays the newly-created contact address in the contact address list page.

Adding an Existing Address as a Contact Address
Your agency administrator may allow you to add an existing reference address (including external address)
as the contact address for a contact.
Note:
Changes you make in contact addresses do not update reference addresses.

To add an existing address as contact address
1. Navigate to the Contact portlet.
Civic Platform displays the Contact detail page.
2. Click the Contact Address tab.
Civic Platform displays the contact address list page.
3. Click Look Up.

| Contacts | 293

Civic Platform displays the Address detail page.
4. Enter search criteria in the address fields, then click Submit.
Civic Platform displays the results from the search.
5. Select the addresses that you want to add, and click Select.
Civic Platform adds the selected address in the contact address list page.
6. Click the Contact Address ID link for your newly-added address.
7. Complete any blank fields with available data (see Contact Address Fields).
8. Click Save.
9. Repeat Click the Contact Address ID link for your newly-added address. through step 8 for each contact
address you want to update.

Deactivating a Contact Address
You cannot delete contact addresses. However, if a contact address becomes obsolete, you can change
its status to inactive.
To deactivate a contact address
1. Navigate to the Contact portlet.
Civic Platform displays the Contact detail page.
2. Click the Contact Address tab.
Civic Platform displays the contact address list page.
3. Select the contact address you want to deactivate.
4. Click Deactivate.
Civic Platform prompts you to enter the end date.

If the contact address you want to deactivate is the primary contact address in one or more records, you
must define a new contact address and specify the end date for the selected address.

| Contacts | 294

5. Enter the end date to deactivate the selected contact address.
6. If required, complete the form to define a new contact address to replace the deactivated primary
address. For information on defining a new contact address, see Creating a Contact Address for a
Contact.
7. Click Submit.
Civic Platform deactivates the selected contact address. If you define a new contact address, Civic
Platform adds the new contact address to the current contact and the record contact(s) which used the
selected contact address as primary.

Managing Attachments Associated with a Contact
The Documents tab for a contact lists all associated attachments. You can download and view an
attachment, upload additional attachments, assign ACA permissions to the attachments, or remove an
unnecessary attachment preconditioned that the attachment is not associated with a record.
After you add a document to a contact, you can look up the document and add it to the record which is
associated with the contact. For more information, see Looking Up People Attachments to Associate with
Records. Note that after you add a document from a contact to one or more records, Civic Platform forbids
you from deleting the documents in the contact.
For more information, see Attachments .

Building Relationships between Reference Contacts
Building relationships between reference contacts enables you to set up a contact network in Civic
Platform. For example, an individual can be the CEO of an organization (contact), the manager of his team,
and at the same time, the client of his lawyer. You can add associated reference contacts to an individual
contact, and define the roles each one plays for the other in every association.
The reference contact relationship is a network (instead of a hierarchical tree). The relationship that you
set up for two reference contacts has nothing to do with other contacts. You can configure the relationship

| Contacts | 295

between two reference contacts in the Contact Relationship tab of one contact, and view the relationship in
both the contact details.
To manage contact relationship for a reference contact
1. Navigate to the Contact portlet and select the contact with which you want to work.
Civic Platform displays the Contact detail page.
2. Click the Contact Relationship tab.
Civic Platform displays the contact relationship list page.
3. To filter the contact relationship list.
a. Enter one or more filter criteria.
b. Click Filter.
Civic Platform filters the relationship list.
4. To relate one or more reference contacts with the current contact:
a. Click Look Up.
Civic Platform displays the contact search page.
b. Enter search criteria as appropriate, then click Submit.
Civic Platform returns a list of reference contacts that meet the search criteria.
c. If the search results do not contain the contact(s) you want to add, click Close Matches to retrieve
close match contacts.
d. Select the contact(s) you want to relate with the current contact, and then click Select.
Civic Platform displays the contact role setting portlet.

e. Enter the relationship details.
f. Click Select.
Civic Platform adds the new relationship into the relationship list for both the current contact and the
target contact.
5. To edit an existing relationship:
a. Click the link at the Current Contact Role column of the relationship.
Civic Platform displays the contact role setting portlet.
b. Update any of the fields that display, and click Submit.
Civic Platform updates the selected relationship.
6. To delete or deactivate an existing relationship:
a. Select the contact relationship that you want to remove or deactivate.
b. Click Delete to delete the contact relationship, or Deactivate to deactivate it.

| Contacts | 296

If you delete a relationship, the relationship list no longer displays the relationship.
If you deactivate a relationship, the relationship list still displays the relationship, but the relationship
status becomes Inactive.

Merging Contacts
If your agency enables merge functionality, (see 0322-Reference Merge Contacts in the Civic Platform
Configuration Reference), you can select multiple contacts, select a target contact, select contact
associations, and merge the contacts and their associations in the selected target contact. After you merge
contacts, the target contact remains, and all the other source contacts become disabled.
Note:
Merging contacts is a permanent action. However, Civic Platform does not delete the source contacts. The
contacts are merely disabled. You may be able to restore disabled contacts. See your system administrator.

To merge contacts
1. Navigate to the Contact portlet.
Civic Platform displays the Contact detail page.
2. Select at least two enabled contacts that you want to merge. Note that you may not merge individual
contacts with organization contacts.
3. Click Merge.
Civic Platform displays the list of contacts that you just selected.

4. Select the contact that you want to define as the target contact, and then clickNext.
Note:
The target contact is the contact to which you want to append the information from the other contacts. It
is the contact you want to keep.
All the contacts that you select for merging are source contacts. All the source contacts except the
target contact become disabled after the merge occurs.

Civic Platform displays the Merge Contact Data dialog.

| Contacts | 297

5. Use the links in the dialog to review and select the information and associations that you want to include
in the target contact.
•

Contact Details
This link displays the information about the contact you selected. You must select a contact type and
then confirm the other fields.

•

Also Known As
This link lists all the also-known-as names of all the source contacts. You can select the also-knownas names you want to add to the target contact.

•

Contact Addresses
This link is available if you can access the contact addresses tab (Managing Contact Addresses of a
Contact). Click the link to display the contact addresses of all the source contacts. By default, Civic
Platform uses the contact addresses of the contact you selected to merge to the target contact. You
can select more if you want.

•

Licenses
This link lists all the licensed professionals associated with the source contacts. By default, Civic
Platform selects all the licensed professionals to merge to the contact. You deselect any licensed
professionals that you do not want to merge.

•

Conditions
This link lists the conditions for all the source contacts. By default, Civic Platform selects only the
conditions for the contact you selected to merge to the target contact. You can select more if you
want.

•

Activities
This link lists the activities logged in all the source contacts. By default, Civic Platform selects only
the activities in the contact you selected in Select the contact that you want to define as the target
contact, and then clickNext. to merge to the target contact. You can select more if you want.

•

Public Users

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This link lists the public users associated with all the source contacts. By default, Civic Platform
selects only the public user associated with the contact you selected to merge to the target contact.
You can select more if you want.
After merging, source contacts become disabled and they lose their association with public users.
Some public users may find their account dissociated with all contacts. If this happens, the public
user account becomes disabled, and the public user receives an email notification on the change.
•

Assets
This link lists the assets associated with all the source contacts. By default, Civic Platform selects
only the assets associated with the contact you selected to merge to the target contact. You can
select more if you want.

6. Click Finish to merge the contacts.
Civic Platform merges the selected information into the target contact, and disables the other source
contacts.
Civic Platform directly merges all the documents from the source contacts to the target contact. If a
record is associated with a source contact, the record attachments list still displays the document that
users add to the record from the source contact, and the people attachments list of the record displays
that the document is associated with the target contact.
Note:
A document may fail to be merged if the document has duplicate file name with one in the target contact,
or the credentials provided by the user cannot pass EDMS authentication. The document-merging failure
does not affect the overall contact merging result.

Managing Record Contacts
You can associate one or more reference contacts with an application or a service request. You can also
create new record contacts by entering details about the contact on the Contacts tab of the record detail
form portlet. Depending on your user privileges, you may also be able to look up a contact from your
reference database and simply add the contact information that way.
The Manage Contacts menu on the Contacts tab provides you with a list of actions that you can perform
on one or more records. For example, you can look up contacts to add to a record, add a new contact, and
synchronize record contacts with their reference source.
Topics
•

Accessing the Manage Contacts Menu

•

Adding a Contact from Reference Contacts

•

Adding an Internal User as a Contact

•

Adding a New Contact

•

Editing a Contact on a Record

•

Managing the Synchronization of Contacts

•

Removing or Deactivating a Contact on a Record

Accessing the Manage Contacts Menu
1. Go to the appropriate portlet, then locate and choose the building permit or the service request you
want to work with.

| Contacts | 299

Civic Platform displays the detail portlet on the record tabs.
2. Click the Contacts tab.
Civic Platform displays the record contacts list page.
3. Hover your mouse cursor over the Manage Contacts button in the toolbar.
The Manage Contacts menu displays.

4. Left click any option in the menu to select it.

Adding a Contact from Reference Contacts
You can associate one or more contacts with a record. Depending on your user privileges, you may also
be able to look up a contact from your reference database and add all the reference contact information
to your record. If you cannot find the reference contact you want to add, you have the option to create the
reference contact right away.
To add a contact to a record from reference contacts
1. On the Contacts tab for the record you are working on, hover over the Manage Contacts button
(Accessing the Manage Contacts Menu), then select Look Up from the menu.
Civic Platform displays the contact look-up form.
2. Enter search criteria as needed to find the contact you seek, then click Submit. You can search
reference contacts by contact standard fields, contact activities, or contact addresses. See Examining
Contact Details for field definitions.
Civic Platform displays your search results.

Note:
You may have specified the contact type and type in the search criteria. However, Civic Platform ignores
the type information when performing the search, because users can add reference contacts of any type
to records in various roles (transaction contact types).

3. If the search results contain the contact(s) you want to add, select the contact you want to add and click
Select.

| Contacts | 300

Civic Platform adds the contact to the record.
4. If the search results do not contain the contact you want to add, you can click Close Matches to
retrieve close match contacts (see Looking for Close Matches).
You can also click New in Reference to create a new reference contact.
If the selected contact has only one contact address, Civic Platform adds the selected contact to the
record with its contact address.
5. If the selected contact has multiple contact addresses, you can select which contact addresses to add
in the pop-up Contact Address Look Up Form and then click Select.

Civic Platform adds the selected contact in the record contact list.
6. Change the contact type for the newly-added contact as needed. For more information, see Editing a
Contact on a Record.

Adding an Internal User as a Contact
Depending on your user privileges, you may be able to look up an internal user on your staff and associate
that user as a contact on a record.
Note:
Enable FID 8506 - Internal User, to make the Look Up Staff command available in the Manage Contacts
menu on the Contacts tab of a record. This command provides the ability to associate internal users to an
application/record as a contact.

Once added, you can configure that contact to receive email notifications and updates for that record. This
gives internal staff such as case workers, investigators, or inspectors the ability to stay on top of a case as
it moves through its life cycle.
To add an internal user as a contact on a record
1. Open the record you want to work with, and navigate to the Contacts section.
2. Hover on the Manage Contacts button to display a command menu.
3. Select Look Up Staff.
4. Enter search criteria to locate the staff member you want to add.
5. Click Submit.
The search results display.
6. Select the contact you want from the results list.
7. Click Select.
A contact form displays. Some of the internal user’s data displays.

| Contacts | 301

8. Complete the rest of the form with available data.
9. Click Submit.
The new contact is added to the record.

Adding a New Contact
You can add contacts manually to a record. Some agencies restrict users from adding certain types of
transactional contacts, preferring that you add them as reference contacts instead. But for cases where
transactional contacts are permissible, you can manually add new contacts to a record without creating a
reference contact.
To add a new contact to a record
1. On the Contacts tab for the record you are working on, hover over the Manage Contacts button
(Accessing the Manage Contacts Menu), then select New.
Civic Platform displays the new contact form.
2. Enter available data in the contact fields. See Contact Detail for field definitions.
3. In the Contact Address sub section, add the address information for the contact.
4. If you selected a contact type that you are allowed to create transactional contacts for, click Submit.
Otherwise, go to the next step.
Civic Platform adds the contact as a transactional contact to the record.
5. If you selected a contact type that can only be added as a reference contact, click Submit:
Civic Platform displays a list of reference contacts matching the information that you entered.

6. You can proceed in one of three ways:
•

Select a contact from the search results, then click Select.

•

Click Close Matches to retrieve more close match contacts, select a contact from the new list, and
then click Select.

•

Click New in Reference to create a new reference contact, complete the fields in the new contact
form, and click Submit. Once done, you can select the contact you just created, and click Select.
Civic Platform adds the reference contact to the record.

Editing a Contact on a Record
You can edit contact information on an application or a service request record as needed.
To edit a contact on a record

| Contacts | 302

1. Go to the Contacts tab for the record you are working on.
Civic Platform displays a list of contacts associated with the record.
2. If you want to change the contact type, select a type from the Type drop-down list.
Civic Platform updates the record contact with the new type.
Note:
Different contact types may require different contact template fields and contact addresses. If you
change the type, you may lose the template fields and the contact addresses that Civic Platform
associated with the old type.

If Civic Platform requires template fields for the new contact type, Civic Platform prompts you to enter
the required information. Click Yes to continue. and go to Edit any of the fields that display in the
Contact Detail section. See Contact Detail for a list of field descriptions. to complete the required
information.

3. If you want to edit the contact or contact address details, click the Contact Number link for the contact.
Civic Platform displays the contact details.
4. Edit any of the fields that display in the Contact Detail section. See Contact Detail for a list of field
descriptions.
5. Click Submit.

Managing the Synchronization of Contacts
When you add a record contact by looking up a reference contact (Adding a Contact from Reference
Contacts), the record contacts list provides a Reference Contact ID column and a Sync column. The Sync
column indicates whether a record contact is in sync with its reference or not. For each individual record
contact, you can choose to synchronize it from or to its reference contact, or you can choose to break the
synchronization.
If you added a contact as a transactional contact, there is no corresponding reference contact, so the
Reference Contact ID column is null, and the Sync column value is No. However, you can still look up a
reference contact and synchronize the reference contact with the record contact. After synchronization,
the record contact links with the reference contact in the same way as the contact that you add to a record
from reference.
Note:
The best practice when adding a contact to a record is to search for and select a contact from existing
reference contacts. This method enables you to save time by applying the reference contact information to
the record. You can also avoid duplicate contact information in the database.

Topics
•

Synchronizing a Record Contact from its Reference

•

Synchronizing a Record Contact to its Reference

•

Stopping Synchronization between a Record Contact and its Reference

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Synchronizing a Record Contact from its Reference
Record contacts may not be as current as reference contacts. If a record contact is currently not in sync
with the reference, you can the record contact data with the more current reference contact information.
To synchronize a record contact from its reference
1. Go to the Contacts tab for the record you are working on.
Civic Platform displays a list of contacts associated with the record.
2. Select the contact you want to synchronize from its reference. You can only synchronize one record
contact at a time.
3. Hover over the Manage Contacts button, and select Sync from Reference.
If Civic Platform already associates the record contact with a reference contact, Civic Platform
synchronizes the record contact with the reference contact.
If Civic Platform does not yet associate the record contact with a reference contact, you must select the
reference contact to synchronize. Complete the following steps:
a. In the reference contact lookup form, enter search criteria as needed to find the contact you seek,
then click Submit. You can search reference contacts by contact standard fields, contact template
fields, contact activities, or contact addresses. See Contact Detail and Contact Address Fields for
field definitions.
Civic Platform displays your search results.
b. If the search results do not contain the contact you want to find, click Close Matches to retrieve
close match contacts. For more information on close match search, see Looking for Close Matches.
c. Select the contacts you want to synchronize to the record contact and then click Select.
Civic Platform synchronizes the record contact with the reference contact.
After the synchronization:
•

The record contact stays in synchronization with the reference contact.

•

The Sync column of the record contact changes to Yes.

•

If the previous record contact contains some contact addresses, Civic Platform adds the contact
addresses to the reference contact while also keeping them in the record contact. For more
information on contact addresses, see Managing Contact Addresses of a Contact.

•

The contact template fields in the selected reference contact may be different from the contact
template fields in the current contact role in the record. If some template fields are common to both,
Civic Platform copies the values in the fields from the reference contact to the record contact. If
some template fields are unique in the reference contact, the fields remain hidden in the record
contact.

Synchronizing a Record Contact to its Reference
After you update a record contact, if the record contact is currently not in sync with the reference, you may
want to synchronize the information to its reference contact.
To synchronize a record contact to its reference
1. Go to the Contacts tab for the record you are working on.
Civic Platform displays a list of contacts associated with the record.
2. Select the contact you want to synchronize to its reference. You can only synchronize one record
contact at a time.

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3. Hover over the Manage Contacts button, and select Sync to Reference.
If Civic Platform already associates the record contact with a reference contact, Civic Platform
synchronizes the record contact with the reference contact.
If Civic Platform does not yet associate the record contact with a reference contact, you must select or
create a reference contact to synchronize. Complete the following steps:
a. In the reference contact lookup form, enter search criteria as needed to find the contact you seek,
then click Submit. You can search reference contacts by contact standard fields, contact activities,
or contact addresses. See Contact Detail and Contact Address Fields for field definitions.
Civic Platform displays your search results.
b. If the search results do not contain the contact you want to find, click Close Matches to retrieve
close match contacts. For more information on close match search, see Looking for Close Matches.
c. To synchronize the record contact to an existing reference contact, select the contact you want to
synchronize the record contact to and click Select.
Civic Platform synchronizes the transactional contact to the reference contact.
d. To synchronize the record contact to the reference as a new reference contact, click New in
Reference to create a new reference contact. After you complete the fields in the popup Contact
New Form, click Submit.
Note:
The standard contact fields display as read-only in the contact new form, with the values populated
from the record contact.
If some template fields are common in the record contact and the reference contact, the template
fields are editable in the contact new form, with the values populated from the record contact.
Do not edit the values, because when Civic Platform synchronizes the existing information from the
record contact to the new reference contact, your changes get overwritten.

Civic Platform creates the new reference contact as specified, and associates it with the record
contact.
After the synchronization:
•

The record contact information synchronizes to the reference contact.

•

The record contact stays in synchronization with the reference contact. Civic Platform synchronizes
the change in either side to the other side.

•

The Sync column of the record contact changes to Yes.

•

If the previous record contact contains some contact addresses, Civic Platform adds the contact
addresses to the reference contact while also keeping them in the record contact. For more
information on contact addresses, see Managing Contact Addresses of a Contact.

Stopping Synchronization between a Record Contact and its Reference
You can choose not to synchronize the information between a record contact and its reference source.
To stop synchronization between a record contact and its reference
1. Go to the Contacts tab for the record you are working on.
Civic Platform displays a list of contacts associated with the record.
2. Select the contact you want to synchronize to its reference. You can only synchronize one record
contact at a time.

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3. Hover over the Manage Contacts button, and select Stop Sync.
Civic Platform changes the Sync field to No for the record contact.

Removing or Deactivating a Contact on a Record
If you remove a contact from the record Contacts tab, the contact no longer displays in the record contacts
list. If you deactivate a contact, the contact still displays in the record contacts list, and the contact status
becomes Inactive.
To remove or deactivate a record contact
1. Go to the Contacts tab for the record you are working on.
Civic Platform displays a list of contacts associated with the record.
2. Select the contact you want to remove or deactivate.
3. To remove the contact
a. Hover over the Manage Contacts button.
b. Select Remove.
Civic Platform removes the contact.
To deactivate the contact
a. Hover over the Manage Contacts button.
b. Select Deactivate.
Civic Platform displays a pop-up End Date window.

c. Enter the contact end date, and then click OK.
Civic Platform sets the contact End Date to the specified date, and changes the contact status to
Inactive.

Viewing Related Contacts
Building relationships among contacts can help streamline communication between different departments
in your agency. For example, if two individuals are both employees of a business, associating the two
individuals makes it more efficient to handle the contacts of the business.
You do not need to associate contacts with other contacts manually. When you create a record for a
business and add all of the employees of that business to the record as contacts, the relationships
between the individuals establish automatically.
EXAMPLE:
John is the owner of Starbucks #2 and he is an individual contact in Civic Platform. The Related Contacts
tab for John lists 9 items:

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•

John himself (owner of Starbucks #2)

•

Starbucks HQ

•

David (owner of Starbucks HQ)

•

Eddy (shareholder of Starbucks HQ)

•

James (attorney of Starbucks HQ)

•

Amy (original owner of Starbucks #1)

•

Mike (current owner of Starbucks #1)

•

James (attorney of Startbucks #1)

•

James (attorney of Starbucks #2)

Figure 18: Contact Relationship Illustration
Topics
•

Viewing Related Contact Information

•

Searching for and Filtering Related Contacts

Viewing Related Contact Information
The Related Contacts tab for a contact lists all the records that the contact has an association with, along
with all other associated contacts for each of those records. You can gain both holistic and historical views
of a contact relationship. For example, you can review a list of businesses that a person is both current and
historical party to. You can review a list of all individuals within a business and its sub-businesses, and you
can review a information about individuals that satisfy multiple roles concurrently.
To view related contact information
1. Navigate to the Contact portlet.
Civic Platform displays the Contact detail page.

| Contacts | 307

2. Click the Related Contacts tab.
Civic Platform displays the related contacts and businesses list page.

3. Do any of the following:
•

To view the details about the related business, click the Record ID or Alternate ID link for the record
that you want to view.
Civic Platform displays the Record detail portlet for the selected business underneath the Related
Contacts tab.

•

To view the details about the related contact, click the Contact Number link next to the contact that
you want to view.
Civic Platform displays the Contact detail portlet for the selected contact underneath the Related
Contacts tab.

•

To view the details about the condition on a related contact, click the Condition link next to the
contact that you want to view.
Civic Platform displays the Condition detail portlet for the selected contact underneath the Related
Contacts tab.

•

To view the related records about the related business, complete these options:
1. Locate the Related Records column, and click or hover over the View link next to the current
record.
Civic Platform provides shortcuts to the parent, child, and sibling records for the current record in
a pop-up window.
2. Click a related record link in the pop-up window.
Civic Platform displays the Related Records tab for the current business underneath the Related
Contacts tab. Underneath the Related Records tab is the Record detail portlet of the selected
record.

Searching for and Filtering Related Contacts
There are three ways for you to filter the contents of the Related Contacts list portlet.
•

You can search for a related contact by standard record field, standard contact field, contact address
field, or a combination of the fields that display on the Related Contact search form.

•

You can create a QuickQuery and apply it to the Related Contacts list portlet. See Understanding
QuickQueries for more information.

•

You can filter the contents of the Related Contacts list by Record ID or Alternate ID, Contact Name, or
Contact Type. The Record ID or Alternate ID field only supports exact searches.
Note:

| Contacts | 308

You can only filter the contents of the Related Contacts list by a single field.

Applying a Condition to a Reference Contact
If a contact is a reference contact, you can apply a condition to it. When you apply a condition to a
reference contact, you set requirements on the reference contact. These requirements must fulfilled before
further actions proceed.
You can create a new condition, or you can also use a standard condition for the reference contact. For
detailed information on conditions, see Conditions .

Viewing Records Associated with a Contact
You can view all the associated records for a contact, no matter whether the contact is the primary contact
of the records or not.
To view the records associated with a contact
1. Navigate to the Contact portlet and select the contact you want to work with.
Civic Platform displays the Contact detail page.
2. Click the Record List tab.
Civic Platform displays the list of records that the contact is associated with.
3. You can use the My QuickQueries functionality to filter the list. You can also select records and create a
set from the selected records. For more information about sets, see Understanding QuickQueries .

Associating Professionals with a Contact
Civic Platform allows you to associate or dissociate licensed professionals with a contact at any time. Also,
you can synchronize the contact information to its associated licensed professionals. This relationship is
particularly useful when several licensed professionals all belong to the same contact (for example, an
organization contact), and the licensed professionals share the same contact information with the contact.
Topics
•

Adding Licensed Professionals to a Contact

•

Synchronizing Contact Info to Associated Professionals

Adding Licensed Professionals to a Contact
You can associate one or more licensed professionals with a contact. You can access data about
an associated licensed professional directly from the Contact portlet. You can also click the licensed
professional link to navigate to the Professionals portlet.
To search for a licensed professional and associate it with a contact
1. Navigate to the Contact portlet.
Civic Platform displays the Contact detail page.
2. Click the Professionals tab.
Civic Platform displays the associated licensed professionals list page.

| Contacts | 309

3. Click Look Up.
Civic Platform displays the licensed professional search page.
4. Enter the search criteria in the licensed professional fields.
5. Click Submit.
Civic Platform displays the results from the search.
6. Select the licensed professional(s) you want to associate with the contact.
7. Click Select.
Civic Platform associates the licensed professional with the contact.
8. To disassociate a professional from the current contact, select the licensed professional you want to
remove, then click Delete.

Synchronizing Contact Info to Associated Professionals
When certain contact information is updated in a reference contact, you can synchronize that information to
some or all of its associated licensed professionals. The contact fields subject to synchronization include all
the fields common to both the Contact portlet and the Professionals portlet with the exception of the Status
field.
To synchronize contact information to associated professionals
1. Navigate to the Contact portlet.
Civic Platform displays the Contact list page.
2. Click the Professionals tab.
Civic Platform displays the associated licensed professionals list page.
3. Select the licensed professionals to which you want to synchronize the contact information, and then
click Sync Contact Info.
Civic Platform synchronizes the contact information for the current contact to all the selected licensed
professionals.

Associating Reference Addresses with a Contact
Civic Platform provides the ability to build associations between contacts and reference addresses.
You can directly create a reference address for a contact or add an existing referent address to a contact.
Topics
•

Creating a New Reference Address for a Contact

•

Associating an Existing Reference Address with a Contact

•

Deleting a Reference Address from a Contact

Creating a New Reference Address for a Contact
If you create a reference address in the Contact portlet, you can search for and apply the reference
address as normal reference address, as if you had created it created in the reference address portlet.
To add a new reference address to a contact
1. Navigate to the Contact portlet.

| Contacts | 310

Civic Platform displays the Contact detail page.
2. Click the Address tab.
Civic Platform displays the associated address list page.
3. Click New.
Civic Platform displays the address fields.
4. Complete the fields as described in Table 85: Address Fields.
5. Click Submit.
Civic Platform displays the address.

Associating an Existing Reference Address with a Contact
If a reference address already exists in the system, you can search for it and apply it to a contact.
To search for an address and associate it with a contact
1. Navigate to the Contact portlet.
Many times this portlet may have its own main link or be grouped with the APO portlets.
Civic Platform displays the Contact detail page.
2. Click the Address tab.
Civic Platform displays the associated address list page.
3. Click Look Up.
Civic Platform displays the Address detail page.
4. Enter the search criteria in the address fields. For the field description, see Table 85: Address Fields
5. Click Submit.
Civic Platform displays the results from the search.
6. Select the address you want to associate with the contact.
7. Click Select.

Deleting a Reference Address from a Contact
You can delete a reference address from a contact if it no longer applies. When you delete a reference
address, you remove the association between the contact and the reference address; however, Civic
Platform does not delete the reference address from the database.
To delete a reference address from a contact
1. Navigate to the Contact portlet.
Civic Platform displays the Contact list page.
2. Click the Address tab.
Civic Platform displays the associated address list page.
3. Select the address you want to delete.
4. Click Delete.
Civic Platform deletes the address from the contact.

| Contacts | 311

Managing Public Users Associated with Contacts
To enable a public user account, you must associate it with a reference contact. You can directly associate
a public user with a contact in the reference contact portlet, and view or edit the public user details there.
Note:
If a reference contact is inactive, you cannot associate any public user with the contact. If a reference
contact is the only contact associated with an enabled public user, you cannot disable the contact.

To manage the association between a contact and a public user
1. Navigate to the Contact portlet and select the contact you want to work with.
Civic Platform displays the Contact Details.
2. Click the Associated Public User tab.
Civic Platform displays the Associated Public User list portlet.
3. Do any of the following:
•

To associate a public user with the current contact:
1. Click Look Up.
Civic Platform displays the public user search form.
2. Use Search to locate the public user you want to associate.
3. Enter any search criteria in the appropriate fields. See Public User Search Fields for field
definitions. See Using the Search Features for more information about searching.
4. Click Submit.
Civic Platform displays the list of public users that match your search criteria.
5. Select the public user you want to associate with the contact, and click Connect.
Civic Platform associates the selected public user with the contact.

•

To view and edit a public user associated with the contact.
1. Click the Email field for the public user you want to work with.
Civic Platform displays the public user detail form.
2. Update any fields as necessary. See Public User Search Fields for field definitions.
3. Click Save.
Civic Platform saves your change.

•

To remove the association of a public user with the contact.
1. Select the public user from which you want to remove the association.
2. Click Delete.
Civic Platform removes the association of the public user from the contact.

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Viewing Assets Associated with a Contact
You can review a read-only list of assets associated with a reference contact via the Assets tab.
To view assets associated with a contact
1. Navigate to the Contact portlet and use Search to locate and select the contact you want to work with.
Civic Platform displays the contact details.
2. Click the Assets tab.
Civic Platform displays a read-only list of assets associated with the contact.

Examining Contact Details
The following tables list and define fields that may be available when working with contacts.
•

Contact Detail Fields

•

Contact Address Fields

•

Contact Relationship Fields

•

Public User Search Fields

Contact Detail Fields
The table below lists and defines fields that may be available as you work with and search for contacts.
Table 27: Contact Detail
Address Line 1Address
Line 2Address Line 3

The contact’s address information. You may have up to three lines of address
information.

Birth Date

The contact’s birth date. This field is active only when Contact Type = Individual.

Birthplace City

The contact’s birthplace city. This field is active only when Contact Type = Individual.

Birthplace Country/
Region

The contact’s birth country or region. This field is active only when Contact Type =
Individual.

Birthplace State

The contact’s birthplace state. This field is active only when Contact Type = Individual.

Business Name 2

If Contact Type = Individual, this is the business, trade, or “doing business as (DBA)”
name for the contact.If Contact Type = Organization, this is the additional business,
trade, or “doing business as (DBA)” name for the contact other than the Organization
Name, and DBA/Trade Name.

City

The city in which the contact resides.

Contact Number

(Only for contacts associated with records.) An auto-generated ID number that identifies
the contact in the record.

Contact Status

For reference contacts, this field indicates the status of the contacts (enabled or
disabled). For contacts associated with records, this field indicates the status of the
association between the contact and the record.

Contact Type

This field defines the type of entity that is the contact; for example, individual or
organization.

Country/Region

The country or region in which the contact resides.

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DBA/Trade Name

The contact’s preferred business or trade name. This field is active only when Contact
Type = Organization.

Deceased Date

The date of death for the contact, if applicable. This field is active only when Contact
Type = Individual.

Driver’s License Number The driver’s license number of the contact. This field is active only when Contact Type =
Individual.
Driver’s License State

The driver’s license state of the contact. This field is active only when Contact Type =
Individual.

Email

The contact’s email address.

End Date

(Only for contacts associated with records) The date when the contact is no longer
associated with the current record. When this date is earlier than the current date, the
status of the contact automatically changes to Inactive.

Fax

The contact’s fax number, with Country and Area Code.

FEIN

The Federal Employer Identification Number. This field is active only when the Contact
Type = Organization.

First Name

The contact’s first name. This field is active only when Contact Type = Individual.

Full Name

The contact’s full name. This field is active only when Contact Type = Individual.

Gender

The contact’s gender. This field is active only when Contact Type = Individual.

Last Name

The contact’s last name. This field is active only when Contact Type = Individual.

Middle Name

The contact’s middle name. This field is active only when Contact Type = Individual.

Notify contact with
Record update

(Only for contacts associated with records) Indicates whether Civic Platform should
notify this contact when the application or service request status changes.

Number (ID)

A unique auto-generated number that identifies this contact in your Civic Platform
system.

Notes

Any notes you want to enter for the contact.

Organization Name

The organization to which the contact belongs. This field is active only when Contact
Type = Organization.

Passport Number

The contact’s passport number. This field is active only when Contact Type = Individual.

Permissions

Indicates the level of access by the contact to associated records in Citizen Access.
Options include: Full (full access), Schedule Inspections Only(read-only access in the
My Record list and Record search result list in Citizen Access plus ability to schedule
inspections), Read (read-only access in the My Record list and the Record search result
list in Citizen Access, and None (no access).

Phone 1, Phone 2, Phone The contact’s phone number(s).
3
P.O. Box

The contact’s post office box number.

Preferred Channel

The method by which the contact prefers to receive notification; for example by phone,
email, fax, or postal mail.

Race

The contact’s race/ethnicity.

Reference Contact ID

An auto-generated ID number that identifies the reference contact in Civic Platform.

Relationship

The contact’s relationship to the application or the service request.

Salutation

Salutation to use when addressing the contact; for example Mr. or Ms. This field is active
only when Contact Type = Individual.

SSN

The contact’s Social Security Number. This field is active only when Contact Type =
Individual.

| Contacts | 314

Start Date

(Only for contacts associated with records) The date when the contact becomes
associated with the current record. This field defaults to the date when you add the
contact to a record.

State

The state in which the contact resides.

State ID Number

The contact’s state ID number. This field is active only when Contact Type = Individual.

Suffix

This is the suffix to a contact name, such as: Jr., Sr., or PhD.

Sync

(Only for contacts associated with records) Indicates whether the record contact is in
sync with its reference source contact.
Yes indicates that the following information for the record contact is in sync with its
reference source: standard field values (except for Contact Type, Start Date, End Date,
and Contact Status), template field values common to both, and contact addresses.
No indicates that only the contact addresses for the contact are in sync with its reference
source, or that a record contact has no reference source.

Title

The contact’s business title. This field is active only when Contact Type = Individual.

Type

The type of contact. Civic Platform uses contact types to group contacts with similar
functions.

Zip

The contact’s zip code.

Contact Address Fields
The table below lists and defines fields that may be available as you work with contact addresses.
Table 28: Contact Address Fields
Address Line 1/2/3

The primary/secondary/tertiary line of the contact address.

Address Type

The contact address type. Your agency administrator configures the address type.
Examples include home address or mail address.

City

The city where the contact resides.

Contact Address ID

The system-generated sequence ID for the current contact address.

Country/Region

The country/region where the contact resides.

Direction

The street direction designation of the primary address line in the contact address. For
example, “N” as in “North” Main Street.”

End Date

The date when the contact address ceases to be active.

Fax

The fax number of the contact address, with Country and Area code.

Full Address

The full address of the contact address.

House # Alpha (end)

The ending street number that makes up the address. You can enter alphanumeric
characters in this field. For example, if the address is “10-23 WHITESTONE,” “23” is
the ending street number.

House # Alpha (start)

The beginning street number that makes up the address. You can enter alphanumeric
characters in this field. For example, if the address is “10-23 WHITESTONE,” “10” is
the beginning street number.

Level # (end)

The ending level number (floor number) that makes up the address within a complex,
used to identify a floor or level of a multi-story building/sub-complex.

Level # (start)

The beginning level number (floor number) that makes up the address within a
complex, used to identify a floor or level of a multi-story building/sub-complex.

Level Prefix

The prefix for the level numbers (floor numbers) that make up the address.

Phone

The phone number of the contact address, with Country and Area code.

| Contacts | 315

Primary

Indicator that this address is the primary contact address. Only one contact address
can be the primary address at any given time.

Recipient

The contact person for the contact address.

Start Date

The date when the contact address starts to be active.

State

The state where the contact resides.

Status

The status of the contact address:

Street # (end) Street #
(start)

The street number(s) of the address associated with the contact. If the address
includes multiple street numbers (for example, a fourplex), you can use the Street
# Start and Street # End fields to define the range of numbers. Otherwise, you can
specify a singular street number in either field. Agencies can configure the Street #
Start and End fields to support range search (adding To-From fields), allowing users to
search for one or multiple street numbers within a user-defined range.

Street Name

The street name of the primary address in the contact address.

Street Prefix

The street prefix of the primary address in the contact address.

Street Suffix (Direction)

The street suffix of the primary address in the contact address.

Street Type

The street type of the primary address in the contact address. For example, Street,
Boulevard, or Lane.

Unit # (end) Unit # (start)

The unit range of the primary address in the contact address.

Unit Type

The unit type designation of the primary address in the contact address. Enter the unit
type of the location. For example, enter CONDO, APT, or SUITE.

Validated

Displays whether the contact address Accela Civic Platform has validated the address
against an external address source.

ZIP Code

The ZIP code of the contact address.

Contact Relationship Fields
The table below lists and defines fields that may be available as you work with contact relationships.
Table 29: Contact Relationship Detail
Current Contact Role

The role that the current contact plays for the contact you just selected.

Target Contact Role

The role that the contact you just selected plays for the current contact.

Start Date

The date when the relationship starts.

End Date

The date when the relationship ends.

Relationship Status

The current status of the relationship. It is active or inactive.

Public User Search Fields
The table below lists and defines fields that may be available as you search for Public Users.
Table 30: Public User Search Fields
Address

The public user’s address.

Business Name

The public user business name, if applicable.

Cell Phone

The public user’s cellular phone number.

City

The public user’s city of residence.

Confirm Password

The public user’s password. This field is a second entry of the password for
verification.

| Contacts | 316

Email

The public user’s email address. By default, this is the User ID.

Fax

The public user’s fax number.

First Name

The public user’s first name.

Home Phone

The public user’s home telephone number.

Last Name

The public user’s last name.

Middle Name

The public user’s middle name.

Pager

The public user’s pager number.

Password

The public user’s password used when logging in to Citizen Access.

Password request answer

The answer to the password request question.

Password request
question

Password request question. If a public user forgets his password, he can answer this
question. If the answer is correct, Civic Platform sends an email with the password to
the email address provided from registration.

Preferred Contact Channel

The preferred method to use when contacting the public user. For example, email,
phone, fax, or mail.

Preferred Phone

The public user’s preferred phone number.

State

The public user’s state of residence.

User ID

The user ID for logging in to Citizen Access. The default User ID is the email address
provided in registration. You can modify this field.

User Role

Defines whether the public user is a Citizen User or an Admin User. Admin users have
the ability to perform administrative tasks in Citizen Access.

Work Phone

The public user’s work telephone number.

Zip

The public user’s zip code.

| Licensed Professionals | 317

Licensed Professionals
Choose a topic from the list below to learn more about working with licensed professionals.
Related Links
Licensed Professionals Overview
Adding a Reference Professional
Associating Records and Licensed Professionals
Editing Information about a Reference Professional�
Adding a New Professional from the Record Detail Portlet
Disassociating a Professional from a Record via the Record Detail Portlet
Managing Public Users Associated with a Professional
Managing Attachments Associated with a Professional
Examining Licensed Professional Details

Licensed Professionals Overview
A licensed professional is an individual holding a business license. Your agency may have an official list
of professionals with business licenses from the state licensing board. You can use this list as a reference
when associating a professional with an application or a service request. You can also add and edit
reference professional records manually in the database. You can add conditions (see Conditions ), and
you can associate records to professionals.

Adding a Reference Professional
You can add new professionals to your reference database. After you add a reference professional, that
professional is available to associate with records.
To add a reference professional
1. Navigate to the Professionals portlet.
Civic Platform displays a list of reference professionals.
2. Click New.
Civic Platform displays the professional intake form.
3. Complete the fields with available data. See Professional Detail Fields for field definitions.
Note:
A licensed professional can have the same license number assigned to multiple license types. However,
you must add a new licensed professional record for each license type.

4. Click Submit.

| Licensed Professionals | 318

Associating Records and Licensed Professionals
You can associate and disassociate licensed professionals to/from a record from the record detail portlet
and the Professionals portlet.
Topics
•

Viewing Associated Records from the Professionals Portlet

•

Associating/Disassociating Records with a Professional via the Professionals Portlet

•

Viewing Licensed Professional Information from the Record portlet

•

Associating Professionals with a Record via the Record Portlet

Viewing Associated Records from the Professionals Portlet
You can view associated records as needed from the Professionals portlet.
To view an application or a service request from the Professionals portlet
1. Navigate to the Professionals portlet.
Civic Platform displays a list of reference professionals.
2. Use search to locate and select the professional you want to work with.
Civic Platform displays the professional details on the secondary tabs.
3. On the Professional details portlet, click the Associated Record List tab.
Civic Platform displays a list ofrecordsassociated with the professional.
4. Click the link to the record that you want to view/edit.
The Record detail portlet displays.

Associating/Disassociating Records with a Professional via the Professionals
Portlet
You can associate or disassociate records with a given professional from the Professionals portlet.
To associate records with a Professional
1. Navigate to the Professionals portlet.
Civic Platform displays a list of reference professionals.
2. Use Search to locate and select the Professional you want to work with.
3. On the Professional details portlet, click the Associated Record List tab.
Civic Platform displays a list of records associated with the professional.
4. Click Look Up.
5. Enter search criteria as appropriate to locate the records you want and then click Submit.
Civic Platform displays a list of records that match the search criteria.
6. Select the record(s) that you want to associate or disassociate.
7. To associate the record(s) with the current licensed professional, click Select.
Civic Platform adds the selected records to the Associated Record List.

| Licensed Professionals | 319

Note:
Civic Platform cannot associate a record to a professional if the requested record status is “Denied”. To
update the status of the record, see Deleting Records.

8. To disassociate the record(s) from a professional profile, click Delete.
Note:
Citizen Access users cannot view disassociated records for a licensed professional.

Viewing Licensed Professional Information from the Record portlet
You can view associated professionals as needed from the Record detail portlet.
To view licensed professional information from the Record portlet
1. Navigate to the Record list portlet.
Civic Platform displays a list of records.
2. Use search to locate and select the record you want to work with.
3. Click the Professionals tab in the Record detail portlet.
Civic Platform displays a list of professionals associated with the current record.
4. Click the License # link for the professional you want to view.
Civic Platform displays information about the selected professional.
5. You can edit data on this form. Click Submit to save your changes.
Civic Platform saves the modifications to the record.
Note:
Modifications apply only to the current record. Reference professional data is not updated. To modify
reference professional data, work from the Licensed Professionals portlet.

Associating Professionals with a Record via the Record Portlet
You can associate one or more reference professionals from with an application or a service request.
Information about the professional automatically writes to the record from the database. Afterwards, users
can edit the data as needed; however, Civic Platform does not apply the edits to the original reference
professional record (See Editing Information about a Reference Professional� for information).
To associate a professional to a record
1. Navigate to the Records portlet.
Civic Platform displays a list of records.
2. Use search to locate and select the record you want to work with.
Civic Platform displays the record detail portlet.
3. Click the Professionals tab in the Record detail portlet.
Civic Platform lists any existing professionals already added to the record.
4. Click Look Up and enter search criteria to locate the professional(s) you want.
Civic Platform displays the search results.
5. Choose one or more professionals and click Select.

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6. Click Submit.

Editing Information about a Reference Professional
You can modify the reference professional data as needed. Your changes do not apply to existing records
currently associated with the professional. They do, however, apply to new records that you create.
To edit information about a reference professional
1. Navigate to the Professionals portlet by clicking the main link.
Civic Platform displays a list of reference professionals.
2. Use search to locate and select the professional record you want to modify.
3. Modify data as needed. See Professional Detail Fields for field definitions.
4. Click Submit.

Adding a New Professional from the Record Detail Portlet
You can add new professionals to a Record via the Professionals tab of the Record detail portlet. Keep
in mind, however, that Accela Civic Platform does not store professionals added from this location in the
reference database. To add a new professional to your reference database, see Adding a Reference
Professional.
To add a new professional to a Record
1. Navigate to the Records portlet.
Civic Platform displays a list of records.
2. Use search to locate and select the record you want to work with.
Civic Platform displays the record detail portlet.
3. Click the Professionals tab in the Record detail portlet.
Civic Platform lists any existing professionals already added to the record.
4. Click New.
5. Complete the fields with available data. See Professional Detail Fields for field definitions.
6. Click Submit.

Disassociating a Professional from a Record via the Record
Detail Portlet
You can disassociate a professional from an application or a service request as needed. Doing so removes
the association to the record from the Professionals detail portlet as well.
To disassociate a Professional from a Record
1. Navigate to the Records portlet.
Civic Platform displays a list of records.

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2. Use Search to locate and select the record you want to work with.
Civic Platform displays the record detail portlet.
3. Click the Professionals tab in the Record detail portlet.
Civic Platform lists any existing professionals already added to the record.
4. Select the professional(s) you want to disassociate.
5. Click Delete.
Civic Platform updates the professional list.

Managing Public Users Associated with a Professional
You can directly associate a public user with a licensed professional in the licensed professional portlet,
and view or edit the public details.
To manage the association between a licensed professional and a public user
1. Navigate to the Licensed Professional portlet and select the licensed professional you want to work
with.
Civic Platform displays the Licensed Professional Details.
2. Click the Associated Public User tab.
Civic Platform displays the Associated Public User list portlet.
3. Do any of the following:
•

To associate a public user with the current licensed professional:
1. Click Look Up.
Civic Platform displays the public user search form.
2. Use Search to locate the public user you want to associate.
3. Enter search criteria in the appropriate fields.
4. Click Submit.
Civic Platform displays the list of public users that match your search criteria.
5. Select the public user you want to associate with, and click Connect.
Civic Platform associates the selected public user with the licensed professional.

•

To view and edit a public user associated with the licensed professional.
1. Click the Email field of the public user you want to work with.
Civic Platform displays the public user detail form.
2. Update any fields as necessary.
3. Click Save.
Civic Platform saves your change.

•

To remove the association of a public user with the licensed professional.
1. Select the public user from which you want to dissociate.

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2. Click Delete.
Civic Platform removes the association of the public user from the licensed professional.

Managing Attachments Associated with a Professional
Use the Documents tab on a licensed professional record to manage all associated attachments. For
more information about working with attachments, see Looking Up People Attachments to Associate with
Records
Any attachment associated with a licensed professional record can be added to a record which is
associated with that licensed professional. For more information, see Attachments . Note that after you add
a document from a licensed professional to one or more records, Civic Platform forbids you from deleting
the documents in the licensed professional.
If an external inspector uses Citizen Access to upload inspection results in the form of a CSV file, you can
find that file in the Documents tab for the licensed professional associated with the inspector.
To update inspection results according to a CSV file
1. Navigate to the Licensed Professional portlet and select the licensed professional you want to work
with.
Civic Platform displays the Licensed Professional Details.
2. Click the Documents tab.
Civic Platform displays the Document list portlet.
3. Select the CSV file that an external inspector uploaded and you have reviewed.
4. Click Result Inspections.
Civic Platform updates inspection results based on the contents of the CSV file. If the CSV file contains
more than 200 inspections, Civic Platform automatically creates a batch job named Result Inspection
with CSV to handle the volume.
After the update process is complete, Civic Platform changes the document status of the CSV file to
Executed. Meanwhile, Citizen Access may display an announcement of the update completion to the
external inspector if configured to do so. If any inspections failed to update, Civic Platform generates a
log file that lists all the failed inspections.

Examining Licensed Professional Details
The table below lists and defines fields that may be available as you work with Licensed Professionals.
Table 31: Professional Detail Fields
Address

The address information for the licensed professional. You may have up to three
lines of address information.

Business License #

The business license number issued to a professional by your agency. A licensed
professional can have the same license number assigned to multiple license types,
such as Electrical, Mechanical, and Plumbing licenses.

Business License
Expiration Date

The date when the business license is due to expire.

Business Name 1

The primary name of the business associated with the professional license.

Business Name 2

The secondary business name in the text field, if applicable.

Contractor Business Name

The contractor business name.

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Contractor License Number

The license number of the contractor.

Comp Insurance Company
Code

The code associated with the worker’s compensation insurance provider for the
professional.

City

The city name. You can use the Get City button to choose a city from a list.

Comment

Any comments about the business license or professional.

Display in ACA

Indicates whether to display the professional record in Citizen Access.

Display Inspection in the
past # of Days

This field is specific to food facility licenses. A positive integer represents a number
of inspection days in the past, starting from the current date, and excluding days that
no inspections occur. Civic Platform displays any inspections that occurred in the
defined time period.
For example, enter “3” into this field. The current date is 1/2/2015. For a specific
food facility license, no inspection is scheduled to occur on the current day. The
last three inspection-resulting days are listed as 1/1/2015, 1/7/2014, and 1/1/2014,
the inspections that occurred in any of these three days display in the Previous
Inspection section for that food facility license in Citizen Access.

Email

The email address of the licensed professional.

Fax #

The fax number of the licensed professional.

FEIN

If applicable, enter the federal employer identification number of the licensed
professional.

First Name

The first name of the licensed professional.

Insurance Amount

The cost, in dollar amounts, of the professional’s insurance policy.

Insurance Company

The name of the company that insures the professional.

Insurance Expiration Date

The date when the insurance policy is due to expire. Click the calendar icon to locate
the date using a calendar.

Last Name

The last name of the licensed professional.

Lic State

Choose the state where the professional business license was issued.

License Expiration Date

Enter the date when the state license is due to expire. Click the calendar icon if you
want to use a calendar to locate the date.

License Issue Date

The issue date of the state license. Click the calendar icon to use a calendar to
locate the date.

License Last Renewal Date

The last renewal date for the state license. Click the calendar icon if you want to use
a calendar to locate the date.

License Type

Choose the type of license held by the professional; for example, Architect, Plumber,
or Provider.

Licensing Board

Choose the licensing board. For example, the Louisiana State Licensing Board for
Contractors.

Middle Name

The middle name of the licensed professional.

Phone

The phone number of the licensed professional. You can list more than one phone
number using the Phone 1, Phone 2, and Phone 3 fields.

Policy #

The insurance policy number of the licensed professional.

SSN

The social security number of the licensed professional.

State

The state where the mailing address is located.

State License #

The official number that identifies the business license as issued by the state and
held by the professional.

Status

The current status of this professional record. If you are searching for a professional,
use the drop-down list to search for either Disabled or Enabled professionals or both.

Title

The title of the licensed professional.

Workers Comp Exempt

The workers’ compensation exemption status.

| Licensed Professionals | 324

Workers Comp Expiration
Date

The expiration date of the workers’ compensation insurance policy.

Workers Comp Policy #

The workers’ compensation insurance policy number.

Zip

The zip code of the licensed professional.

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Education and Examination Providers
Choose a topic from the list below to learn more about working with provider education and examinations.
Related Links
Adding a Provider
Associating Examination Subjects with a Provider
Scheduling an Examination
Assigning a Proctor to Administer an Examination
Selecting Examination or Education Records for an Application
Approving Examination or Education Records
Working with Registered Records
Viewing an Examination Calendar
Adding Examination Sites
Updating Scores

Provider Overview
You can create education and examination provider records in the Licensed Professional portlet, using
license type to identify the different provider types. You can also enter and track information about
examinations and examination sites.

Adding a Provider
When you configure a licensed professional record as an examination provider, Civic Platform enables a
Provider tab on the record detail portlet. Define a provider type to indicate they type of education that they
offer: education, continuing education, or examination.
To create a Provider record
1. Navigate to theLicensed Professionalportlet.
Civic Platform displays the Licensed Professional list portlet.
2. Click New.
Civic Platform displays the license professional detail form.

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3. In the Professional Detail tab, enter the required information about the education provider.
•

License Type – select Provider.

•

Business Name – enter the name of the educational institution

•

License State – enter the state where the educational institution is located.

•

Status – select Enabled.

•

Complete other fields as needed.

4. Click Submit.
Civic Platform creates a new licensed professional record, and adds the Provider tab to the detail
portlet.
5. Select the Provider tab.
Civic Platform displays the Provider form.

•

If you entered a Business Name on the Professional Detail page, the name displays here. You may
edit the name as needed.

•

Enter a Provider Number, if needed. If you leave this field blank, Civic Platform may automatically
assign a provider number if configured to do so.

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Note:
Some agencies configure Civic Platform to auto-generate sequential provider numbers using the
Sequence Generator. For more information, contact your system administrator or see Chapter 20:
Autonumbers, in the Accela Civic Platform Administration Guide.

6. Select the provider type:
•

Education Provider – the provider offers a degree required for professional licensure.

•

Continuing Education Provider – the provider offers maintenance or recertification programs for
an existing professional license.

•

Examination Provider – the provider administers professional certification or licensing
examinations. Depending on your agency’s agreement with external providers, the provider may
maintain their exam data within Civic Platform or on an external system accessible from Civic
Platform via a URL link.
Note:
If your agency accesses exam data on an external system , select the Use External URL option and
supply the URL. Click Test Connection to test your URL. Consult with your system administrator for
more information. (Civic Platform currently supports integration with the Exam Builder exam site)

7. Click Submit.
Civic Platform adds the provider to the list of professionals.
If you selected examination provider as the provider type, Civic Platform adds two secondary tabs to the
record: Examination and Examination Sites.
8. To work with exam subjects offered by a provider, see Associating Examination Subjects with a
Provider
9. To schedule exams, see Scheduling an Examination.
10.To assign proctors, see Assigning a Proctor to Administer an Examination.
11.To work with exam registrants, see Working with Registered Records.

Associating Examination Subjects with a Provider
You can assign an examination subject to an examination provider in the provider (licensed professional)
record. Some agencies choose set up and associate examination providers and examinations so that they
are available for users to select. See “Associating an Examination Subject with Examination Providers” in
the Accela Civic Platform Administrator Guide for more information
To add an examination to a examination provider
1. Navigate to the Licensed Professional portlet.
Civic Platform displays the Licensed Professional list.
2. Use the search functionality to locate the provider you want to work with. See Using the Search
Features for information about searching.
3. From the search results, click the provider you want to work with.
The provider record displays in the Licensed Professional detail portlet.
4. Select the Examination tab.

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If you do not see this tab, the selected provider is not configured to be an examination provider. See
Select the provider type: of the Adding a Provider section for more information.
Civic Platform displays the Examination tab.

5. Click Assign.
Civic Platform displays the Examination form.

6. Complete the fields that display.
If the examination you want to add is not listed in the drop-down list, contact your administrator. See
Examination Fields for field definitions.
7. Click Submit.
Civic Platform returns to the Examination tab where your new examination entry displays.
8. To schedule the exam, see Scheduling an Examination.
9. To work with exam registrants, see Working with Registered Records.

Scheduling an Examination
You can schedule an examination, assign one or more exam locations, and assign proctors as needed.
To schedule an exam in the examination provider record
1. Use the search functionality to locate the provider you want to work with. See Using the Search
Features for information about searching.
2. From the search results, click the provider you want to work with.
The provider record displays in the Licensed Professional detail portlet.
3. Select the Examination tab.
If you do not see this tab, the selected provider is not configured to be an examination provider. See
Select the provider type: of the Adding a Provider section for more information.
Civic Platform displays a list of assigned examination subjects.

| Education and Examination Providers | 329

4. Click an examination name link to open the examination detail form.
5. Click the Schedule tab.
Civic Platform displays the scheduling form.

6. Select the date and time of the exam:
•

If you are scheduling only one examination time:
1. Enter the date of the exam in the Schedule Start Date field. You can use the date picker tool to
the right of the field.
2. Specify the Start Time and End Time of the exam
3. For Recurrence, select None.

•

If you are scheduling multiple examination times on the same day:
1. Enter the date of the exams in the Schedule Start Date field. You can use the date picker tool to
the right of the field.
2. Click the Add Time Period command above the Start Time and End Time fields to add a new
time period row. Repeat until you have enough rows for each time you want to schedule.
3. Specify the Start Time and End Time of each exam.
4. For Recurrence, select None.

•

If you are scheduling multiple examination times on different days:
1. Enter the date of the first exam in the Schedule Start Date field. You can use the date picker tool
to the right of the field.
2. Use the Add Time Period command above the Start Time and End Time fields to add a new
time period row if you have more than one time period per day.
3. Specify the Start Time and End Time of the each exam.

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4. For Recurrence, select from the available recurrence options. You can schedule exams to recur
daily, weekly, monthly, or annually. You can set an end date for the schedule, and you can
configure block out days (for example, holidays or weekends). See Examination Schedule Fields
for more information about recurrence options.
7. Select the examination site(s) where the examination will be administered.
Note:
Examination sites must be added in the Examination Sites tab of the Provider record before you can
select them here. See Adding Examination Sites.

a. Click Add to the right of the Examination Sites label.
The Examination Sites dialog displays.

b. Select the site(s) you want to add to your scheduling form.
c. Click Select.
Civic Platform returns to the Schedule tab with the selected examination site(s) displayed in the
Location section of the form.

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8. Assign proctors for each exam site you added. See Assigning a Proctor to Administer an Examination
for detailed steps.
9. Click Save.
After you submit a schedule, exam sessions display in the license applications as options for exam
selection. For detailed information about how to select an exam session in a license application, see
Working in the Examination Section.

Assigning a Proctor to Administer an Examination
When you assign proctors for exams, Civic Platform sends a notification to the selected individual(s),
inviting him/her to proctor exams which are listed in the email. The email provides the contact with the
opportunity to accept or decline the assignment by clicking the appropriate link.
Note:
To support the proctor notification functionality, the following scripts are available: ProctorAssignedAfter and
ProctorUnassignedAfter.

Topics
•

Tracking Proctor Invitations and Responses

•

Removing a Proctor from an Examination Event

•

Reassigning an Examination to a New Proctor

To assign a proctor to an examination from the Schedule tab
Note:
The following process assumes that you have already scheduled the examination and defined examination
sites for the examination. If you have not done these tasks, see Scheduling an Examination before you
assign a proctor.

1. Navigate to the Licensed Professional portlet.
Civic Platform displays the Licensed Professional list.
2. Use the search functionality to locate the provider you want to work with. See Using the Search
Features for information about searching.
3. From the search results, click the provider you want to work with.
The provider record displays in the Licensed Professional detail portlet.
4. Select the Examination tab.
5. Click the exam you want to work with.
6. Select the Schedule tab and scroll down to the Examination Sites list.
7. Click Assign Proctors for the exam site where you need a proctor.
The Assign Proctors dialog displays.

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8. If you scheduled multiple examination sessions, you can use the From-To fields to filter the exams you
want to assign.
For example, to filter the list of exams for a single day, select the same date for both the From and the
To fields, then click Filter.
9. Select the exam sessions that you want the proctor to administer.
10.Click Continue.
11.Enter search criteria to locate the person you want to proctor the exam(s). The individual must be an
existing refeyyrence contact. See Adding a Reference Contact for information about adding a new
contact if needed.
12.Click Submit.
The search results display.
13.Select the individual(s) that you want to invite to proctor the selected exam(s).
14.Click Select.
Civic Platform sends an email invitation to the selected contact, inviting the individual to proctor the
selected exams. The email includes information about the exam(s) and provides the contact with the
opportunity to accept or decline the assignment by clicking the appropriate link.

Tracking Proctor Invitations and Responses
When you assign a proctor for an examination site, Civic Platform sends an email invitation to the selected
contact. The email includes information about the exam(s) and provides the prospective proctor with an
opportunity to accept or decline the proctor assignment by clicking the appropriate link.
You can use the Registered Records tab to track whom you have sent proctor assignment invitations to,
and what responses Civic Platform has received in reply.
When you select the time and site of any exam, Civic Platform lists the proctor assignments. This listing
includes the proctor name and the status of the assignment. Status options include Assigned, Accepted,
and Rejected, along with the date that the status was last updated.

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Based on the information you see, you may decide to remove a proctor from this list and reassign an
examination to a new proctor. See Reassigning an Examination to a New Proctor for more information.

Removing a Proctor from an Examination Event
You can remove proctors from an exam event using functionality on the Registered Records tab. When
you remove a proctor, Civic Platform sends an email to that proctor to notify him/her of the change in
assignment.
To remove a proctor, follow the procedure described in Reassigning an Examination to a New Proctor.

Reassigning an Examination to a New Proctor
When you assign a proctor to an examination, Civic Platform sends the prospective proctor an email
invitation which he/she may accept, decline, or ignore. Once you have made the initial assignment, you
can track the responses to your invitations from the Registered Records tab for an exam. If you see that
a proctor has either rejected an assignment or has not responded to the invitation, you can remove that
individual as a proctor for the exam and assign a new proctor, all from the Registered Records tab.
To assign a new proctor to an exam
Note:
The following process assumes that you have already scheduled the examination, defined examination
sites, and assigned proctors for the examination. If you have not done these tasks, see Scheduling an
Examination before you assign a proctor.

1. Navigate to the Licensed Professional portlet.
Civic Platform displays the Licensed Professional list.
2. Use the search functionality to locate the provider you want to work with. See Using the Search
Features for information about searching.
3. From the search results, click the provider you want to work with.
The provider record displays in the Licensed Professional detail portlet.
4. Select the Examination tab.
5. Click the exam you want to work with.
6. Select the Registered Records tab.
7. From the Time and Site dropdown lists, select the examination event for which you want to reassign a
proctor.
Proctor information for the selected event displays below the Time/Site.

| Education and Examination Providers | 334

8. To view details about a proctor, click the View link for the proctor.
9. To remove a proctor from the list, click the Delete link for the proctor you want to remove.
Civic Platform prompts you to confirm the deletion.
10.Click OK.
Civic Platform removes the proctor and sends an email to the proctor, informing him/her of the action.
11.Click Assign Proctors in the toolbar.
A Contact Search form displays.
12.Enter search criteria and click Submit.
Contacts matching your search criteria display.
13.Select the individual that you want to assign to proctor this exam.
14.Click Select.
Civic Platform adds the individual to the Proctor list on the Registered Records tab with a status of
Assigned. Civic Platform also sends an email invitation to the newly assigned proctor, prompting him/
her to accept or decline the assignment.

Selecting Examination or Education Records for an Application
After you define a primary contact for the application, you can search for education, continuing education,
and examination data registered with the referenced contact, and then select the examination and
education information you want to use with the application. Civic Platform assists you in this by autoselecting any listed education/examination record that meets the application requirements.
To add a contact reference’s examination or education records to a new or existing application
1. If you are creating a new application, follow your agency’s process for creating a new application and
selecting a primary contact.
2. Proceed to the Exam, Education, or Continuing Education section of the application and click Lookup
(if your application intake form has includes multiple contact sections, the Lookup button is not
available).
Civic Platform displays a list of examination, education, or continuing education records associated
with the primary contact for the application. If Civic Platform identifies a record that meets that current
application requirements, it auto-selects that record for you.
3. Select the examination, education, or continuing education record(s) that you want to use for the current
application.
4. Click Submit.

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The selected record(s) become part of the application, and Civic Platform prevents the records from
deletion in the Contact Reference portlet.

Approving Examination or Education Records
Authorized agency users can manually approve and disapprove education and examination records. The
reference contact can view and use the data for multiple applications.
To approve/disapprove an exam or education record
1. Navigate to the Records portlet.
2. Use search to locate and select the application you want to work with.
The Record detail portlet displays.
3. Click the tab (Examinations, Education, or Continuing Education) containing the records you want to
approve/disapprove.
4. Select the object(s) you want to approve/disapprove.
5. Click Approve to approve the object.
Click Disapprove to disapprove the object.
If approved, the object record auto-synchronizes to the reference contact.

Working with Registered Records
Topics
•

Viewing Registrants

•

Rescheduling an Exam for Selected Registrants

•

Canceling an Exam Session for Selected Registrants

•

Assigning an Exam Session to Multiple Registrants

Viewing Registrants
1. Navigate to the Licensed Professional portlet.
Civic Platform displays the Licensed Professional list.
2. From the Licensed Professional list, click the record number of the desired examination provider record.
Civic Platform displays the Provider record in the Licensed Professional detail portlet.
3. Select the Examination tab.
Civic Platform displays a list of assigned examinations.
4. Click an examination name to view the examination details.
5. Click the Registered Records tab.
Civic Platform displays the Registered Records sub-section.

| Education and Examination Providers | 336

6. Use the Previous and Next buttons to view data for other exam dates. You can also use the Time and/
or the Site field to filter the registered records by exam time and exam site.

Rescheduling an Exam for Selected Registrants
1. Select the desired registrants that need to be rescheduled.
2. Click Reschedule.
Civic Platform displays a window with a list of reasons for rescheduling.
3. Select a reason for rescheduling and click Next
4. Select a new exam session.

Canceling an Exam Session for Selected Registrants
1. Select the rosters from which you want to disassociate the exam session.
2. Click Cancel.
Civic Platform displays a window with a list of reasons for canceling exam session.
3. Select a reason and click Next.
Civic Platform disassociates the exam session from the license application and removes the license
application from the Registered Records sub-section.

Assigning an Exam Session to Multiple Registrants
1. Select an exam time and location from the Time and the Site drop-down lists.
2. Click Register More.
Civic Platform displays the Record Search portlet.
3. Enter search criteria as appropriate and click Submit.
Civic Platform lists the records matching your search criteria.
4. Select the records to which you want to assign the exam session.
5. Click Submit.

Viewing an Examination Calendar
Use the examination calendar to review exam information for a provider in daily, weekly, and monthly view
modes. In the selected mode, you can click an exam item to see the exam sessions and the number of

| Education and Examination Providers | 337

registrants for each exam session. See Scheduling an Examination to learn how to schedule examinations
for an examination subject.
You can access the examination calendar from the Examination tab for a selected examination provider.
This view enables you to view a comprehensive calendar of all the exams offered by the examination
provider.
You can also access the examination calendar from the Registered Records tab for an examination. This
view enables you to view a calendar that shows scheduled times for the selected examination only.

Figure 19: Examination Calendar
To view an examination calendar
1. Navigate to the Licensed Professional portlet.
Civic Platform displays the Licensed Professional list.
2. From the Licensed Professional list, click the record number of the desired examination provider record.
Civic Platform displays the Provider record in the Licensed Professional detail portlet.
3. Select the Examination tab.
4. Click View Calendar in the toolbar.
Civic Platform displays the Examination Calendar window.
5. Click Day, Week, or Month to view the exam session information in daily, weekly, or monthly mode.
6. Click one of the exam items.

| Education and Examination Providers | 338

Civic Platform displays the exam sessions along with the number of the registered rosters for each
session at the bottom of the window, as shown in the Examination Calendar.
7. Click an exam session to access the Registered Record portlet.
8. Click the left or right arrow to move one month back or forward.
9. Click This Month to locate current month.
10.You can also search for exam items by specifying examination subject or examination site.

Adding Examination Sites
Once you create exam locations, you can associate them with exam sessions. To learn how to schedule
an exam, see Scheduling an Examination.
To create an examination site
1. Navigate to the Licensed Professional portlet.
Civic Platform displays the Licensed Professional list.
2. Click the record number of the desired examination provider record. See Adding a Provider to learn how
to create an examination provider record.
Civic Platform displays the Provider record in the Licensed Professional detail portlet.
3. Select the Examination Sites tab.
Civic Platform displays a list of examination locations.
4. Click New.
Civic Platform displays the Examination Sites form.

5. Complete the fields that display. For a list of field descriptions, see Examination Site Fields.
6. Click Submit.

| Education and Examination Providers | 339

Updating Scores
Depending on agreements your agency may have with the providers of certification-level examinations,
providers can upload scores directly via Citizen Access, or agency users can enter scores using Civic
Platform. You can also update scores by synchronizing from an external system via a URL link.
To update scores by uploading a score file to the examination provider record
1. Navigate to the Licensed Professional portlet.
Civic Platform displays the Licensed Professional list.
2. Click the record number for the desired examination provider record. See Adding a Provider to learn
how to create an examination provider record.
Civic Platform displays the provider record in the Licensed Professional detail portlet.
3. Select the Documents tab.
Civic Platform displays a list of attachments.

4. Click New.
Civic Platform displays the file upload page.

5. Follow the procedure for attaching a document as described in Attaching Files.
Civic Platform uploads the score file to the database.
6. Click Update Scores.
Civic Platform updates the scores to the mapping license applications.
Note:

| Education and Examination Providers | 340

If Civic Platform has no mapping license application registered for the exam, Civic Platform creates an
exam entry for it based on data from the CSV file.

Examining Contact, Professional, and Provider Details
The following tables list and define the default fields available in the different interfaces you will encounter
when working with contacts and licensed professionals.
•

Examination Fields

•

Examination Schedule Fields

•

Examination Site Fields

Examination Fields
The table below lists and defines fields that may be available as you work with Examinations.
Table 32: Examination Fields
Examination Names

Select an examination subject from the drop-down list.

Grading Style

This field populates when you select an examination subject. However, you can
change the default value to one of the following: Pass/Fail, Passing Score, Passing
Percentage, or None. If you select Passing Score or Passing Percentage, an
additional field displays where you may enter the score/percentage required to
pass the examination.

Comments

This field populates when you select an examination subject. YOu can modify the
content as needed.

Status

This field populates when you select an examination subject.

Associated Fee Items

Associate fee items for the examination schedule.

Accept Scheduling Requests
in ACA

Indicates whether to an examination subject is available option for public users to
select in Accela Citizen Access.

Advance Time (Hours)
Required to Schedule/
Reschedule/Cancel the
Examination

A number of hours to indicate that, in the number of hours before the exam
session takes place, users (license applications) may not select, reschedule, or
cancel this exam session.

Examination Schedule Fields
The table below lists and defines fields that may be available as you work with examination scheduling.
Table 33: Examination Schedule Fields
Add Time Period

The exam duration (Start Time and End Time). You can add more Time period by
clicking the Add Time Period.

Block Out Days

The specific dates that the provider cannot provide exams.

End Re-occurrence

When the recurring schedule is scheduled to end. If left blank, a schedule repeats
indefinitely.

Examination Site

The exam location.

None

Indicates a one-time exam without recurrences.

Repeat every day(s)

Used to generate an exam session every x number of days.

| Education and Examination Providers | 341

Repeat every week(s)

Used to generate an exam session every X number of weeks, as well as the day of
the week when the exam session is to take place.

Repeat every month(s)

Used to generate an exam session every X number of months, as well as the day
of the month when the exam session is to take place.

Repeat every year(s)

Used to generate an exam session every X number of years,.

Schedule Start Date

The date for the first exam session in a set of scheduled sessions.

Examination Site Fields
The table below lists and defines fields that may be available as you work with examination sites.
Table 34: Examination Site Fields
Accessibility

Indicates whether the exam location provides disabled accessibility.

Address Line 1

The first line of the exam location.

Address Line 2

The second line of the exam location.

Address Line 3

The third line of the exam location.

Country/Region

The country or region name for the exam location.

City

The city name for the exam location.

Driving Directions

Information on how to drive to the exam location.

Max. Seats

The number of seats that the exam room accommodates.

Phone

The exam center’s contact phone number.

State

The state where the exam is located.

Status

Indicates whether an exam site can be applied to exam schedules or not.

Zip

The zip code for the exam location.

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Electronic Document Review
Choose a topic from the list below to learn more about working with electronic document review.
Related Links
Electronic Document Review Overview
Installation and Configuration
Electronic Document Review Workflow
Document Review Walkthrough (Acrobat)
Using Electronic Document Review

Electronic Document Review Overview
Civic Platform integrates with Adobe Acrobat Pro to give agencies the ability to digitally manage PDF
documents and plans efficiently and effectively for the entire life cycle of a project. With the Electronic
Document Review (EDR) feature, you can attach single or multiple PDF documents to a record. You can
then assign the documents for review to one or more reviewers. Reviewers can access and manage their
assigned documents either via the record or via their individual My Tasks portlet. Users can use the Global
Search portlet to search for specific documents as needed using document-oriented search criteria.
You can open attached PDF documents in Adobe Acrobat Pro directly from Civic Platform. Once open,
you can use Acrobat Pro’s annotating tools to review, comment, and mark up plans. Accela provides a
set of standard review stamps as a quick start feature you can use for your review. When you complete a
review, you can use the Civic Platform add-on toolbar buttons to save your commentary and annotations to
the Civic Platform application server. The Accela add-on toolbar also provides configurable online access
to ICC eCodes as well as state codes and local codes as required. Reviewers can look up codes and
regulations, and use standard copy/paste functionality to cite regulations via annotations that they added
the PDF.
To better manage the life cycle of documents, a Document Audit log is available (see Audit Logs for more
information). The Document Audit log records all changes made to attached documents, including the
moment when Civic Platform attaches a document to a record, as well as annotations and comments that
users added, modified, and saved.
Note:
If your agency uses an EDMS system to store documents, an EMSE API function,
aa.Document.downloadFile2Disk, is available that your agency can use in scripting to download documents
from the EDMS server to a Civic Platform server location, where they can be accessed and sent out as part
of an automated email attachment.

Installation and Configuration
Before you can put EDR to use in your agency, you must install the following applications on each
workstation where a user plans to use EDR.
•

Adobe Acrobat Pro

•

.NET Framework 4 Client Profile

| Electronic Document Review | 343

•

Electronic Document Review

See the Accela Civic Platform Installation Guide for installation and configuration instructions and for tips
to create custom stamps, buttons, and other objects. Contact your administrator or the Accela Customer
Support for more information.

Electronic Document Review Workflow
This simplified example demonstrates one way that an agency can incorporate the EDR feature into a
permit processing workflow.

Roles
•

Public User (homeowners, contractors, or architects)
Members of the public can submit supporting documentation needed for their projects using Citizen
Access. Documents saved in PDF format can be submitted singly or in batches. After submittal, the
individual can identify his documents and enter relevant comments for each document. Agencies can
configure Civic Platform to send the submittor an email when action occurs on his documents or when
the submittor must take further action. The submittor can also log in to Citizen Access at any time to
check the status of his project, including his documents.

•

Document Intake Personnel (Permit Technician, Document Intake Clerk)
In many agencies, it is the job of one or more individuals to receive documents, record their receipt,
assign control numbers, and then date the documents so that users can track them throughout the life
cycle of a project/permit process. This person then routes the appropriate documents to the appropriate
staff for review. In some agencies, an intake clerk might break up PDF documents into several smaller
files so that relevant pages can go to the proper destinations. Users can accomplish all of these tasks
with Electronic Document Review.

•

Plan Reviewer (Building Inspectors, Fire Code Inspectors, Engineers)
Depending the nature and scope of the agency, this individual’s role in the Electronic Document Review
process is to interact directly with documents via a review process. This person can make comments,
insert annotations, perform measurements, and save his commentary to Civic Platform as part of the
electronic project file.

•

Processor (Plans processor)
This individual’s role in the Electronic Document Review process may vary by agency, but typically, this
person reviews the annotations from the plan reviewers, and then ensures that the proper stamps exist.
This person then uses the Check-in Revision button in the Accela Add-on toolbar to merge the original
PDF and the annotations into a new document. Civic Platform stores this new document in the record
along with the original PDF.

Document Review Walkthrough (Acrobat)
The following is a simplified use case scenario of the path a document might travel when submitted to an
agency by a citizen as part of a planning or approval process.
Step 1: Submission
•

A citizen wants to build an extension to his house. He works with a general contractor who needs
to submit a permit application and supporting documentation and plans to the City Building Permits
Department for approval before starting work.

| Electronic Document Review | 344

•

The contractor has an Citizen Access account already established on the City’s system, so she logs in
to the Citizen Access portal on the Building Permits Department website.
There, she completes the permit application, pays her fees, and submits supporting documentation in
PDF format.

Step 2: Intake and Distribution
•

•

•

At the Building Permits Department, the agency administrator has created a workflow to manage the
permit application process. The first task is application acceptance. Civic Platform assigns this task to a
Permit Clerk, who sees his new task in his My Tasks portlet. It is his job to ensure that the application is
complete, and that all the required documentation is available. He opens the record for this new permit
application and then checks the application information.
References
•

Chapter 15: Workflow (Accela Civic Platform Administrator Guide)

•

Workflows and Workflow Tasks .

He then opens the Documents tab on the record, where he uses Electronic Document Review
functionality to open each submitted document in Adobe Acrobat Pro. There, he uses Acrobat Pro’s
stamping function to mark the document pages with a custom Receipt stamp that shows the current
date, and he publishes the documents back to the Civic Platform application server. After he finishes,
he sets the workflow task status to ‘completed,’ which allows the workflow to move along to the
next step, Plan Review. If your agency has configured the workflow to auto-assign plan reviews to
personnel, that may occur now. Otherwise, he can manually assign documents for review from the
Documents tab.
References
•

Reviewing a Document in Adobe Acrobat Pro.

•

Opening a PDF document for review from Civic Platform.

•

Using Stamps.

•

Workflows and Workflow Tasks .

The Permit Clerk verifies the plan review task assignments to the Building and Fire departments.

Step 3: Review
•

The Building Structural Plan Reviewer is tasked with reviewing the plans to ensure that they comply
with building codes and building regulations. She logs in to Civic Platform and finds the assigned
document review tasks that are awaiting her attention in the Document Review Tasks tab of her My
Tasks portlet. She selects Review from the Action menu for the document to open the building plan.
The document launches in Adobe Acrobat Pro, where she can insert comments and annotations, take
measurements and update review checklists. She uses the ICC codes button in the Accela toolbar to
launch a building code reference website, from which she copies code text into a note.
She uses a custom “Approved with Changes” stamp to mark the document. The stamp includes the
current date and the name of the reviewer. She then saves and publishes the comments and returns to
the My Tasks portlet, where she opens the Document Information window and goes to the Doc Review
Tasks tab, where she updates the review status to ‘Approved with Changes.’
References
•

Completing a Doc Review Checklist�.

•

Reviewing a Document in Adobe Acrobat Pro.

| Electronic Document Review | 345

•

•

Opening a PDF document for review from Civic Platform.

•

Annotating Documents.

•

Saving Annotations and Comments

At the same time, the Fire Plan Reviewer is tasked with reviewing the plans to ensure that they comply
with fire code regulations. He logs in to Civic Platform and finds the assigned task is waiting for him in
his My Tasks portlet. He launches the document in need of review by selecting Review from the Action
menu for the document.
As with the first reviewer, Civic Platform launches the document in Adobe Acrobat Pro, where the
reviewer makes comments and update review checklists as necessary.
He uses a custom Approved stamp to mark the document. The stamp includes the Fire Department
seal, the current date, and the name of the reviewer. He wants to see if other reviewers have added any
other annotations while he was working, so he clicks the Get Updates button. The saved comments by
the other reviewer appear, and this reviewer is able to see that the Building Structural Reviewer flagged
and commented on the same section of wall where he found some issues. He completes his review,
publishes the document, and goes to the Doc Review Tasks tab, where he updates the review status to
‘Review completed’.
References
•

Completing a Doc Review Checklist�

•

Reviewing a Document in Adobe Acrobat Pro.

•

Annotating Documents.

•

Viewing Other Reviewer Comments within the PDF.

Step 4: Permit Desk Review
•

After all the reviews are complete, the workflow queues the Plans Processor for a final review of the
permit application record. He goes to the Workflow tab and opens the Sub Tasks tab that lists all of the
review sub tasks. He opens the Document Information window, and launches the PDF file.

•

After reviewing the comments and annotations made by the plan reviewers and ensuring that all the
appropriate stamps are in place, he clicks the Check-In button. Civic Platform merges the original PDF
file with all the reviewer comments and creates a new file.

•

He names the new file PlanReview1.pdf, sets the permissions on it so it is accessible on Citizen
Access. He then updates the workflow status to ‘Revision Required,’ which automatically sends an
email to the general contractor. The email informs the contractor that she needs to make changes.
References
•

Opening a PDF document for review from Civic Platform..

•

Attachments

Step 5: Follow-through to Inspection to Closure
•

The general contractor logs in to Citizen Access to check the status of the building permit application
and then download the annotated copy of the plans. She sees the comments and annotations about
the changes required before the agency can approve the plans. She complies with the corrections and
uploads a revised version of the plans.

•

The Building Department Plans Processor receives an email that is auto-generated by Citizen Access
that notifies him that the contractor submitted new plans. The Plans Processor opens the revised plans,

| Electronic Document Review | 346

date stamps them, and then routes them back to the Building and Fire Department plan reviewers.
After each of the plan reviewers approves the revised plans, the Processor stamps the plans with the
Agency Seal stamp, applies a digital signature, and then clicks the Check-In button. He names the new
file FinalPlans.pdf and updates the Workflow status to Ready to Issue. The general contractor pays the
remaining fees due and she receives a building permit so she can start construction.
•

When the building inspector inspects the project, he is able to open the FinalPlans.pdf file from Mobile
Office, which he can then reference to ensure that the project is consistent with the approved plans.
Upon a successful inspection, the inspector records an approved Final Inspection.

Using Electronic Document Review
The Electronic Document Review feature fits seamlessly into a project workflow. This section describes
how to perform several electronic document review processes.
Topics
•

Attaching a Document

•

Searching for a Document

•

Attaching a Document to a Workflow Task

•

Assigning a Document to One or More Reviewers

•

Viewing Document Review Tasks by Document

•

Editing a Document Review Task

•

Working with Document Review Checklists

•

Reviewing a Document in Adobe Acrobat Pro

•

Interacting with Document Review Comments from Civic Platform

•

Viewing the Document Review History for a Document

See also: Attachments and Workflows and Workflow Tasks for related information.

Attaching a Document
Users can use Citizen Access to submit supporting documents as part of a permit application process.
When users submit document files, Civic Platform attaches the files to a record where a permit clerk
or similar can interact with them. a Civic Platform user can also submit supporting documents from
the Documents tab for a record. For example, a clerk may add document attachments that a customer
submitted via email, or submitted in hard copy (which the clerk converts to electronic format by scanning).
For documents to be eligible for Electronic Document Review processing, they must be in PDF file format
when you attach them to the record. Most standard business and graphics applications have an option to
save or print to PDF.
Note:
If you have a document to attach that is not in PDF format, but you want to incorporate it into your Electronic
Document Review process, consider opening that document, then saving/printing it to PDF. You can then
attach the PDF to the record.

Topics

| Electronic Document Review | 347

•

Attaching a Document to a Record via Citizen Access

•

Attaching a Document to a Record via Civic Platform

Attaching a Document to a Record via Citizen Access
If Citizen Access is available, homeowners, contractors, and other citizens can submit necessary
documentation in support of permit applications from the Citizen Access portal. You can process and
review documents using the Electronic Document Review functionality. You can also make annotated
documents available to the submittor via the same Citizen Access portal as needed.
Note:
If you allow the public to submit documents via Citizen Access, make sure that you have defined PDF as a
document attachment type.
To learn more about defining document attachment types, see Document Attachments in the Citizen Access
Administrator Guide.

Attaching a Document to a Record via Civic Platform
You can attach one or more PDF files at a time from the Documents tab of any record type. Many agencies
set limits on file size and/or file type. The Batch Upload window lists these limits at the top when you add a
new attachment. For details instructions on attaching a document, see Attaching Files.

Searching for a Document
The Global Search portlet supports searches for document attachments by using document-related search
criteria such as document name, document description, and document category.
When Civic Platform returns search results, it lists any matches to the search criteria in a Documents list.
You can do any of the following:
•

Click the document name to view the Document Information window for any listed document.

•

Click the Review link in the Review column to open a document in Adobe Acrobat Pro, where you can
comment, annotate, and use stamps.

•

Click the record number link to open the record that contains the desired document.

For more information about performing a global searches, see Using the Search Features .

Attaching a Document to a Workflow Task
You can attach one or more documents to a workflow task as needed. After you assign a document to a
workflow task, the document becomes a workflow sub task. You can access the document and assigned it
to reviewers from the Sub Tasks tab on the Workflow page.
Note:
You may want to reorganize your workflow task organization to incorporate the Electronic Document Review
processes into your agency workflows

To attach a document to a workflow task
1. Locate the document you want to assign. You can do this by going to the Documents tab for the
selected record. You can also use Global Search to locate the document. See Searching for a
Document for more information.
2. Select Assign from the Actions menu for the document you want to assign.

| Electronic Document Review | 348

The Document Information window launches, with the Doc Review Tasks tab displayed.

3.

Click the Workflow Task Selector
button to the right of the Workflow Task field.
The available workflow tasks for the current record display.

4. Select the Workflow Task to which you want to apply the current document.
The selected task appears in the Workflow Task box.
5. Click Submit to save or continue on to assign reviewers. See Assigning a Document to One or More
Reviewers below.

Assigning a Document to One or More Reviewers
You can assign a document to one or more reviewers after you have attached the document to a workflow
task. After you assign the document, the reviewer can use Electronic Document Review functionality to
open the document in Adobe Acrobat Pro, review it, and save his comments back to Civic Platform.
To assign a document to a reviewer
1. Locate the document you want to assign. See Searching for a Document.

| Electronic Document Review | 349

2. Select Assign from the Actions menu for the document you want to assign.
The Document Information window launches, with the Doc Review Tasks tab displayed.
3. If you have not done so yet, assign the document to a workflow task. See Attaching a Document to a
Workflow Task.
4.

Click the Department Selector button
A tree list of departments displays.

to the right of the Department label.

5.

6. Check the box for the Department where the intended reviewer works, then close the department tree
list.
7.

Click the Staff Selector button
to the right of the Staff label.
A tree list of staff in the selected department displays.

8. Select the individual to whom you want to assign this document review task.
9. Select the discipline of the document review task. The discipline is the area of focus in the task. Civic
Platform tags all the comments from the reviewer with the discipline.
10.Use the Page # and Comments tab to give specific review instructions to the reviewer if needed.
11.If you want to assign this document to additional reviewers, click the Add button, then repeat steps 5
through 9.
12.Click Submit to save the Review assignment.
Civic Platform updates the task on the Sub Tasks list for the Workflow task, and the task appears on the
Document Review Tasks tab of the My Tasks portlet for the assigned reviewer.

Viewing Document Review Tasks by Document
If you assign a document to more than one reviewer, you can view a list of review tasks for that document
as needed.
To view a list of document review tasks by document
1. Locate the document that you want to work with. You can search the Documents tab for the selected
record, the Sub Tasks tab on the Workflow page, or the Document Review Tasks tab on the My Tasks
portlet.
You can also use Global Search to locate a document. See Searching for a Document for more
information.
2. Select View Document Info from the Actions menu for the document you want to edit.
3. The Document Information window launches. Select the Doc Review Tasks tab.
Civic Platform displays a list of document review tasks.

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Editing a Document Review Task
You may need to modify the details for a document review task for a number of reasons; for example, you
may need to reassign the task, or you may need to add additional instructions in the Comments box.
To edit a document review task
1. Locate the document you want to edit. You can search the Documents tab for the selected record or the
Sub Tasks tab on the Workflow page.
You can also use Global Search to locate a document. See Searching for a Document for more
information.
2. Select View Document Info from the Actions menu for the document you want to edit.
3. The Document Information window launches. Select the Doc Review Tasks tab.
4. Highlight the task that you want to edit.
Civic Platform displays the document review task details.

5. Modify the task details as needed.
6. Click Submit to save your changes.

Working with Document Review Checklists
Topics
•

Assigning One or More Checklists to a Document Review Task

•

Completing a Doc Review Checklist

Assigning One or More Checklists to a Document Review Task
You can assign one or more checklists to a document review task. The checklists are the guidelines for the
reviewers to follow to ensure that they review all the required aspects of a document during the document
review task.
To assign one or more checklists to a document review task

| Electronic Document Review | 351

1. Locate the document you want to assign.
2. Select View Document Info from the Actions menu for the document you want to assign.
The Document Information window launches.
3. If you have not done so yet, assign the document to a document review task. See Assigning a
Document to One or More Reviewers.
4. Go to the Checklists tab for the document with one of the following approaches:
•

Select the Doc Review Checklists tab;

•

Select the Doc Review Tasks tab. Click the link to the doc review task, and then click the Checklist
tab of the doc review task.
The Document Information window displays the checklists added to the document or document
review task. The Checklist ID column is empty for the checklists which you have not assigned to any
doc review task.

The tab may already display a few checklists:
•

For a document which is submitted for the first time, Civic Platform automatically adds, if there are
any, the Auto Create checklists in the checklist group which is associated with the document type.
The Checklist ID column is empty because you have not assigned the checklist to a document
review task yet.

•

For a document which is a re-submittal of an existing document, Civic Platform automatically not
only carries over the open comments, but also carries over the checklist that has failed checklist
items, of which administrators enabled the Carry-over Failed Items option, from the existing
document. The Checklist ID shows the assigned reviewer and the assign date for each checklist as
in the existing document.

5. To add more checklists to the tab, do the following:
a. Click Search.
b. From the Group drop-down list, choose the group that includes the checklist you want to assign to
the document review task.
Civic Platform displays a list of checklists attached to the selected checklist group.
c. Select the checklists you want to add. To select all checklists, mark the check box that appears at
the top of the list.
d. Click Submit.
6. To delete a checklist from the tab, select the checklist and click Delete.
7. If needed, you can add more checklist items to a checklist. Do the following:
a. Click the link at the checklist you want to add checklist items.
Civic Platform displays a list of checklist items included in the current checklist.
b. Click the Add link next to the Checklist Items heading in the list.
The checklist item selection window displays.

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c. Locate the desired checklist item.
If known, choose the checklist group and checklist that contains the checklist item from the dropdown lists, or enter the checklist item key word and click the search icon.
d. Select the desired checklist item, and click Select.
Civic Platform adds the checklist item into the checklist.
e. If necessary, you can click the Delete link next to the checklist item that you newly added to
remove the item from the checklist. Note that you cannot remove a checklist item that your agency
administrator configured in the checklist.
8. Select each checklist you want to assign and click Assign.
The Document Information window displays the list of existing doc review tasks for the document.
Note:
You can select and assign a checklist which you already assigned to a doc review task. After you assign
the checklist to a new task, the previous assignment no longer exists, but the updates that the reviewers
made to the checklist during the previous review task remain with the checklist.

9. Select the doc review task to which you want to assign the selected checklist(s) to, and click Submit.
The Document Information window returns to the checklists view. The Checklist ID shows the assigned
reviewer and the assign date of each checklist.

Completing a Doc Review Checklist
To complete a doc review checklist, you can enter information and update the status of each checklist
item. Completion of a checklist allows you to keep a record of detailed review results, and helps to ensure
consistency and completeness in carrying out the doc review task.
To complete a doc review checklist
1. Find the checklist you want to complete with one of the following approaches:
•

In the Document Information window for the document you are reviewing, select the Doc Review
Tasks tab. Click the link to the doc review task, and then click the Checklist tab of the doc review
task.

•

In the Document Information window for the document you are reviewing, select theDoc Review
Checklists tab.

•

While reviewing the document in Adobe Acrobat Pro, click the Open Checklists button in the Accela
Add-on Tools.

2. Click the link to the checklist you want to complete.

| Electronic Document Review | 353

Civic Platform displays a list of checklist items.
3. You can add more checklist items to the checklist in the Checklists or Doc Review Checklists tab. Do
the following:
a. Click the Add link next to the checklist Items heading in the checklist.
The checklist item selection window displays.

b. Locate the desired checklist item.
If known, choose the checklist group and checklist that contains the checklist item from the dropdown lists, or enter the checklist item key word and click the search icon.
c. Mark the check box next to the desired checklist item, and click Select.
Civic Platform adds the checklist item into the checklist.
d. If necessary, you can click the Delete link next to the checklist item that you newly added to
remove the item from the checklist. Note that you cannot remove a checklist item that your agency
administrator configured in the checklist.
4. Do the following to update a checklist item:
a. Click the arrow next to a checklist item to expand the item details.
b. Complete the fields in the detail section as needed.
c. Add a comment for the item as needed.
a. Click the Standard Comment link to select a standard comment, or manually enter the
comment.
b. While you are reviewing the document in Adobe Acrobat Pro, if you want to add the comment as
a comment in the document and associate the checklist item with the comment, mark the Add to
Document check box. If you want to remove the comment from the document, unmark the check
box.
Note:
If you set the checklist item to a status of the Approved result type, and the comment in the item
is added in the document, Civic Platform closes the document comment when you submit the
checklist. Closed document comments no longer display in Adobe Acrobat Pro in the subsequent
document reviews.
In Adobe Acrobat Pro, if you set a document comment to the Canceled, Completed, or Rejected
status and publish the change, Civic Platform closes the document comment but does not change
the status of the corresponding checklist item.

| Electronic Document Review | 354

c. Click the Sync link to set up synchronization between the comment in the checklist item and the
comment in the document. When you click the Sync link, Civic Platform automatically marks the
Add to Documentcheck box.
Note:
You must manually publish the comment in the document after they are added to the document
from the checklist item.

d. To upload a file to the checklist item, click the Attachment(s) icon, and follow the procedure for
attaching a document as described in Attaching Files.
e. Update the item status.
5. Repeat steps 3 and 4 until you finish updating the checklist.
6. Click the Submit button to save the changes.

Reviewing a Document in Adobe Acrobat Pro
You can launch PDF document attachments for review in Adobe Acrobat Pro from several locations
in Civic Platform. After you launch a document attachment, you can make full use of Adobe Acrobat’s
commenting and annotation tools to mark up documents. After completing your review, you can use the
Accela Toolbar Add-on tools to save your comments to the Civic Platform application server.
Topics
•

Opening a PDF document for review from Civic Platform

•

Annotating Documents

•

Saving Annotations and Comments

•

Viewing Other Reviewer Comments within the PDF

Opening a PDF document for review from Civic Platform
You can open a PDF document attachment in Adobe Acrobat Pro from the Documents secondary tab, the
My Tasks tab, or the Global Search portlet.
Note:
If you do not see a Review link in these locations, either Civic Platform did not assign the listed document to
you for review, or you do not have workflow supervisor access. Contact your system administrator.

From the Documents tab
1. Locate and select the record containing the document you want to open.
2. Open the Documents tab for the record.
3. Identify the document you want to open and select Review from the Actions menu for that document.
From the My Tasks
1. Open the My Tasks portlet and click the Document Review Tasks tab.
2. Identify the document you want to open and select Review from the Actions menu for that document.
From the Global Search

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1. Conduct a search for the document you want using the Document Name, Document Description, or
Document Category as your search criteria.
2. In the Documents search results, identify the document you want to open, and click the Review link for
that row.

Annotating Documents
Adobe Acrobat Pro comes with a number of annotation tools that Civic Platform users can use as they
review digital documents and digital plans for a project. Users can use Acrobat tools to comment, highlight
content, insert graphical indicators, and even use ‘stamps’ to apply a graphical image to the pages of
a PDF file. You can customize stamps to include data from the project file (e.g., application number,
applicant name), the current date/time, and other relevant information.
The following sections describe some of these tools as well as some possible uses for them when
reviewing plans and other project documents. You can pattern your agency’s workflow from our examples.
You can also use any of the additional Adobe Acrobat X Pro functionality to best help you achieve the
outcome that you seek.
Note:
This document describes only some of the many possible uses you can leverage when working with
Adobe Acrobat Pro and Electronic Document Review. Adobe provides full documentation for the all of
the functionality that comes with their product. Refer to the Adobe Online Help to learn about additional
functionality not described in this document.

Topics
•

Using the Accela toolbar

•

Inserting Annotations and Commentary

•

Using Stamps

•

Using the Measuring Tool

Using the Accela toolbar
When you run the Document Review Client Installation, it installs an Adobe Acrobat plug-in that includes
several buttons for you to use when you review documents/plans. See the table below for descriptions of
each of the buttons available in the Accela toolbar.
Accela recommends that you publish your comments and annotations frequently to avoid loss of work in
the event of an unexpected application shutdown.
Button

Description

Check-in Revision

Use this button to save all comments made by the current user, and merge
all comments added to the document by multiple users and the original PDF
file into a new document that you must name. This button is typically the
final action in a review process and it is accessible only if your administrator
enables FID 8474.

e-Codes

You can add one or more buttons to your toolbar to launch pre-configured
URLs in a new browser window.You must configure this button to point to
the ICC eCode site that you want to reference. Your agency must have an
account and licensing set up with ICC to use the site.

Publish Comments

Use this button to save comments made by the current user to the Civic
Platform application server and allow others users to view the saved content.
This button is typically the final action of a reviewer when all commentary

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Button

Description
is complete and ready for others to view. Note that Civic Platform saves
comments to a file separate from the PDF file that you reviewed. You can
merge the comments into the PDF file by using the Check-in Revision
button.

Get Updates

Use this button to save comments made by the current user to the Civic
Platform application server but not allow others to view the saved comments.
At the same time, Civic Platform downloads and displays any published
comments by other users. Note that Civic Platform saves comments to a file
separate from the PDF file that you reviewed. You can merge the comments
into the PDF file by using the Check-in Revision button.

Inserting Annotations and Commentary
You can activate the annotation and drawing markup tools in several different ways. You can select a tool
from the ‘Quick Tools’ toolbar at the top of the window, from the Comments or Tools side panels, from a
right-click menu, or by entering keyboard shortcuts to invoke certain commands. Use the method that best
suits you. In this documentation, we provide instructions to access commands via the side panel. If you
prefer to use another method to access quick tools, you should do so.
Click a link to learn more about common annotating tasks.
•

To insert a sticky note

•

To draw a cloud around an area, an object, or a group of objects

•

To draw a box around an object and commenting on it

To learn more about other annotation possibilities using Adobe Acrobat tools, refer to the Adobe
documentation accessible via the Help menu in Adobe Acrobat Pro.
Note:
When you review PDF attachments that are part of a Civic Platform file, it is very important that you launch
the PDF from Civic Platform. You should then use the Civic Platform tools in Acrobat Pro to save your
comments and annotations back to Civic Platform.

To insert a sticky note
1. Launch the PDF you are reviewing from Civic Platform.
2. Click Comment on the right side of the toolbar to open the side panel. If you are using another method
to invoke Adobe tools, skip this step.
If you do not see the Annotations panel listed, use the Show/Hide Panels button to display a menu
where you can choose which panels to display. Click Annotations to show the panel. A check mark next
to the name means the panel is visible.

3.
Click the Add Sticky Note button

in the Annotations panel.

4. The mouse cursor changes to a sticky note.

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5. Position the cursor where you want to place the sticky note on the document and click.
Civic Platform places a sticky note icon and a message box displays.

6. Enter your comments in the box.
7. To complete the task, click anywhere outside the box.
8. Use the Civic Platform toolbar to save or publish your comments.
To draw a cloud around an area, an object, or a group of objects
A cloud is an enclosed polygonal shape you can draw around objects or areas. A cloud is consists of
multiple line segments you define by clicking.
1. Launch the PDF you are reviewing from Civic Platform.
2. Click Comment on the right side of the toolbar to open the side panel and then make sure you see the
Annotations panel. If you are using another method to invoke Adobe tools, skip this step.
3.

Click the Cloud button

in the Annotations panel.

4. The mouse cursor changes to a pointer.
5. Position the cursor where you want to start drawing the cloud perimeter and then click to define the start
point.
6. Move the pointer to the next position on the perimeter of your cloud and click to create a line segment.
7. Continue moving the pointer and clicking to define your cloud’s perimeter.
8. To finish, either click the start point again, or right-click and select Complete.
9. To insert a comment about the area or object you just highlighted, double-click the cloud to open a
message box.

| Electronic Document Review | 358

10.Enter your comments, then click anywhere outside the box.
11.Use the Civic Platform toolbar to save or publish your comments.
To draw a box around an object and commenting on it
1. Launch the PDF you are reviewing from Civic Platform.
2. Click Comment on the right side of the toolbar to open the side panel and then make sure that you can
see the Drawing Markups panel. If you are using another method to invoke Adobe tools, skip this step.
3.

Click the Rectangle button

.

4. Position the cursor where one of the corners of the rectangle is to be, then click and drag the cursor
diagonally to the opposite corner of the rectangle. Release the mouse button.
5. Double-click the rectangle border to open a message box.

6. Enter your comments and then click anywhere outside the box.
7. Use the Civic Platform toolbar to save or publish your comments.

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Using Stamps
One of the Annotations tools available for you to use in Adobe Acrobat Pro is the Stamp tool. When you
click the Stamp button, a menu displays. The menu offers you a list of images that you can place on a PDF
document as needed with a click of your mouse button. Included in this list is a sub-set of dynamic stamps
that incorporate real-time data such as the time, the date, and identity information from the Identity form in
Adobe Acrobat.
You can also create custom stamps that include images of your own design. For example, you can create
stamps that include your agency’s name or logo. You can even create dynamic custom stamps that display
the current time/date, the current user, and more.
Note:
For information about creating dynamic stamps in Adobe Acrobat Pro, check out http://acrobatusers.com,
which is an Adobe-sponsored user community.

To place a stamp on a document
1. Launch the PDF you are reviewing from Civic Platform.
2. Click Comment on the right side of the toolbar to open the side panel and then make sure you can see
the Drawing Markups panel. If you are using another method to invoke Adobe tools, skip this step.
3.

Click the Add Stamp button

to display a menu of available stamps.

4. Select the desired stamp from the menu.
The mouse cursor takes on the image of the selected stamp.
5. Position the cursor where you want to place the stamp on the document and click.
Civic Platform places the stamp.

6. Resize the stamp as needed.
•

Click the stamp image to turn on the resizing handles in each corner of the image.

•

Click and drag any resizing handle to make the stamp bigger or smaller. Release the mouse key
when done.

7. Rotate the stamp as needed.
•

Click and drag the rotate handle (rounded handle located in the upper center of the image) to rotate
your stamp image to the desired orientation. Release the mouse key when done.

| Electronic Document Review | 360

8. Add comments to the stamp as needed.
•

Double-click the stamp image and enter your commentary in the box that appears.
Note:
If you are stamping the same image on multiple pages; for example, a time/date received stamp, you
can use the Keep Tool Selected command to use the stamp repeatedly without having to re-select
the Add Stamp button each time. Simply use the desired stamp, then right click the Add Stamp button
and select Keep Tool Selected. You can now stamp your document over and over again with the click
of a button.

Using the Measuring Tool
Adobe Acrobat Pro provides you with an easy-to-use measurement tool that you can use to measure
distance, perimeter, and area on a plan or drawing. You can define the units of measurement and the scale
ratio of your measurements to reflect the units.

The Measuring tool is accessible from both the toolbar and the Analyze panel in the Tools panel.
Before you use the Measuring tool, it is useful to set the scale ratio you want to use, so that your
measurements display in the proper units.
Note:
If you do not see the measuring tool in your toolbar or Tools panel
•

You can add the button to the toolbar. Click the Customize Quick Tools button

•

in the toolbar and choose Measuring Tool from the Analyze group.

•

You can add the tool to the Tools panel. Click the Show or Hide Panels button and select Analyze. The
measuring tool is in that group.

Processes
•

To set the scale ratio

•

To measure the height, width, perimeter, or area of an object

To set the scale ratio
1.

Click the Measuring tool

in either the toolbar or the side panel to activate it.

2. Right click anywhere on the page
A command menu displays.
3. Click Change Scale Ratio to display a Change Ratio dialog.

| Electronic Document Review | 361

4. Enter the numbers and units of measurement that reflect the scale of the drawing to the actual size of
the objects.
Note:
If you have a ratio that includes a fraction, such as 1/8 in =1 ft, you can enter this ratio in two ways:
•

Enter 1/8 as a decimal. Enter 0.125 in = 1 ft

•

Keep the same ratio but convert the fraction to a whole number by multiplying both 1/8 inch and 1
foot by 8. Enter 1 in = 8 ft

5. Click OK.
Your new scale ratio settings remain in effect until you change them again.
To measure the height, width, perimeter, or area of an object
1.
Click the Measuring tool

in either the toolbar or the side panel to activate it.

2. Select a measurement type:
Click the distance tool to measure the distance between two points.
Click the perimeter tool to measure the outside edge of an object. You can also use this tool to
measure a series of line segments that do not necessarily define a perimeter.
Click the area tool to measure the area of a region you define.
3. Draw one or more line segments to define the object that you are measuring.
•

Distance: Click at one end of the line segment. Drag the mouse cursor to the other end of the line
segment and then click to define the end point. Drag the measurement line to the desired location
and then click again to complete.

•

Perimeter: Click each point defining the line segments you are measuring in sequence. For example,
click the 4 corners of a rectangle in clockwise or counter-clockwise order. Double-click the last point
to complete.

•

Area: Click each sequential point defining a line segment in the boundary of the region you want to
measure. For example, click the 3 corners of a triangle in clockwise or counter-clockwise order. Click
the first point again to complete.

4. Add a label if needed.
•

Right click the measurement.

•

Select Add Label from the command menu.

•

Enter pertinent data you want to include with your measurement.

•

Click OK.

To learn more about using the Measuring Tool or modifying the appearance of your measurements,
consult the Adobe Acrobat Pro documentation.
About Bates Numbering and Actions
Bates Numbering is a method for numbering pages within one or more documents, such that Acrobat Pro
assigns a unique Bates number to each page of each document. The unique Bates number indicates its

| Electronic Document Review | 362

relationship to other Bates-numbered documents, and can also be the vehicle for adding other information
such as time/date stamps. You can set up Bates numbering with the Actions wizard in Adobe Acrobat Pro.
When applied to a document or series of documents, the numbering appears as a header or footer on the
pages of each PDF in the batch.
Accela provides several Bates Numbering and other actions that you can use as a template or model for
creating your own actions. The following procedure describes how to access the Accela-created actions,
how to apply them, and how to modify them. If you want to create new Bates Numbering actions, refer to
the Adobe Acrobat documentation.
To access and apply existing actions, including the Accela created ones
1. With a PDF open, select Tools in the toolbar to expose the Tools side panel.
2. Select Action Wizard.
Several options become available: you can create a new action, edit an existing action, or call an
existing action from the list of available actions.

3. Click an action in the list to apply it to the current document.
To use Accela created actions as templates to create your own actions
1. With a PDF open, select Tools in the toolbar to expose the Tools side panel.
2. Select Action Wizard.
3. Select Edit Actions.
An Edit Actions dialog opens.
4. Select the action you want to use as a template and click Copy.
5. Click the Save button to create a new Action that is a duplicate of the original.
6. Highlight the newly created copy and click Rename.
7. Give your new action a unique name. Do not use “AEDR” in the title. Click Save.
8. With the newly renamed action still highlighted, click Edit.
9. In the Edit Action dialog, click the Configure this task icon for the step you want to modify.

| Electronic Document Review | 363

10.Use the Add Header and Footer form to make changes to the step as needed, then click OK.
11.Repeat the previous steps to configure additional steps if applicable.
12.Click OK, then click Save.

Saving Annotations and Comments
You can save any annotations, comments, stamps, and measurements that you add to a document during
the Electronic Document Review process, back to the Civic Platform application server for others to view.
Accela recommends that you save/publish frequently. When all reviews are complete, you can then merge
all the annotations, comments, stamps, and measurements together with the original PDF file and save this
new document to the record with a new name. The original PDF remains in its unedited state.
Note:
To publish commentary/annotations or check in revisions to the Civic Platform server, you must launch the
document that you are reviewing from Civic Platform.

To save/publish your annotations
1. Review a PDF document launched from Civic Platform. You may use any review tools or measurement
tools available in Adobe Acrobat Pro to annotate the document.
2.
Click the Publish Comments button
in the Accela Add-on Tools to save your work to the Civic
Platform application server. Other colleagues with access to the document can view your annotations.
To check in a document with all revisions
1. Review a PDF document launched from Civic Platform. You may use any review tools or measurement
tools available in Adobe Acrobat Pro to annotate the document.
2.

Click the Check In Revision button
in the Accela Add-on Tools to merge all saved annotations,
comments, stamps, and measurements with the PDF file you are reviewing.

3. Save the new file to the Documents tab for the record, while preserving the original PDF file in
submitted state. Be sure you save your file with a PDF extension (do not assume that it is appended
automatically), or the file might not get checked in.

| Electronic Document Review | 364

Viewing Other Reviewer Comments within the PDF
You can view the comments, stamps, measurements, and annotations of other reviewers when you are
working with Electronic Document Review documents. It can be helpful to know what other reviewers may
have said or discovered.
To get review comment updates
1. Open a PDF document from Civic Platform using the Review link
2.
Click the Get Updates button
in the Accela Add-on Tools to publish your comments to the Civic
Platform application server, and then download all comments and annotations published by other Civic
Platform users for the current document.

Interacting with Document Review Comments from Civic Platform
You can search for, review, edit or delete the comments and annotations made on a PDF attachment via
the Doc Review Comments tab on the Document Information window.
Topics
•

Viewing and Editing the Document Review Comments

•

Deleting Review Comments on a Document from Civic Platform

Viewing and Editing the Document Review Comments
All comments and annotations made on a PDF document attachment by a reviewer are viewable from the
Document Information window for the document after the reviewer has clicked the Publish Comments
button in Adobe Acrobat Pro.
To view and edit a document’s comments
1. Locate the document you want to edit. You can do this by going to the Documents tab for the selected
record or to the Sub Tasks tab on the Workflow page.
You can also use Global Search to locate the document. See Searching for a Document for more
information.
2. Select View Document Info from the Actions menu for the document you want to edit.
The Document Information window launches.
3. Click the Doc Review Comments tab in the left panel.
The Doc Review Comments page displays.

| Electronic Document Review | 365

You can use Search to locate a particular comment. Search criteria include a search by document
page number, by comment date, by reviewer, and by comment content. See for morUsing the Search
Features e information about searching in Civic Platform.
4. Edit the Discipline or Status of the comment as needed.
The status of a comment is either Open or Closed. In Adobe Acrobat Pro, if you set a document
comment to the Canceled, Completed, or Rejected status and publish the comment, the comment
status is Closed in the Doc Review Comments tab. If you change the status of a comment from Open to
Closed in the Doc Review Comments tab, the comment no longer displays in Adobe Acrobat Pro in the
subsequent document reviews.
If you are working on a document which is a re-submittal of an existing document, the comments list of
the document includes all the Open comments of the existing document. If you open the re-submittal
document in Adobe Acrobat Pro, the comments display in the document in the same position as in the
previous document.
5. Click the link at the comment to view the comment details. If the comment is added from a checklist
item, the checklist item information displays as read-only with the comment details

Deleting Review Comments on a Document from Civic Platform
You can remove review comments from a document via the Doc Review Comments tab on the Document
Information window.
Note:
There are 2 reasons to be careful when deleting comments:
1) Removing comments from the Doc Review Comments tab in Civic Platform replicates to the document
itself. After you remove the comments in Civic Platform, they disappear in the PDF as well.
2) Civic Platform does not prompt you to confirm the deletion. The second you click Delete, the action is
irreversible.

To remove one or more review comments
1. Access the Doc Review Comments tab for the desired document as described in Viewing and Editing
the Document Review Comments.
The Doc Review Comments page displays.

| Electronic Document Review | 366

2. Select each comment you want to delete.
The Document Information window launches.
3. Click the Delete button.
Civic Platform removes the comments in both Civic Platform and in the PDF document.

Viewing the Document Review History for a Document
You can use the Doc Review History tab on the Document Information window to view a historical listing
of information about interactions with the document, beginning with the initial upload of the document and
including any saves, check-in actions, and re-submissions.
To view the document review history
1. Locate the document you want to work with. You can do this by going to the Documents tab for the
selected record or to the Sub Tasks tab on the Workflow page.
You can also use Global Search to locate the document. See Searching for a Document for more
information.
2. Select View Document Info from the Actions menu for the document you want to edit.
The Document Information window launches.
3. Click the Doc Review History tab in the left panel.
The Doc Review History page displays.

4. View additional details by clicking the right-arrow carets in the left column.

| Enforcement | 367

Enforcement
Choose a topic from the list below to learn more about working with enforcement cases.
Related Links
Enforcement Overview
Creating a New Case
Managing Citations
Managing Evidence for a Case
Examining Enforcement (and Related) Details

Enforcement Overview
You can collect, manage, and resolve enforcement cases concerning complaints and violations against
specific individuals, properties, owners, contractors, or businesses. Based on the severity of a violation,
you can issue a citation. Civic Platform stores citations that users create, along with any collected
evidence, in the appropriate case record along with court dates and defendant information.
Use Case
A citizen registers a complaint about an abandoned vehicle on private property. The complaint routed
to code enforcement for the police to check for involvement in criminal activity. The police discover the
vehicle is being stored illegally on private property. Code enforcement issues a citation for trespassing and
abandoning a vehicle to the vehicle owner, and they schedule a hearing date for the defendant to appear
in court. Pictures of the car and the car contents might be used at the hearing to support the legal claim.
Between the time of the citation and the hearing, the car and the pictures might be held at various locations
for investigation. Civic Platform tracks and stores this information for each case.

Creating a New Case
When you create a new case, you can then collect information about a violation by or a complaint against
individuals, properties, owners, contractors, and businesses. In addition to the original complaint or
violation, any citations, and any court information, can be tracked. You can associate incidents, other
cases, citations, and evidence to the case.
Civic Platform reviews and prioritizes the cases by severity, and agencies can configure Civic Platform
to add the cases to a workflow to accommodate an agency’s business rules. For example, an agency
receives a complaint of an abandoned vehicle and they need to route it to the police for investigation. A
workflow that the agency created notifies the police department when the agency receives this type of
complaint. The police department uses the information in the open case to find the abandoned vehicle and
complete their investigation. Civic Platform records any citations issued under the initial case along with the
applicable court hearing information.
To create a new case
1. Go to the Enforcement portlet.
Civic Platform displays the Enforcement case list portlet.

| Enforcement | 368

2. Click New.
Civic Platform displays the Record Type Select dialog.
3. From the Group drop-down list, select the enforcement group you want.
Civic Platform displays a list of enforcement application types.
4. From the Type drop-down list, select the type of enforcement application you want to create.
Civic Platform displays the Subtypes and Categories drop-down lists of case application types.

5. Optional: Select the Subtype and Category, if available. Some agencies use Subtype and Category to
define the enforcement application that they want to create.
Civic Platform creates and displays an enforcement form based on your choices.
6. Complete the fields with available data. See Case Application Field Definitions for field definitions.
7. Click Submit.
Civic Platform generates a case application number (Record ID) and then updates the contact list and
owner list.

Managing Citations
The ability to create citations in Civic Platform enables you to keep track of offenses, violators,
enforcement officers, dates, and other information relevant to the violations that require citations.
Note:
It is good practice to use the same citation number for both the citations recorded in Civic Platform and the
corresponding official citation documents.

Topics
•

Adding, Editing, and Deleting Citations

•

Managing Defendants

•

Managing Violations

| Enforcement | 369

Adding, Editing, and Deleting Citations
After you add a citation, you can add defendants and violations as appropriate. For information, see
Managing Defendants and Managing Violations.
1. Open the Enforcement portlet and locate the case record you want to modify.
2. Click the Citations tab.
Civic Platform displays the citation summary and citations associated with the case.

3. Do one of the following:
To add a new citation:
a. Click Add.
Civic Platform displays the citation form.
b. Complete the fields with available data (see Citation Fields for field definitions).
c. Click Submit.
To edit a citation:
a. Click the Citation #link that you want to edit.
b. Click Edit and modify the fields as needed.
c. Click Save.
To delete a citation:
a. Click Delete next to the citation you want to delete.

Managing Defendants
Defendants are individuals that are scheduled to appear in court regarding a citation. Civic Platform stores
a defendant’s contact information and court information along with the citation data for reference.

Adding, Editing, and Deleting Defendants
A citation issued to an individual may require that the individual appear in court. These individuals are
referred to as defendants. You can use Civic Platform to add them to the citation. To add a defendant to a
citation you open the initial case or complaint and then select the applicable citation.

| Enforcement | 370

1. Open the Enforcement portlet and locate the case record you want to modify.
2. Click the Citations tab.
Civic Platform displays the citation summary and citations associated with the case.
3. Click the Citation # link of the citation you want to work with.
4. Do one of the following:
Add a defendant
a. In the Defendant section, click Add.
Civic Platform displays the Defendant—New window.

b. Complete the form with available data (see Citation Defendant Fields for field definitions).
c. Click Save.
Civic Platform adds the defendant to the citation.
Edit defendant data
a. Click the link to the defendant you want to edit.
Civic Platform displays the defendant details.
b. Modify the fields as needed.
c. Click Save.
Civic Platform saves the defendant details.
Delete a defendant
a. Click Delete next to the defendant you want to delete.
Civic Platform deletes the defendant from the citation.

Managing Violations
Your agency administrator set up violations. When you apply a violation to a citation, you can choose from
a list of standard violation codes.

| Enforcement | 371

Adding a Violation to a Citation
You can add violations that occur in reference to a citation, to the citation record.
To add a violation to a citation
1. Open the Enforcement portlet and locate the case record you want to modify.
2. Click the Citations tab.
Civic Platform displays the citation summary and citations associated with the case.
3. Click the Citation # link for the desired citation.
Civic Platform displays the citation details.
4. In the Violation section, click Add.
Civic Platform displays the Violation—Add form.
5. Select the applicable violation code from the Violation Codes drop-down list.
6. Click Save.

Managing Evidence for a Case
Law enforcement authorities and case investigators collect facts to support a claim that requires
discussion, decision, or investigation. Civic Platform provides the ability to collect and manage such facts.
Any material object or any paraphernalia admissible as testimony in a court of law for a case may be
evidence. You can upload documents into Civic Platform as evidence. If the same evidence applies to
multiple cases, you can clone the evidence and apply it to an existing case or to a case created using the
Record from Model feature.
You can check evidence in and out from Civic Platform. Chain of custody and disposition of evidence can
be tracked with supervisory access to Civic Platform. For example, an investigator needs to take evidence
to a laboratory for analysis. A user with supervisor permission checks out the item and comments that he
checked out the item to deliver it to XYZ Laboratories. Civic Platform stamps the entry with the date and
time, then saves the transaction to history. When the evidence returns from the laboratory, the user with
supervisor permission checks the evidence back into Civic Platform and specifies the location, which is
storage area C at Building ABC. Civic Platform saves data about the item, the date/time, and the item’s
history.
Topics
•

Adding Evidence

•

Attaching a Document as Evidence

•

Viewing and Updating Evidence

•

Viewing Evidence History

•

Changing Evidence Status

Adding Evidence
1. Open the Enforcement portlet (typically found on the Enforcement console tab) and locate the case
record you want to add evidence to.
2. Select the Evidence tab.
Civic Platform displays the Evidence list portlet.

| Enforcement | 372

3. Click New.
Civic Platform displays the Evidence New form.

4. Complete the form with available data (see Evidence Fields for field definitions).
5. Click Submit.

Attaching a Document as Evidence
You can collect document or images and add them to a case as evidence. For further information about
uploading and accessing documents, see Attachments .
To attach a document as evidence for a case
1. Open the Enforcement portlet and locate the case record to which you want to add evidence.
2. Select the Evidence tab.
Civic Platform displays the Evidence list portlet for the case.
3. Choose the Evidence Type associated with your document.
Civic Platform displays the Evidence details.

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4. Click the Documents tab.
Civic Platform opens the Evidence Document portlet.
5. Click New.
Civic Platform displays the Evidence Document screen.

6. Complete the fields with available data (see Examining Attachment Detailsfor field definitions).
7. Click Submit.
Civic Platform uploads the document.

Viewing and Updating Evidence
1. Open the Enforcement portlet and locate the case record to which you want to add evidence.
2. Click the Evidence tab.
Civic Platform displays the Evidence list portlet with all evidence for the case listed.
3. Choose the evidence record you want to view/update.
Civic Platform displays the evidence details for the item.
4. Enter any new data as needed (see Evidence Fields for field definitions).

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5. Click the Submit button.
Civic Platform updates the evidence record.

Viewing Evidence History
The evidence history provides details about any modification to the chain of custody, including who
checked evidence out, where they took the evidence, and when they transported the evidence.
To view evidence history
1. Open the Enforcement portlet (typically found on the Enforcement console tab) and locate the case
record you want to add evidence to.
2. Select the Evidence tab.
Civic Platform displays the Evidence list portlet.
3. Choose the evidence for which you want to view a history.
Civic Platform opens the Evidence Detail form.
4. Click the History tab.
Civic Platform displays the historical tracking for the evidence.

Changing Evidence Status
A user with normal permissions can view the Status field as read-only at any time. However, only a
supervisor can make changes to the custody status in Evidence History. For information about viewing
evidence history, see Viewing Evidence History.
To change evidence status
1. Open the Enforcement portlet.
2. Click the Evidence tab.
Civic Platform displays the Evidence list portlet.
3. Locate and select the item you want to modify from the Evidence List.
Civic Platform opens the Evidence Details.

4. Select a chain of custody status from the drop-down list. See Chain of Custody Fields for the options
available to you.

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5. Click Submit.

Examining Enforcement (and Related) Details
The following tables list and define the default fields available when working with Enforcement cases and
citations.
•

Case Application Field Definitions

•

Citation Fields

•

Citation Defendant Fields

•

Evidence Fields

•

Chain of Custody Fields

Case Application Field Definitions
The table shown below lists and defines the default fields available when working with Case Applications.
Table 35: Case Application Field Definitions
Alt(ernate) ID

An alternate ID used to identify the case application.

Assigned Date

The date that the case application assignment to a department or individual occurs. Click
the calendar icon located next to the From and To fields to specify a date range.

Assigned To
Department

The department responsible for the case application.

Assigned to Staff

The individual within a department that is responsible for the application.

Anonymous

Indicates whether the complaint caller elects not to reveal his identity.

Brief Description

A brief description to help identify the case application.

Record Description

A brief description of the case application.

Record ID

The number used to identify the case application. Civic Platform generates a record ID
when you create a case. Users cannot modify the record ID. However, you can create an
alternate ID if needed.

Record Name

The name of the enforcement case.

Record Type

The type of application.

Channel Reported

The incoming channel through which an applicant submitted the application request or
complaint. For example, the case application might come through the mail, email, public
internet site, or phone call.

Citation #

The citation number for the case application.

City

The city designation to the primary address associated with the case application.

Closed By

The user that closed the request or complaint.

Closed Date

The date the case application was closed. Click the calendar icon located next to the
From and To fields to specify a date range.

Closed Department

The department responsible for closing the Record.

Closed Staff

The individual responsible for the case application.

Contact Email

The email address of the primary contact associated with the case application.

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Contact First Name

The first name of the primary contact associated with the case application.

Contact Last Name

The last name of the primary contact associated with the case application.

Contact Middle Name

The middle name of the primary contact associated with the case application.

Contact Relationship

The primary contact’s relationship to this case application.

Contact Type

The type of contact associated with the case application, such as “applicant.”

Detailed Description

Enter a detailed work description of the case application.

Enforcement Officer
Name/ID

The name or ID of the enforcement officer.

Email

The email address of the primary contact associated with the case application.

First Name

The first name of the primary contact associated with the case application.

Last Name

The last name of the primary contact associated with the case application.

Middle Name

The middle name of the primary contact associated with the case application.

Opened Date

The date that Civic Platform created the case application record.

Opened Department

The department responsible for creating the Record.

Opened Staff

The individual responsible for creating the case application.

Organization Name

The primary contact associated with the case application, such as the name of the
organization to which the contact belongs.

Owner Name

The primary owner associated with the case application.

Priority

The priority level for the case application.

Reported Date

The date that your agency received the case application.

Reported Time

The time that your agency received the case application.

Reported Type

The type of complaint or incident.

Status

The status of the case application, such as Opened, Closed, and Unassigned.

Sub Type

A more specific classification for the Record.

Citation Fields
The table shown below lists and defines the default fields available when working with Citations.
Table 36: Citation Field Definitions
Appearance Date

The date that the defendant must appear in court.

Booking

Indicates if there was a booking with the citation.

Citation #

The identification number of the citation.

City

The name of the city where the citation was enforced.

City

The name of the city wherein resides the court that is responsible for hearing the
complaint.

Civil Case #

The civil case number corresponding to a citation and a case number.

Comment

Any comments regarding the citation.

Court Address

The address of the court responsible for hearing the complaint.

Court Code

The name or abbreviation of the court responsible for hearing the complaint.

Date

The issued date of the citation.

Defendant Signature

Indicates whether the defendant signed the complaint.

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Enforcement Officer

The name of the officer who issued the citation.

Enforcement Officer ID

The identification number of the officer who issued the citation.

Infraction

Indicates whether an infraction took place.

Inspector ID

The identification number of the inspector who discovered or reviewed the violation.

Misdemeanor

Indicates whether a misdemeanor occurred.

Offense Witnessed

Indicates whether there was a witness to the offense.

Phone

The courthouse phone number

State

The name of the state where the violation occurred.

State

The state where the court is located.

Violation Address

The address of the violation.

Violation Location

A description of the location where the violation occurred. A description helps when you
cannot provide an address, street name, or building location.

Zip

The zip code where the violation occurred.

Citation Defendant Fields
The table shown below lists and defines the default fields available when working with Citation defendants.
Table 37: Citation Defendant Field Definition
Birth Date

The birth date of the defendant.

City

The city for the defendant’s address.

Country

The country for the defendant’s address.

Eye Color

The defendant’s eye color.

Gender

The defendant’s gender.

Hair Color

The defendants hair color.

Height (ft’in”)

The height of the defendant.

ID #

Enter the defendant’s official identification number. F

ID (Issue State)

The state that issued an ID number to the defendant.

Name (F/M/L)

The first, middle, and last name of the defendant.

Notes

Any additional comments about the defendant.

Primary Defendant

Indicates whether the defendant is the primary defendant.

Social Security #

The social security number of the defendant.

State

The state for the defendant’s address.

Vehicle ID

The defendant’s vehicle identification number or license plate number for any vehicle
involved in the citation.

Violator Address

The address of the defendant.

Weight (lbs.)

The weight of the defendant in pounds.

Zip

The zip code for the defendant’s address.

Evidence Fields
The table shown below lists and defines the default fields available when working with evidence.

| Enforcement | 378

Table 38: Evidence Fields and Field Descriptions
Chain of Custody

The status for the evidence. Only a user with supervisor rights can modify this field.

Comments

An area to provide more information about the evidence.

Date/Time

The time and date of the transaction. Civic Platform automatically provides the
information for this field.

Description

A brief description about the evidence.

Disposition

The reason that an item is checked out or locked.

Evidence Type

The type of evidence. Use this as a way to organize evidence.

Location

The current physical location for the evidence.

Record By

The name of the user who last modified the record.

Serial No

The serial number of the evidence item. For example, a serial number for a firearm.

Units

The quantity for the units of measure.

Units of Measure

The form of measurement used to quantify the content. For example, ounces, pounds,
inches, feet.

Value

The dollar value of the item, (how much it is worth).

Chain of Custody Fields
The table shown below lists and defines the default fields available when working with Chain of Custody.
Table 39: Chain of Custody Field Options
Checked In

Indicates that the item is checked in at the primary holding location. When adding new
evidence to a case, this is the default.

Checked Out

Indicates that the item has moved to a location other than the primary location.

Locked

Indicates that the item is locked and cannot be moved to another holding location.

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Inspections
Choose a topic from the list below to learn more about working with inspections.
Related Links
Working with Inspections
Working with Checklists and Route Sheets
Working with Inspection Conditions
Attaching Documents to an Inspection
Examining Inspection (and Related) Details

Working with Inspections
There are many tasks that you can perform when working with inspections. Choose from the list of topics
below for information about working with inspections.
Topics
•

About Scheduling Inspections

•

Scheduling an Inspection from the Record Portlet

•

Scheduling an Inspection from the Inspections Portlet

•

Carrying Over Checklist Items

•

Viewing Inspection Statistics

•

Editing Inspection Milestones

•

Rescheduling an Inspection

•

Cancelling an Inspection

•

Transferring Inspections

•

Adding Related Inspections

•

Displaying an Inspection in Citizen Access

•

Working with Inspections in Accela GIS

•

Managing Pending Inspections

•

Copying an Inspection

•

Editing a Default Inspection

•

Assigning an Inspection

•

Entering Inspection Results

| Inspections | 380

About Scheduling Inspections
Your agency administrator configures the inspection types that are available for scheduling in an
application. Your agency administrator can also configure the maximum number of inspections per day
for an inspector (although users with supervisory privileges can schedule inspections that exceed the
maximum number of inspections, or on holidays or weekends).
After selecting the application for which to schedule inspections, you can specify when each inspection
should occur, and by which inspector. If your agency predefines an inspection flow or a series of
milestones, you must follow the orders in the milestones to schedule inspections. Inspections can be
scheduled in multiple ways:
•

Specify an exact date and time for the inspection to occur.

•

Specify an estimated date and time of the inspection.

•

Schedule the inspections automatically (if configured).

You can schedule multiple inspections for the same application, and can also schedule inspections from
different inspection groups. The inspector follow the checklist of each inspection to complete all the
inspections required in an application, and can conduct both the necessary workflow inspections and other
inspections that do not affect the inspection workflow.
If you prefer, you can schedule the date and time now and then assign an inspector later.

Scheduling an Inspection from the Record Portlet
You can schedule an inspection by parcel, discipline, date, and ‘completed by’ time. An inspector can
receive an assignment manually, or automatically based on the schedule detail, such as department, date,
and time.
To schedule an inspection from the Record portlet
1. Navigate to the Record portlet.
1. Use search to locate the application you want to work with. See Using the Search Features for more
information about performing searches.
2. Click the link in the Record ID column for the record you want.
Civic Platform displays the application details.
3. Click the Inspections tab in the details portlet.
Civic Platform displays a list of the assigned inspection types for the selected application.
4. Hover your mouse cursor on Manage Inspections and select Schedule Inspections.
Civic Platform displays the Pending Inspections portlet.
5. Select the inspection group containing the inspection types you want to schedule from the Inspection
Group drop-down list.
Civic Platform displays the selected inspection group and associated inspection types in the Available
Inspection Types box.
6. Select the inspection types you want to schedule from the Available Inspection Types list.
7. Click the right arrow button to move the selected inspection types to the Selected Inspection Types list.
Civic Platform automatically adds the new inspections to the list of pending inspections at the bottom of
the page and auto-checks the new inspections for scheduling.
8. Do one of the following:

| Inspections | 381

•

To create pending inspections:
1. Click Pending Inspections.
Civic Platform sets all selected inspections to pending and prompts you to close the window.
2. Click OK to return to the Inspections portlet.

•

To schedule an inspection:
1. Click Schedule Inspections.
2. Complete the fields in the Schedule Inspections portlet. For a complete list of fields, see
Inspection Scheduling and Results Fields.
3. Click Submit.
Civic Platform displays a confirmation message.

Scheduling an Inspection from the Inspections Portlet
There are two ways to schedule an inspection from the Inspections portlet. Which method is available
depends on your agency’s configuration.
•

Using the Manage Inspections Button to Schedule an Inspection

•

Using the New Button to Schedule an Inspection

Using the Manage Inspections Button to Schedule an Inspection
1. Navigate to the Inspections portlet.
Civic Platform displays a list of inspections.
2. Hover your mouse over Manage Inspection to display a command menu.
3. Select Schedule Inspections.
Civic Platform displays the Pending Inspections portlet.

4. You can locate and select one or more records by doing one or both of the following:
•

Enter an application number in the Application No. field and click Search.
Civic Platform lists the application record meeting the search criteria that you entered, along with
inspection setup fields.

•

Leave the field blank and then click Search to open a page containing additional search criteria you
can use to locate the records you need.

| Inspections | 382

1. Enter search criteria and then click Submit.
Civic Platform lists the application records meeting the search criteria that you entered.
2. Select each application record you want to schedule inspections for.
3. Click Submit.
Civic Platform lists the selected records, along with inspection setup fields. If you perform more
than one search on different criteria and select application records from multiple search result
sets, your selections append to the list of previous selections. This multiple search process
enables you to schedule several inspections for different applications at the same time.

5. After you have selected all the application records you want to work with, select the inspection group
containing the inspection types you want to schedule from the Inspection Group drop-down list.
Civic Platform displays the selected inspection group and associated inspection types in the Available
Inspection Types box.
6. Highlight the inspection type(s) you want to schedule.
7. Use the right arrow button to move the selected inspection type(s) to the Selected Inspection Types
box.
The selected inspection type(s) now appear in the Selected Inspection Type box.
8. Do one of the following:
•

Click Pending Inspections to request an inspection for an application, then click OK.
A confirmation message displays.

•

Click Schedule Inspectionsto schedule an inspection for an application, complete fields as needed,
then click Submit.
Civic Platform displays a confirmation message.

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Using the New Button to Schedule an Inspection
1. Navigate to the Inspections portlet.
Civic Platform displays a list of inspections.
2. Click New.
Civic Platform displays a search portlet.
3. You can locate and select one or more records by doing one or both of the following:
•

Enter a record number in the Record # field and click the Search button.
Civic Platform lists the application record that meets the search criteria that you entered, along with
inspection setup fields.

•

Leave the field blank and then click the Search button to open a page containing additional search
criteria you can use to locate the records you need.
1. Enter search criteria and then click Submit.
Civic Platform lists the application records meeting the search criteria that you entered.
2. Select the record you want to schedule inspections for.
3. Click Submit.
Civic Platform lists the selected records.

4. Select the inspection group containing the inspection types you want from the Inspection Group dropdown list.
Civic Platform displays the selected inspection group and associated inspection types.
5. Select the inspection type you want to schedule.
6. Select Required or Optional.
7. Click Submit.
Civic Platform displays the selected inspection details of the record.
8. Complete the fields in the Inspections portlet with available data. See Inspection Scheduling and
Results Fields for a list of fields and definitions.
9. Click Submit.
Civic Platform displays a confirmation message.

Carrying Over Checklist Items
If your agency administrator enabled the checklist item carry-over feature, when you schedule an
inspection in an application, if some previous inspection in the application has failed checklist items that
are still hanging, the new inspection carries over the failed checklist items.

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To carry over failed inspection items
1. Navigate to the Record portlet, and use Search (See Using the Search Features ) to locate the
application you want to work with.
2. Click the Inspections tab.
3. Hover your mouse over the Manage Inspection button to display a command menu
4. Select Schedule Inspections.
Civic Platform displays the Schedule Inspections portlet.
5. Complete the fields. See Inspection Scheduling and Results Fields for field definitions.
6. Click Submit.
If someone canceled, rescheduled, or completed an inspection of the same type in the application,
and the inspection contained failed checklist items which are still hanging, Civic Platform displays the
Carryover checklist items page.

7. Select the checklist items you want, then click Submit.
Civic Platform carries over the failed checklist items and schedules an inspection.

Viewing Inspection Statistics
Before you assign an inspection task, you might find it useful to review inspector information, such as
availability. You can also view an inspector’s previous work status and compare it to other inspectors’
workloads. You can view inspection statistics to perform these tasks.
To view inspection statistics
1. Navigate to Inspections portlet.
2. Hover your mouse cursor over the Menu button to display a command menu, then select Statistics.
Civic Platform displays the statistics page.
3. Choose a department, an inspector, schedule date from and schedule date to from the drop-down lists.
4. Click Submit.
Civic Platform returns the inspector’s statistics.

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Editing Inspection Milestones
The agency administrator may have set an inspection flow or a milestone order that determines which
inspections that the agency must complete, as well as the order of the inspections in the workflow. After
an inspection flow begins, the inspector cannot schedule inspections out of order. Agency personnel
must complete previous required inspections in the workflow before the inspector can schedule the next
inspection.
However, users with supervisory privileges can edit inspection milestones within individual applications.
After the supervisor updates the inspection milestone values in the application, Civic Platform regenerates
the inspection flow data based on the new inspection milestone values.
To edit inspection milestones
1. Locate the application you want to work with.
Civic Platform displays the application record.
2. Click the Inspections tab.
Civic Platform displays the Inspections tab.
3. Click Edit Flow.
Civic Platform displays the Edit Milestones page.
4. In the Milestone field for each inspection type, enter a non-negative integer that represents the
checkpoint for that type.
5. Select Required or Optional to indicate whether an inspector can schedule inspections within the next
milestone before completing the current inspection
6. Click Submit.
Civic Platform updates the milestone order.

Rescheduling an Inspection
There are many reasons that you might need to reschedule an inspection. You may need to reschedule an
inspection because a contractor did not finish the work on time or perhaps the inspector did not have time
to do the inspection on the originally scheduled date.
You can reschedule an inspection via the Service Request /Building portlet or the Inspection portlet.
Note:
If you reschedule an inspection from a group that is not the default inspection group, the rescheduled
inspection does not affect the inspection workflow.

Topics
•

Rescheduling an Inspection from the Building Portlet

•

Rescheduling an Inspection from the Inspections Portlet

Rescheduling an Inspection from the Building Portlet
1. Locate and open the application you want to work with.
Civic Platform displays the application details.
2. Click the Inspections tab.
Civic Platform displays a list of scheduled and completed inspections.
3. Select each inspection you want to reschedule.

| Inspections | 386

4. Hover your mouse over Manage Inspectionto display a command menu, then select Reschedule
Inspections.
Civic Platform displays the Reschedule Inspections portlet.
5. Complete the fields in the Schedule Inspections portlet. For a list field descriptions, see Inspection
Scheduling and Results Fields.
6. Click Submit.
Civic Platform confirms rescheduled inspection.

Rescheduling an Inspection from the Inspections Portlet
You can reschedule inspections from the Inspections portlet as necessary.
To reschedule an inspection from the Inspections portlet
1. Navigate to the Inspections portlet.
Civic Platform displays the Inspections list portlet.
2. Select the inspection you want to reschedule.
3. Hover your mouse over Manage Inspectionto display a command menu, then select Reschedule
Inspections.
Civic Platform displays the Reschedule Inspections portlet.
4. Complete the fields in the Schedule Inspections portlet. For a list field descriptions, see Inspection
Scheduling and Results Fields.
5. Click Submit.
Civic Platform confirms the rescheduled inspection.

Cancelling an Inspection
Inspections need to be cancelled on occasion. For example, if a builder is waiting for materials to finish
a job, or inclement weather delays the finish date of a project, an inspection should be cancelled and
rescheduled as needed.
Note:
If you cancel an inspection from a group that is not the default inspection group, the cancelled inspection
does not affect the inspection workflow.

Topics
•

Cancelling an Inspection from the Building Service or Request Portlet

•

Cancelling an Inspection from the Inspections Portlet

Cancelling an Inspection from the Building Service or Request Portlet
1. Navigate to the Building or Service Request portlet as appropriate.
2. Use search to locate the record you want to work with. See Using the Search Features for more
information about searching.
Civic Platform displays a list of records.
3. Click the link in the Record ID column for the record you want to work with.

| Inspections | 387

Civic Platform displays the record details portlet.
4. Click the Inspections tab in the details portlet.
Civic Platform displays a list of scheduled and completed inspections.
5. Select each inspection you want to cancel.
6. Hover your mouse cursor over the Manage Inspection button to display a command menu.
7. Select Cancel Inspections.
Civic Platform displays the Cancel Inspections portlet.
8. Click Submit.
Civic Platform confirms that the inspection is cancelled.

Cancelling an Inspection from the Inspections Portlet
1. Navigate to the Inspections portlet.
Civic Platform displays the Inspections list portlet.
2. Select the inspection(s) you want to cancel.
3. Hover your mouse cursor over the Manage Inspection button to display a command menu.
4. Select Cancel Inspections.
Civic Platform displays the Cancel Inspections portlet.
5. Click Submit.
Civic Platform confirms that the inspection is cancelled.

Transferring Inspections
You can move inspections from one inspector’s queue to other inspectors’ queues as needed. You can
implement a number of different scenarios using this functionality:
•

You can transfer all of an individual’s inspection assignments at one time to another individual.

•

You can transfer all of an individual’s inspection assignments at one time to multiple individuals using
auto-assign.

•

You can cancel all of an individual’s inspection assignments at one time.

•

You can transfer multiple inspection assignments (assigned to multiple individuals) at one time to one
person.

•

You can transfer multiple inspection assignments (assigned to multiple individuals) at one time to
multiple individuals using auto-assign.

•

You can cancel multiple inspection assignments (assigned to multiple individuals) at one time.

Topics
•

Transferring All of an Individual’s Inspection Assignments

•

Removing All of the Inspections from an Individual’s Queue

•

Transferring Inspections Assigned to Multiple Inspectors

| Inspections | 388

•

Unassigning Multiple Selected Inspections

Transferring All of an Individual’s Inspection Assignments
You can transfer all of an individual’s inspection assignments at one time either to another individual, or
to multiple individuals (using auto-assign functionality). When you transfer inspection assignments using
auto-assign, Civic Platform checks the calendars of potential recipients and then makes assignments that
do not conflict with existing assignments. Civic Platform then generates an alert that lists any inspection
assignments that remain unassigned because of calendar conflicts. You can open the alert message and
access the affected inspection records, and manually reassign the inspections.
To transfer an individual’s inspection assignments
1. Access either the Inspections portlet or the Inspection tab on the record detail portlet, the Calendar
portlet, or the My Tasks portlet, depending on which view you want.
2. Do one of the following:
•

To transfer inspections from a single individual to another individual:
1. Do not select any inspection events.
2. Hover your mouse cursor on the Manage Inspections button to display a command menu.
3. Select Transfer Inspections.
The Transfer form displays.

4. Use the top two fields to select the department and name of the individual you want to transfer
inspection assignments from.
5. Use the bottom two fields to select the department and name of the individual you want to
transfer inspection assignments to.
6. Click Submit.
Civic Platform transfers all open inspections to the new individual. If there are any scheduling
time conflicts, you can check the Alerts portlet for links to the inspections with conflicting times,
and manually reschedule those inspections.
•

To transfer inspections from a single individual to multiple individuals using auto-assign:
1. Do not select any inspection events.
2. Hover your mouse cursor on the Manage Inspections button to display a command menu.
3. Select Transfer Inspections.
The Transfer form displays.

| Inspections | 389

4. Use the top two fields to select the department and name of the individual you want to transfer
inspection assignments from.
5. Leave the bottom two fields blank.
6. Select Auto Assigned to appropriate inspector.
7. Click Submit.
Civic Platform transfers all open inspections to new inspectors using auto-assign functionality.
If Civic Platform encounters inspections that it cannot transfer due scheduling time conflicts,
you can check the Alerts portlet for links to the inspections with conflicting times, and manually
reschedule those inspections as needed.

Removing All of the Inspections from an Individual’s Queue
You can use the transfer form to quickly and easily clear all of the inspections in an individual’s queue,
moving them to the unassigned queue.
To remove all of an individual’s inspection assignments
1. Access either the Inspections portlet or the Inspection tab on the record detail portlet, the Calendar
portlet, or the My Tasks portlet, depending on which view you want.
2. Hover your mouse cursor on the Manage Inspections button to display a command menu.
3. Select Transfer Inspections.
The Transfer form displays.
4. Use the top two fields to select the department and name of the individual you want to transfer
inspection assignments from.
5. Leave the bottom two fields blank.
6. Clear the Auto Assigned to appropriate inspector option.
7. Click Submit.
Civic Platform displays a warning that you did not select a destination and that Civic Platform will
change all assigned inspections for the named individual to an unassigned status.
8. Click OK.
Civic Platform moves all of the selected inspectors to the unassigned queue.

Transferring Inspections Assigned to Multiple Inspectors
You can transfer inspections assigned to multiple inspectors either to a single individual or to multiple
inspectors using auto-assign functionality. You can only transfer scheduled inspections.
To transfer inspections assigned to multiple inspectors
1. Access either the Inspections portlet or the Inspection tab on the record detail portlet, the Calendar
portlet, or the My Tasks portlet, depending on which view you want.
2. From the list of inspections, select the inspections you want to transfer. You can only transfer scheduled
inspections (Status = Scheduled) or resulted inspections that are not yet completed.
3. Hover your mouse cursor on the Manage Inspections button to display a command menu.
4. Select Transfer Inspections.

| Inspections | 390

The Transfer form displays.
5. Do one of the following:
•

Transfer the selected inspection events to a single individual.
1. Choose the department, then the staff member to whom you want to transfer the inspection
events.
2. Click Submit.

•

Transfer the selected inspection events to multiple individuals using auto-assign.
1. Leave the Department and Staff fields blank.
2. Select the Auto Assigned to appropriate inspector option.
3. Click Submit.

Unassigning Multiple Selected Inspections
You can use the transfer form to quickly and easily move multiple selected inspections to the unassigned
queue so that they can be reassigned.
To unassign multiple inspections
1. Access either the Inspections portlet or the Inspection tab on the record detail portlet, the Calendar
portlet, or the My Tasks portlet, depending on which view you want.
2. From the list of inspections, select the inspections you want to unassign.
3. Hover your mouse cursor on the Manage Inspections button to display a command menu.
4. Select Transfer Inspections.
The Transfer form displays.
5. Leave the two fields blank and clear the Auto Assigned to appropriate inspector option.
6. Click Submit.
Civic Platform warns that you did not select a destination and that Civic Platform will change all
assigned inspections for the named individual to an unassigned status.
7. Click OK to proceed.
Civic Platform moves all of the selected inspections to the unassigned queue.

Adding Related Inspections
You can add an inspection with one or more inspections. The Related Inspections tab provides a tree view
of related inspections.
To add related inspections
1. Navigate to the Inspection portlet.
Civic Platform displays a list of inspections.
2. Click an inspection link.
Civic Platform displays the inspection details portlet.
3. Click Look Up.

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4. Complete the fields and click Submit.
Civic Platform displays a list of related inspections.
5. Select the inspection you want to add.
6. Click Select.
Civic Platform adds the related inspection to the tree view.

Displaying an Inspection in ACA
You can define whether or not to display inspections in ACA from the Civic Platform console. This ability
allows agencies to define specific types of inspections to display to or hide from public users by default,
while still giving agency users the ability to apply show/hide setting to individual inspections. This section
describes how to set an inspection to display in or hide from ACA.
To set an inspection in Building portlet to display in or hide from ACA
1. Navigate to the record list portlet
2. Use search to locate the record you want to work with. See Using the Search Features for more
information about searching.
Civic Platform displays a list of records.
3. Click the link in the Record ID column for the record you want to work with.
Civic Platform displays the record details portlet.
4. Click the Inspections tab.
Civic Platform displays the current list of inspections for the application.
5. Do one of the following:
•

If you have a Manage Inspection drop-down button in your toolbar, hover your mouse over
Manage Inspectionto display a command menu, then select Display Inspections in ACA or Hide
Inspections in ACA.

•

If you do not have a Manage Inspection drop-down button in your toolbar, select the inspections
you want, then click Display in ACA or Hide in ACA, depending on what you want to do.

Working with Inspections in GIS
Accela GIS can plot inspections on a map. With the map, you can do various jobs such as routing
inspections.
To plot an inspection on a map
1. Navigate to the Inspections portlet.
2. Select each inspection that you want to plot on a map.
3. Do one of the following:

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•

Click GIS.
Civic Platform launches the map viewer with a purple map marker that indicates the scheduled
location of the inspection.

•

Click GIS and select one of the following options:
•

Show Scheduled Location
Civic Platform launches the map viewer and then displays a purple map marker that indicates the
scheduled location of the inspection.

•

Show Scheduled and Submitted Locations
Civic Platform launches the map viewer and then displays both the scheduled and inspected
locations of the inspection with different map markers. The purple map marker indicates where
the scheduled location is. The orange map marker indicates where the inspector submits the
inspection.

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Managing Pending Inspections
Pending inspections can inform both an agency and an applicant about the inspections that need to occur
before the agency can process an application. When you add a pending inspection to an application that
belongs to an inspection flow or an inspection milestone process, Civic Platform displays an icon that
indicates the status of the inspection.
If your agency uses inspection flow or inspection milestone functionality, you can only schedule pending
inspections in sequence within the inspection flow or inspection milestone order. If you attempt to associate
a pending inspection type with an application when the prior inspection in the inspection flow or inspection
milestone process is unscheduled, Civic Platform disables the inspection type until you schedule the
preceding inspection. Your agency administrator can configure Civic Platform so that supervisors can
schedule any inspection at any time, regardless of its order within an inspection flow or inspection
milestone process.
Accela Wireless and Citizen Access users can request inspections. For example, a public user without
inspection scheduling privileges can set up a pending inspection. After he adds the pending inspection,
agency users with inspection scheduling privileges receive a notification about the pending inspection, and
they can schedule the inspection.
You can use the Pending Inspections portlet to add inspections that are outside of the default inspection
group to an application, which enables you to add and schedule any necessary special circumstance
inspections after an application’s initial submission.
Note:
You can schedule, reschedule, or cancel pending inspections. When you cancel an inspection, Civic
Platform removes it from the application. You cannot result a pending inspection.

Topics
•

Requesting an Inspection from the Building Portlet

•

Requesting an Inspection from the Inspections Portlet

Requesting an Inspection from the Building Portlet
You can create a pending inspection from the Building portlet as necessary.
To create a pending inspection from the Record List Portlet

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1. Navigate to the record list portlet (such as Building or Service Request) and use Search to locate the
record you want to work with. See Using the Search Features for more information about searching.
Civic Platform displays a list of records.
2. Click the link in the Record ID column for the record you want to work with.
Civic Platform displays the record details portlet.
3. Click the Inspections tab.
Civic Platform displays the current list of inspections for the application.
4. Move your mouse cursor over the Manage Inspection button to display a command menu.
5. Select Schedule Inspection.
Civic Platform displays the Pending Inspections portlet.
6. Select the inspection group from which you want to add pending inspections from the Inspection Group
drop-down list.
Civic Platform displays the selected inspection group and associated inspection types in the Available
Inspection Types box.
7. Click the inspection types you want to add as pending.
Civic Platform highlights the selected inspections.
8. Click the right arrow to move the inspection types to the Selected Inspection Types box.
Civic Platform displays the inspection types in the Pending Inspections list.
9. Click Pending Inspections.
Civic Platform displays a confirmation message indicating that the inspection is pending.
10.Click OK.
Civic Platform adds the inspections to the Inspections list portlet.

Requesting an Inspection from the Inspections Portlet
You can create a pending inspection from the Inspections portlet as necessary.
To create a pending inspection from the Inspections Portlet
1. Navigate to the Inspections portlet.
Civic Platform displays the Inspections list portlet.
2. Hover your mouse cursor over Manage Inspection to display a command menu.
3. Select Schedule Inspections.
Civic Platform displays the Pending Inspections portlet.
4. Select the inspection group from which you want to add pending inspections from the Inspection Group
drop-down list.
Civic Platform displays the selected inspection group and associated inspection types in the Available
Inspection Types box.
5. Click the inspection types you want to add as pending.
Civic Platform highlights the selected inspections.
6. Click the right arrow to move the inspection types to the Selected Inspection Types box.
Civic Platform displays the inspection types in the Pending Inspections list.

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7. Click Pending Inspections.
Civic Platform displays a message confirming that the inspection is pending.
8. Click OK.
Civic Platform adds the inspections to the Inspections list portlet.

Copying an Inspection
You can copy an inspection from any existing record and attach it to the current record. To help you
choose an appropriate inspection to copy, you can view a list of related checklists. You can copy any
inspection that has a matching Inspection Group Code with the current record.
Note:
To review a checklist and verify you are copying the correct inspection, click the checklist tab and the
checklist you want to view. Return to the inspection list detail page by clicking the inspection detail tab.
Your agency administrator defines the security settings that dictate what your level of access is to checklists
assigned to an inspection. For example, if an inspection is read-only, you can only view it. You cannot
modify, delete, or copy checklists assigned to the inspection.

To copy an inspection from the Inspection portlet
1. Navigate to the Inspection portlet and use search to locate the record you want to work with.
Civic Platform displays a list of inspections.
2. Click the link in the Record ID column for the record you want to copy.
Civic Platform displays the inspection details.
3. Click Select Record to Copy from in the Inspections portlet.
Civic Platform displays the Record ID list.
4. Search for and select the record you want to copy the inspection from.
5. Click Submit
Civic Platform copies the inspection.
Note:
If the inspection status is Scheduled, you can edit the Schedule comment. If the inspection status is a
result, you can edit both the Schedule and the Result comment.

6. When you finish editing the copied inspection, click Submit.
Civic Platform copies the inspection with all its associated checklists to the Record you opened at the
beginning of the task.

Editing a Default Inspection
Civic Platform adds default inspections automatically when you create a new application or a new service
request. Your agency defines which inspections that Civic Platform adds by default. For example, your
agency may require that all new building applications have electrical, plumbing, and framing inspections or
that all new service request applications have investigation, progress, and completion inspections.
You can edit a default inspection. However, you may only change whether a default inspection is optional
or required.

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Assigning an Inspection
Agencies can assign inspections to inspectors either manually or automatically. There are several
methods to choose from when assigning inspections. For example, the inspector with the lightest workload
might receive the first inspection assignments, or an agency might schedule an inspection based on the
requirements of the inspection type.
Inspections may be assigned automatically to inspectors following the auto assign configuration by the
agency administrators. Automatic assignment searches availably inspectors by disciplines first, then by
districts, then by inspector workload or availability.
Note:
Civic Platform follows the following priorities to get the district of an application: (1) The inspection district
setting of the application parcel; (2) The inspection district setting of the application address; (3) The
inspection district that the application parcel belongs to in the GIS map. A parcel may overlays multiple GIS
inspection districts. Your agency administrator may have configured to get the inspection district by the
major portion of the parcel maps to. Or, a dialog box prompts you to select the inspection district.

Civic Platform allows you to assign and re-assign inspections from both the Inspections and Building
modules. The topics below describe how to assign inspections from both.
Topics
•

Assigning an Inspection from the Inspection Portlet

•

Assigning an Inspection Automatically from the Inspections Portlet

•

Reassigning an Inspection Automatically from the Inspections Portlet

•

Assigning an Inspection Automatically from the Service Request or Building Portlet

•

Automatically Scheduling by District

•

Automatically Scheduling by Districts, Disciplines, Calendar, and Workload

Assigning an Inspection from the Inspection Portlet
1. Go to the Inspection portlet. If you are using default settings, this appears on the Inspections main link.
Civic Platform displays a list of inspections.
2. Select the scheduled inspection(s) you want to assign. If a record has more than one inspection
associated with it, you can schedule multiple inspections for that record at the same time.
3. Hover your mouse cursor over the Menu button to display a command menu.
4. Select Assign Inspector.
Civic Platform displays the Assign Inspection detail form portlet.
5. Select the department from the Assign to Department drop-down list.
6. Select the staff member from the Assign to Staff drop-down list.
If you click the Current User link, your user name goes in the Assign to Staff field, and the associated
department field updates to reflect your department.
7. Click Submit.
Civic Platform assigns the inspection and displays the inspection list.

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Assigning an Inspection Automatically from the Inspections Portlet
Inspections may be set up by the agency administrator so they are scheduled automatically when a new
application is created. When prompted to automatically schedule inspections, a schedule is identified
which will be used to assign the appropriate inspector and schedule the appropriate date and time to the
inspection.
The parameters used in determining the automatic inspection assignment are built into Civic Platform in
order to effectively determine automated inspection assignments. Automatic assignment is predetermined
to search by disciplines first, then by districts, then by inspector workload or availability.
To assign an inspection automatically from the Inspections portlet
1. Navigate to the Inspection portlet.
Civic Platform displays a list of inspections.
2. Click New.
3. In the Record ID column, click the link for the record you want.
Civic Platform displays the record details.
4. Click Auto Assign.
5. Complete the following fields.
Date

Select the date of the inspection.

Requester Phone Number

Enter the phone number for the person who requested the inspection.

Auto Assign

Civic Platform automatically assigns an inspector.

6. Click Submit.
Civic Platform automatically assigns the inspection to an inspector.

Reassigning an Inspection Automatically from the Inspections Portlet
1. Navigate to the Inspection portlet and use search to locate the record you want to work with (See
Using the Search Features for more information).
Civic Platform displays a list of inspections.
2. Select the record you want by clicking the record ID link.
Civic Platform displays the record details.
3. In the Auto Assign column, click the link for the inspection you want to reassign.
Civic Platform displays the inspection details for the inspection that you chose.
4. Complete the fields.
Date

Select the date of the inspection.

Requester Phone Number

Enter the phone number for the person who requested the inspection.

Auto Assign

Civic Platform automatically assigns an inspector.

5. Click Submit.
Civic Platform automatically assigns the inspection to the qualified inspector with the lightest workload.

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Assigning an Inspection Automatically from the Service Request or Building
Portlet
1. Open the Building or Service Request record you want to work with and locate the application you want
to work with by clicking the record ID link in the Record ID column.
Civic Platform displays the record details.
2. Click the Inspections tab.
Civic Platform displays a list of scheduled and completed inspections for the record.
3. Click New.
Civic Platform displays a list of inspections required for the record.
4. Click Auto Assign.
Civic Platform displays the new inspection details.
5. Complete the available fields.
Date

Select the date of the inspection.

Requester Phone Number

Enter the phone number for the person who requested the inspection.

Auto Assign

Civic Platform automatically assigns an inspector.

6. Click Submit.
Civic Platform automatically assigns the inspection to the qualified inspector with the lightest workload.

Reassigning an Inspection Automatically from the Building or Service Request
portlet
1. Open the Building or Service Request portlet and locate the record you want to work with.
2. Click the record ID link in the Record ID column for the record you want.
Civic Platform displays the application details.
3. In the Auto Assign column, click the link of the inspection you want to reassign.
Civic Platform displays the inspection details of the inspection that you chose.
4. Complete the available fields.
Date

Select the date of the inspection.

Requester Phone Number

Enter the phone number for the person who requested the inspection.

Auto Assign

Civic Platform automatically assigns an inspector.

5. Click Submit.
Civic Platform displays the new inspection details.

Automatically Scheduling by District
Agencies covering large geographic areas (districts) often establish and assign regions to their inspectors.
The agencies use application addresses and parcel addresses to determine the available districts, and
then use this information as criteria to determine a list of valid inspectors for the inspection.
You must associate districts with both inspections and inspectors to automatically schedule inspections.
You can manually assign the districts to inspections. You can also assign districts by selecting areas in
Accela GIS. See your agency administrator for information on how to associate districts with inspections
using Accela GIS and on how to set up an inspector profile.

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To automatically schedule an inspection by district
1. Go to the Inspection portlet.
Civic Platform displays the Assign Inspection screen.
2. From the list of Inspections, select the Assign by District link next to the inspection you want to work
with.
Civic Platform displays the Address and Parcels with districts.
3. Click Select next to the address or parcel you want.
Civic Platform displays a list of valid inspectors within the district selected.
4. Click Select next to the inspector you want.
Civic Platform assigns the inspector to the inspection.

Automatically Scheduling by Districts, Disciplines, Calendar, and Workload
There are four factors that you need to take into account for automatic inspection scheduling:
•

Geographic area (also known as a district).

•

Discipline.

•

Calendar availability.

•

Workload availability.

You can schedule Inspections by parcel, discipline, and the date and time of required completion of the
inspection. You can also assign an inspector at this time, or your agency can configure Civic Platform to
automatically assign an inspector based on entered parameters.
If you schedule an inspection for the wrong date/time, you can reschedule it or cancel it as needed.
Note:
If a user has supervisory privileges, he can schedule inspections that exceed the maximum number of
inspections per day. He can also schedule inspections on holidays or weekends.

To automatically schedule an inspector to an inspection
1. Go to the Inspection portlet.
Civic Platform displays the Inspection Scheduling—Inspection List screen.
2. From the list of Inspections, select the Auto Assign link next to the inspection you want to work with.
Civic Platform displays the Inspection Scheduling—Schedule window.
3. Complete the fields with available data. See Inspection Scheduling and Results Fields for field
definitions.
Note:
As you enter data, Civic Platform filters the list of available inspectors for assignment to match the
entered data.
When you select an inspector, the Department field automatically populates with the selected inspector’s
department.

4. Click Auto Assign.
Civic Platform displays a list of valid inspectors for the criteria.

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5. Click Select next to the inspector you want.
Civic Platform returns to the Inspection Scheduling - Schedule portlet and automatically populates the
department name and inspector name.
6. Click Submit.

Entering Inspection Results
After completing an inspection, inspectors can enter inspection details and inspection results either
directly and/or by filling in the checklist item results. If an inspector conducts a series of inspections
simultaneously, he has the ability to quickly update the inspection status and results for all of the
inspections in one action.
Inspectors can enter inspection results at any time, regardless of an inspection’s status. For example,
a public user without inspection scheduling privileges requests a mechanical inspection for a building
application. Civic Platform assigns a status of Pending to the inspection. However, before the agency
officially schedules the inspection, an inspector completes the inspection. He can still enter his results,
even though the status is Pending.
Upon entering inspection details, Civic Platform updates inspector workloads accordingly. For example,
Amy, a building inspector, has eight inspection units per day. On Monday, Amy’s schedule has her
conducting an electrical inspection at 3pm (utilizing one inspection unit). However, Amy completes the
inspection at 10am instead, and enters the inspection results. Civic Platform updates her daily workload
from eight units to seven units. Amy’s supervisor can then assign another inspection to Amy at 3pm.
Note:
Supervisors can modify any result field that an inspector populates.

Topics
•

Entering Results for Inspections

•

Editing an Inspection Result

•

Following Up an Inspection

Entering Results for Inspections
After completing an inspection, you can update the inspection details. You may enter results for multiple
inspections. However, some inspections may have specific information that differs from others. Such
inspections are not updated. Civic Platform provides a summary listing which inspections were not
updated, along with the reasons why not.
To enter inspection results for inspections
1. Open the Inspection list portlet either via the main link or via the Inspections tab of a record.
2. Select the inspection for which you want to enter a particular result.
3. Complete the checklist. See Completing a Checklist for more information.
4. Access the Result Inspections portlet in one of two ways:
•

Hover your mouse over Manage Inspectionto display a command menu, then select Result
Inspections.

•

Hover your mouse Menu to display a command menu, then select Result.
Civic Platform displays the Result Inspections portlet.

5. Update the available fields.

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Note:
(1) Values entered in the Inspection Date and Inspection Time fields auto-populate the Result Date and
Result Time fields.
(2) If you have no supervisory privileges, the Inspection Score, Inspection Result, and Inspection Grade
fields may be read-only.

For field definitions, see Inspection Scheduling and Results Fields.
6. Click Submit.
Civic Platform displays a summary of the updated inspections, skipped inspections, and failed updates.
The inspection list reflects the changes to the inspections.

Editing an Inspection Result
Civic Platform provides the ability for a supervisor to modify an inspection after it has been resulted.
To enter inspection results
1. Locate the inspection you are working on, either via the Inspections main link or via the Inspections tab
for the record you are working with.
2. Select the inspection you want to work with.
3. Access the Result Inspections portlet in one of two ways:
•

Hover your mouse over Manage Inspectionto display a command menu, then select Result
Inspections.

•

Hover your mouse over Menu to display a command menu, then select Result.
Civic Platform displays the Result Inspections portlet.

4. Update the available fields. See Inspection Scheduling and Results Fields for field definitions.
5. Click Submit.

Following Up an Inspection
Some agencies elect to configure some inspection types to require follow-up inspections.
To follow up an inspection
1. Navigate to the Inspection portlet.
Civic Platform displays a list of inspections.
2. Select the inspection that you want to work with.
3. Hover your mouse over Menu to display a command menu, then select Result.
4. Complete the Status and the Schedule Date fields.
5. Click Save.
Civic Platform displays the follow-up inspections.
6. Select the follow-up inspection and click Submit.
Civic Platform adds the follow-up inspection.

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Working with Checklists and Route Sheets
Checklists and route sheets are tools designed to help inspectors complete inspections. A checklist may
be a checklist, a questionnaire, or an outline of the steps involved in a particular type of inspection. A route
sheet is comparable to a day planner, as it lets an inspector organize all of the inspections for which he or
she is currently responsible.
Topics
•

About Checklist Items

•

Adding a Checklist to an Inspection

•

Copying a Checklist to an Inspection

•

Adding Checklist Items to a Checklist

•

Completing a Checklist

•

Managing Attachments Associated with a Checklist Item

•

Removing a Checklist from an Inspection

•

Organizing a Route Sheet

•

Accessing a Checklist from a Route Sheet

•

Accessing a Checklist Item from the Inspection Documents Portlet

About Checklist Items
A checklist contains a number of checklist items for inspectors to use. When inspectors work with a
checklist during an inspection, they set a status for each checklist item on the list. The scores of all the
checklist items automatically populate, and some checklist items may be automatically checked as “major
violation.” The total score and number of major violations determine the inspection result, including
inspection status and inspection grade.
Some agencies set certain checklists and checklist items as required. Required checklists with required
checklist items must be completed. However, if a required checklist does not have any required checklist
items, you can skip the checklist. If a checklist is not required, checklist items may not be required either.

Adding a Checklist to an Inspection
Your agency may configure a checklist for each type of inspection your agency does. If your agency has
not defined a checklist for an inspection type you are working on, you can add one from a list of reference
checklists. You can also copy checklists from a one inspection type to another.
To add a checklist to an inspection
1. Locate the inspection you are working on, either via the Inspections main link or via the Inspections tab
for the record you are working with.
2. Click the link for the inspection that you want to update.
Civic Platform displays the inspection details.
3. Click the Checklists tab.
4. Click Search.

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5. From the Group drop-down list, choose the group that includes the checklist you want to add to the
inspection.
Civic Platform displays a list of Reference Checklists attached to the selected Checklist group.
6. Select the checklist(s) you want to add. To select all reference checklists, select the box at the top of
the list.
You can also enter a Checklist ID. The Checklist ID displays on the checklist detail page when you
enter the inspection results.
7. Click Submit.
Civic Platform updates the checklist list.

Copying a Checklist to an Inspection
You can copy a checklist from one inspection and apply it to another. If an inspection already has a
checklist associated with it and you copy the same checklist over to the inspection, Civic Platform will
overwrite the original checklist with the copied version.
Note:
Access to a checklist is assigned to an inspection based on the specific inspection security settings by your
agency administrator. For example, if an inspection is read-only, you can only view it. You cannot modify,
delete, or copy checklists assigned to the inspection.

To copy a checklist to an inspection
1. Locate and open the application to which you want to apply the inspection information.
Civic Platform displays the Application Summary page.
2. Navigate to Inspection tab.
Civic Platform displays the Inspection Type list.
3. Click the inspection type name you want to view.
Civic Platform displays Inspection details.
4. Click the Checklist tab.
Civic Platform displays the Inspection Checklist page.
5. Hover your mouse on Menu to display a command menu, then click Copy.
Civic Platform displays the Look up Checklists.
6. Search for and select the record with the checklist(s) you want to copy over.
•

Select the record you want and click Submit.
Civic Platform displays the inspection list and checklists from the record.

7. Select the checklists you want to copy.
8. Click Submit.
Civic Platform returns to the original inspection type and then displays all checklists.

Adding Checklist Items to a Checklist
When a checklist does not contain a checklist item that you want, you can add a checklist item from any
existing reference checklist.
To add a checklist item to a checklist

| Inspections | 404

1. Locate the inspection you are working on, either via the Inspections main link or via the Inspections tab
for the record you are working with.
2. Click the link for the inspection that you want to update.
Civic Platform displays the inspection details.
3. Click the Checklist tab.
Civic Platform displays the checklist currently associated with the inspection.
4. Click the link for the checklist you want to work with.
Civic Platform displays a list of checklist items.
5. Click the Add link next to the Checklist Items heading in the list.
The checklist item selection window displays.

6. Locate the desired checklist item.
If known, choose the Checklist Group and Checklist that contains the checklist item from the drop-down
lists, or enter the checklist item key word and click the search icon.
7. Select the desired checklist item, and click Select.
Civic Platform adds the checklist item into the checklist.
8. If necessary, you can click the Delete link next to the checklist item that you newly added to remove the
item from the checklist. Note that you cannot remove a checklist item that your agency administrator
configured in the checklist.

Completing a Checklist
Completion of a checklist enables inspectors to keep a record of detailed inspection results, and may also
serve as a checklist during an inspection.
Unless you have supervisor permission, you must complete all the required checklists in an inspection
before you set an inspection status to Approved. However, if you set the inspection status to Pending or
Denied, there is no validation that required checklists have been completed.
To complete a checklist
1. Locate the inspection you are working on, either via the Inspections main link or via the Inspections tab
for the record you are working with.
2. Click the link for the inspection that you want to update.
Civic Platform displays the inspection details.
3. Click the Checklists tab.
Civic Platform displays the checklists currently associated with the inspection.

| Inspections | 405

4. Click the link for the checklist you want to complete.
Civic Platform displays a list of checklist items.
5. For each checklist item, select a status. All required items must be completed.
When you select an item status, the item score auto-populates with a pre-defined value for the status.
You can also enter the item score manually.
The total score and the number of major violations for the checklist automatically updates when you
change the status and score of a checklist item.
Note:
(1) If you have no supervisory privileges, your agency administrator may only allow you to modify the
checklist item statuses, and forbid you from editing inspection result, inspection grade, checklist total
score, and checklist major violation.
(2) You can click the History link in the History column of a checklist or checklist item, to view the history
results of the checklist or the checklist item.

6. Click Submit.

Managing Attachments Associated with a Checklist Item
You can associate attachments to checklist items and manage those attachments as needed.
To manage attachments associated with a checklist item
1. Locate the inspection you are working on, either via the Inspections main link or via the Inspections tab
for the record you are working with.
2. Click the link for the inspection that you want to update.
Civic Platform displays the inspection details.
3. Click the Checklist tab.
Civic Platform displays the checklists for the inspection.
4. Click the link for the checklist you want to complete.
Civic Platform displays a list of checklist items.

5. Expand the desired checklist item, then do one of the following.

| Inspections | 406

•

To associate documents or image files with the checklist item, click the Upload File icon.
For instructions, see Attachments .
Civic Platform lists attachments under the checklist item. Checklist item attachments are also
accessible via the Attachments tab for the inspection that the checklist item belongs to.

•

To open or download an existing attachment, click the link to the attachment name.

•

To remove an attachment, click the Delete icon next to the desired attachment.

Removing a Checklist from an Inspection
If you add the wrong type of checklist to an inspection, you can remove it. Be careful not to delete
completed checklists as you may lose inspection details recorded on the checklist.
To remove a checklist
1. Locate the inspection you are working on, either via the Inspections main link or via the Inspections tab
for the record you are working with.
2. Click the link for the inspection that you want to remove.
Civic Platform displays the inspection details.
3. Click the Checklists tab.
4. Select the checklist that you want to remove.
5. Click Delete.
Civic Platform updates the checklist list.

Organizing a Route Sheet
A route sheet helps inspectors organize inspections by minimizing the time and distance that they travel.
Contact your agency administrator to enable this feature.
To organize a route sheet
1. Navigate to the Inspections portlet.
Civic Platform displays a list of inspections.
2. Click Route Sheet.
Civic Platform displays the Inspection Route Sheet page.

3. Select the relevant department from the Department drop-down list.
Civic Platform populates the Inspector drop-down list based on the department selection.
4. Select an inspector from the Inspector drop-down list. Click Current User to populate the field with
your user name.
5. Define the date range for the scheduled inspections in the From and To fields.

| Inspections | 407

6. Click Filter.
Civic Platform filters the inspection list.

7. Select the date for which you want to route inspections.
Civic Platform displays the inspection list.
8. Optimize your inspection route. You can use GIS, or you can use a third party optimizer, provided your
agency has configured the integration for it.
•

To use Accela GIS:
1. Review the inspection list and update inspection details. For field definitions, see Inspection
Route Sheet Fields.
2. Enter a value in the Order field to determine the inspection order, if needed.
3. Click Show Route Map. Re-route the inspection list using Civic Platform GIS functions.
Accela GIS displays the inspection route based on the order of the inspections:
If inspections are in numerical order, Accela GIS displays the inspection route in assigned order.
If some but not all inspections are in numerical order, Accela GIS displays the inspection route
in the assigned order. Inspections without an assigned numerical order display as individual
markers. If none of the inspections are in numerical order, Accela GIS optimizes the inspection
route by distance and displays the route.
4. Use the Accela GIS Actions menu to route the inspection.
For example, use the Optimized by Distance map command to route inspections for minimal
travel distance. Use the Optimized by Time map command to route inspections for minimal
travel time.
5. Use the Send Items Order map command to send the route list to Civic Platform.
Civic Platform updates the route list.

•

To use a third-party optimizer:
Note:
To use this feature, your agency must integrate a third-party route optimizer with Civic Platform.
Contact your agency administrator for help.

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1. Click Order By, then select an option from the drop-down menu. Options include Public Transit,
Walking, Driving, and Show Locations on Map.
If you select Show Locations on Map, Civic Platform launches the map viewer and plots the
inspections on the map.
9. Click Save.
Civic Platform saves the route list.

Accessing a Checklist from a Route Sheet
While you are viewing the individual inspections for a particular application, you may want to view the
checklist associated with a particular inspection on the route sheet.
To access a checklist from a route sheet
1. Access the Classic Administration Portlet. See "Accessing the Classic Administration Portlet" in Accela
Civic Platform Administrator Guide.
2. Click Daily tab.
3. Go to the Inspection portlet. If you are using default settings, this appears on the Inspections main link.
Civic Platform displays a list of inspections.
4. Click the Route Sheet link.
Civic Platform displays the Inspection Route Sheet page.

5. Click the red dot for the inspection you want.
Civic Platform displays the Inspection Checklist Summary screen.

Accessing a Checklist Item from the Inspection Documents Portlet
You can access a checklist item from the Documents tab on an inspection record.
To access a checklist item from the Inspection Documents portlet
1. Find the inspection you are working on with one of the following approaches:
•

Go to the record open the application. In the Inspections tab, click the link to the inspection you
want.

•

Go to the Inspection portlet. In theInspection Type column, click the link to the inspection you
want.

2. Click the Documents tab.

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Civic Platform displays the attachments associated with the inspection and the attachments associated
with the checklist items of the inspection.

3. Click the link to the desired checklist item.
Civic Platform displays the details about the checklist item.

4. Update fields as needed.
5. Click History to view a history actions for the checklist item.

Working with Inspection Conditions
You can apply conditions (such as Hold, Lock, or Notice) to inspections as needed. Civic Platform
automatically applies any condition assigned to an Inspection Group and/or Type to a scheduled
inspection.
An inspection condition can impact a checklist, determining whether users can edit the checklist or not.
You can view the conditions associated with an inspection on the Conditions tab. Conditions applied to an
inspection also display in the Condition status bar in the inspection portlet. Condition Status Bar

Topics
•

Applying a Condition from the Conditions Tab

•

Changing the Display Order of Conditions

| Inspections | 410

•

Deleting a Condition

Applying a Condition from the Conditions Tab
You can apply a new condition to an inspection from the Conditions tab on an inspection record.
To apply a condition from the Conditions tab
1. Navigate to the Inspections portlet
Civic Platform displays inspection details
2. Click the Conditions tab.
Civic Platform displays any conditions associated with the inspection.
3. Complete the fields as described in Conditions Form Fields.
4. Click Submit.
Civic Platform applies the custom condition and then displays the condition for the inspection.

Changing the Display Order of Conditions
Organize the display order of multiple conditions associated with an inspection.
To change the display order of a condition
1. Navigate to the Inspections portlet
Civic Platform displays inspection details
2. Click the Conditions tab.
Civic Platform displays any conditions associated with the inspection.
3. Enter a number to indicate the placement in the Display Order box for each condition. For example, to
display a condition at the top of the list, enter 1.
4. Click Reorder.
Civic Platform applies the new display order, with the objects listed in numerical order.

Deleting a Condition
If you applied a condition by mistake or if a condition is no longer applicable, you can delete it. When you
delete a condition, Civic Platform does not completely remove it. Instead, the condition display order field is
deactivated so it does not display.
To delete a condition from an inspection
1. Navigate to the Inspections portlet
Civic Platform displays inspection details
2. Click the Conditions tab.
Civic Platform displays a list of conditions associated with the inspection.
3. Select the condition you want to remove.
4. Click Delete.
Civic Platform deactivates the Display Order field.

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Attaching Documents to an Inspection
Users can attach documents and images to an inspection. For example, during the course of a fire
inspection, the inspector takes a photograph of broken fire equipment. The inspector can then upload the
photograph into the inspection record.
Users can attach inspection documents to inspections any time after scheduling in Civic Platform -- even
after the inspector submits the results. These documents display in all relevant portlets where you can
view inspection details, including the Building and Calendar portlets. When viewed in the permit application
portlet, Civic Platform automatically sorts inspection documents and then lists them below the general
attached documents for the record.
For information about uploading and accessing documents, see Attachments .

Examining Inspection (and Related) Details
The following tables list and define the default fields available in the different interfaces you might
encounter.

Inspection Scheduling and Results Fields
The table below lists and defines fields that may be available as you work with Inspection Scheduling and
Results.
Table 40: Inspection Scheduling and Results Detail
ACA Role

Specify which users have access to view Inspection Comments. Select one or more of
the following options: All Citizen Access Users, Record Creator, Licensed Professional,
Owner, and/or Contact.

Address

Enter the inspection address.

Comment Display in
ACA

Select to activate the display of inspection comments in Citizen Access. Define who can
view the comments in the Citizen Access Role field.

Department

Use the drop-down list to choose the department responsible for completing the
inspection. You can change the assignment as needed when rescheduling an
inspection. See Rescheduling an Inspection.

Display Comment in
ACA

Applies only to Citizen Access users. Specify if Citizen Access users can view the
inspection results comments. To hide all comments from all Citizen Access users, clear
this option.

Display in ACA

Select to display the inspection in Citizen Access.

Document Name

Enter the title of the document you are attaching to the inspection.

EDMS Name

Select the Electronic Document Management System from the drop-down menu.
This field relates to attaching documents to an inspection. For more information, see
Attaching Documents to an Inspection.

End Mileage

Enter the reading from the odometer that displays in the vehicle after you complete the
inspection.

End Time

Enter the time when you finished the inspection.

File Name

Enter the fully qualified path or click Browse to locate the file on your computer. The
document size may be up to 16MB.

Inspection Contact
Name

Enter the first, middle, and last name of the person who requests the inspection. You can
either enter the name manually or use the data picker beside this field to find a contact.

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Inspection Contact
Phone Number

Enter the phone number of the person who requests the inspection.

Inspection Date

Use the calendar icon to choose the date when you complete the inspection.

Inspection Grade

The grade of the inspection result.The status is auto-filled based on the checklist results
and the settings by your agency administrator. Supervisors may have the privileges to
manually override the inspection grade.
A grade may display for the grade depending on the settings by your agency
administrator.

Inspection Score

The score of the inspection. The inspection score is auto-calculated based on the
checklist total scores and the settings by your agency administrator. Supervisors may
have the privileges to manually override the inspection score.

Inspection Sequence
Number

The sequence number automatically assigned when Civic Platform creates an
inspection. Sequence numbers are unique and incremental. Inspection reports can
display the inspections in the order that they occur.

Inspection Time

Displays the current time. Use the drop-down lists to choose a different time and indicate
whether the time is AM or PM.

Inspection Type

The type of inspection selected for scheduling.

Inspector

Use the drop-down list to choose the inspector within the department responsible for
completing the inspection. If you are responsible for opening the inspection, click the
Current User link to enter your user name into the field. When you click the Current
User link, the associated department field updates to reflect the correct department for
the current user. You can change the assignment as needed when you reschedule an
inspection. See Rescheduling an Inspection.

Latitude

When using a GPS device, enter the latitudinal coordinates.

Longitude

When using a GPS device, enter the longitudinal coordinates.

Record Comment

Displays the comments that have the Apply to Inspections check box checked in
the Comments tab of the associated record. If you can edit comments in the record
comment tab, you can click the Edit link besides this field to edit the record comment,
which directly updates the original comment in the record comment tab.If you can delete
comments in the record comment tab, you can click the Remove link next this field to
remove a comment.

Record ID

The unique identification number of the record ID requiring this inspection.
If you click the link at a Record ID, a window pops up displaying the details for the
record.

Record Type

Choose the type of record that requires an inspection.

Request Comment

Enter comments about the new inspection. You may identify who requested the
inspection, or any other important details.

Request Date

Date when Civic Platform automatically schedules and submits a new inspection.

Requestor

Enter the first, middle, and last name of the person who processes the inspection
request or who schedules the inspection, if other than the current user. The current
user’s log in name populates automatically. If a user schedules the inspection using
Citizen Access or IVR, the user’s name automatically populates in this field.

Requestor Phone
Number

Enter the phone number for the person who processes the inspection request or who
schedules the inspection.If a user schedules the inspection using Citizen Access or IVR,
the user’s phone number automatically populates in this field.

Request Time

Civic Platform automatically generates a value for this field when a user schedules and
submits a new inspection.

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Required/Optional

Use the drop-down list to set the inspection as required or optional.

Result Comment

Enter inspection result comments. You can also click the Selection icon to choose from a
list of standard comments.

Scheduled Date

The date when a user schedules the inspection.When scheduling an inspection, this field
displays the current date by default. You can click the calendar icon to choose a different
date. You can also choose “Get Next Working Day.”
If you are resulting an inspection, this field is read-only and displays the inspection
scheduled date.

Scheduled Time

Displays the current time. Use the drop-down lists to choose a different time and indicate
whether the time is AM or PM.

Scheduled Start Time

Use the drop-down list to set an inspection start time.

Scheduled Start Time
AM/PM

Use the drop-down list to set the AM or PM of the inspection start time.
Note:
If configured by your agency administrator, you may be required to specify the
inspection AM/PM only Because without you specifying the actual inspection
time, it is more convenient for inspectors to optimize their route sheet.
You may only specify the Scheduled Start Time AM/PM with or without the
Scheduled End Time AM/PM.

Scheduled End Time

Use this optional drop-down list to set an inspection end time.

Scheduled End Time AM/ Use the drop-down list to set the AM or PM of the inspection end time.
PM
Note:
If configured by your agency administrator, you may be required to specify the
inspection AM/PM only. Because without you specifying the actual inspection
time, it is more convenient for inspectors to optimize their route sheet.
If you specify the Scheduled End Time AM/PM, you must also specify the
Scheduled Start Time AM/PM.
Start Mileage

Enter the mileage from the odometer before you travel to a new inspection site.

Start Time

Enter the time when you started the inspection.

Status

The current status of the inspection. When you result an inspection, the status auto-fills
based on the checklist results and the settings by your agency administrator. If you have
no supervisor privileges, you may have no right to edit the field.

Submit Date

Automatically generated when you schedule and submit a new inspection.

Submit Time

Automatically generated when you schedule and submit a new inspection.

Total Mileage

Enter the total number of miles required. This value does not calculate automatically.

Total Time

Enter the total number of hours required to complete the inspection.

Vehicle ID

Enter a number that identifies the vehicle used to complete the inspection, such as the
license plate number or VIN. The agency should determine how to identify the vehicle.

Unit #

Enter the unit number using any combination of alpha numeric characters.

Inspection Route Sheet Fields
The table below lists and defines fields that may be available as you work with inspection route sheets.
Table 41: Inspection Route Sheet Fields
Address

The record address for the inspection.

Alternate ID

The alternate identification number for the inspection.

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Estimated End Time

Use the drop-down list to choose the latest time that the inspector might arrive. You
can also select the Estimated Start Time to form a time period when the inspector
might arrive. The time period displays in the Estimated Arrival Time field in Citizen
Access. If an applicant schedules an inspection in Citizen Access, this field displays
the end time of the inspection time period.

Estimated Start Time

Use the drop-down list to choose the earliest time that the inspector might arrive. You
also select the Estimated End Time to form a time period when the inspector might
arrive. The time period displays in the Estimated Arrival Time field in the inspection
in Citizen Access. If an applicant schedules an inspection in Citizen Access, this field
displays the start time of the inspection time period.

Filter

Click this button to filter the inspection list based on the criteria entered in the
Department, Inspector, and Scheduled Date fields.

Inspection Count

The number of inspections scheduled each day.

Inspection Type

The type of inspection, such as Rough Grade, Plumbing, or Electrical.

Order

The inspection order in which Civic Platform schedules the inspections. Enter up to
four integers in this field.

Record ID

The record identification number for the inspection.

Request Comment

Comments entered when the requestor created the inspection.

Scheduled Date

The date of the inspection.

Scheduled End Time

The projected end time for the inspection.

Scheduled Time

The projected start time for the inspection.

Show Route Map

Click this button to view or update an inspection route using Civic Platform GIS.

Status

The status of the inspection, such as Scheduled or Result Pending.

Unit Nbr

The number of inspection type units required to complete the inspection.

| Licenses | 415

Licenses
Choose a topic from the list below to learn more about working with licenses.
Related Links
License Overview
Managing Renewal Information
Modifying License Details
Modifying Application Specific Information
Modifying License Contacts
Modifying Educational Credentials
Paying a License Fee
Managing Associated PERMITS Plus APDs
Examining License Details

License Overview
You can use Civic Platform to handle a variety of different types of licenses. For example, an electrician
needs an electrical license, a refrigerator repair man might need a mechanical license, a doctor must have
a medical license, a business owner must have an operating license, and everyone who drives needs a
drivers license.
When you work with licenses, you might need to perform a number of tasks.You might create new license
applications, renew existing licenses, edit contact information, collect educational data, review the workflow
and condition history, and more. In addition, you can add invoiced fees, take in payments, or check related
payment history.
Agency administrators can configure the process for accepting license applications. If the applicant for a
license is an Citizen Access public user, an agency administrator can accept or reject a license manually.
If your agency uses the PERMITS Plus permitting system, your agency administrator can configure certain
Civic Platform list portlets so you can associate a PERMITS Plus APD to a Civic Platform record. This
association enables you to view and search for associated APDs from the Civic Platform Licenses module.

Managing Renewal Information
Topics
•

Viewing License Renewal Information

•

Renewing a License

•

Renewing a License by Workflow

Viewing License Renewal Information
View the status of a license renewal to determine if a license is active, expired, delinquent, invalid,
pending renewal, or about to expire. When you stay on top of license renewal statuses, you can help keep

| Licenses | 416

contractor, sub-contractor, and individual licenses current, enabling construction projects to proceed on
schedule.
To view license renewal information
1. Go to the License portlet.
2. Use search as needed to find the license you want to view.
3. Click the link of the license you want to work with.
4. Click the Renewal Info tab.
Civic Platform displays the License Renewal Detail page.

5. Review the fields described in Renewal Information Fields.
6. Click Cancel to return to the previous view.

Renewing a License
Professional and business licenses require renewal periodically to remain current and valid per applicable
local, state, or federal law. You can check the status of a license to determine if the license is about to
expire, has expired, or is delinquent.
When you initialize a license renewal, the information from the parent license copies automatically to a
new application intake form for the applicant. Civic Platform processes this partial application as a child
application to the parent license. After the renewal is submitted and the renewal process is complete, Civic
Platform associates the most current information, such as expiration date, with the parent license.
A license renewal is complete when the application and required supporting tasks as defined in the
renewal workflow are complete, and licensees pay in full any fees associated with the renewal. Tasks
associated with a license renewal may include the passing of an exam, continuing education hours earned,
or the submission of additional documents to the agency.
Users can renew a license and pay for the fees at the agency or online via Citizen Access. An agency can
also manually move the license through the renewal process through Workflow. See Renewing a License
by Workflow.
To renew a license
1. Navigate to the License portlet.
2. Use search as needed to find the license you want to view.
3. Click the link of the license you want to work with.
Civic Platform displays the license detail in the record detail portlets.
4. Verify the status of the license if necessary. See Viewing License Renewal Information.
5. Click the Renewal tab.
Civic Platform displays the Renewal portlet.

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6. Click Renewal. This button displays only when a license expires, nears expiration, or is delinquent.
Civic Platform opens the application intake form. The parent record information copies to the child
record.

7. Enter data as available. For field definitions, see Renewal Information Fields.
8. Click Submit.
Civic Platform displays the renewal record in the renewal record list portlet for the parent license.

Renewing a License by Workflow
Users at an agency can manually move a license through the renewal process by updating the New Status
field for workflow tasks. Updating this field may be useful to a supervisor who needs to quickly force the
renewal process to the next phase in the workflow due to an internal error at the agency.
To manually move a license through the renewal workflow
1. Navigate to the License portlet.
2. Click the application related to the license renewal.
Civic Platform opens the license details.
3. Click the Workflow tab.
Civic Platform displays the Workflow Tasks detail.
4. Click the folder associated with the workflow task that you want to update. For example, the Application
Process folder.
Civic Platform displays the associated task details.
5. Locate the New Status field and choose one of the options from the drop-down list.
For a list of options, see Renewal Workflow New Status Options.
6. Click Submit.
7. Update the New Status fields for each workflow task folder as needed.
Workflow Task Folders may include:
•

Application Submittal

•

Check Credentials

| Licenses | 418

•

Review

•

License/Permit Issuance

•

License Status

•

Closure

Modifying License Details
You can modify the license renewal information for the record.
To edit license details
1. Go to the License portlet.
2. Click the link of the license you want to renew. Use Search to locate a specific record.
3. Modify any fields that display on the Record page.
For a list of field descriptions, see License Details.
4. Click Submit to save your changes.
Civic Platform displays the Record Specific Information page.

Modifying Application Specific Information
You can modify Information that is specific to a particular license application as needed.
For example, if configured by the agency administrator, users that want to update a trade name license
can record three business or trade names. After the user saves the additional trade name, Civic Platform
associates the updated license with the user’s professional profile and sends an email notification of
the additional trade name approval. For more information about professional profiles, see Licensed
Professionals.
To modify license specific information
1. Go to the License portlet.
2. Click the link of the license you want to renew.
3. Click the App Specific Info tab.
4. Modify data as needed.
Civic Platform displays the App Specific Info page.
5. Click Submit to save your changes.

Modifying License Contacts
Sometimes you may need to make changes to the contacts associated with a license. For example, a
subcontractor may relocate his office, or replace employees, or you might add a homeowner so you can
apprise him about the progress of the project. You can modify license contact details through the Contact
tab of the license record.

| Licenses | 419

Topics
•

Adding a Contact to a License

•

Deleting a Contact from a License

Adding a Contact to a License
1. Go to the License portlet and click the link of the license you want to modify.
2. Click the Contact tab in the record detail display.
3. Click New.
Civic Platform displays the New Contact page.
4. Complete the fields with available data. See Contact Details for field definitions.
5. Click Submit.
Civic Platform displays the contact list with the new contact.

Deleting a Contact from a License
1. Go to the License portlet and click the link of the license you want to work with.
2. Click the Contact tab
3. Select each contact you want to delete.
4. Click Delete.
Civic Platform deletes the contact from the list of contacts.

Modifying Educational Credentials
Many agencies require licensed professionals to submit evidence of ongoing education and/or competence
to maintain or renew their occupational licenses. You can add information to a license on the Education,
Continuing Education, and Examination tabs. Your agency administrator can set up licenses by type so
that users must fulfill certain requirements as part of the Check Credentials phase of a renewal workflow.
For more information see Renewing a License by Workflow.
Topics
•

Modifying Education Information

•

Modifying Continuing Education Information

•

Modifying Examination Information

Modifying Education Information
Education information includes details about degrees, majors, and educational institutions attended.
To modify education information
1. Go to the License portlet and click the link of the license you want to modify.
2. Select the Education tab in the record detail portlet.
Civic Platform displays the Education information currently associated with this license.

| Licenses | 420

3. Modify the existing information as necessary
•

To insert a new row, click Add. For information on completing the form fields, refer toWorking in the
Continuing Education Section .

•

To delete a row, select the line that you want to remove and then click Delete.

4. When you finish making your changes, click Submit.
Civic Platform updates the record with your changes.

Modifying Continuing Education Information
Continuing Education refers to the ongoing professional development requirements necessary for the
maintenance or renewal of many occupational licenses. Requirements vary widely across professions,
but typically include a specified number of Continuing Education units that a licensee must complete for
recertification or renewal. Acceptable units may include specific course requirements, a certain number of
private or informal study hours, a number of practical work hours during a given period, for example.
Civic Platform allows your agency to track the Continuing Education requirements as well as the progress
made toward their completion on the Continuing Education tab of the license record.
To modify continuing education information
1. Go to the License portlet and click the link of the license you want to modify.
2. Select the Continuing Education tab in the record detail portlet.
Civic Platform displays the Continuing Education information currently associated with this license.

3. Modify the existing information as necessary
•

To insert a new row, click Add. For information on completing the form fields, refer to Working in the
Continuing Education Section.

•

Select the row to remove, then click Delete.

4. Click Submit.
Civic Platform updates the record with your changes.

| Licenses | 421

Modifying Examination Information
Agencies often use acceptable scores on certification level exams to demonstrate a certain level of
competence before a licensee can obtain an occupational license.
Depending on your agency’s agreement with external provider, the provider may maintain their exam data
within Civic Platform or maintain their exam data on an external system and integrate the data with Civic
Platform via a URL link. Civic Platform records exam modifications to the log. You can click the View Log
button to view the change history. Consult with your agency administrator for the specific information that
your agency needs provide to examination providers who choose to use this option.
Users can also enter examination information manually on the Examination tab of the license record.
To modify examination information
1. Go to the License portlet and click the link of the license you want to modify.
2. Select the Examination tab in the record detail portlet.
Civic Platform displays the Examination information currently associated with this license.

3. Modify the existing information, as necessary
•

To add a new exam session, click Add. For information on completing the form fields, see Working
in the Examination Section.

•

To change to another exam session, click the Reschedule link, then select a reason for
rescheduling from the pop-up window.
Note:
Agencies define the reasons for rescheduling and cancelling in the Standard Choice
REASON_FOR_RESCHEDULING_ CANCELING_EXAMINATION. See the Civic Platform
Configuration Reference for more information about Standard Choices.

If the fee items associated with the new exam are different from the ones in the previous exam
session, Civic Platform keeps the fee items with the Paid status from the previous exam, deletes the
fee items with the New status, and voids the fee items with the Invoiced and Unpaid status.
If the fee items associated with the new exam are the same as the ones in the previous exam
session, Civic Platform keeps the existing fee items.
•

To cancel an exam session, click the Cancel link next to the Examination Date, and then select a
reason for canceling the session.
Civic Platform changes the schedule Status to Pending.
If the original status of the examination being canceled was Scheduled or Ready to Schedule, Civic
Platform keeps the fee items with the Paid status, deletes the fee items with the New status, and
voids the fee items with the Invoiced and Unpaid status.

•

To remove an exam session, select the row that you want to remove and then click Delete.
Civic Platform keeps the fee items with the Paid status (but removes the association between the
examination and fee items), deletes the fee items with the New status, and voids the fee items with
the Invoiced and Unpaid status.

4. When you are finished making your changes, click Submit.

| Licenses | 422

Civic Platform updates the record with your changes.
5. Click View Log to view changes to the exam schedules. See Audit Logs for more information.

Paying a License Fee
After you complete the license information and then review the fee information associated with the license,
you can apply the payment to the license. Based on an agency’s business practices and user permissions,
not all users may be able to apply payments to fees.
To pay a license fee
1. Go to the License portlet and click the link of the license you want to modify.
2. Select the Payment tab in the record detail portlet.
Civic Platform displays all the invoices and transactions related to the license.
3. Click Pay.
Civic Platform displays the Fee Payment screen.

4. Modify the applicable payment information fields as needed. SeePayment Information for field
definitions.
Civic Platform displays the Payment Notice page.
5. Click Submit.
Civic Platform displays the generate receipt page.
6. If you want to generate a receipt, click Submit.
Civic Platform displays two windows: a detailed Receipt and a Receipt Summary. You can print the
Receipt Summary page.

| Licenses | 423

7. If you want to print the receipt, click Print Receipt
Civic Platform prints the receipt on the default printer.

Managing Associated PERMITS Plus APDs
If your agency uses the PERMITS Plus permitting system, you can associate PERMITS Plus APDs to Civic
Platform records. Civic Platform lists the associated APDs as child records in the licenses list.
Topics
•

Associating a PERMITS Plus APD to a Record

•

Viewing a Related PERMITS Plus APD

| Licenses | 424

•

Removing a Related PERMITS Plus APD

•

Searching for a PERMITS Plus APD

Associating a PERMITS Plus APD to a Record
If your agency uses the PERMITS Plus permitting system and is transitioning to Vantage360, you can
maintain your PERMITS Plus APD records even as you begin to create new records in Civic Platform. As
your agency makes the transition from PERMITS Plus APDs to Civic Platform Records, you can associate
existing APDs to newer records and work with them simultaneously.
To associate a PERMITS Plus APD to a Record
1. Use Search to locate the existing records with the data you want to copy.
Civic Platform displays the record detail portlet.
2. Click the Related Records tab.
Civic Platform displays the Related Record Records record detail portlet.
3. Click Look Up.
Civic Platform displays a license Search portlet.
4. In the Data Source field drop-down menu, choose P+ - Permit Plus.
Complete other fields as needed. For a list of fields definitions, see Application Record Fields.
5. Click Submit.
Civic Platform returns a list of PERMITS Plus APDs that match your search criteria.
6. Select the APD you want to associate.
7. Click Select as Parent to set the APD record as the parent of the current record, or click Select as
Child to set the APD record as the child of the current record.
Civic Platform associates the APD record to the Record.

Viewing a Related PERMITS Plus APD
1. Use Search to locate the record with the data you want to copy.
Civic Platform displays the detail portlet.
2. Click the Related Records tab.
Civic Platform displays the APDs and Records related to the license. The symbol [P+] identifies APDs.

Removing a Related PERMITS Plus APD
1. Use Search to locate the record with the data you want to copy.
Civic Platform displays the detail portlet.
2. Click the Related Recordstab.
Civic Platform displays the APDs and Records related to the license. The symbol [P+] identifies APDs.
3. Select the PERMITS Plus APD you want to remove.
4. Click Delete.
Civic Platform removes the APD from the Related Records list.

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Searching for a PERMITS Plus APD
If your agency subscribes to PERMITS Plus, you can search for an APD from the Civic Platform Licenses
portlet. Clicking an APD hyperlink launches PERMITS Plus and opens the selected record.
To search for a PERMITS Plus APD
1. Navigate to the Service Requests or Building Permit portlet.
Civic Platform displays the list portlet.
2. Click Search.
Civic Platform displays the search portlet.
3. Locate the Data Source field drop-down menu and choose P+ - Permit Plus.
Enter other search criteria as needed.
4. Click Submit.
Civic Platform displays the APD search results. APD records show P+ as their data source; Civic
Platform records show no data source.
5. Click the link for the record you want to view.
Civic Platform launches PERMITS Plus and displays the APD detail portlet.

Examining License Details
The following tables list and define the default fields available in the different interfaces you might
encounter when you work with licensing.
•

License Details

•

Renewal Information Fields

•

Renewal Workflow New Status Options

•

Contact Details

•

Payment Information

License Details
The following table lists and defines fields that you may see on the License details portlet.
Table 42: License Details
Alternate ID

An alternate ID for the Record. Many agencies use a shortened form of the Record
ID number.

Brief Description

A brief description that helps you to identify this license.

Record ID

The number used to identify a license. This number generates this automatically.
You cannot modify this number.

Record Name

The name of the license.

Record Type

The type of license. The type may be a concatenation of module, type, sub-type,
and category.

Detailed Description

A detailed work description for this license.

Expiration Date

The date the license expires.

| Licenses | 426

Expiration Status

The status of the license (for example, about to expire, delinquent, active).

Status

The current status of the license. If you are updating license details, you an
change this status. Use the drop-down list to choose a status.

Status Group

If you are searching for a license, you can specify what status group the license
status belongs to.

Renewal Information Fields
The following table lists and defines fields that you may see on the Renewal Information tab.
Table 43: Renewal Information Fields
Expiration Code

This is the code, set by your agency and agency administrator, that identifies the
license renewal process.

Expiration Date

The expiration date of the license that Civic Platform automatically assigned when it
created the license.

Expiration Interval

Indicates how often the license expires.

Expiration Status

Shows the current status of the license. Status may include: pending, expired,
delinquent, or active.

Grace Period Interval

Indicates the length of the grace period after the license expires.

Number of Penalty Periods

Indicates the number of penalty periods allowed for this license. Each penalty
period is the length of the penalty interval and occurs following the grace period or a
previous penalty period.

Pay Period Group

The pay period group for this renewal process. Any fees assessed for licenses with
this renewal process come from this pay period group.

Penalty Fee Code

This identifies the fee code used to calculate the penalty fee associated with the
license.

Penalty Fee Function

This generates the penalty fee. Civic Platform runs this function within the License
batch process. Civic Platform does not use the function if you choose to assess fees
manually.

Penalty Interval

Indicates the length of each penalty period related to the license.

Renewal Fee Code

This code identifies the fee item used to calculate the renewal fee.

Renewal Fee Function

This allows you to generate a renewal fee. It is not used if you choose to assess fees
manually.

Renewal Workflow New Status Options
The following table lists and defines fields that you may have available in the Workflow Status.
Table 44: Renewal Workflow New Status Options
Accepted

An application review is complete; the information is acceptable.

Accepted/ No Review

The renewal is approved without a review of the renewal information.

Approved

The application has been reviewed; the information is acceptable.

Denied

The license cannot be reviewed. For example, the business did not pass an
inspection.

Issued

The renewal has been accepted and the license issued.

On Hold

The renewal is postponed but not rejected. For example, the administrator needs
to verify the payment information.

| Licenses | 427

In Process

The renewal is in the process of completing the associated task.

Not Issued

The renewal has been accepted, but the license has not been issue.

Not Required

The step is not needed to renew the license.

Pending

The renewal is postponed but not rejected. For example, the administrator needs
to verify the payment information.

Ready to move to next task.

The application requirements have been met and the renewal can move to the
next task in the workflow.

Contact Details
The following table lists and defines fields you may have available in the Contact Details.
Table 45: Contact Details
Address 1

The street address for the contact.

City

The city where the contact is located.

Country

The country the contact is located.

Email

The email address for the contact.

Fax

The fax number for the contact.

First Name

The first name of the contact.

Last Name

The last name of the contact.

Notes

Any additional notes that identify the contact.

Organization Name

The name of the organization the contact is affiliated with.

Phone 1

The primary phone number for the contact.

Phone 2

The secondary phone number for the contact.

Preferred Channel

The communication method that the contact prefers. For example, if a contacts prefers
to be contacted via email, select “email.”

Relationship

The contact’s relationship to the license.

State

The state where the contact is located from the drop-down list.

Type

The contact type.

Zip

The zip code where the contact is located.

Payment Information
The following table lists and defines fields you may have available in the Payment Information section.
Table 46: Payment Information
Amount

The payment amount.

CC Auth. Code

The three digit authorization number located on back of the credit card.

CC Exp. Date

The expiration date of the credit card being used for the payment.

CC Holder Name

The name of the credit card holder

Comment

Comments pertaining to the payment.

Method

The payment method. For example, cash, credit card, debit card, check, or money
order.

Payee

The person who is paying the fee.

| Licenses | 428

Reference #

The reference number associated with the payment. For example, a check number or
the last four digits of a credit card.

| Model Maintenance | 429

Model Maintenance
Choose a topic from the list below to learn more about working with models.
Related Links
Model Maintenance Overview
Creating a New Model
Deleting a Model
Creating a Model Record
Managing Variations
Examining Model Details

Model Maintenance Overview
You can create applications for a residence based on a model. A model is a preliminary work or
construction that serves as a plan from which a final product is to be made.
To create new applications based on models, you must create and maintain the models. For example,
suppose that a contractor plans to build a large subdivision containing five basic house models. Each of
these models can have many different variations such as: the number of bedrooms and location, style of
fireplaces, size of garage, and size and design of decks. The basic floor plans of these models will remain
the same. The application types remain the same and a significant portion of the application information
would be identical from application to application. You can create five different application models with
variations to accommodate the different variation choices. Then, when the contractor submits building
applications, you may simplify the application intake process by using existing models.

Creating a New Model
Once you create a new model, you need to add variations and create a record model.
To create a new model
1. Navigate to Modeling Maintenance.
Civic Platform displays the Modeling Maintenance window.
2. Click New.
Civic Platform displays the Model detail form.
3. Complete the fields with available data. See Model Detail Fields for field definitions.
4. Click Submit.
Civic Platform adds the new model to the Modeling Maintenance list.
5. Add variations as necessary. See Managing Variations.
6. Add a model record for the model. See Creating a Model Record.

| Model Maintenance | 430

Deleting a Model
You may delete a model when it is no longer used. Be certain that you will not need the model in the future
because once a model is deleted, you cannot retrieve it.
To delete a model
1. Navigate to Modeling Maintenance.
Civic Platform displays the Modeling Maintenance window.
2. Select the models you want to delete.
3. Click Delete.
Civic Platform deletes each model you selected and removes them from the model list.

Creating a Model Record
To create a model record
1. Navigate to the Record portlet.
Civic Platform displays the record list portlet.
2. Click Create From Model.
Civic Platform displays a list of models.

3. You can use search to locate the model you want to work with.
4. Select the models you want and then click Select or click the link in the Name column.
Civic Platform displays the selected model details.

5. Update the information for the model record as you would for a new application.
You may need to supply application information, address information, owner information, application
specific information, and other information depending on the application type. Remember that this is the
model, so leave fields blank that will have different information for each application based on the model.
See Modeling Main Page Fields for field definitions.

| Model Maintenance | 431

6. Click Submit.
Civic Platform creates the model record.

Managing Variations
A model serves as a template that can also auto-populate many fields on a new application. However,
differences will arise from one application to another. For example, in a subdivision with three basic
models, residents may choose to add bay windows, fireplaces, a central vacuum system, or they might
increase the square footage of the family room, thereby increasing the overall square footage. Other
residents might choose not to get central air conditioning or they might combine two adjoining bedrooms
into one. Someone may remove certain features to get their house built on a tighter budget.
Such deviations can be managed by creating variations for a model. Each variation can list several
choices, each of which can be configured to save time during the application intake process.
Topics
•

Creating a Variation

•

Deleting a Variation

•

Establishing Choices for a Variation

•

Deleting Variation Choices

•

Establishing Choice Occupancies for a Variation

•

Deleting Choice Occupancies from a Variation

Creating a Variation
The first step to creating a variation is to name it and establish the principle details. Once you have
created a variation, you may add variation choices and occupancies. For instructions on managing
variation choices, see Establishing Choices for a Variation. For instructions on managing occupancies, see
Establishing Choice Occupancies for a Variation.
To create a variation
1. Choose Modeling Maintenance.
Civic Platform displays the Modeling Maintenance window.
2. Create a new model or open the model you want to work with (see Creating a New Model).
3. Click the Variations tab.
Civic Platform displays the Variations tab.
4. Click New.
Civic Platform displays the Variation Detail form.
5. Enter available data in the form fields. See Variation Details for field definitions.
6. Click Submit.
Civic Platform adds the new variation to the Variations tab.
7. Update variation details as described in Establishing Choices for a Variation.

| Model Maintenance | 432

Deleting a Variation
You may delete a variation if it is no longer needed or if it was created by mistake.
Note:
Deletion is permanent. If you are uncertain whether a variation is unnecessary, you can disable it rather than
deleting it.

To delete a variation
1. Choose Modeling Maintenance.
Civic Platform displays the Modeling Maintenance window.
2. Create a new model or open the model you want to work with (see Creating a New Model).
3. Click the Variations tab.
Civic Platform displays the Variations tab.
4. Select the variation you want to delete.
5. Click Delete.
Civic Platform removes the variation from the Variations tab.

Establishing Choices for a Variation
A variation typically provides choices. For example, you can create a fireplace variation that offers choices
such as wood burning, electric, gas, or none. Or you can create a building materials variation that offers
choices such as stone, brick, or marble.
To establish choices for a variation
1. Create a new variation or open the variation you want to work with (see Creating a Variation).
Civic Platform displays the Variation Detail tab.
2. Click the Variation Choice tab.
Civic Platform displays the Variation Choice tab.
3. Click New.
Civic Platform displays the Choice Detail tab.
4. Enter data as appropriate.
Choice Name

This is the option you are offering. For example, if you are creating a fireplace
variation, you can enter Gas Brick, Electric Brick, Gas Rock, and None as different
choices.

Default Choice

Defines whether a choice is the default selection.

Display Order

This defines the display order of variation choices in the drop-down list. For
example, if you want the most common variation choices listed at the top, you can
set a high display order value.

5. Click Submit.
Civic Platform adds the detail to the Variation Choice tab.

Deleting Variation Choices
To delete variation choices

| Model Maintenance | 433

1. Open the variation you want to work with.
Civic Platform displays the Variation Detail tab.
2. Click the Variation Choice tab.
Civic Platform displays the Variation Choice tab.
3. Select the variation choice you want to delete.
4. Click Delete.
Civic Platform removes the selected variation choices from the Variation Choice tab.

Establishing Choice Occupancies for a Variation
Choice occupancies are the details about a variation that save time and effort. For example, if a variation
increases the square footage of a plan, the choice occupancy can automatically adjust the new square
footage on the application.
To establish choice occupancies for a variation
1. Create a new variation or open the variation you want to work with (see Creating a Variation).
Civic Platform displays the Variation Detail tab.
2. Click the Variation Choice tab.
Civic Platform displays the Variation Choice tab.
3. Click the link for the variation detail you want to work with.
Civic Platform displays the Choice Detail tab.
4. Click the Choice Occupancies tab.
Civic Platform displays the Choice Occupancies tab.
5. Click New.
Civic Platform displays a Occupancy and Unit Type form.
6. Select the desired Occupancy and Unit Type values.
7. Click Submit.
Civic Platform adds the occupancy to the Choice Occupancies tab.

Deleting Choice Occupancies from a Variation
You may delete a choice occupation from a variation if it is no longer needed or if it was created by
mistake. Deletion is permanent.
To delete choice occupancies from a variation
1. Open the variation you want to work with.
Civic Platform displays the Variation Detail tab.
2. Click the Variation Choice tab.
Civic Platform displays the Variation Choice tab.
3. Click the link for the variation detail you want to work with.
Civic Platform displays the Choice Detail tab.
4. Click the Choice Occupancies tab.
Civic Platform displays the Choice Occupancies tab.

| Model Maintenance | 434

5. Select the choice occupancies that you want to delete.
6. Click Delete.
Civic Platform removes the selected occupancies from the Choice Occupancies tab.

Examining Model Details
The tables in this section list and define the fields that you may see on the portlets and forms you work with
when doing model maintenance.

Model Detail Fields
The following table lists and defines the available fields (listed in alphabetical order) on the Model detail
form.
Table 47: Model Detail Field Descriptions
Active

Indicates if a model active or disabled.

Allow Others to Modify

Indicates whether other users (other than the creator) can make changes to a model.

Allow Others to Use

Indicates whether other people within your agency can create applications using this
model.

Category

The category of the model record.

Created By

The user who created the model.

Created Date

The model creation date.

Detailed Description

A description of the model. The description may include specifics that help to identify
the model and set it apart from similar models.

Group

The group from the model record.

Maximum Init Count

This number defines how many applications a user can create from the model at any
one time.

Name

The name for the model.

Subtype

The subtype from the model record.

Title

The title for your model.

Type

The type from the model record.

Modeling Main Page Fields
The following table lists and defines the available fields (listed in alphabetical order) on the Modeling main
page.
Table 48: Modeling Main Page Field List
Category

The category from the model record.

Group

The group from the model record.

Location Option

A suitable location for the modeling record. Options include:
No Prompting: Civic Platform does not prompt a window and directly creates a
model record.
Prompt for Address: Civic Platform searches for an existing address and
associate it with the model record.

| Model Maintenance | 435

Prompt for Parcel:Civic Platform searches for an existing parcel and associate it
with the model record.
Use Current Parcel Owner: Defines whether to use the current parcel owner
information.
Maximum Init Count

This number limits how many applications you can create from the model at any
one time.

Quantity to Initialize

This is the quantity you want to initialize for your model.

Set Membership Option

Select Set Membership information.

Status

The status of the model.

Subtype

The subtype from the model record.

Type

The type from the model record.

Variation Details
The following table lists and defines the available fields (listed in alphabetical order) for Variation.
Table 49: Variation Details
Active

Defines whether the variation is available for use.

Allow Multiple Choice

Defines whether to allow a user to choose one or more options for a singe variation.
For example, in an electrical variation, a person might select one or more of the
following choices: additional outlets, ceiling fans, additional light switches, and
stereo wiring.

Display Order

This defines the display order of variations. 1 is first in the display order.

Variation Name

A name for the variation.

Choice Occupancy Details
The following table lists and defines the available fields (listed in alphabetical order) for Choice Occupancy.
Table 50: Choice Occupancy Details
Adjust/Set

Defines whether to adjust or set the square footage or the count. For example, a
variation removes ten feet from the width of a two-story house that is 30 feet deep, you
can adjust the square footage by -600 square feet.

Display Order

This defines the display order of occupancy choices.

Occupancy

Displays the occupancy that you chose when you created the variation choice
occupancy. Use the valuation calculator to establish the occupancy options.

Qty

The quantity by which you want to adjust or set the square footage or the count. For
example, if a variation adds a bay window that is three feet by five feet, you adjust the
square footage by 15 feet.

Sqft/Count

Displays the square footage or the count that coincides with the variation choice
occupancy. Use the valuation calculator to establish the square footage and the count.

Unit

Displays the unit that coincides with the variation choice occupancy. Use the valuation
calculator to establish the units.

Unit Type

Displays the unit type that you chose when you created the variation choice occupancy.
Use the valuation calculator to establish the unit types.

| Property | 436

Property
Choose a topic from the list below to learn more about working with addresses, parcels, and owners
(APO).
Related Links
Property Overview
Managing Addresses
Managing Parcels
Managing Owners
Managing Section, Township, and Range
Examining Property-Related Portlets

Property Overview
You can use Civic Platform to track the addresses, parcels, and owners related to an application. Typically,
a property is the physical location of a building project. You can describe a property using official parcel
information, standard address information, and owner information. Civic Platform stores the records you
create using address, property, and owner information in your reference database.
Depending on your agency’s settings, associated address, parcel, owner, structure, and establishment
records can populate a permit record either automatically or following a prompt. This action facilitates data
entry and ensures accuracy when creating a record. Talk to your agency administrator for information
about reference data synchronization.

Managing Addresses
When you search for an address when creating a new application, you are searching a database of stored
addresses that you can associate with applications. Depending on your privileges, you may be able to
create new reference addresses as well as modify existing address records in the database.
Topics
•

Working with Reference Addresses on the Addresses Portlet

•

Associating an Address with a Parcel

•

Associating or Disassociating a Contact with an Address

•

Associating or Dissociating an Address with an Application Record

•

Associating an Address with an Address Type

•

Associating an Inspection District with an Address

•

Locating an Address with Accela GIS

•

Working with External APO Data

| Property | 437

Working with Reference Addresses on the Addresses Portlet
Use the Addresses portlet to search for, edit, or add addresses to the reference database. You cannot
delete addresses from the reference database after you add them. However, you can disable an address,
which prevents users from associating that address with new applications, while preserving any existing
association of the address in an application.
Note:
The ability to add or edit reference addresses to the database is dependent on your user privileges. If you
do not have sufficient privileges, you can add an address to an application manually (see Adding a New
Address to a Building Application).

To locate an existing reference address
1. Click the Addresses main link.
Civic Platform displays the Addresses Search page.
2. Locate the address you want to work with and click the link.
Civic Platform displays the address details.
3. If you are editing the address record, make changes to the address fields as needed, then click Submit.
If you want to view a list of applications associated with the address, click the Record Detail tab.
To add a reference address
1. Click the Addresses main link.
Civic Platform displays the Reference Address Search page.
2. Click Cancel.
Civic Platform displays the Reference Address list portlet.
3. Click New.
Civic Platform displays the address details on the tabs.
4. Enter data in the Address fields as available, taking care to populate required fields. See Address Fields
for field definitions.
5. Click Submit
Civic Platform creates the new reference address, which is now available for association to
applications.

Associating an Address with a Parcel
You can associate one or more parcels to a reference address. Your agency can configure Civic Platform
to update parcel information (either automatically or at a prompt) in an application when a user adds or
removes the associated address.
To associate a parcel to an address
1. Locate an existing reference address in the Addresses list portlet (see Working with Reference
Addresses on the Addresses Portlet) and click the link for the address you want to work with
Civic Platform displays the address details on the tabs.
2. Click the Parcel tab in the Address detail form.
If there are existing parcels associated with the address, Civic Platform lists them in this tab.
3. Click New.

| Property | 438

Civic Platform displays a detail form.
4. Identify the parcel you want to associate.
•

To enter a parcel manually, complete the Parcel form and click Submit.

•

To locate and select an existing parcel, click Look Up.Enter search criteria as needed to locate the
desired parcel and click Submit. Select the parcel(s) you want to associate and click Select.
Civic Platform confirms that it successfully associated the parcel to the address.

Associating or Disassociating a Contact with an Address
You can create associations between contacts and addresses, which allows for a contact to have address
information independent of the owner-parcel relationship. A contact can also have an address associated
with a parcel as needed.
To associate an address to a contact
1. Locate an existing reference address in the Addresses list portlet (see Working with Reference
Addresses on the Addresses Portlet) and click the link for the address you want to work with.
Civic Platform displays the address details on the tabs.
2. Click the Contact tab.
Civic Platform displays the address contact list page.
3. Identify the contact you want to associate.
•

To enter a new contact, click New, complete the Contact Detail form (see Contact Detail Fields for
field descriptions), then click Submit.

•

To locate and select an existing contact, click Look Up. Enter search criteria as needed to locate the
desired contact and click Submit. Select the contact(s) you want to associate and click Select.
Civic Platform displays the contact in the contact list portlet.

To disassociate a contact from an address
1. Locate the address you want to work with in the Addresses list portlet (see Working with Reference
Addresses on the Addresses Portlet) and click the link for the address.
Civic Platform displays the address details on the tabs.
2. Click the Contact tab.
Civic Platform displays the address contact list page.
3. Select each contact you want to disassociate from the address.
4. Click Delete.
Civic Platform deletes the contact from the address.

Associating or Dissociating an Address with an Application Record
You can associate one or more addresses with an application. You can add addresses manually, or select
an address from the reference database. Your agency can configure Civic Platform to update parcel,
owner, structure, or establishment information associated with the address (either automatically or at a
prompt) in an application when a user adds or removes the associated address.
Topics
•

Adding an Address from a Reference Database

| Property | 439

•

Adding a New Address to a Building Application

•

Viewing Associated Applications

•

Editing an Address on a Record

•

Removing an Address from an Application

Adding an Address from a Reference Database
To add an address from your reference database
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
Civic Platform displays the application details.
3. Click the Addresses tab that displays on the tabs.
4. Click Look Up.
5. Enter search criteria as needed to located the desired address.
6. Click Submit to execute the search.
Civic Platform displays your search results.
7. Select each address you want to add.
8. Click Select.
9. If any parcel, owner, structure, or establishment records has an association with the address, one of the
following occurs, depending on your agency’s settings:
•

The associated reference data automatically populates the application. If this is the case, you do not
receive notification that the data populated until you click Submit in the next step.

•

Associated reference data displays. Select which data you want to add to the application then click
Select.

Civic Platform adds the address and any associated reference data that you selected to the
application.
•

If the associated reference data does not populate automatically or there is no prompt, you must
manually add the data to the record.

10.Click Submit.
Civic Platform adds the address to the work order or the asset.

| Property | 440

Adding a New Address to a Building Application
You can add an address to a record manually when you do not find it in the reference database.
Note:
Civic Platform does not store new addresses that you add from these areas in the reference database. To
add a new address to your reference database, see Working with Reference Addresses on the Addresses
Portlet.

To add an address to a building application
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
Civic Platform displays the application details.
3. Click the Addresses tab that displays on the tabs.
4. Click New.
5. Complete the fields with available data. See Address Fields for field definitions.
6. Click Submit.
Civic Platform saves the address.

Viewing Associated Applications
You can view reference addresses associated with applications from the Addresses portlet. You can view
application details by selecting the ID for the application.
To view applications associated with a reference address
1. Navigate to the Addresses portlet and use Search to find the address you want to work with.
2. Click the link the Street # column for the address you want to view.
Civic Platform displays the address details.
3. Click the Record List tab.
Civic Platform displays a list of applications associated with the address.
4. To view or update application details, click the link to the application that you want to view.

Editing an Address on a Record
After you add an address to a record, you can modify the address details as needed.
Note:
Editing an address for an application does not change the details about the address in your reference
database or affect any other applications with the same address. The changes affect only the application
that you are currently working on.

To edit an address for an application
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.

| Property | 441

Civic Platform displays the application details.
3. Click the Addresses tab.
Civic Platform displays the address associated with the application.
4. Locate the address you want to edit in the Street # column.
Civic Platform displays the Address Detail portlet.
5. Edit any of the fields that display. For a description of the fields, see Address Fields.
6. Click Submit.
Civic Platform saves the changes to the address.

Removing an Address from an Application
If an address is no longer relevant to the item or is no longer an association, you can remove it from the
application. Removal of an address from an application does not delete the address from the reference
database, however, not does it affect other applications associated with the same address. Removal of an
address from an application only removes the association between the address and application.
To delete a address from an application
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
Civic Platform displays the record details portlet.
3. Click the Addresses tab.
Civic Platform displays a list of addresses associated with the application.
4. Choose the addresses you want to delete.
5. Click Delete.
6. If any parcel, owner, structure, or establishment record has an association with the address, one of the
following occurs, depending on your agency’s settings:
•

The associated reference data automatically deletes from the record.

•

A pop-up window displays the associated reference data. You can select which data you want to
delete from the record, then click Select.

Civic Platform removes the address and any associated reference data that you selected from the
application.
•

If the associated reference data does not delete automatically and no prompt displays, you must
manually delete the data from the record.
Civic Platform removes the address from the list.

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Associating an Address with an Address Type
You can associate an address with an address type, such as Street Address or Parcel Address. Address
types enable users to classify and group addresses according to the application type. Address types apply
to multiple portlets including Address, Asset, Parcel, and Record.
To associate an address with an address type
1. Navigate to the Addresses portlet and use Search to find the address you want to work with.
2. Create a new address or select the address you want to associate with an address type.
Civic Platform displays the address details.
3. Click the Address Type tab.
Civic Platform displays the Address Type portlet.

4. Click Look Up.
Civic Platform displays the Address Type Lookup portlet.

5. Enter the Address Type and Description and click Submit.
Civic Platform displays all address types that match your look up criteria.

6. Select the address type(s) you want to associate with the address.
7. Click Select.
Civic Platform adds the selected address type(s) to the address.

8. To remove an address type, select the address type you want to remove, and click Delete.

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Civic Platform updates the address record.

Associating an Inspection District with an Address
Users can group the addresses assigned to them by district. For example an inspector can group
addresses as he organizes inspections within a designated area. For more information about districts, see
Chapter 47, Inspections, in the Accela Civic Platform Administrator Guide.
To assign a district to an address
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
Civic Platform displays the application details.
3. Click the Address tab.
Civic Platform displays the address list in the detail portlet.

4. Under the Number column in the address list, click the hyperlinked name of the address.
Civic Platform displays the Address Detail portlet.
5. Click the District tab.
Civic Platform displays the District tab in the detail portlet.

6. Click Search.
Civic Platform displays the Inspection District list in the detail portlet.

7. Select the district(s) you want to assign to the address.
8. Click Submit.
Civic Platform displays the selected district(s) in the District list.

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Locating an Address with Accela GIS
You can use Accela GIS to locate addresses. Accela GIS is an interface that works in conjunction with the
Civic Platform V360 interface to provide automated maps from a central database. Accela GIS gives staff
direct access to view geographic representations of all land-use, zoning, and infrastructure information
associated with a parcel, permit, inspection, or plan. If your agency uses Accela GIS, you can use the map
viewer to locate an address and any related applications.
For more information on how to locate an address using Accela GIS, refer to the Accela Civic Platform GIS
documentation set.
To locate addresses with Accela GIS
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
Civic Platform displays the application details.
3. Click the Addresses tab.
Civic Platform displays a list of addresses associated with the application.
4. Select each address you want to view on the map.
5. From the drop-down located next to the GIS button, select the map service you want to use.
6. Use the GIS toolbar buttons to locate an address, locate the latitude and longitude, or save a location.
You can also center the map and zoom in or zoom out.
Civic Platform displays the addresses you selected as red dots on the Accela GIS map.

Working with External APO Data
Your agency administrator can configure the Address portlet in a way that allows you to view records
associated with address data from an external application server . You can also run reports for associated
records. For information on running reports, see Accessing and Running a Report via a List Portlet.
To view external APO data
1. Find the address you want to work with.
Navigate to the Addresses portlet and click Search.
2. Complete any fields that display. For a description of the fields, see Address Fields.
3. Locate the address you want to work with in the Street # column.
Civic Platform displays the address details.
4. Click the Record List tab.
Civic Platform displays the records associated with the selected external address information.

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Managing Parcels
When you search for a parcel when creating a new application, you are searching a database of stored
parcels that you can associate with applications. Depending on your privileges, you may be able to create
new reference parcels as well as modify existing parcel records in the reference database.
Topics
•

Adding a Reference Parcel

•

Searching for a Reference Parcel

•

Associating a Parcel to an Application

•

Working with Parcel Conditions

•

Working with Parcel Documents

•

Working with Associated Inspection Districts

•

Working with Reference Data

•

Working with Parcel Activities

•

Associating a Public User with a Parcel

•

Working with Associated Trust Accounts

•

Establishing a Parcel Genealogy

•

Working with External APO Data

•

Viewing Parcels in Accela GIS

Adding a Reference Parcel
You can add new parcels to your reference database. After you add a reference parcel, you can look up
the parcel when associating parcels with a specific application.
To add a reference parcel
1. Click the Parcels main link.
Civic Platform displays the Reference Parcel Search page.
2. Click Cancel.
Civic Platform displays the Reference Parcel list portlet.
3. Click New.
Civic Platform displays the Create New Parcel page.
4. Complete any of the fields that display. See Parcel List Portlet Fields.
5. Click Submit.
Civic Platform adds the parcel to the reference database.

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Searching for a Reference Parcel
After you add a parcel to your reference database, you can search for the parcel and view the parcel
details as well as any applications that the parcel has an association with. The parcel number is the only
required field when searching for a parcel.
The parcel number, owner name, and street name fields support wildcard searches. See Performing a
Wildcard Search for information.
To search for a reference parcel
1. Navigate to the Parcels portlet and click Search.
2. Complete any fields that display. For a description of the fields, see Parcel List Portlet Fields.
Note:
According to your agency’s settings and the form layout, there may be template fields in addition to the
standard fields listed in Parcel List Portlet Fields. The additional fields are active attributes defined in the
parcel template in Civic Platform.

3. Locate the parcel you want to work with in the Parcel # column.
Civic Platform displays the parcel details.
4. To add a parcel to a record, click Add reference parcel to record.
5. To view a list of applications associated with the parcel, click the Record Detail tab.

Associating a Parcel to an Application
You can associate one or more parcels to an application.
Agencies can configure Civic Platform such that any address, owner, structure, or establishment record
associated to a parcel populates to a record when you associate the parcel to the record. Contact your
agency administrator for information about your agency’s configured functionality for synchronizing
reference data.
Topics
•

Adding a New Parcel to an Application

•

Adding a Parcel from a Reference Database

•

Viewing Records Associated with a Parcel

•

Adding Records into a New Set

•

Copying or Moving Applications Between Parcels

•

Editing a Parcel Associated with an Application

•

Removing a Parcel from an Application

Adding a New Parcel to an Application
Civic Platform does not store any new parcels that you add to an application in your reference database.
To add a new parcel to your reference database, see Adding a Reference Parcel.
To add a new parcel to a building application
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.

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2. Click the link in the Record ID column for the record you want.
Civic Platform displays the application details.
3. Click the Parcels tab.
4. Click New.
5. Complete any of the fields that display.
For descriptions of common fields, see Parcel List Portlet Fields.
6. Click Submit.

Adding a Parcel from a Reference Database
You can add a parcel to an application by searching for an existing parcel in your reference database.
To add a parcel from a reference database
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
Civic Platform displays the application details.
3. Click the Parcel tab.
4. Click Look Up to locate a reference parcel.
5. Enter search criteria as needed to locate the parcel you want and click Submit.
Civic Platform displays your search results.
6. Select the parcels you want to add.
7. Click Select to add the reference parcel to a record.
8. If the parcel has any associated addresses, owners, structures, or establishments, one of the following
occurs, depending on your agency’s settings:
•

The associated reference data automatically populates the application. If this is the case, you do not
receive notification that the data uploaded until you click Submit in step 11.

•

A pop-up window displays the associated reference data. Select which data you want to add to the
record and then click Select.

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The parcel and any associated reference data that you selected upload to the application.
•

If associated reference data does not upload automatically or following a prompt, you must manually
add the data to the record.

9. Click Submit.
The Parcel tab displays a message that Civic Platform added the parcels.

Viewing Records Associated with a Parcel
After you look up a reference parcel, you can view a list of record associations for the parcel .
To view records associated with a reference parcel
1. Navigate to the Parcels portlet and use Search to locate the parcel you want to work with.
2. Click the link in the Parcel # column for the parcel that you want to work with.
Civic Platform displays the parcel details.
3. Click the Associated Record List tab.
Civic Platform displays a list of records associated with the parcel.

4. Complete one of these options:
•

Select the From Current Parcel Only option.

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Civic Platform displays the records associated with the selected parcel on the Associated Record
List tab.
•

Select the From Current Parcel or Its History option.
Civic Platform displays the records associated with the selected parcel and its parents,
grandparents, or ancestors on the Associated Record List tab.

5. To view or update record details, click the link to the record that you want to view.

Adding Records into a New Set
You can add records associated with a reference parcel or its genealogically related parcels into a new set.
To create a set of parcel records
1. Navigate to the Parcels portlet and use Search to locate the parcel you want to work with.
2. Click the link in the Parcel # column for the parcel that you want to work with.
Civic Platform displays the parcel details.
3. Click the Associated Record List tab.
Civic Platform displays a list of records associated with the parcel.
4. Select the records that you want to add into a new set.
5. Click Create a Set.
Civic Platform displays the SET ID form in the portlet.

6. Complete the fields with available data.
Set ID

This is an alphanumeric abbreviation that identifies the new set. For example, enter
“EDP.” The value may be auto-generated.

Set Name

This is a name that identifies the new set.

7. Click Submit.
Civic Platform creates the set and adds all the selected records into the set.

Copying or Moving Applications Between Parcels
When you split or merge a parcel, you may need to adjust the parcel-application associations. To help
accomplish this task, Civic Platform enables you to copy or to move applications between genealogically
related parcels.
To copy or move an application
1. Navigate to the Parcels portlet and use Search to locate the parcel you want to work with.
2. Click the link in the Parcel # column for the parcel that you want to work with.

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Civic Platform displays the parcel details.
3. Click the Associated Record List tab.
Civic Platform displays the Associated Record List tab for the parcel.
4. Select the application that you want to copy or move.
5. Click Copy to copy the application to a genealogically related parcel.
Click Move to move the application to a genealogically related parcel.
Civic Platform displays a list of parcels, including the current parcel and its immediate parents, siblings,
and children.
6. Select the parcel(s) that you want to copy or move the application to.
7. Click Submit.
If you are copying, Civic Platform attaches the selected application to the newly selected parcel(s) while
retaining the association between the application and the original parcel.
If you are moving, Civic Platform attaches the selected application to the newly selected parcel(s) and
removes the application from the original parcel.

Editing a Parcel Associated with an Application
After you add a parcel to an application, you can edit the parcel details as needed to correct mistakes or
complete partial information.
Note:
When you edit a parcel for an application, you are not changing the details about the parcel in your
reference database, nor do your changes affect any other applications with the same parcel. Your changes
affect only the current application.

To edit an parcel associated to an application
1. Navigate to the portlet you are working in, and use search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
Civic Platform displays the record detail portlet.
3. Click the Parcels tab.
Civic Platform displays a list of parcels associated with the application.
4. Click the Parcel # link for the parcel that you want to edit.
Civic Platform displays the parcel details.
5. Update parcel data as needed. See Parcel List Portlet Fields for field definitions.
6. Click Submit.

Removing a Parcel from an Application
You can remove a parcel from an application as needed. Removal of a parcel from an application does not
delete the parcel from your reference database, nor does it affect other applications associated with the
same parcel.
To delete a parcel from an application

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1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
Civic Platform displays the application details.
3. Click the Parcels tab that displays on the tabs.
Civic Platform displays a list of parcels associated with the application.
4. Select the parcel(s) you want to delete.
5. Click Delete.
6. If the parcel has any associated addresses, owners, structures, or establishments, one of the following
occurs, depending on your agency’s settings
•

Civic Platform automatically removes the associated reference data from the record and notifies you
of the action.

•

A pop-up window displays the associated reference data. Select which data you want to remove
from the application and then click Select.
Civic Platform removes the parcel and any associated reference data that you selected from the
application.

•

If Civic Platform does not remove the associated reference data automatically or following a prompt,
you must manually remove the data from the record.
Civic Platform updates the parcel list, removing the parcel you selected and other associated
reference data, where applicable.

Working with Parcel Conditions
After you create parcel records, you can use the Conditions tab to manage the conditions applied to
parcels. Based on your agency’s user group settings, you may or may not have access to the parcel
conditions and all the features described in this section. Contact your agency administrator for more
information.
Topics
•

Adding a Condition

•

Viewing Associated Conditions

•

Copying or Moving a Condition

•

Deleting a Condition

Adding a Condition
You can create a custom condition for the parcel or apply a standard condition associated with the parcel
group or parcel type. For detailed information on conditions, see Conditions .
To add a custom condition to a parcel
1. Navigate to the Parcels portlet.
2. Locate the parcel you want to work with, and click the link in the Parcel # column.
Civic Platform displays the parcel details.
3. Click the Conditions tab.

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Civic Platform displays the Conditions tab for the parcel.
4. Click New.
Civic Platform displays the New Condition portlet.

5. If you are creating a custom condition, complete the fields with available data. For a description of the
fields, see Conditions Form Fields.
6. If you are creating a standard condition:
a. Click the appropriate Standard Condition hyperlink.
Civic Platform displays the Standard Condition search portlet.
b. Enter search criteria to locate the standard condition you want, then click Submit.
Civic Platform returns a list of standard conditions that match your search criteria.

c. Click Edit for the standard condition you want to attach to the parcel.
Civic Platform populates the New Condition form with the values from the standard condition you
selected.
d. Edit the fields as needed.
7. Click Submit.
Civic Platform adds the condition to the record.

Viewing Associated Conditions
You can view the custom conditions and standard conditions applied to a parcel or the conditions applied
to the parcel and its parents, grandparents, or ancestors.
To view associated conditions
1. Navigate to the Parcels portlet.
2. Locate the parcel you want to work with, and click the link in the Parcel # column.
Civic Platform displays the parcel details.

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3. Click the Conditions tab.
Civic Platform displays the Conditions tab for the selected parcel.
4. Select whether to display conditions for the current parcel (From Current Parcel Only), or for the
current parcel and its parents, grandparents, or other ancestors (From Current Parcel or Its History).
5. Click the link to any condition to view details.

Copying or Moving a Condition
When you split or merge a parcel, you may need to adjust the conditions applied to the parcel. To help
accomplish this task, Civic Platform enables you to copy or to move conditions between genealogically
related parcels.
To copy or move a condition
1. Navigate to the Parcels portlet.
2. Locate the parcel you want to work with, and click the link in the Parcel # column.
Civic Platform displays the parcel details.
3. Click the Conditions tab.
Civic Platform displays the Conditions tab for the parcel.
4. Select the condition that you want to copy or move.
5. Click Copy to copy the associated condition to a genealogically related parcel.
Click Move to move the associated condition to a genealogically related parcel
Civic Platform displays a list of parcels, including the current parcel and its immediate parents, siblings,
and children.
6. Select the parcel that you want to copy or move the condition to.
7. Click Submit.
If you are copying, Civic Platform associates the selected condition with the newly selected parcel while
retaining the association between the condition and the original parcel.
If you are moving, Civic Platform associates the selected condition to the newly selected parcel and
dissociates the condition with the original parcel.

Deleting a Condition
You can delete any associated condition for a parcel. After you remove the condition, it is no longer applied
to the parcel, but it is still available for review only on the Conditions tab.
To delete a condition
1. Navigate to the Parcels portlet.
2. Locate the parcel you want to work with, and click the link in the Parcel # column.
Civic Platform displays the parcel details.
3. Click the Conditions tab.
Civic Platform displays the Conditions tab for the parcel.
4. Select the From Current Parcel Only option.
Civic Platform displays the conditions associated with the selected parcel on the Conditions tab.

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5. Select the condition you want to delete.
6. Click Delete.
Civic Platform disables the condition.

Working with Parcel Documents
After you have created parcel records, you can use the Document tab for the parcel to manage associated
documents. For detailed information about uploading, downloading, and removing documents, as well as
viewing document information, see Attachments . Based on your agency’s user group settings, you may
or may not have access to all the features described in this section. Contact your agency administrator for
more information.
Topics
•

Viewing Associated Documents

•

Copying or Moving a Document

Viewing Associated Documents
You can view the documents associated with a parcel or the documents associated with the parcel and its
parents, grandparents, or ancestors.
To view attached documents
1. Navigate to the Parcels portlet.
2. Locate the parcel you want to work with, and click the link in the Parcel # column.
Civic Platform displays the parcel details.
3. Click the Document tab.
Civic Platform displays the Document tab for the selected parcel.
4. Select whether to display documents for the current parcel (From Current Parcel Only), or for the
current parcel and its parents, grandparents, or other ancestors (From Current Parcel or Its History).
5. Click the link to any document to view details.

Copying or Moving a Document
When you split or merge a parcel, you may need to adjust the parcel-attachment relationship. To help you
accomplish this task, Civic Platform enables you to copy or to move attachments between genealogically
related parcels.
To copy or move a document
1. Navigate to the Parcels portlet.
2. Locate the parcel you want to work with, and click the link in the Parcel # column.
Civic Platform displays the parcel details.
3. Click the Document tab.
Civic Platform displays the Document tab for the parcel.
4. Select the documents that you want to copy or move.
5. Click Copy to copy the documents to a genealogically related parcel.
Click Move to move the documents to a genealogically related parcel.

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Civic Platform displays a list of parcels, including the current parcel and its immediate parents, siblings,
and children.
6. Select the parcel that you want to copy or move the documents to.
7. Click Submit.
If you are copying, Civic Platform attaches the selected document to the newly selected parcel while
retaining the association between the document and the original parcel.
If you are moving, Civic Platform attaches the selected documents to the newly selected parcel and
removes the documents from the original parcel.

Working with Associated Inspection Districts
After you have created parcel records, you can use the District tab for the parcel to manage the associated
inspection districts. Based on your agency’s user group settings, you may or may not have access to all
the features described in this section. Contact your agency administrator for more information.
Topics
•

Associating an Inspection District with a Parcel

•

Copying or Moving an Inspection District

Associating an Inspection District with a Parcel
Users can associate the parcels with inspection districts, which enables inspectors, for example, to
organize inspections within a designated area.
To associate a district with a parcel
1. Navigate to the Parcels portlet.
2. Locate the parcel you want to work with, and click the link in the Parcel # column.
Civic Platform displays the parcel details.
3. Click the District tab.
Civic Platform displays the District tab for the selected parcel.
4. Locate the inspection district you want to associate. You can either search for the district using the
standard search functionality, or you can use GIS to locate the district.
•

If you are using standard search, click Search, select the district you want to associate, and then
click Submit.
Civic Platform adds the selected district to the District tab for the parcel.

•

If you are using GIS to locate districts, click GIS.
Accela GIS opens.
1. Select the district layer in the Layers panel to activate it.

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2. Use the map search panel to locate the inspection district you want, then select that district. You
can also use the map selection tools to select an inspection district on the map.
3. From the Actions or Context menu, select Send GIS Features.
Civic Platform adds the selected district to the District tab for the parcel.

Copying or Moving an Inspection District
When you split or merge a parcel, you may need to adjust the parcel area of inspection districts. To help
you do this, Civic Platform enables you to copy or to move inspection districts between two genealogically
related parcels.
To copy or move an inspection district
1. Navigate to the Parcels portlet.
2. Locate the parcel you want to work with, and click the link in the Parcel # column.
Civic Platform displays the parcel details.
3. Click the District tab.
Civic Platform displays the District tab for the parcel.
4. Select the inspection district that you want to copy or move.
5. Click Copy to copy the inspection district to a genealogically related parcel.
Click Move to move the inspection district to a genealogically related parcel.
Civic Platform displays a list of parcels, including the current parcel and its immediate parents, siblings,
and children.
6. Select the parcel that you want to move the inspection district to.
7. Click Submit.
If you are copying, Civic Platform attaches the selected inspection district to the newly selected parcel
while retaining the association between the inspection district and the original parcel.
If you are moving, Civic Platform attaches the selected inspection district to the newly selected parcel
and removes the inspection district from the original parcel.

Working with Reference Data
After you create parcel records, you can associate reference data to them, view reference data, copy/move
reference data between two genealogically related parcels, and remove associated reference data from
parcels as needed. Reference data includes addresses, owners, structures and establishments.

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Based on your agency’s user group settings, you may or may not have access to all the features described
in this section. Contact your agency administrator for more information.
Topics
•

Associating a Reference Address to a Parcel

•

Copying or Moving Reference Data

Associating a Reference Address to a Parcel
You can track relationships between reference parcels and reference records of other types by associating
the reference records to parcels.
To associate an address with a parcel
1. Navigate to the Parcels portlet and use Search to locate the parcel you want to work with.
2. Click the link in the Parcel # column for the target parcel.
Civic Platform displays the parcel details.
3. Click the Address tab.
Civic Platform displays the Address tab for the selected parcel.
4. Locate the address you want to associate. You can enter an address manually, you can search for an
address using the standard search functionality, or you can use GIS to locate an address.
•

If you are entering an address manually:
1. Click New.
Civic Platform displays the Address detail portlet.
2. Complete fields with available data. For a description of the fields, see Address Fields.
3. Click Submit.
Civic Platform adds the address to the parcel.

•

If you are searching for an existing address:
1. Click Look Up.
Civic Platform displays the Address search portlet.
2. Enter search criteria as needed to locate the address you want.
3. Click Submit.
Civic Platform returns a list of addresses that match your search criteria.
4. Select the address that you want to associate to the parcel.
5. Click Select.
Civic Platform adds the address to the parcel.

•

If you are using GIS to search for an address:
1. Click GIS.
Accela GIS opens.
2. Select a layer in the Layers panel to activate it.

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3. Use the map search panel to locate the address you want, then select that address. You can also
use the map selection tools or the Geocoding Address Locator to locate an address on the map.
4. From the Actions or Context menu, select Send Address.
Civic Platform adds the address to the parcel.

Associating a Reference Owner to a Parcel
You can track relationships between reference parcels and reference records of other types by associating
the reference records to parcels.
To associate an owner with a parcel
1. Navigate to the Parcels portlet and use Search to locate the parcel you want to work with.
2. Click the link in the Parcel # column for the target parcel.
Civic Platform displays the parcel details.
3. Click the Owner tab.
Civic Platform displays the Owner tab for the selected parcel.
4. Click Look Up.
Civic Platform displays the Owner search portlet.
5. Enter search criteria as needed to locate the owner you want to associate.
6. Click Submit.
Civic Platform displays a list of owners that match your search criteria.
7. Select the owner you want to add to the parcel.
8. Click Select.
Civic Platform adds the owner to the parcel.

Associating a Reference Structure or Establishment to a Parcel
You can track relationships between reference parcels and reference records of other types by associating
the reference records to parcels.
To associate a structure or establishment with a parcel
1. Navigate to the Parcels portlet and use Search to locate the parcel you want to work with.
2. Click the link in the Parcel # column for the target parcel.

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Civic Platform displays the parcel details.
3. Click the Structures & Establishments tab.
Civic Platform displays the Structures & Establishments tab for the selected parcel.
4. Click Look Up.
Civic Platform displays the Structure or Establishment search portlet.
5. Enter search criteria as needed to locate the structure or establishment you want to associate.
6. Click Submit.
Civic Platform returns a list of structures or establishments that match your search criteria.
7. Select the structure or establishment you want to associate to the parcel.
8. Click Select.
Civic Platform adds the structure or establishment to the parcel.

Copying or Moving Reference Data
When you split or merge a parcel, you may need to maintain associated reference data. To help you do
this, Civic Platform enables you to copy or move associated reference data between genealogically related
parcels.
To copy or move an associated reference object
1. Navigate to the Parcels portlet and use search to locate the parcel you want to work with.
2. Click the link in the Parcel # column for the target parcel.
Civic Platform displays the parcel details.
3. Click the tab containing the reference data you want to work with.
Civic Platform displays the corresponding reference record tab for the selected parcel.
4. Select the reference object (such as an address or structure) that you want to copy or move.
5. Click Copy to copy the reference object to a genealogically related parcel.
Click Move to move the reference object to a genealogically related parcel.
Civic Platform displays a list of parcels, including the current parcel and its immediate parents, siblings,
and children.
6. Select the parcel that you want to copy or move the reference object to.
7. Click Submit.
If you are copying, Civic Platform associates the selected reference object to the newly selected parcel
while retaining the association between the reference object and the original parcel.
If you are moving, Civic Platform associates the selected reference object to the newly selected parcel
and removes the reference object from the original parcel.

Working with Parcel Activities
After you have created parcel records, you can use the Activity tab to manage the activities associated with
the parcel. From the Activity tab, you can create activities for parcels, view or update associated activities,
copy or to move activities between two genealogically related parcels, and disassociate activities from
parcels. For detailed instructions about how to work with activities for parcels, see Activities .

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Associating a Public User with a Parcel
After you have created parcel records, you can use the Associated Public User tab to associate one or
more public users to a parcel. This linked relationship is particularly useful when the public user initiates
an application in Citizen Access. He or she can use the auto-fill feature to populate parcel details on
the application intake form with one click. For more information about public users, contact your agency
administrator.
To associate a public user with a parcel
1. Navigate to the Parcels portlet and use Search to locate the parcel you want to work with.
2. Click the link in the Parcel # column for the target parcel.
Civic Platform displays the parcel details.
3. Click the Associated Public User tab.
Civic Platform displays the Associated Public User list portlet.
4. Click Look Up.
Civic Platform displays the Associated Public User search portlet.
5. Enter search criteria as needed and click Submit.
Civic Platform returns a list of public users that meet the search criteria.
6. Choose the public user whom you want to associate with the parcel.
7. Click Connect.
Civic Platform creates a link between the parcel and the public user.

Working with Associated Trust Accounts
If there is an association between a parcel and one or more trust accounts, you can use the Associated
Trust Accounts tab for the parcel to manage the associated trust accounts. Based on your agency’s user
group settings, you may or may not have access to all the features described in this section. Contact your
agency administrator for more information.
Topics
•

Viewing Associated Trust Accounts

•

Copying or Moving Associated Trust Accounts

Viewing Associated Trust Accounts
You can view the trust accounts associated with a parcel.
To view an associated trust account
1. Navigate to the Parcels portlet and use Search to locate the parcel you want to work with.
2. Click the link in the Parcel # column for the target parcel.
Civic Platform displays the parcel details.
3. Click the Associated Trust Accounts tab.
Civic Platform displays the Associated Trust Accounts tab for the selected parcel.
4. Click the Account ID link of the trust account you want to view.
Civic Platform displays the Trust Account detail portlet.

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Copying or Moving Associated Trust Accounts
When you split or merge a parcel, you may need to maintain parcel-trust account associations. To help
you do this, Civic Platform enables you to copy or to move trust accounts between genealogically related
parcels.
To copy or move an associated trust account
1. Navigate to the Parcels portlet and use Search to locate the parcel you want to work with.
2. Click the link in the Parcel # column for the target parcel.
Civic Platform displays the parcel details.
3. Click the Associated Trust Accounts tab.
Civic Platform displays the Associated Trust Accounts tab for the selected parcel.
4. Select the trust account that you want to copy or move.
5. Click Copy to copy the trust account to a genealogically related parcel.
Click Move to move the trust account to a genealogically related parcel.
Civic Platform displays a list of parcels, including the current parcel and its immediate parents, siblings,
and children.
6. Select the parcel that you want to copy or move the trust account to.
7. Click Submit.
If you are copying, Civic Platform associates the selected trust account to the newly selected parcel
while retaining the association between the trust account and the original parcel.
If you are moving, Civic Platform associates the selected trust account to the newly selected parcel and
removes the trust account from the original parcel.

Establishing a Parcel Genealogy
A parcel genealogy is a record of historical parcels and any applications associated with those parcels.
You can use the parcel genealogy to track the evolution of any parcel in the genealogy.
To build a parcel genealogy, you need to establish a relationship between existing parcels. There are
several types of relationships that you can establish. For example, you can split a parent parcel into
multiple descendants. You can also merge parcels together in a “spousal” relationship, or choose to
combine multiple parcels into a single descendant. Each time you establish a relationship between parcels,
Civic Platform records your action as a genealogical transaction.
The two main types of genealogical transactions that you can perform are merges and splits. The
illusration below shows examples of genealogy transactions. A split transaction allows you to disable
a single parent parcel so you can create one or more child parcels. A merge transaction allows you to
disable two or more parent parcels so you can create a single descendent, or child parcel.

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Figure 20: Parcel Genealogy Transactions
Note:
Genealogy transactions are not reversible. After a parcel genealogy transaction, parent parcels become
disabled. Only the descendants of the transaction remain active. You cannot search for or add disabled
parcels to an application or future genealogy transaction.

Each parcel in a parcel genealogy has a unique parcel number that identifies it. When splitting or merging
parcels, you have the option of creating new parcel numbers for child parcels or applying the parcel
number of a parent parcel to its child.
As soon as you perform a transaction, all parent parcels involved in the transaction become disabled. The
transaction might generate new parcel records or just update the parent parcel to the child parcel. If you
choose to update the parent parcel to the child parcel, you have the option of retaining a read-only copy of
the parent parcel in the reference database.
Note:
Each parent and descendant parcel has a unique parcel number, and each parcel may have an association
with one or more applications. Parcel genealogy transactions do not affect existing applications. When
you create new applications, you can search for or add only parcels that a user has not disabled through a
genealogy transaction.

Topics
•

Splitting a Parcel

•

Merging Parcels

•

Viewing a Parcel Genealogy

Splitting a Parcel
Multiple children in a parcel genealogy imply a split. After you split a parcel, Civic Platform disables the
original parcel.
When you select an active parcel from the Parcel list portlet or when you navigate to the Genealogy
Summary tab for an active parcel, you can click Split to launch the Split Parcel wizard.
To split a parcel

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1. Either navigate to the Genealogy Summary tab for the parcel, or select the parcel that you want to split
from the Parcels portlet.
2. Click Split.
Civic Platform launches the Split Parcel wizard.

3. Complete one of these options.
•

To generate new child parcel numbers automatically:
1. Select the Auto-generate Child Parcel IDs option.
2. Complete the following fields.
Number of Child Parcels Enter the number of child parcels that you want to create.

•

Common Starting Digits

Enter the common digits that each child parcel number is to begin with.

Ending Digits to
Increment From

Enter the remaining digits for the first child parcel number. The parcel number
for the subsequent child parcel increments by 1 based on the parcel number
of the previous child record.

To enter child parcel numbers manually:
1. Select the Manually Enter Child Parcel IDs option.
2. Enter a parcel number in the Parcel ID field for each child parcels.
By default, Civic Platform lists only two child parcels. Click the Add link to add more child parcels.
You can remove the third child parcel or any subsequent ones by clicking the Delete link next to the
parcel.
If you want to use the parent parcel as a child parcel of the split, click the Use Parent Parcel as a
Child link. Civic Platform populates the parent parcel number into the Parcel ID field of the first child
automatically.

4. Click Next.
You move to the next step of the Split Parcel wizard.

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5. Select which child parcel you want to edit from the Select a Child Parcel drop-down list.
6. Complete the fields with available data. See Parcel List Portlet Fields for field definitions.
Note:
If you select the All Child Parcels option from the Select a Child Parcel drop-down list, the Parcel Details
tab is not available. The parcel details copy from the parent parcel to all child parcels automatically.

7. Click each object tab on the left to manage available objects.
The Split Parcel wizard displays objects associated with the parent parcel.

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8. Use the drop-down list next to each associated object to determine your action for that object - either
No Action, Copy, or Move.
To control all the associated objects on a single tab at a time, use the Reset All Todrop-down list.
Note:
By default, all associated objects copy from the parent parcel to the child parcel using the parent parcel
number. For any other child parcel, only associated trust accounts copy by default.

9. To restart the application workflow on child parcels, select the Restart Workflow option in the Records
tab.
10.Click Next.
You move on to the Split Summary page.

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11.Complete these fields on the Split Summary page.
Retain Parent Parcel Data

Select this option to retain the parent parcel as a read-only reference record. It is no
longer associated with the objects that you just moved to one or more child parcels.
When you do not select this option, Civic Platform updates the parent parcel directly
as the child parcel using the parent parcel number.This option is available only
when a child parcel uses the parent parcel number.

Description

A description with details about the split.

Date

The date when the split occurred.

12.If you want to view a child parcel, click the View details link next to the child parcel from the Child
Parcels list.
Civic Platform displays the Parcel Summary window for the selected parcel. The Parcel Summary
window contains the parcel details, as well as a list of the objects associated with the parcel.
13.Click Finish.
Civic Platform splits the parcel as you specified and establishes a parcel genealogy transaction. If you
chose to retain parent parcel data, Civic Platform returns to the Genealogy Summary tab for the parent
parcel. Otherwise, Civic Platform returns to the Genealogy Summary tab for the child parcel using the
parent parcel number.

Merging Parcels
Multiple parents in a parcel genealogy imply a merge. After you merge parcels, Civic Platform disables the
original parcels.
To merge parcels

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1. Either navigate to the Genealogy Summary tab for the parcel, or select the parcel that you want to
merge from the Parcels portlet.
2. Click Merge.
Civic Platform launches the Merge Parcel wizard.

3. You can select parcels to merge in more than one way.
•

To add parent parcels from a list:
1. Click Add More Parcels.
Civic Platform displays a search window.
2. Enter search criteria as needed and click Submit.
A list of parcels matching your search criteria displays.
3. Select the parcels that you want and click Select.
Civic Platform adds the selected parcel to the Parcels to Merge list.
4. Repeat steps a through d for each additional parent parcel that you want to include in the merge.

•

To add parent parcels from the map:
1. Click Add Parcels from Map.
Accela GIS opens and activates the parcel layer.
2. Search for a parcel using the map Search panel and select one or more parcels to include in the
merge.

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3. From the Actions or Context menu, select Send GIS Features.
Civic Platform adds the selected parcel to the Parcels to Merge list.
4. Repeat steps a through d for each additional parent parcel that you want to include in the merge.
4. Enter the child parcel number in the Child Parcel ID field.
If you want to use a parent parcel as the child parcel of the merge, select the parent parcel and then
click Use as Child Parcel.
5. Click Next.
The Manage Child Parcel Data page displays.
6. Complete the fields with available data. See Parcel List Portlet Fields for field definitions.
Note:
If the child parcel uses the parcel number of a parent parcel, then parcel details automatically copy from
the parent parcel. Otherwise, you must manually enter parcel details.

7. Click each object tab on the left to manage available objects.
The Merge Parcel wizard displays objects associated with the parent parcels.

Note:
If an object has an association with multiple parent parcels, the object list only displays a single record
for the object.

8. Use the drop-down list next to each associated object to determine your action for that object. Options
include No Action, Copy, or Move.
Note:

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If a child parcel uses the parcel number of a parent parcel, all objects associated with the parent parcel
copy to the child parcel by default. For objects associated with the other parent parcels, you must select
an action for each one individually.

9. If you want to restart the application workflow on child parcels, select the Restart Workflow option in
the Records tab.
10.Click Next.
The Merge Summary page displays.
11.Complete these fields.
Retain Parent Parcel Data

Available when a child parcel uses the parent parcel number, this option defines
whether or not to retain the parent parcel as a read-only reference record. If the
option is enabled, the parcel no longer has an association with the objects that
moved to child parcels. If disabled, the parent parcel is directly updated as the child
parcel using the parent parcel number.

Description

A description with details about the merge.

Date

The date when the merge occurred.

12.To view a child parcel, click View details.
Civic Platform displays the Parcel Summary window for the child parcel.
13.Click Finish.
Civic Platform merges the parcels as specified and establishes a parcel genealogy transaction. If you
chose to retain parent parcel data, Civic Platform returns to the Genealogy Summary tab for the parent
parcel that Civic Platform uses as the child parcel in the merge. Otherwise, Civic Platform returns to the
Genealogy Summary tab for the child parcel.

Viewing a Parcel Genealogy
After you establish a parcel genealogy, you can review it from the perspective of any parcel involved in
the genealogy. From the perspective of this reference parcel, each genealogy shows two sections of
transactions: History and Children.
The History section shows you any transactions from which the selected parcel descends, including
the parents, grandparents, and even ancestors of the parcel. The transactions display in descending
chronological order, which means the latest transaction always displays at the top of the History section.
The Children section only shows you any transactions for which the selected parcel is the parent. This
section only includes one generation of descendants. In addition to parents, grandparents, ancestors, and
children, you can interact with siblings and spouses of a selected parcel. Siblings are co-descendants of
the same parents. Spouses are co-partners in a merger. Siblings and/or spouses are visible in both the
History and Children sections.
If the selected parcel is active, then you may be able to split the parcel or merge it with other parcels
through the Genealogy Summary page. Based on your agency’s user group settings, you may or may
not have access to the Merge and Split buttons on the Genealogy Summary page. Contact your agency
administrator for more information.
To view a parcel genealogy
1. Navigate to the Parcels portlet and use search to locate the parcel you want to work with.
2. Click the link in the Parcel # column for the target parcel.
Civic Platform displays the parcel details.
3. Click the Genealogy Summary tab.

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Civic Platform displays the Genealogy Summary page.

4. Click the link to any parcel in the genealogy.
Civic Platform displays the genealogy summary for the selected parcel.
5. To view the parcels involved on the map, click the View in Map link.
Civic Platform displays the GIS map viewer.

Working with External APO Data
External address, parcel and owner (APO) data refer to the APO data from external data source. Your
system administrator can configure Civic Platform in a way that allows you to view records associated with
external parcels data. You can also run reports for associated records. For information on running reports,
see Accessing and Running a Report via a List Portlet.
If your agency administrator configure a GIS map layer as external parcel source, you can retrieve GIS
objects from the map layer as external parcels, and attach the external parcels to records.
To work with external APO data
1. Navigate to the Parcels portlet and click GIS.
2. Complete any fields that display. For a description of the fields, see Parcel List Portlet Fields.
3. Click the Parcel # column for the parcel you want to work with.
Civic Platform displays the parcel details.
4. (For external parcels from GIS source) Hover your mouse cursor on GIS, and then select Show/Select
GIS Objects.
Civic Platform launches the GIS map viewer.
Different from other external parcels, external parcels from the GIS source can support the same
commands as those available for internal parcels in the GIS map viewer, including Show Accela
Record, Send Features, and Create New Record. For information on working with parcels in the GIS
map viewer, see Accela GIS User Guide.
5. Click the Associated Record List tab.
Civic Platform displays the records associated with the selected external parcel information.
6. Click the Document tab. You can attach documents to the external parcel as needed.

Viewing Parcels in GIS
Use GIS functionality to locate parcels. GIS provides automated maps from a central database and gives
staff direct access to view geographic representations of a parcel. For more GIS information, please refer
to the Accela GIS User Guide.
To view a parcel in GIS

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1. Navigate to the Parcels portlet and use Search to identify a parcel you want to work with.
Civic Platform displays a list of parcels.
2. Select the parcel you want to view in GIS.
3. Click GIS.
Accela GIS activates.

Managing Owners
Civic Platform stores property owner information in the database. A property owner is any person,
company, or organization that owns the parcel associated with an application. An application can have
multiple property owners associations.
Depending on your privileges, you may be able to create new reference owner, and modify existing
owner records in the database. However, you cannot delete owners from the database. Instead, you can
disable owner records, which prevents users from associating those owners with new applications, while
preserving any existing association with applications.
Topics
•

Adding a Reference Owner

•

Finding a Reference Owner

•

Associating an Owner to an Application

•

Adding an Owner to a Parcel

•

Removing an Owner Associated to a Parcel

•

Associating or Disassociating a Public User with an Owner

Adding a Reference Owner
You can add new owners to your reference database. After you add a reference owner, you can look up
the owner when associating owners with a specific application.
To add a reference owner

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1. Navigate to the Owner portlet and use search to locate the owner you want to work with.
2. Click the link in the Name column for the target owner.
Civic Platform displays the owner details.
3. Complete the fields with available data. See Owner List Portlet Fields for field definitions.
4. Click Submit.

Finding a Reference Owner
To search for a reference owner
1. Navigate to the Owner portlet and click Search.
2. Complete the fields with available data. See Owner List Portlet Fields for field definitions.
Note:
According to your agency’s settings and the form layout, there may be template fields in addition to the
standard fields listed in Owner List Portlet Fields. The additional fields are active attributes defined in the
address template in Civic Platform.

3. Click the link in the Name column for the target owner.
Civic Platform displays the owner details.
4. To view a list of applications associated with the owner, click the Record Detail tab.

Associating an Owner to an Application
Each application can have one or more owners associated with it. You can manually add a new owner to
an application. You can also select an existing owner from your reference database.
Topics
•

Adding a New Owner to an Application

•

Adding an Owner from a Reference Database

•

Viewing Applications Associated with an Owner

•

Editing an Owner Associated to a Record

•

Removing an Owner from an Application

Adding a New Owner to an Application
Civic Platform does not store new owners that you add to an application in your reference database. To
add a new owner to your reference database, see Adding a Reference Owner.
To add an owner to a building application
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
3. Click the Owners tab.
4. Click New.

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5. Complete the fields with available data. See Owner List Portlet Fields for field definitions.
6. Click Submit.

Adding an Owner from a Reference Database
You can add an owner to an application by searching for an existing owner in your reference database.
To add an owner to an application
1. Navigate to the portlet you are working in, and use search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
3. Click the Owners tab.
4. Click Look Up and enter search criteria as appropriate to find the owner you want to add.
5. Click Submit.
Civic Platform displays your search results.
6. Choose one or more owners, then click Select.
If the selected owner(s) have associated addresses, parcels, structures, or establishments, the
associated data may auto-populate to the relevant fields or it may display in a selection form, depending
on how your agency configured the process.
If there are no associated objects, you can add them manually.
7. If an associated data list displays, select the data you want to add to the application, then click Select.
The owner and any associated reference data that you selected populate to the application.
8. Click Submit.
The owner and any associated reference data that you selected populate to the application.

Viewing Applications Associated with an Owner
After you look up a reference owner, you can view a list of associated applications for the owner.
To view applications associated with a reference owner
1. Locate and select the owner you want to work with. See Finding a Reference Owner for more
information.
2. Click the Record List tab.
Civic Platform displays a list of applications associated with the owner.
3. To view or update application details, click the link to the application that you want to view.

Editing an Owner Associated to a Record
After you add an owner to a record, you can edit the owner details as needed to correct mistakes or
complete partial information.
Note:
When you edit owner data on a record, your changes do not replicate to the owner record in your reference
database, nor do they replicate to any other records with the same owner. Your changes only affect the
current record.

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To edit owner data on an application
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
3. Click the Owners tab.
Civic Platform displays a list of owners associated with the application.
4. In the Name column, click the link to the owner that you want to edit.
Civic Platform displays the details on the tabs.
5. Modify owner information as needed.
6. Click Submit to save your changes.

Removing an Owner from an Application
You can remove an owner from an application as needed. Removal of an owner from an application does
not delete the owner record from your reference database, nor does it affect other applications associated
with the same owner.
To delete a owner from an application
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
3. Click the Owners tab.
Civic Platform displays a list of owners associated with the application.
4. Select each owner you want to delete.
5. Click Delete.
If the selected owner has any associated address, parcel, structure, or establishment records you may
be prompted to select the data you want to remove.
6. Select which data you want to remove from the record and then click Select.
Civic Platform removes the parcel and any associated reference data you selected from the record.
Civic Platform updates the owner list.

Adding an Owner to a Parcel
You can associate one or more owners with a parcel record. After an owner-parcel association occurs, if
you populate or delete the information from one, the associated information populates or is removed from
the record automatically or following a prompt. For example, if you delete parcel information from a record,
Civic Platform also removes the associated owner information. This is controlled by your agency’s settings,
so contact your agency administrator with questions about synchronizing reference data.
To associate an owner to a parcel
1. Navigate to the Parcel portlet and use Search to locate and select the parcel you want to work with.
2. Click the link in the Parcel # column for the target parcel.
Civic Platform displays the parcel details.

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3. In the parcel detail form portlet, click the Owner tab.
Civic Platform displays a list of owners associated with the parcel.

4. Click New.
5. Enter an owner manually or locate an owner from the reference database:
•

To enter an owner manually, complete the Owner fields with available data, then click Submit. See
Owner List Portlet Fields for field descriptions.

•

To select an owner from the database, click Look Up and enter search criteria to find the desired
owner, then click Submit. Select the owner(s) you want to associate and click Select.
Civic Platform confirms the owner-parcel association

Removing an Owner Associated to a Parcel
You can remove any owner associated to a parcel. When you do this, Civic Platform does not delete the
owner record from the reference database. Only the association is removed.
To disassociate an owner from a parcel
1. Navigate to the Owner portlet and use search to locate and select the owner you want to work with.
Civic Platform displays the owner details.
2. In the owner detail form portlet, click the Parcel tab.
Civic Platform displays a list of owners associated to the parcel.
3. Select each owner you want to disassociate from the parcel and click Delete.
Civic Platform confirms the removal of the associated owner from the parcel.

Associating or Disassociating a Public User with an Owner
You can associate or disassociate owners and public users with one another at any time. This linked
relationship is particularly useful when you want a public user to be able to view comments or view
document attachments associated with a record using Citizen Access. For more information about public
users, refer to Chapter 21, Public Users, in the Accela Civic Platform Administrator Guide.
To associate a public user with an owner
1. Navigate to the Owner portlet and use search to locate and select the owner you want to work with.
Civic Platform displays the owner details.
2. Click the Associated Public User tab.
Civic Platform displays the Associated Public User list portlet.
3. Use search to locate the Public User you want to associate the current owner with.
Civic Platform returns a list of public users that meet the search criteria.
4. Select each public user you want to associate with this owner.
5. Click Connect.

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Civic Platform creates a link between the owner and the public user.
To disassociate a public user with an owner
1. Follow steps 1-3 to associate a public user with an owner.
2. Select each public user you want to remove
3. Click Delete.

Managing Section, Township, and Range
Some areas of land are surveyed using the rectangular-survey system, otherwise known as the townshiprange system. Two lines run at right angles to each other through the territory—a base line running east
and west and a meridian line running north and south. The land then divides into sections from the point of
this intersection as follows:
Township. Townships measure approximately six miles on a side, making thirty-six square miles. Each
township is divided into 36 sections, each section being 1 square mile. The sections within the township
are numbered starting with the Northeast corner of the township. Numbers entered for township represent
the measure of units North or South of the base line.
Range. Represents the measure of units east and west of the base line.
For example, Township 3 North, Range 9 West, 5th Principal Meridian identifies a specific township that is
3 tiers north from the base line and 9 tiers west (Range) of the 5th Principal Meridian.
Section Number. A piece of a township measuring 640 acres, one square mile, numbered with reference
to the base line and meridian line.
Topics
•

Adding Township Range Information

•

Deleting Township Range Information

Adding Township Range Information
You can add section, township, and range information to an application.
To add township range information
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
3. Click the Section Township Range tab.
Civic Platform displays the Section Township Range page.
4. Click Add.
Civic Platform displays the Section Township Range—Add page.

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5. Complete the fields with available data. For a description of the fields, see Section, Township, and
Range List Portlet Fields.
6. Click Save.

Deleting Township Range Information
1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.
See Using the Search Features for information about searching.
2. Click the link in the Record ID column for the record you want.
Civic Platform displays the application details.
3. Click the Section Township Range tab.
Civic Platform displays the Section Township Range page.
4. Click Delete.
Civic Platform displays a pop-up window requesting confirmation.
5. Click OK.
Civic Platform removes the record from the application.

Examining Property-Related Portlets
The following tables list and define the fields that may be available in the forms and portlets you see when
working with Properties.
•

Address Fields

•

Parcel List Portlet Fields

•

Owner List Portlet Fields

•

Section, Township, and Range List Portlet Fields

Address Fields
The following table lists (in alphabetical order) and defines the default fields available on the Address list
portlet.

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Table 51: Address Fields
Address Description

A description of the address.

Address Status

The current status of the address record. You cannot associate disabled
addresses with a permit application. Use the drop-down list to search for either
Disabled or Enabled addresses or both.

Address Type

Select the Address Type Code for the address from the drop-down list

Audit Date

The creation/modification date of the address.

Audit ID

The identification code of the person who created or modified the address.

City

The city where the address is.

Country

The country where the address is.

Description

A description of the address.

Direction

Use this drop-down list to indicate a street direction. For example, choose N to
indicate a north direction. This usually indicates the directional area of a city or
street, for example, North Broadway.

Distance

Enter a distance from another landmark used to locate the address.

Event ID

Any event scheduled for the address.

Fraction

In combination with the Street # field, this field indicates a fractional street number.
If you are searching for an address, you can specify a range of fractional street
numbers using the corresponding Start and End fields.

House # Alpha (end)

The ending street number that makes up the address. You can enter alphanumeric
characters in this field. For example, if the street name/number is 10-23A
WHITESTONE, then 23A is the ending street number.

House # Alpha (start)

The beginning street number that makes up the address. You can enter
alphanumeric characters in this field. For example, if the street name/number is
10-23A WHITESTONE, then 10 is the beginning street number.

Inspection District

The inspection district within which the address resides.

Inspection District Prefix

The prefix for the inspection district within which the address resides.

Level # (end)

The ending level number (floor number) that makes up the address within a
complex, used to identify a floor or level of a multi-storey building/sub-complex.

Level # (start)

The beginning level number (floor number) that makes up the address within a
complex, used to identify a floor or level of a multi-storey building/sub-complex.

Level Prefix

The prefix for the level numbers (floor numbers) that make up the address.

Neighborhood

The neighborhood within which the address resides.

Neighborhood Prefix

The prefix for the neighborhood within which the address resides.

Prefix

Any part of the address that should come before the street name/number, such as
a direction. For example “north” in North Willow Drive.

Primary

Indicates whether the address is the primary residence or business location
associated with an application. You can associate many addresses with an item,
but only one address is the primary address. If you need to delete a primary
address, change this field to No and delete.

Secondary Road

The road for the secondary address.

Secondary Road Number

The number of the address’s secondary road.

Source Flag

The Accela application that stores this address information, such as Civic Platform,
Kiva, or Tidemark.

| Property | 479

Source Number

A number that identifies the Accela application that stores the address information.

State

The state where the address is.

Street # (Start/End)

The street number(s) of the address. If the address includes multiple street
numbers (for example, a fourplex), you can use the Street # Start and Street # End
fields to define the range of numbers. Otherwise, you can specify a singular street
number in either field. Agencies can configure the Street # Start and End fields to
support range search (adding To-From fields), allowing users to search for one or
multiple street numbers within a user-defined range.

Street Name

The street name for the address.

Street Suffix (Type)

Choose a type of street, such as Lane or Boulevard.

Unit # (Number)

The unit number, for example, apartment number. If you are searching for an
address, you may be able to specify a range of unit numbers in the corresponding
Start and End fields.

Unit Type

The type of structure for this address, for example, apartment or condo.

Validated

Indicates the validation status of an address against an external address source.

X Coordinate

If you use a GPS device, this is the longitudinal coordinate for this address.

Y Coordinate

If you use a GPS device, this is the latitudinal coordinate for this address.

Zip

The zip code where the address is.

Parcel List Portlet Fields
The following table lists (in alphabetical order) and defines the default fields available on the Parcel list
portlet.
Table 52: Parcel Detail
Block

The name, or street number, of the block associated with this application. A parcel may
contain one or more blocks.

Book

This is a reference to the physical location of this parcel information in the County
Assessor’s, or other responsible department’s records.

Exemption Value

Enter the total value of any tax exemptions that apply to the land within the parcel.

Improved Value

The total value of any improvements to the land within the parcel.

Land Value

The total value of the land within the parcel.

Legal Description

The legal description of the parcel, the parcel boundaries, or the characteristics. You may
also include a reference to the official documents that contain this description.

Lot

The name, or boundaries, of the lot associated with the application.

Page

This is a reference to the physical location of this parcel information in the County
Assessor's, or other responsible department's records.

Parcel Area

The total area of the parcel. Your agency determines the standard unit of measure (for
example, square feet).

Parcel Number

The official parcel number determined by the county assessor or any other responsible
department.

Range

A range number to download applications within that range number.

Section

The section number.

Street Suffix (Direction) The street suffix which indicates the direction. For example, E, NE, and SW. This field is
available in the reference parcel search portlet.
Subdivision

The subdivision associated to the application.

| Property | 480

Township

The township number.

Tract

The name of the tract associated with this application. A tract may contain one or more
related parcels; for example, three parcels with the same owner.

Owner List Portlet Fields
The following table lists and defines the default fields available on the Owner list portlet.
Table 53: Owner Fields
Address Line 1

The first line of the owner's address.

Address Line 2

The second line of the owner's address.

Address Line 3

The third line of the owner's address.

City

The city where the address is.

Fax

Enter the owner’s fax number.

Name

The name of the owner. This may be an individual person, business, or organization.

Phone Number

The owner's daytime telephone number.

State

The state where the address is.

ZIP Code

The zip code where the address is.

Section, Township, and Range List Portlet Fields
The following table lists and defines the default fields available on the Section, Township, and Range list
portlet.
Table 54: Section, Township, and Range Field Details
Section

The name of the section.

Township

The name of the township (usually identified on a north-south grid ).

Range

The range (usually identified on an east-west grid).

PLSS Type

The Public Land Survey System type.

PLSS Lot Number

The Public Land Survey System lot number, up to five digits.

| Random Audits | 481

Random Audits
Choose a topic from the list below to learn more about working with random audits.
Related Links
Random Audit Overview
Creating a Random Audit Set
Generating or Regenerating a Random Audit Set
Deleting a Random Audit Set
Viewing the Random Audit History
Executing a Script on an Audit Set
Running a Report on an Audit Set
Examining Random Audit Details

Random Audit Overview
You can use parameters to designate a specific group of records (such as licenses) or inspections, and
then generate a random audit set from within that group. Once you have generated an audit set, you can
execute scripts, run reports, and filter the audit set.
USE CASE 1:
Regulations require your agency to perform an audit of continuing education requirements for 45% of all
pharmacist licensees. The Random Audit feature enables you to select a license type “Pharmacist” and
then choose either a percentage or a quantity of Pharmacist licensees. Civic Platform then generates a
random list of records for an audit. You can send a form letter to the audited licensees to inform them that
they must complete and submit the original continuing education paperwork to renew their license. After
you audit a licensee, Civic Platform makes a note in the file to exclude that licensee in the next audit.
USE CASE 2:
Your agency has multiple inspectors whose job it is to inspect restaurants in the same region. To ensure
that inspectors complete necessary inspections on a random basis rather than based on preferred territory,
your agency can use the random audit feature to assign a random list of businesses to each inspector.
A record or an inspection can belong to multiple audit sets. Civic Platform does not exclude records or
inspections with locked or hold conditions from audit sets.

Creating a Random Audit Set
When you define the parameters of a random audit set, you determine which records that Civic Platform
can randomly choose from for the audit. You can use several factors to define which records go into an
audit set, including record type, completed date, assigned to staff, and inspection district. You can also
define how many items to include in the audit set, either as a specific number or as a percentage of the
items that fall within your parameters.
You can define your audit parameters to ignore any audit frequency settings that the agency administrator
defined. For example, if the agency administrator sets the audit frequency for the Licensing module to
twelve months, you cannot audit a record in that module more than one time in any twelve-month period.

| Random Audits | 482

When you create or edit an audit set, you can override the audit frequency settings for the record type by
selecting Include Previously Audited Records.
To create a random audit set
1. Navigate to the Sets portlet and click the Random Audit tab.
Civic Platform displays the Random Audit list and detail portlet.
2. Hover the mouse cursor on the New button to display a command menu.
3. Select either Record Audit or Inspection Audit.
Civic Platform displays the new random audit set form.
4. Complete the fields as required with available data. See Random Audit Set Fields for field definitions.
5. Click Submit.
Civic Platform creates the set and adds it to the list of random audits. The set contains no records until
you generate the audit set.
To generate an audit set, see Generating or Regenerating a Random Audit Set.

Generating or Regenerating a Random Audit Set
After you have defined the parameters for the audit set, you can generate the audit set. Civic Platform
returns a list of randomly chosen records or inspections within the parameters of the audit set. You can
now execute a script or run a report on this set of items.
If you have supervisor privileges, the Generate Audit button displays with the label ‘Regenerate Audit’ after
initial set generation.
To generate a random audit
1. Navigate to the Sets portlet and click the Random Audit tab.
Civic Platform displays the random audits list and detail portlet.
2. Locate the random audit you want to generate. Click the link under the Set ID column for the random
audit set you want to generate.
Civic Platform displays the random audit set detail portlet.
3. Click the Set Member tab.
4. If you just created the set, click Generate Audit to create the audit set.
If you already generated the set, a list of records displays in the Set Member tab.
5. If you want to update the audit set, click Regenerate Audit.
Civic Platform returns a set of items chosen randomly according to the parameters defined for the audit
set. The number of items in the set displays on the Set Member tab.

Deleting a Random Audit Set
If you no longer need to track the set of records or inspections defined by a random audit set, you can
delete the set. After you delete an audit set, Civic Platform removes all of the data pertinent to the
members from the Audit History tab. For more information about Audit History, see Viewing the Random
Audit History.
To delete a random audit set

| Random Audits | 483

1. Navigate to the Sets portlet and click the Random Audit tab.
Civic Platform displays the random audit list portlet and detail portlet.
2. Select the random audits you want to delete.
3. Click Delete.
Civic Platform deletes the audit set.

Viewing the Random Audit History
Each time Civic Platform includes a record or an inspection in a random audit, Civic Platform stores
information about that audit in the Random Audit History tab for each member included in the audit.
To access the random audit history from the record or the inspection
•

With the Record detail portlet open, navigate to the Random Audit History tab for the record.

•

With the Inspection detail portlet open, navigate to the Random Audit History tab for the inspection.

To access the random audit history from the Set portlet
1. Navigate to the Sets portlet and click the Random Audit tab.
Civic Platform displays the Random Audit list and detail portlet.
2. Click the hyperlink for the audit set which includes the item of interest.
3. Click the Set Member tab.
4. Identify and click the item of interest.
5. Navigate to the Random Audit History tab for the item.

Executing a Script on an Audit Set
After you have a set of records or inspections that match your audit set parameters, you can execute
scripts on the set of items.
USE CASE: You run a random audit on all inspections that external inspectors completed in the past
month and you want to schedule a surprise inspection on each randomly-selected inspection. Your agency
defines an EMSE script to generate surprise inspections based on the results of the random audit. The
surprise inspection is a regular inspection in Civic Platform, and it is a child inspection of the audited
inspection. If the surprise inspection type’s setting “Display in ACA” is set to Yes, external inspectors can
see the surprise inspection from the new inspection list in Citizen Access.
Note:
Your agency administrator must configure EMSE scripts that you can execute on an audit set. Contact your
agency administrator with any questions about the scripts available for random audits.

To execute a script on an audit set
1. Locate the audit set for which you want to execute a script.
a. Navigate to the Sets portlet.
b. Click the Random Audit tab.

| Random Audits | 484

c. In the list of audit sets, click the link to the set you want under the Set ID column.
Civic Platform displays the random audit set list portlet and detail portlet.
2. In either the Set or Set Member tab, hover over Execute Script to display a list of scripts.
3. Click the name of the script you want to execute.
The script executes on the audit set.

Running a Report on an Audit Set
After you have a set of records or inspections that match your audit set parameters, you can run reports on
the set of records.
Note:
Your agency administrator must configure any report you want available to run on an audit set. Contact your
agency administrator with any questions about the reports available for random audits.

To run a report on an audit set
1. Locate the audit set for which you want to run a report.
a. Navigate to the Sets portlet.
b. Click the Random Audit tab.
c. In the list of audit sets, click the link to the set you want under the Set ID column.
Civic Platform displays the random audit set list tab and detail tab.
2. In either the Set or Set Member tab, hover over the Reports button to display a list of available reports.
3. Click the name of the report you want to run.
The report engine runs the report and downloads a copy to your machine. A pop-up window displays
the Send Email button.
4. Click Send Email to send a copy of the report by email.
Civic Platform displays a pop-up window to configure email settings.

5. Select one or both of the options.
All set member Records’
contacts

This sends the report via email to all contacts associated with each record in the
audit set.

Other

This sends the report via email to recipients you designate. Enter email addresses
in the provided textbox. Separate email addresses with a semicolon.

6. Click Submit.

| Random Audits | 485

Examining Random Audit Details
The following table lists and defines the default fields available when working with random audits.
Table 55: Random Audit Set Fields
Assign Date

This date range limits returned records or inspections to those assigned within that
range.

Assigned to Department

Filters returned records or inspections by department.

Assigned to Staff

Filters returned records or inspections by staff member.

Audit Type

This is a read-only field. This field indicates whether the audit set includes records
or inspections.

City

Filters returned records or inspections by city.

Closed Date

This date range limits returned records or inspections to those assigned within that
range.

Comments

Comments for the audit set.

Completed Date

This date range limits returned records or inspections to those completed within
that range.

District

Filters returned records or inspections by district. This field is specific to inspection
audit sets.

Expiration Date

This date range limits returned records or inspections to those expired within that
range.

Expiration Status

Filters returned records or inspections by expiration status.

External Inspector

This filters returned inspections to include inspectors who have Civic Platform user
accounts but cannot log in to Civic Platform. For example, contract inspectors and
self-certified inspectors are external inspectors. This field is specific to inspection
audit sets.

Include Previously Audited
Records Excluding the Last x
Month(s)

This option overrides any administrator‑defined audit frequency settings at the
record type, module, or agency level for a user-defined number of months.

Inspection Date

This date range limits returned inspections to those whose inspection dates are
within that range. This field is specific to inspection audit sets.

Inspection District

Filters returned records or inspections by inspection district.

Inspection Result

Filters returned records or inspections by inspection result. This field is specific to
inspection audit sets.

Inspection Type

Filters returned records or inspections by inspection type. This field is specific to
inspection audit sets.

Opened Date

This date range limits returned records or inspections to those opened within that
range.

Random By

This field defines (by percentage or by number) the quantity of random records or
inspections to audit.

Record Type

Filters returned records or inspections by record type. When you select an item,
you also select all subordinate items for your selection in the audit set. The
selected record types display in the field.

Record Without Zero Balance

This option include records with unpaid fees in the audit set or includes inspections
associated with those records.

Set ID

This a unique identification number for the random audit set.

Set Name

This is the name of the set.

State

Filters returned records or inspections by state.

Status

Filters returned records or inspections by status.

| Random Audits | 486

Zip Code

Filters returned records or inspections by zip code.

| Sets | 487

Sets
Choose a topic from the list below to learn more about working with sets.
Related Links
Set Overview
Creating a New Set
Applying Conditions to a Set
Adding a Comment to a Set
Applying Licensed Professionals to a Set
Applying Owners to a Set
Applying Contacts to a Set
Cloning a Set
Deleting a Set
Maintaining Existing Sets
Creating Records from Parcel Sets
Importing Parcels from AGIS to a Parcel Set
Allocating Set Payments
Generating Reports for Sets
Executing a Script for Sets
Performing Random Audits on Sets
Working with a Set of Sets
Examining Set Details

Set Overview
The Set function enables you organize multiple records, parcels, addresses, and/or licensed professionals
into a group, or set, and then use the group for batch processing. For example, you can use a set to
simultaneously update several records at the same time. Other functionality includes generating reports
and running scripts for all set members in the set.
The Set portlet displays a tab for each set type and provides set details that accommodate the functionality
for each. Although the portlets for each set type are similar, some functionality only applies to specific
set types. All set types can accommodate conditions, the execution of scripts, and the running of reports.
Agencies can configure Civic Platform so that users can generate a record or a record set from a parcel
set.
You can also combine record sets to create a “set of sets,” which enables you to engage in set analysis,
fee analysis, and payment processing for multiple record sets simultaneously.
Your agency administrator must configure this functionality before it is available for use.

| Sets | 488

Creating a New Set
You can group together multiple records, related records, parcels, addresses, or licensed professionals to
create a new set.
To create a new set in the Set portlet
1. Navigate to the Set portlet.
Civic Platform displays the Set portlet.
2. Click the tab in which you want to create a set. For example, click the Records tab to create a record
set or the Parcel tab to create a parcel set.
3. Click New.
Civic Platform displays the Set ID form in the portlet.

4. Complete the fields with available data.
5. Click Submit.
Civic Platform creates the set.
6. If you want to add set members to the set, see Adding Set Members to a Set.

Applying Conditions to a Set
Civic Platform applies conditions to set members just as it does with individual records. When you apply a
condition to a set, the action applies to all records within the set simultaneously For more information about
conditions, see Conditions .
Note:
An agency administrator must enable this feature (see FID 8357 Set Conditions and FID 8352 Parcel Set
Create Conditions in the Civic Platform Configuration Reference for more information).

To apply conditions to a set
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Choose the set to which you want to apply a condition.
Civic Platform displays the set details
3. Click the Conditions tab.
Civic Platform displays the Set conditions list portlet.

| Sets | 489

4. Click New.
Civic Platform displays the Set conditions detail portlet.
5. Enter available data in the fields.
6. Click Submit.

Adding a Comment to a Set
You can apply a comment to all set members simultaneously. After you apply a condition, the record,
parcel, address, or licensed professional with the condition displays on the Comments tab for the set.
Note:
An agency administrator must enable this feature.

To apply a comment to a set
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Choose the set to which you want to add a comment.
Civic Platform displays the set details
3. Click the Comments tab.
Civic Platform displays the set comments list portlet.
4. Click New.
Civic Platform displays the set comments detail portlet.
5. Add a comment.
6. Click Submit.

Applying Licensed Professionals to a Set
When applying licensed professionals to a set, the licensed professionals are applied to set members
simultaneously. They display on the Licensed Professionals tab for the set. For more information about
licensed professionals, see Licensed Professionals.
Note:
An agency administrator must enable this feature.

To add or remove a licensed professional
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Choose the set to which you want to apply a licensed professional.
Civic Platform displays the set details.
3. Click the Licensed Professional tab.
Civic Platform displays the Set Licensed Professional list portlet.

| Sets | 490

4. To add a licensed professional, click New, enter available data, and click Submit.
5. To delete a license professional, select the licensed professional(s) you want to remove, then click
Delete.

Applying Owners to a Set
When applying owners to a set, the owners are applied to set members simultaneously and displayed on
the owners tab for the set. For more information about owners, see Managing Owners.
Note:
An agency administrator must enable this feature.

To add or remove an owner
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Choose the set you want to work with.
Civic Platform displays the set details.
3. Click the Owners tab.
Civic Platform displays the Set Owner list portlet.
4. To add an owner, click New, enter available data, and click Submit.
5. To delete an owner, select the owner(s) you want to remove, then click Delete.

Applying Contacts to a Set
When applying Contacts to a record set, the Contacts are applied to set members simultaneously and
displayed on the Contacts tab for the set. For more information about Contacts, see Contacts.
Note:
An agency administrator must enable this feature.

To manage contacts for a set
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Verify you are in the record set portlet. If not, click the Records tab.
3. Choose the set to which you want to apply a contact.
Civic Platform displays the set details.
4. Click the Contacts tab.
Civic Platform displays the Set Contacts list portlet.
5. Do one of the following tasks
•

Add a new contact:
1. Click New.

| Sets | 491

2. Enter available data, and then click Submit.
•

Associate an existing contact:
1. Click Look Up.
2. Enter search criteria and click Submit.
3. Select one or more contacts, and click Select.
4. Enter the date that the contact becomes active to all set members, and click OK.

•

Delete a contact:
1. Select each contact you want to remove, then click Delete.

•

Deactivate a contact:
1. Select the contact that you want to deactivate on the record.
2. Click Deactivate.
3. Enter the date that the contact becomes inactive to all set members, and click OK.

Cloning a Set
You can create a set service request by cloning an existing set service request. Customize the way that
Civic Platform clones the set by completing the associated fields and check boxes.
To clone a set
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Select the set you want to clone.
3. Click Clone.
Civic Platform displays the Clone Set portlet.
4. Enter available data in the fields. See Set Cloning Field Descriptions for field definitions.
5. Click Submit.
Based on your selection, Civic Platform may ask if you are cloning a fee or a parcel.
6. If you select fees, click OK to accept the fee to the new record in the set.
If you select parcels or addresses on each record, select the parcel or address that you want to clone
and click Submit.
7. Click Return.

Deleting a Set
When you delete a set, you are not deleting the individual records - you are only deleting the grouping of
them together.

| Sets | 492

To delete an existing set
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Click the tab containing the set you want to delete.
3. Select each set that you want to delete.
4. Click Delete.
Civic Platform displays the Set ID form in the portlet.

Maintaining Existing Sets
Sets enable you to group related records, parcels, addresses, or licensed professionals so that you can
process the group as a batch. The topics in this section discuss many of the actions that you can perform
while maintaining your sets.
Topics
•

Adding Set Members to a Set

•

Cloning a Record within a Set

•

Editing Set Name and Comments

•

Deleting Records from a Set

•

Changing the Status in a Record Set

•

Viewing the Set Status History

•

Attaching Documents to a Set

•

Viewing Record Sets

•

Updating a Task for Set Records

•

Copying Set Members

Adding Set Members to a Set
You can add one or more set members as needed to a set. You determine which ones belong to a set and
how many the set includes. There is no limit to the number of set members that you can add to a set nor to
the number of sets to which a record (or a parcel, an address, or a licensed professional) can belong.
To add a record to a set
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Use Search to locate the desired set, then click the Set ID link for the set to which you want to add a
record.
Civic Platform displays the Set ID details in the portlet.
3. Click the Set Member tab.
4. Click Look Up.

| Sets | 493

•

If you add a record to a record set, select Look Up Record.

5. Enter the search criteria to locate the records, parcels, addresses, or licensed professionals you want to
add. See Using the Search Features for instructions on locating a record or an object.
Note:
You can add external parcels as set members of a parcel set, or add external addresses as set members
of an address set.

6. Click Submit.
Civic Platform displays a list of records, or parcels, addresses, or licensed professionals that match
your look up criteria.
7. Select each record or object that you want to add to the set.
8. Click Submit.
Civic Platform adds the selected set members to the set.
Note:
You can usually sort set members by any column in the set members list, except that if a parcel set
contains external parcels, you can only sort the set members by Parcel #, not by the other columns.

Cloning a Record within a Set
You can create a new record by cloning an existing set record.
To clone a set record
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Use Search to locate the set with the record that you want to clone.
Civic Platform displays the search results in the Set ID portlet.
3. Click the Set ID link of the set with the record you want to clone.
Civic Platform displays the Set ID details.
4. Click the Set Member tab.
5. Select the record that you want to clone. You can clone only one record at a time.
6. Click Clone.
Civic Platform displays the cloning form.

| Sets | 494

7. Specify the number of clones to create.
8. Select the data elements that you want to copy from the source record to the newly created clone(s).
9. If you select a data element that allows you drill down further and select more specific data elements,
click the hyperlink provided next to the data element (such as Select) to launch a dialog that allows you
to choose which of the data elements to copy.
For example, if you click the Select link for Conditions of Approval, a dialog displays, prompting you to
select which conditions to copy both by severity and by condition status.

a. To select all of the options in a list, select the bolded option at the head of the list.
b. To select certain options in a list, clear the bolded option at the head of the list and select only those
options you want to copy.
c. Click OK.
10.If you select Status or New Status, you can use the drop-down list to specify a particular status to
copy. Otherwise, leave the drop-down list field blank to copy all status options.
Note:
When you select StatusorNew Status, Civic Platform enables the Status History option and you can
select it as well.

11.Click Submit.

| Sets | 495

Civic Platform numbers each cloned record in sequence +1 from the original record.
Civic Platform displays a message listing the number of successfully cloned records in the Set Member
list portlet.

Editing Set Name and Comments
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Use Search to locate the set that you want to edit.
Civic Platform displays the search results in the Set ID portlet.
3. Click the link in the Set ID column for the set you want.
Civic Platform displays the Set tab with the Set Name and Comment fields.
4. Modify the fields as needed.
5. Click Submit.

Deleting Records from a Set
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Use Search to locate the set that with the record that you want to remove.
Civic Platform displays the search results in the Set ID portlet.
3. Click the link in the Set ID column for the Set you want.
Civic Platform displays the Set tab with the Set Name and Comment fields.
4. Click the Set Member tab.
5. Select each record that you want to remove from the set.
6. Click Delete.

Changing the Status in a Record Set
When you change the status of a set, Civic Platform applies the change to set members simultaneously
and also displays the new status on the Status tab for the set.
Note:
An agency administrator must enable this feature (see 8364-Set Status Change in the Civic Platform
Configuration Reference for more information about configuring FIDs).

To change the status of set members
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Verify you are in the Record set portlet. If not, click the Records tab.
3. Choose the set to which you want to apply a change of status.
Civic Platform displays the set details.

| Sets | 496

4. Click the Status tab.
Civic Platform displays the Set Status form portlet.
5. Complete the fields.
Action by

Use the drop-down list to select the user who is changing the status for the set.

Action by Department

Use the drop-down list to select the department from which the status request
originated.

Comments

Enter any comments regarding the change of status.

New Status

Use the drop-down list to select the status for the set members.

Status Date

Enter the date or use the calendar to select the date of the change of status.

6. Click Save.

Viewing the Set Status History
Use the Set Status History tab on the Set detail portlet to review and/or track the status history of a set.
Civic Platform creates status history records each time there is a status change or a status comment
change. The Set Status History is a valuable reference tool for bulk document printing, because it enables
you to view the a summary of activity (based on the set status), such as who performed tasks and when.
To view set status history
1. Access the Set details portlet either by clicking the Set link in the Main Links section at the top of your
console or by clicking the Set tab on the record detail portlet.
2. Click the Set Status History tab.
The Set Status History page displays.

The display includes the following columns of data: Set Status, Set Status Date, and Set Status
Comment.
3. Click any data column header to sort the set status history records by that column in ascending or
descending order.

Attaching Documents to a Set
You can use the Documents secondary tab on the Set detail portlet to attach documents, such as receipts
for a set payment, to an entire set of records. This ability is separate from the ability to attach documents to
records that are members of a set.
Note:
If you have a set script that auto-generates a report for the set, Civic Platform saves that report to this tab.

When you attach a document to a set, you use the same process as you use when attaching a document
to a record. See Attaching Files for information about attaching documents to a record or a set.

| Sets | 497

Viewing Record Sets
The Set tab on the Record detail portlet lists the sets for which the current record is a set member. You
can search the list and you can view data about the sets such as set ID, set name, set type, the latest set
status and set status date, set comments and more. If you click the set ID link for a set, you can access the
Set detail portlet directly.
To access the Set tab for a record
1. Navigate to the Record list portlet.
2. Either use the portlet Search functionality or invoke a QuickQuery to locate the record you want to work
with.
3. Click the Record ID link to open the Record detail portlet.
4. Click the Set tab.
The Set page displays.
5. To view set details, click the Set ID link for the set you want to see.
The Set details portlet displays.

Updating a Task for Set Records
If you assign a task to the records in a set, you can edit ongoing task details such as record type, status, or
responsible department as needed.
To update a task for set records
1. Navigate to the Set portlet.
2. Click the Records tab.
Civic Platform displays the sets.
3. Click a set link in the Set ID column.
4. Click the Workflow Status tab.
Civic Platform displays the task list.

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5. Click the Status Change tab.
Civic Platform displays the set workflow status portlet.

6. Complete the fields.
Record Type

Choose a record type that you want to change its task status.

Task

Choose a task whose status you want to change.

Status From

Use to filter by a former status value.

Status To

Use to filter by a new status value.

Status Date

Use to filter by the date when the task reached its current status.

Action By
Department

Use to filter by the department that last updated the task status.

Action By

Use to filter by the individual who last updated the task status.

Comments

Use to add the comments for the task status update.

7. Click Submit.
Civic Platform saves the status change you made to the task.

Copying Set Members
You can copy set members from one set to another without impacting the set member list for the source
set. When you copy set members, you select a target set, which is the set where you want to add
members, then you select a source set, from which you want to copy members. Civic Platform adds all
source set members that do not already exist in the target set to the set member list for the target set.
Note:
When you copy set members from a source set to a target set, Civic Platform does not remove the set
members in the source set. Your source set remains intact.

To copy set members from one set to another
1. Navigate to the Set portlet.
Civic Platform displays the portlet.

| Sets | 499

2. Use Search in the Set list portlet to locate the target set to which you want to add members.
3. Click the Set ID link for the desired target set to open the set details portlet for your target set.
4. Hover your mouse cursor on the Look Up button and select Look Up Set.
A search form displays.

5. Enter search criteria as needed to locate the source set from which you want to copy set members.
6. Click Submit.
A list of sets matching your search criteria displays.
7. Select the set that you want to use as your source set.

8. Click Select.
Civic Platform copies the set members from the source set to the target set.

Creating Records from Parcel Sets
Civic Platform enables the creation of records and record sets from a parcel set. Specify the parcel
condition and status criteria in the applicable fields.
Note:
An agency administrator must enable this feature.

To create a Record from a parcel set
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Click the Parcel tab.
3. Choose the parcel set for which you want to generate a record.
Civic Platform displays the set details.
4. Click the Create Record tab.
Civic Platform displays the Set Create Record portlet.

| Sets | 500

5. Enter data in the fields as available. See Record Creation Field Descriptions for field definitions
6. Click Submit.
Civic Platform displays the new record set in the Record Set list portlet. All rejected parcels display in
the Parcel Set List portlet under the Rejected Parcel Set ID.

Importing Parcels from GIS to a Parcel Set
Use Accela GIS to collect parcels for a parcel set. After you name a parcel set, you can click the GIS
Import button to open the map viewer and select the applicable parcels for your set. For more information
on how to import parcels from GIS to a parcel set, refer to the respective Accela Civic Platform GIS
documentation set.
To import parcels from GIS
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Click the Parcel tab.
3. Choose the parcel set to which you want to add parcels from GIS.
Civic Platform displays the set details.
4. Click the Set Member tab.
Civic Platform displays each parcel in the parcel set.

5. Click GIS Import.
Civic Platform displays the GIS map viewer.
6. Select the parcels from the Map viewer.
The list of selected parcels is displayed at the bottom of the view.
7. Select Send Features to AA from the drop-down list.
8. Click Submit.
Civic Platform displays the parcels in a parcel list pop-up window.
9. Select each parcel that you want to add to the parcel set.
10.Click Submit.

| Sets | 501

Allocating Set Payments
Using set functionality, you can accept and allocate payments made toward the fee items that belong to
any record within a record set, saving time and improving efficiency.
You can accept full or partial payment towards the total outstanding balance for all records within the set
(you cannot accept a payment that exceeds the total outstanding balance). After entering the payment
amount, you can determine what amount of the total payment you want to allocate to each fee item within
the set.
Civic Platform summarizes the set, including the following information:
•

Total number of records in the set

•

Number of fee items that have been paid

•

Total job value of all records in the set

•

Total fees that have been assessed and invoiced for the set

•

Any payments that have been made toward the set

•

Outstanding balance for all records in the set.
Note:
Before you can save set payment information, you must start a cashier session. For information about
managing cashier sessions, see Working with a Cash Drawer Interface . For more information about
accepting and allocating set payments, see Accepting and Allocating Set Payments .

To accept and allocate set payments
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Use Search to locate the set you want to work with.
Civic Platform displays the search results in the Set ID portlet.
3. Click the link in the Set ID column for the Set you want.
Civic Platform displays the Set ID detail portlet.

4. Click the Payment tab.
Civic Platform displays the Set Payment detail portlet.
5. Click Pay.

| Sets | 502

Note:
Your agency administrator must enable Standard Choice, Allow_Negative_Fee_Transfer_As_Credit, in
order to process a negative fee item on a record in a set.

The Set Payment detail portlet displays.
6. Complete the fields with available data as required. See Payment Details for a Set for field definitions.
7. Click Submit.
If you did not start a cashier session yet, Civic Platform displays a cashier session pop-up window. See
Working with a Cash Drawer Interface for more information.
Civic Platform displays a Set Payment Allocation pop-up window.
8. If you are receiving a payment for the entire balance, click Full Pay.
If you are receiving only partial payment, determine what part of the payment you want to allocate to
each fee item and enter that amount in the Amount field for each fee item.
9. Click Submit.
Civic Platform generates a receipt summarizing the payment. A set payment has a unique set receipt
number; the payment for each individual record has its own receipt number as well. You can print this
receipt or save it to a file, as necessary.
If your agency uses a cash drawer and receipt printer, Civic Platform prints a receipt and displays the
itemized receipt in a pop-up window.
10.If Civic Platform displays the receipt in a pop-up window so you can print the receipt as needed. Close
the window when you finish.
11.If payment method = Check and your agency uses a receipt printer, insert the check in the printer to
print the endorsement on the check.
If payment method = Cash and the payment amount is more than the amount due, Civic Platform
calculates the amount of change due.

Generating Reports for Sets
Civic Platform provides the same functionality for printing and viewing reports for a set as it does for
individual Records, parcels, addresses, or licensed professionals. After a report is selected, the specified
report runs one time for each set member.
Note:
Report Manager configuration defines the list of reports available for sets. If you have problems running a
report, contact your agency administrator.

To generate set member reports
1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Click the Set Type tab which holds the applicable set.
3. Choose the set to which you want to run a report.
Civic Platform displays the set details.
4. Click the Set Member tab.

| Sets | 503

Civic Platform displays the Set Status list portlet
5. Select the set members for which you want reports generated.
6. Click Reports.

7. Select a report from the drop-down list.
Civic Platform generates a report for each specified set member.

Executing a Script for Sets
Civic Platform provides the ability to run a pre-configured EMSE (event manager and script engine) script
from the Set detail portlet on set members for record, parcel, address, and licensed professional sets.
Note:
This feature requires an agency administrator to set the relevant Function Identifications (FIDs) to Full
Access and configure the related Standard Choices for each set type.
If you have problems executing a script, contact your agency administrator.

1. Navigate to the Set portlet.
Civic Platform displays the portlet.
2. Click the set type tab which holds the applicable set.
3. Choose the set to which you want to execute a script.
Civic Platform displays the set details.
4. Click the Set tab.
Civic Platform displays the Set Status form portlet.
5. Click Execute Script.

| Sets | 504

6. Select a script from the drop-down list.
Civic Platform executes the script on all set members.

Performing Random Audits on Sets
You can designate a specific group of records (permits, applications, work orders) using parameters you
create, and then generate a random selection set for audit purposes from within that group. Use this audit
set to execute scripts, run reports, apply filters, and otherwise audit the set of records.
Example: You want to audit twenty electrical licenses. After you define the set parameters, the audit set is
generated, creating a list of twenty randomly selected electrical licenses that fall within the set parameters.
A script is executed to contact the licensees, notifying them that they are being audited (or to automatically
create mailing labels to send hard copies). The script then generates a report to audit fees and continuing
education requirements.
Each permit, application, work order, or other type of record can belong to multiple audit sets. Records
with locked or hold conditions are not excluded. For more information about managing random audits, see
Random Audits.

Working with a Set of Sets
You can create a set of sets by combining record sets, enabling you to use batch processing for multiple
record sets. For example, you can identify and pay unpaid invoiced fee items for multiple record sets
simultaneously. Another example: You may want to combine record sets related to a particular building or
development project, providing a convenient method for analyzing and processing records, calculating total
job values, assessing/verifying fees, and processing fee payments.
Note:
Your agency administrator must set the relevant Function Identifications (FIDs) to Full Access and configure
the related Standard Choices for the sets of sets feature to properly function.

Topics
•

Administering Sets

| Sets | 505

•

Analyzing Sets

•

Analyzing Fees

•

Processing Payments

Administering Sets
You can create and modify sets of sets, view fees, and process payments for Record member sets using
the Sets tab.
Topics
•

Creating a Set of Sets

•

Deleting a Set of Sets

•

Associating a Record with a Set of Sets

•

Viewing Set of Sets Members

•

Removing a Record Set from a Set of Sets

Creating a Set of Sets
Create a set of sets to analyze record set information for multiple Record sets, including reviewing fees
assessed and making payments.
To create a set of sets
1. Click the Sets main link
Civic Platform displays the Set portlet.
2. Click the Sets tab.
Civic Platform displays the Set of Sets list portlet

3. Click New.
Civic Platform displays the New Set of Sets portlet.

4. Complete the New Set of Set portlet fields:
Set ID

Civic Platform automatically generates a code for the set of sets. If you want to
change the ID, enter a unique alphanumeric abbreviation.

| Sets | 506

Set Name

Enter a name that identifies the set of sets. If you enter an existing name, Civic
Platform displays a warning message.

Comment

Enter any comments that identify the set of sets or explain its purpose.

5. Click Submit.
Civic Platform adds the set to the Set of Sets list portlet.
6. Click the Set Member tab in the Set of Sets detail portlet.
Civic Platform displays the Record Set ID Numbers for set members.

7. Click Look Up.
Civic Platform displays the Record Set Search page.
8. Complete the fields in the Record Set Search page and click Submit.
Civic Platform displays the set or sets that match your search criteria.
9. Select the set that you want to add to the set of sets and click Submit.
Civic Platform adds the set to the set of sets.

Deleting a Set of Sets
Delete a set of sets as needed. When you delete a set of sets, you simply remove record set member
associations you do not delete record sets.
To delete a set of sets
1. Click the Sets main link
Civic Platform displays the Set portlet.
2. Click the Sets tab.
Civic Platform displays the Set of Sets list portlet.
3. Select the sets of sets that you want to delete and click Delete.
Civic Platform deletes the set of sets.

Associating a Record with a Set of Sets
Associate record sets with a set of sets based on your agency’s needs. You may want to associate record
sets related to a similar building or a development project.
1. Click the Sets main link
Civic Platform displays the Set portlet.
2. Click the Sets tab.
Civic Platform displays the Set of Sets list portlet.
3. Click the set of sets to which you want to add set members.
Civic Platform displays the Set of Sets Detail portlet.

| Sets | 507

4. Click the Set Member tab.
Civic Platform displays the Record Set ID Numbers for set members.
5. Click Look Up.
Civic Platform displays the Record Set Search page.
6. Complete the fields in the Record Set Search page and click Submit.
Civic Platform displays the set or sets that match your search criteria.
7. Select the sets that you want to add to the set of sets and click Submit.
Civic Platform adds the set to the set of sets.

Viewing Set of Sets Members
You can view set member records and record details using the Set Member tab.
To view Record set members
1. Click the Sets main link
Civic Platform displays the Set portlet.
2. Click the Sets tab.
Civic Platform displays the Set of Sets list portlet.
3. Select the set of sets for which you want to view set members.
Civic Platform displays the Set of Sets detail portlet.
4. Click the Set Member tab.
Civic Platform displays the Record set ID Numbers for set members.
5. To view record details for a particular set, click a set ID.
Civic Platform displays the Record Set Detail portlet.

Removing a Record Set from a Set of Sets
You can remove a record set from a set of sets as needed. Removal of a record set from a set of sets
simply dissolves the association between the record set and the set of sets. the record set remains intact.
To remove a record set from a set of sets
1. Click the Sets main link
Civic Platform displays the Set portlet.
2. Click the Sets tab.
Civic Platform displays the set of sets list portlet.
3. Click the Set Member tab in the set of sets detail portlet.
Civic Platform displays the secord set ID numbers for set members.
4. Select the record set that you want to remove from the associated set of sets and click Delete.
Civic Platform confirms that the removal of the record set from the associated set of sets.

Analyzing Sets
The Set Analysis portlet displays fee information for set member records. The fields list the set member
records based on whether they have active conditions at Lock or Hold severity levels. Records with Lock or

| Sets | 508

Hold conditions display in the locked column; Records that do not have active conditions with locks display
in the Not Locked column.
Note:
A Record can belong to more than one record set. If a record is a member of two sets , and both sets belong
to the same set of sets, then the respective record details display only one time in the Set Analysis portlet.

You can easily determine the fee status for set of set Record members using the Set Analysis portlet.
When you select the Set Analysis tab, Civic Platform iterates through the set of sets members and displays
financial data, including the total invoice balance and the total fees paid.
To view set analysis information
1. Click the Sets main link
Civic Platform displays the Set portlet.
2. Click the Sets tab.
Civic Platform displays the Set of Sets list portlet.
3. Click the set of sets for which you want to view set analysis.
Civic Platform displays the Set of Sets Detail portlet.
4. Click the Set Analysis tab.
Civic Platform iterates through the set and displays the financial data.

5. Review the fields for the selected set of sets. See Set Analysis Field Descriptions for field descriptions.
Note:
The field values in List 5: “Set Analysis Field Descriptions” on page 484 are based on the setting of the
Standard Choice ALLOW_NEGATIVE_FEE_TRANSFER_AS_CREDIT to a value of Yes. If your agency
administrator sets the Standard Choice Value to No, then the fields only display Records without any
remaining overpaid invoiced fee items.

Analyzing Fees
The Fee Analysis tab displays fees related to all the Record set members in a set of sets. When you select
the Fee Analysis tab, Civic Platform iterates through the Record set members and builds a grid displaying
total Record fees, payments, and balances due.
Note:
A single Record may be associated to multiple Record sets. If a Record is a member of two sets that are
associated with the same set of sets, then the respective Record details display only one time in the Fee
Analysis portlet.

| Sets | 509

To view fee analysis information
1. Click the Sets main link
Civic Platform displays the Set portlet.
2. Click the Sets tab.
Civic Platform displays the Set of Sets list portlet.
3. Click the set of sets for which you want to view set analysis.
Civic Platform displays the Set of Sets Detail portlet.
4. Click the Fee Analysis tab.
Civic Platform iterates through the set and displays the financial data.

5. Review the fields for the selected set of sets. For field descriptions, see Fee Analysis Fields.

Processing Payments
You can use the Payment tab to apply partial or full payments to record members in a set of sets. This
allows you to run batch processing on a larger scale than you can with the existing Record set payments
functionality. Use the buttons at the top of the portlet to pay full and partial invoices, pay specific fee items
for set members, and void payments.
Note:
A single Record may be associated to multiple Record sets. If a Record is a member of two sets that
are associated with the same set of sets, then the respective Record details display only one time in the
Payment portlet.

Topics
•

Working with the Fee Items Pay button

•

Working with the Pay button

•

Voiding a Payment

Working with the Fee Items Pay button
The Fee Items Pay button allows you to specify payments for particular set of sets Record members. You
can apply a specific amount to all Record invoiced fee items. The specified fee payment amount is only
applied to Record members where the invoiced fee item amount due is greater than or equal to the amount
being applied to the fee item. After you submit a specified payment, the Pay page displays and the Amount
box is populated with the total amount. You can pay only this amount by selecting the payment method and
clicking the Submit button on the Pay page. Use the buttons at the top of the portlet to Submit, Reset, or
Cancel payments.
To make specific fee item payments
1. Navigate to the Cashier Session portlet and click New Session.
Civic Platform begins a cashiering session.

| Sets | 510

2. Click the Sets main link
Civic Platform displays the Set portlet.
3. Click the Sets tab.
Civic Platform displays the Set of Sets list portlet.
4. Click the set of sets for which you want to make a payment.
Civic Platform displays the Set of Sets Detail portlet.
5. Click the Payment tab.
Civic Platform iterates through the set and displays the financial data.

6. Review the fields for the selected set of sets. For field descriptions, see Payment Processing Fields.
7. Click Fee Items Pay at the top of the portlet.
Civic Platform displays the Fee Items Pay page.

8. Complete the fields for the selected set of sets. For field descriptions, see Fee Items Pay Fields.
Note:
If a Record has multiple fee items that are the same, only the first fee item displays in the Fee Item List.
Duplicate fee items for individual Records do not display.

9. Click Submit.
Civic Platform displays the Pay page. The specified amount displays in the Amount field, which is readonly.
10.Complete the fields on the Pay page. For field descriptions, see Payment Details for a Set.

Working with the Pay button
You can make full or partial payments for set of sets Record members using the Pay button.
Topics

| Sets | 511

•

Making Full Payments

•

Making Partial Payments

Making Full Payments
You can pay record set member invoice amounts in full as necessary.
To make a full payment
1. Navigate to the Cashier Session portlet and click New Session.
Civic Platform begins a cashiering session.
2. Click the Sets main link
Civic Platform displays the Set portlet.
3. Click the Sets tab.
Civic Platform displays the Set of Sets list portlet.
4. Click the set of sets for which you want to make a payment.
Civic Platform displays the Set of Sets Detail portlet.
5. Click the Payment tab.
Civic Platform iterates through the set and displays the financial data.

6. Review the fields for the selected set of sets. For field descriptions, see Payment Processing Fields.
7. Click Pay at the top of the portlet.
Civic Platform displays the Pay page and populates the Amount field with the total invoice balance due.

| Sets | 512

8. Complete the fields on the Pay page and click Submit. For a list of field descriptions, see Payment
Details for a Set.
Civic Platform applies the payment amount to set of set Record members.

Making Partial Payments
1. Navigate to the Cashier Session portlet and click New Session.
Civic Platform begins a cashiering session.
2. Open the Sets portlet and click the Sets tab.
Civic Platform displays the Set of Sets list portlet.
3. Click the set of sets for which you want to make a partial payment.
Civic Platform displays the Set of Sets Detail portlet.
4. Click the Payment tab.
Civic Platform iterates through the set and displays the financial data.
5. Review the fields for the selected set of sets. For field descriptions, see Payment Processing Fields.
6. Click Pay at the top of the portlet.
Civic Platform displays the Pay page. For a list of field descriptions, see Payment Details for a Set.
7. To make a partial payment, which means paying less than the invoice balance due for all set of set
Record members, enter a smaller amount in the Amount field and clickSubmit.
Civic Platform displays the Apply Payment page.
8. Complete the fields on the Apply Payment page. For a list of field descriptions, see Apply Partial
Payment Fields.
9. Click Save.
If you are making a partial payment towards any of the fee items using cash, Civic Platform displays a
message indicating the remaining change due.
10.Click OK to continue.
Civic Platform displays a payment receipt

| Sets | 513

Voiding a Payment
1. Navigate to the Cashier Session portlet and click New Session.
Civic Platform begins a cashiering session.
2. Click the Sets main link
Civic Platform displays the Set portlet.
3. Click the Sets tab.
Civic Platform displays the Set of Sets list portlet.
4. Click the set of sets for which you want to make a partial payment.
Civic Platform displays the Set of Sets Detail portlet.
5. Click the Payment tab.
Civic Platform iterates through the set and displays the financial data.
6. Locate the Transactions section, select the payment you want to void, then click Void.
Civic Platform displays the Void Sets of Sets Payment page.
7. Enter any comments related to the voided transaction, such as a reason for the void transaction
8. Click Submit.
Civic Platform voids the transaction.

Examining Set Details
The following tables list and define the default fields available in the different interfaces you may encounter
when working with sets.
•

Set Cloning Field Descriptions

•

Record Creation Field Descriptions

•

Payment Details for a Set

•

Set Analysis Field Descriptions

•

Payment Processing Fields

•

Fee Items Pay Fields

•

Apply Partial Payment Fields

•

Fee Analysis Fields

Set Cloning Field Descriptions
The following fields are available by default when cloning a set.
Table 56: Cloning a Set Field Descriptions
Application Specific
Information

Select this option to clone the Application Specific Information for each set member.

Additional Info

Select this option to clone the additional information for each set member.

| Sets | 514

Contacts

Select this option to clone the contacts for each set member.

Fees

Select from the following options.
Clone All Fees: Select this option to clone all fees for all set members.
Prompt for Each Member: Select this option to prompt for fee transfer come up for
each set member. Click OK to transfer the fees for the set member, Click Cancel to
reject the transfer of fees for the set member.
Do Not Clone Fees: Select this option to reject the cloning of fees for set members.

From (Record ID)

Select the first Record ID in the range of Records you want to clone.

Inspection Conditions

Select this option to clone the inspection conditions for each set member.

Inspections

Select this option to clone the inspections for each set member.

To (Record ID)

From the drop-down list, select the end record ID in the range of records you want to
clone.

Licensed Professionals

Select this option to clone the licensed professionals for each set member.

Locations

Specify how you want to handle Address and Parcel information.
No Prompting: Civic Platform clones parcel and address information for each set
member. (default)
Prompt for Parcel: Civic Platform prompts the user to select parcels for each set
member when cloning occurs.
Prompt for Address: Civic Platform prompts the user to select addresses for each
set member when cloning occurs. Parcels associated with a selected address attach
to the record as well.

No. of Clones

Enter the number of records that you want to clone for each set member.

Preserve Dates

Select this option to clone the record related dates for each set member. If this is not
marked, Civic Platform assigns standard record related dates.

Record Conditions

Select this option to clone the record conditions for each set member.

Related Records

Select this option to attach related records for each set member to the cloned record.

Status

Select the status that you want to apply to the cloned records.

Structure

Select this option to clone the structure for each set member.

Use Current Parcel Owner

Select this option to clone the owner of the primary parcel to the record owner. If you
do not select this option, Civic Platform clones existing record owners. Civic Platform
clones licensed professionals and contacts based on specifications in the associated
fields on the page.

Workflow Status

Select this option to clone the workflow status for each cloned set member.

Workflow Task Specific Info Select this option to clone the workflow task-specific information for each set
member.

Record Creation Field Descriptions
The following fields are available by default when creating a new record for a set.
Table 57: Create Record Field Descriptions
Create new Record SET

Generates a new record set from the records created from the parcel set.

New Record SET ID

The Record SET ID for the new record set in this field. This field becomes enabled
when you select the Create new Record SET option.

Parcels, Addresses, or
Owners Locked

Use to define record creation parameters. Options are:

| Sets | 515

Include: Generates records for all parcels independent of parcel or parcel address
current conditions.
Exclude: Generates records for all parcel set members except for parcels/parcel
addresses with a lock condition applied).
Reject: Generates records for all parcels set members except for parcels or parcel
addresses with a ‘Locked’ condition applied.
Pending or Disabled
Parcels

Use to define record creation parameters. Options are:
Include: Generates records for all parcels independent of parcel or parcel address
current status.
Exclude: Generates records for all parcel set members except for parcels/parcel
addresses with a status of Pending or Disabled.
Reject: Generates records for all parcel set members except for parcels/parcel
addresses with a status of Pending or Disabled.

Permit Type

Use to select the Permit Type required for the new Records.

Rejected Parcels SET ID

The Rejected Parcel Set ID name if you select the Reject option in the Parcels or
Addresses with Locks field or the Pending or Disabled Parcels field. The rejected
parcel set contains all the rejected parcels that were not used to generate records
because of a condition or status.

Payment Details for a Set
The following fields are available by default when working with payment details for a set.
Table 58: Payment Details for a Set
Amount

The total payment amount.

Bank Name

If you are receiving a credit card payment or check payment, this is the name of the
bank that issued the credit card or check.

CC Auth Code

If you are receiving a credit card payment, this is the credit card number.

CC Exp Date

If you are receiving a credit card payment, this is the credit card’s expiration date.

CC Holder Name

If you are receiving a credit card payment, this is the name of the credit card holder as
it appears on the credit card.

Check Holder’s E-mail

If you are receiving a check payment, this is the email address of the check holder.

Check Holder’s Name

If you are receiving a check payment, this is the name of the check holder.

Check Number

If you are receiving a check payment, this is the check number.

Check Type

The check type. For example, company or personal.

City

The city of the payor.

Comment

Comments to help identify or explain the reason for this payment. If there are any
special circumstances for this payment, indicate them here.

Country/Region

The country or region of the payor.

Driver’s License

The drivers license number of the payor.

Method

The payment method. For example, choose Cash, Check, or Credit Card.

Payor

The name of the payor.

Phone Number

The phone number of the payor.

Received

The manner in which the payment was received. For example, In Person, Mail, or Fax.

Reference #

If you are receiving a check payment, this is the check number.

State

The state where the payor resides.

| Sets | 516

Trust Account

The number or code that identifies the terminal where you are accepting payment.

Zip

The zip code of the payor.

Set Analysis Field Descriptions
The following fields are available by default for set analysis.
Table 59: Set Analysis Field Descriptions
All Fees Paid

The sum of all Record related fees with fully paid invoiced fee items.

Fees Overpaid

The sum of all Record related fees with fully paid invoiced fee items and unapplied
credits.

Fees Required

The sum of all Record related fees with at least one unpaid invoiced fee item.

Total Records

The total number of Records in the selected set of sets.

Total Fee Applied

The sum of all the applied fees for Record set members.

Total Fee Invoiced

The sum of all invoiced fees for Record set members.

Total Invoice Balance

The difference between the amount of money invoiced and the amount of money
applied: the balance due.

Total Job Value

The total job value for all Records.

Payment Processing Fields
The following fields are available by default when processing payments for a set.
Table 60: Payment Processing Fields
All Fees Paid

The sum of all Record related fees with fully paid invoiced fee items.

Cashier ID

The ID number for the cashier conducting the session.

Date

The cashier session date.

Set Member Records

The total number of Record set members in the set of sets.

Terminal #

The terminal number for the current cashiering session.

Total Balance

The total balance for all set of set Record members less the total credits.

Total Credits

The total accumulated credits for all set of set Record members.

Total Fee Applied

The sum of all the records for which fees have been applied, or paid.

Total Fee Assessed

The sum of all assessed fees, including invoiced and non-invoiced fees, for each
record member in the selected set of sets.

Total Fee Invoiced

The amount of all invoiced fees for each Record member in the set of sets

Total Invoice Balance

This column displays the difference between the invoiced fees and the applied, or
paid, fees.

Transactions

Use the check boxes under this heading to select Set payments to void.

Valuation

The total job value for all Record set members.

Fee Items Pay Fields
The following fields are available by default when paying fee items for a set.

| Sets | 517

Table 61: Fee Items Pay Fields
Amount Per Record

This is the amount you want to apply to each invoiced fee item for each Record
member. When you enter an amount in this field, Civic Platform automatically
calculates the Record count, Payment Amount, and Total.

Record Count

The total number of Records that will receive payment.

Fee

The total fee amount.

Fee Code

The code that indicates the type of fee assessed.

Fee Item

The description of the fee item.

Outstanding

The total outstanding balance on invoiced fee items for all Record members.

Paid

The total amount paid on invoiced fee items for all member Records.

Payment Amount

This field is auto-populated based on the amount you enter in the Amount Per Record
field.
For example, if you have a Fire Code Inspection fee for two Records with an unpaid
amount of $100.00 and you enter $50.00 in the Amount Per Record field, then the
Record Count field indicates that the two Records will receive payment and the
Payment Amount field displays $100.00, which is the total amount to be applied:
$50.00 for each Record.
If you have multiple Records with the same fee item and you apply less than invoiced
amount, then Civic Platform applies the amount to the first Record in the list of Record
set members; the amount is not split between the two Records.

Quantity

The total number of invoiced fee items for Records in the selected set of sets.

Apply Partial Payment Fields
The following fields are available by default when working with partial payments on a set.
Table 62: Apply Partial Payment Fields
Apply Credit

The is a credit amount to be applied to a specific invoice item. You can only enter
credits in this field that are equal to or less than available credits.

Apply Payment

This field populates based on the Standard Choice
FULL_PAY_ALLOCATION_OPTIONS. When the Standard Choice Value is set to
Automatic, fees display and process based on priority. When the Standard Choice
Value is set to Standard, fees display and process starting with the first on the list. The
Full Paybutton reallocates amounts in the Apply Credits and Apply Payments fields
based on the Standard Choice settings.

Available Credit

This field displays available credit for each set of sets Record member with
outstanding invoiced fee items.

Fee

The amount to be paid.

Fee Code

The code representing the type of fee assessed.

Fee Item

The description of the fee item.

Invoiced Date

The date the fee item was invoiced.

Invoice #

The fee item invoice number.

Outstanding

The unpaid amount on the invoiced fee item.

Paid

The amount paid towards the invoiced fee item.

Payment Period

The payment period for the invoiced fee item.

Priority

The priority level of the invoiced fee item.

| Sets | 518

Quantity

This field indicates the quantity of invoiced fee items for individual Records.

Record ID

The ID number for the Record with outstanding invoiced fee items.

Fee Analysis Fields
The following fields are available by default when working with fee analysis on a set.
Table 63: Fee Analysis Field Descriptions
Record ID

This field displays the Record ID or Alternative ID for all Record members in the
selected set of sets.

Total Fee Applied

The sum of the applied amounts for each Record member in the selected set of sets.

Total Fee Assessed

The sum of all assessed fees, including invoiced and non-invoiced fees, for each
Record member in the selected set of sets.

Total Fee Invoiced

The amount of all invoiced fees for each Record member in the set of sets.

Total Invoice Balance

This column displays the difference between the invoiced fees and the applied, or
paid, fees.

| Structures and Establishments | 519

Structures and Establishments
Choose a topic from the list below to learn more about working with structures and establishments.
Related Links
Structures and Establishments Overview
Creating a Structure or Establishment
Viewing or Editing a Structure or Establishment
Deleting a Structure or Establishment
Activating an Inactive Structure or Establishment
Associating Reference Data to Structures and Establishments
Examining Structure and Establishment Details

Structures and Establishments Overview
A structure is a physical building or building improvement, such as a mall, an apartment complex, or an
office building. You can set up structure records to track the relationships between structures and the
addresses, parcels, and owners they have an association with, as well as the records they have a link to.
An establishment is an entity within a structure; for example, an individual store that leases space in a
shopping mall. Establishments may have different APO data from the structures they occupy, so Civic
Platform allows users to link address, parcel, and owner information to individual structure records and
establishment records, enabling users to track the relationship between structures and establishments.
Users can also associate applications to structure records and establishment records.

Creating a Structure or Establishment
You can create a structure or establishment record as needed. This is particularly useful if your agency
wants to track the different shops within a shopping mall or the various apartment owners within a large
apartment building.
To create a structure or establishment
1. Navigate to the Structures and Establishments portlet.
Civic Platform displays the Structures and Establishments list portlet.
2. Click New.
Civic Platform displays a detail form.
3. Complete the following required fields:
Group

Choose either Structure or Establishment.

Type

Choose a structure type based on the group you selected.

Civic Platform displays a portlet containing the fields associated with the Group and Type you selected.
4. Complete the form with available data. See Structure and Establishment Fields for field definitions.
5. Click Submit.
Civic Platform creates the structure or establishment.

| Structures and Establishments | 520

Viewing or Editing a Structure or Establishment
1. Navigate to the Structures and Establishments portlet.
Civic Platform displays the Structures and Establishments list portlet.
2. Click Search.
3. Enter search criteria as needed, then click Submit.
Civic Platform returns a list of structures and establishments meeting your search criteria.
4. Click the hyperlinked name of the structure or establishment record you want to view.
Civic Platform displays the appropriate structure or establishment record detail.
5. Modify fields as needed. See Structure and Establishment Fields for field definitions.
6. Click Save.

Deleting a Structure or Establishment
When you delete a structure or establishment, Civic Platform preserves the record and its information but
sets its status to Inactive. You can still search for the record, edit it, and activate it, and the deleted records
are still accessible under the records that are using them.
If you want to delete a structure that has establishments associated to it, Civic Platform will ask if you want
to delete the structure only or the structure and its associated establishments.
To delete a structure or establishment
1. Navigate to the Structures and Establishments portlet.
Civic Platform displays the Structures and Establishments list portlet.
2. Click Search.
3. Enter search criteria as needed, then click Submit.
Civic Platform returns a list of structures and establishments meeting your search criteria.
4. Select the structure or establishment you want to delete.
5. Click Delete.
If you have chosen to delete a structure that has one or more establishments associated to it, a dialog
box displays, asking if you want to delete the structure and its associated establishments.
Click Yes to delete the structure and establishments. Click No to delete only the structure.
Civic Platform deletes the selected object(s).

Activating an Inactive Structure or Establishment
When you delete a structure or establishment record, both the record and its information are saved in the
database with status = Inactive. You can search for and re-activate a deleted structure or establishment
record.
To reactivate an inactive structure or establishment
1. Find the structure or establishment you want to reactivate. See Viewing or Editing a Structure or
Establishment for instructions.
Civic Platform returns a list of records that match your search criteria.
2. Click the hyperlinked name of the desired structure or establishment.
Civic Platform displays the Structure or Establishment detail portlet.

| Structures and Establishments | 521

3. Set the Status field to Active.
Civic Platform reactivates the object and adds it to your Structures and Establishments list portlet.

Associating Reference Data to Structures and Establishments
Once you have created structure and establishment records, you can associate reference data to them.
Address, Parcel, and Owner data are necessary for managing and maintaining properties, and you can
attach APO data to structure and establishment records.
You can also associate structure and establishment records to one another. If your agency is managing
a mall structure, for example, you can associate all the establishment records for the stores contained in
the mall to the mall structure record. You can perform this association task in either the structure or the
establishment record.
Your agency can configure Civic Platform so that when a structure is associated to an establishment, or an
establishment to a structure, the APO data associated to that structure or establishment are automatically
added to the associated structure or establishment. Once the two records are associated, however, APO
data are added and removed independently for the structure and establishment. Adding or removing data
from one will not affect the data contained in the other.
Topics
•

Adding a Condition

•

Removing a Condition

•

Associating a Parcel

•

Removing a Parcel

•

Associating an Address

•

Removing an Address

•

Associating an Owner

•

Removing an Owner

•

Associating a Record

•

Removing a Record

•

Associating a Structure or Establishment

•

Removing a Structure or Establishment

•

Associating Structures and Establishments to Records

Adding a Condition
A condition is a requirement surrounding a structure or establishment. It displays in the record to show that
some requirement has not been met. You can configure a condition to lock or hold a record or to provide a
notice. For example, you may want to notify users when a scheduled inspection has not been completed.
For detailed information on conditions, see Conditions .
You can create a new condition for the structure or establishment or use a standard condition associated to
the structure and establishment group or type.
To add a new condition to a structure or establishment

| Structures and Establishments | 522

1. Find and open the structure or establishment record for which you want to associate a condition. See
Viewing or Editing a Structure or Establishment.
2. Click the Conditions tab.
3. Click New.
Civic Platform displays the New Condition portlet.
4. Complete the fields with available data. See Conditions Form Fields for field definitions.
5. Click Submit.
Civic Platform applies the standard condition and displays the conditions for the selected application or
application component on the tab.
To add a standard condition to a structure or establishment
1. Find and open the structure or establishment record for which you want to associate a condition. See
Viewing or Editing a Structure or Establishment.
2. Click the Conditions tab.
3. Click New.
Civic Platform displays the New Condition portlet. Depending on your administrator’s settings, some of
the available fields may display the Standard Condition hyperlink and data picker.

4. Click the Standard Condition hyperlink.
Civic Platform displays the Standard Condition search portlet.
5. Enter search criteria, then click Submit.
Civic Platform returns a list of standard conditions that match your search criteria.
6. Click the button next to the standard condition you want to attach to the structure or establishment.
Civic Platform auto‑populates the New Condition form with the values from the standard condition you
selected.
7. Click Submit.
Civic Platform adds the condition to the record.

Removing a Condition
1. Find the structure or establishment from which you want to remove a condition. See Viewing or Editing
a Structure or Establishment.

| Structures and Establishments | 523

2. Click the Conditions tab.
Civic Platform displays the Structures and Establishments portlet.
3. Select the condition you want to remove.
4. Click Delete.
Civic Platform removes the condition from the record.

Associating a Parcel
Associating a parcel to a structure is different than associating a parcel to an establishment. When an
establishment is associated to a structure, for example a clothing store located in a mall, that establishment
cannot occupy a parcel of land not occupied by the structure. So while you can associate any parcel to a
structure record, you are limited in the parcels you can associate to an establishment.
Topics
•

Associating a Parcel to a Structure

•

Associating a Parcel to an Establishment

Associating a Parcel to a Structure
You can associate any parcel record to a structure record. You are not limited by any associated
establishments.
Note:
Depending on your agency’s settings, any parcel record associated to a structure populates in or is removed
from a record when an associated structure is added to or deleted from the record. The information can
be added or removed either automatically or following a prompt. This is controlled by agency settings, so
contact your agency administrator if you have questions about synchronizing reference data.

To associate a parcel to a structure
1. Find the structure or establishment to which you want to associate a parcel. See Viewing or Editing a
Structure or Establishment.
2. Click the Parcels tab.
3. Click Look Up.
Civic Platform displays the Parcel Look Up portlet.
4. Enter search criteria as needed then click Submit.
Civic Platform returns a list of parcels that match your search criteria.
5. Select the parcel(s) you want to associate to the structure or establishment.
6. Click Select.
7. Click Submit.
Civic Platform adds the parcel(s) to the structure or establishment record.

Associating a Parcel to an Establishment
When an establishment is associated to a structure, you can only add the structure’s parcel information
to the establishment record. When an establishment is associated to more than one structure, you can
choose which structure to select parcel information from.

| Structures and Establishments | 524

Note:
Depending on your agency’s settings, any parcel record associated to a structure populates in or is removed
from a record when an associated structure is added to or deleted from the record. The information can
be added or removed either automatically or following a prompt. This is controlled by agency settings, so
contact your agency administrator if you have questions about synchronizing reference data.

To add a parcel to an establishment not associated to a structure, see Associating a Parcel to a Structure.
To associate a parcel to an establishment
1. Find the establishment to which you want to associate a parcel. See Viewing or Editing a Structure or
Establishment.
2. Click the Parcels tab.
3. Click Look Up.
•

If the establishment is associated to multiple structures, Civic Platform displays the structure(s) to
which the establishment is associated.
1. Select the structure with the parcel information you want to import.
2. Click Select.
Civic Platform displays the parcels associated to that structure.

•

If the establishment is associated to one structure, Civic Platform displays the list of parcels
associated to that structure.

•

If the establishment is not associated to a structure, follow the procedure described in Associating a
Parcel to a Structure.

4. Select the parcel(s) you want to associate to the establishment record.
5. Click Select.
Civic Platform adds the parcel information to the establishment record.

Removing a Parcel
1. Find the structure or establishment to which you want to associate a parcel. See Viewing or Editing a
Structure or Establishment.
2. Click the Parcels tab.
3. Select the parcel you want to remove.
4. Click Delete.
Civic Platform removes the parcel from the structure or establishment record.

Associating an Address
When an establishment is associated to a structure, you can only add the addresses associated to the
structure to the establishment. Any address can be associated to a structure or to an establishment not
associated to a structure.
Note:
Depending on your agency’s settings, any address record associated to a structure or establishment
populates in or is removed from a record when the associated structure or establishment is added to or

| Structures and Establishments | 525

deleted from the record. The information can be added or removed either automatically or following a
prompt. This is controlled by agency settings, so contact your agency administrator if you have questions
about synchronizing reference data.

Topics
•

Associating an Address to a Structure

•

Associating an Address to an Establishment

Associating an Address to a Structure
1. Find the structure to which you want to associate an address. See Viewing or Editing a Structure or
Establishment.
2. Click the Address tab.
Civic Platform displays the Addresses portlet.
3. Click Look Up.
4. Enter search criteria as appropriate, then click Submit.
Civic Platform returns a list of addresses that match your search criteria.
5. Select the addresses you want to associate with the structure.
6. Click Select.
Civic Platform adds the address to the structure.

Associating an Address to an Establishment
When an establishment is associated to a structure, you can only add the address information associated
to that structure to the address. If the establishment is associated to multiple structures, you can choose
which structure’s address information to add to the establishment.
To add a parcel to an establishment not associated to a structure, complete the tasks described in
Associating an Address to a Structure.
To associate an address to an establishment
1. Find the establishment to which you want to associate an address. See Viewing or Editing a Structure
or Establishment.
2. Click the Address tab.
Civic Platform displays the Addresses portlet.
3. Click Look Up.
•

If the establishment is associated to multiple structures, Civic Platform displays the structure(s) to
which the establishment is associated.
1. Select the structure with address information you want to import.
2. Click Select.
Civic Platform displays the addresses associated to that structure.

•

If the establishment is associated to one structure, Civic Platform displays the list of addresses
associated to that structure.

| Structures and Establishments | 526

•

If the establishment is not associated to a structure, follow the procedure described in Associating an
Address to a Structure.

4. Select the addresses you want to associate with the establishment record.
5. Click Select.
Civic Platform adds the address information to the establishment record.

Removing an Address
1. Find the structure or establishment from which you want to remove an address. See Viewing or Editing
a Structure or Establishment.
2. Click the Address tab.
Civic Platform displays the Addresses portlet.
3. Select the address you want to remove.
4. Click Delete.
Civic Platform removes the address from the structure or establishment.

Associating an Owner
1. Find the structure or establishment to which you want to associate an owner. See Viewing or Editing a
Structure or Establishment.
2. Click the Owner tab.
Civic Platform displays the Owners portlet.
3. Click Look Up.
4. Enter search criteria as appropriate, then click Submit.
Civic Platform displays a list of owners that match your search criteria.
5. Select the owner(s) to be added to the structure or establishment record.
6. Click Select.
Civic Platform adds the owner(s) to the structure or establishment record.

Removing an Owner
1. Find the structure or establishment from which you want to remove an owner. See Viewing or Editing a
Structure or Establishment.
2. Click the Owner tab.
Civic Platform displays the Owners portlet.
3. Select the owner you want to remove from the structure or establishment.
4. Click Delete.
Civic Platform removes the owner from the structure or establishment.

| Structures and Establishments | 527

Associating a Record
You may want to associate records to your structure and establishment records to keep track of pending
applications or inspections.
To associate a record to a structure or establishment
1. Find the structure or establishment to which you want to associate a record. See Viewing or Editing a
Structure or Establishment.
2. Click the Records tab.
3. Click Look Up.
4. Enter search criteria as appropriate, then click Submit.
Civic Platform displays a list of owners that match your search criteria.
5. Select the record you want to add to the structure or establishment record.
6. Click Select.
Civic Platform adds the record(s) to the structure or establishment record.

Removing a Record
1. Find the structure or establishment from which you want to remove a record. See Viewing or Editing a
Structure or Establishment.
2. Click the Record tab.
3. Select the record you want to remove from the structure or establishment.
4. Click Delete.
Civic Platform removes the record(s) from the structure or establishment.

Associating a Structure or Establishment
In order to track complex properties that contain multiple establishments, you can create structures
and associate multiple establishment records to them or vice versa. You can only associate structures
and establishments, however; you cannot associate structures to structures or establishments to
establishments.
Depending on your agency’s settings, APO data associated to an establishment may populate a structure
when the establishment is associated to it. This may occur automatically or you may be prompted to allow
it.
To associate a structure or establishment
1. Find the structure or establishment to which you want to associate another structure or establishment.
See Viewing or Editing a Structure or Establishment.
2. Click the Structures & Establishments tab.
Civic Platform displays the Structures and Establishments portlet.
3. Click Look Up.
4. Enter search criteria as appropriate, then click Submit.
Civic Platform returns a list of structures or establishments that match your search criteria.
5. Select the structure or establishment you want to associate.

| Structures and Establishments | 528

6. Click Select.
Civic Platform adds the structure(s) or establishment(s) to the structure or establishment record.

Removing a Structure or Establishment
Deleting an establishment associated to a structure or a structure associated to an establishment does not
delete the record or its information from the database. Rather, it deletes the relationship between the two
records. You can still search, edit, and associate the deleted structure or establishment record.
To remove a structure or establishment
1. Find the structure or establishment to which you want to associate another structure or establishment.
See Viewing or Editing a Structure or Establishment.
2. Click the Structures & Establishments tab.
Civic Platform displays the Structures and Establishments portlet.
3. Select the structure or establishment you want to remove.
4. Click Delete.
Civic Platform removes the structure(s) or establishment(s).

Associating Structures and Establishments to Records
Users may want to associate structures or establishments directly to an existing record or to a new record.
You can do this either through the record or through the Application Intake Form.
For information on completing the Structures and Establishments sections of the application form, see
Working in the Structures or Establishments Section.
To add structures and establishments from a record
1. From the Record list portlet, select the record you want to work with.
The Record detail portlet displays.
2. Click the Structures and Establishments tab
3. Click Look Up.
4. Enter search criteria as appropriate, then click Submit.
Civic Platform returns a list of structures and/or establishments matching your search criteria.
5. Select the structures and/or establishments you want to associate to the record.
6. Click Select.
Civic Platform adds the structure(s) and/or establishment(s) to the record.
If there are conditions applied to any of the selected structures or establishments, Civic Platform
displays them in a pop‑up window.

| Structures and Establishments | 529

Examining Structure and Establishment Details
The following table lists and define the default fields available in the different interfaces you will encounter
when working with structures and establishments.

Structure and Establishment Fields
This table lists and defines the default fields that may be available to you as you work with structure and
establishment records.
Table 64: Structure and Establishment Fields
Group

This is the group of objects you want to work with.

Type

This is the type of structure or establishment (depending on which group is selected).
Each type has attribute fields associated with it that display when you select that type.

ID

This is the ID number of the structure or establishment.

Name

This the name of the structure or establishment.

Status

This is the status of the structure or establishment. Options vary by agency.

Status Date

This a date range during which the structure or establishment you are searching for
had a specified status.

Land Use

This defines how the land is used. Options vary by agency.

Description

This is a narrative description of the structure or establishment.

X Coordinate

The location of the structure or establishment on the horizontal axis of a land grid, if
your agency uses this type of mapping.

Y Coordinate

The location of the structure or establishment on the vertical axis of a land grid, if your
agency uses this type of mapping.

Height

The height of the structure or establishment.

Date Built

A date range during which the structure or establishment you are searching for was
built.

Front Dimension

The dimensions of the structure or establishment’s facade.

Rear Dimension

The dimensions of the structure or establishment’s rear surface.

Side Dimension 1

The dimensions for one of the structure or establishment’s side surfaces.

Side Dimension 2

The dimensions for one of the structure or establishment’s side surfaces.

Total Floors

The number of floors in the structure or establishment.

1st Floor Area

The total area of the first floor of the structure or establishment.

Total Floor Area

The total area of all the floors in the structure or establishment.

# of Rooms

The total number of rooms in the structure or establishment.

Baths

The total number of bathrooms in the structure or establishment.

Beds

The total number of bedrooms in the structure or establishment.

Garage

This indicates whether the structure or establishment has garage facilities.

Pool

This indicates whether the structure or establishment has a swimming pool.

Floor

The floor number on which the structure or establishment is located.

# of Employees

The total number of employees of the structure or establishment.

# of Residential Units

The total number of residential units in the structure or establishment.

| Structures and Establishments | 530

% of Structure

The percentage of the structure’s area taken up by the establishment.

Parcel(s) Area

The area of the parcel or parcels taken up by the structure or establishment.

% of Parcel(s) Area Used
by Structure

The percentage of the parcel or parcels occupied by the structure.

Record Status

The status of the record. Options include Active or Inactive.

| Time Accounting Tracker | 531

Time Accounting Tracker
Choose a topic from the list below to learn more about working with time accounting.
Related Links
Time Accounting Overview
Creating a Time Accounting Record
Examining the Time Accounting Details

Time Accounting Overview
Use the Time Accounting module to track the amount of time spent in performing your daily tasks, the
descriptions and costs of materials used while performing those tasks, and the usage of vehicles related to
the tasks performed.
Time Accounting information is captured in two contexts.
•

Time and materials that are required to process applications. As employees log their activity in the time
accounting tracker, the agency can calculate the fees and charges and apply them to the application in
“real time”. For example, an agency can track the time a user spends on a particular process or group
of processes.

•

Agencies can record costs relating to time and materials that are not directly related to processing any
specific information. This information is entered for reporting purposes only.

Users access to functionality is set by the agency administrator. There are three user levels: administrator,
supervisor, and user. Users with administrator privileges can view and edit any records for which any
other user has access. Supervisors can view and edit any records within their user group. Users without
administrator or supervisor privileges can only view or edit their own records.
The Access Mode column allows the administrator to inform the current user what type of access the user
has to each time an entry type displayed in the list. Valid values are:
N

User cannot delete or make changes to the entry.

D

User may delete this entry.

E

User can make changes to any of the fields that are not displayed as read-only.

DE

The user may delete this entry or make changes to any of the fields that are not displayed as read-only.

Creating a Time Accounting Record
You can create a new time accounting record for each application. You can create records for multiple
applications at one time. For example, an inspector completes four electrical inspections, and enters the
documentation for all four at one time.
You can access the time accounting portlet from the home page, or from an entity (for example, a record,
or a condition assessment).
To create a Time Accounting record
1. Open the Time Accounting portlet using one of the following approaches:
•

Navigate to the Time Accounting portlet.

| Time Accounting Tracker | 532

Note:
If you want to add time accounting for inspections or workflow with the enhanced time tracker feature,
you must take this approach. The workflow or inspection portlet only allows you to record the time
spent.

•

Navigate to the record portlet, open the record you want to add time accounting, and then click the
Time Accounting button in the Record tab.

•

Navigate to the Record portlet, open the detail form for an activity in a record, and then click the
Time Accounting button.

•

Navigate to the Condition Assessment portlet, open the condition assessment you want to add time
accounting, and then click the Time Accounting button in the Detail tab.

•

Navigate to the Work Order portlet, go to the Work Order Task tab, and click the link in the Time
Accounting column at a work order task.

2. Click New.
Civic Platform displays the time accounting entry form.

3. Complete the fields with available data. See Time Accounting Fields for field definitions.
4. As necessary and if available, you can directly add equipment costs and material costs that occurred
during the time accounting period.
a. Click Add in the Equipment/Materials section.
Civic Platform adds a new row to the list of equipment/materials cost.

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b. Complete the fields with available data. See Equipment and Material Cost Fields for a list of fields
and definitions.
c. Click either Add to add more rows, or select a row and click Remove to remove it.
5. To add another record, click Add, and repeat steps 3 and 4.
Civic Platform adds another time accounting record in the detail portlet.
6. Select the records you want to save, and click Submit.
Civic Platform saves the time accounting records.

Examining the Time Accounting Details
The table below lists and defines the fields that may be available on the Time Accounting portlet. Fields are
listed in alphabetical order (default names are used).
Topics
•

Time Accounting Fields

•

Equipments and Material Cost Fields

Time Accounting Fields
Table 65: Time Accounting Fields
Billable

Defines whether the agency can bill for this type.

Cost

If you set 0 or empty in Hourly Rate, you can enter a value for this Cost field. If there
is no time value in Detail Time Elapsed, Civic Platform calculates the cost with the
following formula:

Cost = Hourly Rate * Percent * Time Elapsed
If you specify time value in Detail Time Elapsed, Civic Platform calculates the cost with
this formula:

Cost = Hourly Rate * Percent * (Cost Factor #1 * Detail
Time Elapsed #1 + Cost Factor #2 * Detail Time Elapsed
#2 +...+ Cost Factor #n * Detail Time Elapsed #n)
Cost of Materials

The total cost for the materials used.

Created By

The agency user who added the record. Read-only field.

Created Date

The date when you created the record. Read-only field.

Date Logged

The date that the time accounting record is logged.

Detail Time Elapsed

The time spent by cost factors for the time accounting.
Note:
Civic Platform validates that the total time given to each cost factor is equal to
the time in the Time Elapsed field.

End Miles

The number listed on the odometer on the agency vehicle at the end of your use.

End Time

The time in the End Time fields that you finished work on the application. The
application validates that the elapsed time equals to the difference between the start
and end time.

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Entity

The actual entity (activity, condition assessment, inspection, workflow, or work order
task) you are creating the time accounting record for.

Entity Type

The entity type. If none of the options are applicable, select N/A.

Hourly Rate

The hourly rate, according to the user’s profile. The user can enter a positive or
negative value. If the user has access to edit the field, the rate specified by the agency
for the Time Accounting type displays. If the field is read-only, the default value is 0.0.

Materials

The materials used for this application.

Notation

Comments about the application.

Percent

The percentage point for calculating the cost. 50 stands for 50%, 80 stands for 80%,
and 150 stands for 150%. Specially, both 0 and 100 stand for 100%.

Reference Record

The reference record for which you create the time accounting. You can further select
the actual entity (activity, workflow, and so forth) in the Entity field. Leave the field as
N/A if no reference record is applicable.

Start Miles

The number listed on the odometer on the agency vehicle at the beginning of your
use.

Start Time

The Start Time fields that you began work on the application. The application validates
that the elapsed time equals to the difference between the start and end time.

Time Accounting Group

The time accounting groups which the user(s) in the User ID field has permission to
view or edit.

Time Accounting Type

The time accounting types within the selected time accounting group which the user(s)
in the User ID field has permission to view or edit.

Time Elapsed

The time that you want to log for the time accounting. If you enter the Start Time and
End Time, the total time between the recorded Start and End times automatically
populates in this field.

Total Miles

The number of miles logged on the agency vehicle you used during this application.

User ID

The user identification for the individual you are creating the time accounting for. If you
select multiple users in the field, you can only select a time accounting type from the
Time Accounting Type field that applies to all the selected users. When you submit the
time accounting entry, Civic Platform saves the same entry for all users.

Vehicle ID

Select the identification number from the drop-down list for agency vehicles used
during this activity. Users can only enter Vehicle IDs if the vehicle was not used for
activities related to a specific Time Accounting type.

Equipments and Material Cost Fields
Table 66: Equipment and Material Cost Fields
Cost

The field is read-only. Civic Platform automatically calculates the cost according to the
formula below:

Total Cost = Fixed Rate + Unit Rate * (Cost Factor #1 *
Quantity #1 + Cost Factor #2 * Quantity #2 +...+ Cost
Factor #n * Quantity #n)
Cost Item

The cost item.

Cost Date

The date when the cost occurred.

Cost Type

The appropriate cost type, such as: contract, employee, materials.

| Time Accounting Tracker | 535

Fixed Rate

The fixed cost amount to use for the cost item, identified with the unit of measure as
hours, dollars, and so forth. The field can display a default unit rate that your agency
administrator configured. You can change the value as needed.

Quantity

The quantity of items, by cost factors, included in this cost item. The field displays only
one cost factor by default, which is the default cost factor of the cost item, or the first
cost factor configured in the Standard Choice COST_FACTOR where no default cost
factor exists. You can click the down arrow below the cost factor field to view more
cost factors, and enter values for one or more cost factors.

Unit of Measure

The unit of measure for the cost item.

Unit Rate

The unit cost amount to use for the cost item. The field can display a default unit rate
that your agency administrator configured. You can change the value as needed.

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Assets
Choose a topic from the list below to learn more about working with assets.
Related Links
Asset Overview
Examining Asset Details
Creating a New Asset
Viewing Assets
Updating Asset Details
Setting an Asset Display Image
Printing an Asset
Cloning an Asset
Managing Associated Parts
Managing Linked Assets
Viewing the Asset Condition Assessment History
Viewing PM Schedules for an Asset
Managing Asset Usage
Managing Asset Depreciation Values
Managing Asset Cost Rates
Working with Asset Conditions
Working with Asset Ratings
Managing Asset Contacts
Working on the Asset Calendar

Asset Overview
Assets can be any object that an agency owns or maintains, such as fire hydrants, valves, manholes,
street signs, trucks, desks, buildings, parking lots, and telephone lines.
When managing assets, you might need to schedule a truck with an aerial lift, identify the fire hydrants that
are due for maintenance, inventory the office equipment, or respond to a request for street signs in a new
subdivision.
There are three classifications of assets:
•

Lines are assets connected to a node. Examples of lines are water lines, electrical wires, sidewalks,
roads, curbs, gutters, telephone wires, and utility tunnels beneath city streets. Lines stretch through
your agency connecting nodes.

•

Nodes are assets that connect the lines in an agency. Nodes include hydrants, joints in water lines,
electrical substations, sewer drains, manholes, traffic lights at intersections, and other elements that
connect the lines in your agency.

| Assets | 537

•

Components are assets that are free of lines and nodes. Rather than connecting other assets together,
they are often independent or mobile objects such as buildings, vehicles, tools, and equipment.

The first step to working with any asset is to create or locate its record in Civic Platform. Once you have the
asset you want to work with, you can calculate its depreciation values, schedule preventive maintenance,
submit a work order, or do any other tasks with the asset.
Note:
A work order is the basic record used in Civic Platform. A Work Order ID is the work order identification
number. The term record may be used in place of work order.

Your Civic Platform environment and the tasks you perform depend on your agency’s implementation
package and the way your agency administrator sets up Civic Platform, including access permissions
assigned to your Accela User Name.

Creating a New Asset
You may need to create a new asset in Civic Platform when your agency acquires any new equipment or
asset. There are several components that may apply to an asset, including linked assets, addresses, work
orders, associated files, and details about the asset itself.
Your system administrator determines which fields are available for each asset that you create. These
fields vary as much as assets vary. You may have fields for length, width, diameter, and material for pipes
and water line material. Other fields may be more appropriate for a building or a vehicle.
When you create an asset, be certain that you put it in the right group with similar assets. There are three
classifications of assets:
•

Lines include water lines, electrical wires, sidewalks, roads, curbs, gutters, telephone wires, and utility
tunnels beneath city streets. Lines stretch through your agency connecting nodes.

•

Nodes include hydrants, joints in water lines, electrical substations, sewer drains, manhole covers,
traffic lights at intersections, and other elements that connect the lines in your agency.

•

Components are assets that are free of lines and nodes. Rather than connecting other assets together,
they are often independent or mobile objects such as buildings, vehicles, tools, and equipment.

Depending on your setup, you may be able to search for information that you want to enter on a new asset.
For example, you may be able to search existing assets rather than manually entering asset information.
You can specify the value for an asset and then start to track its depreciations. For information on asset
depreciation calculation, see Managing Asset Depreciation Values.
To create an asset
1. Navigate to the Assets portlet.
Civic Platform displays the Asset list portlet.

| Assets | 538

2. Click New.
Civic Platform displays the new asset detail form below the list portlet.
3. Choose Asset Group, followed by Asset Type.
Civic Platform displays the fields that apply to the asset.
4. To calculate depreciation value, complete the fields: start value, date of service, useful life, and salvage
value.
5. Complete the fields with available data.
6. Click Save.
Civic Platform updates the Asset list portlet.

Viewing Assets
You can quickly access assets from the asset list portlet, and view the details of each asset from this list
by selecting the Asset ID. To view additional information on the asset such as addresses, work orders,
linked assets, attached documents, preventative maintenance schedules, usages, conditions, condition
assessments, ratings, and associated parts, use the record tabs available after selecting the asset.

| Assets | 539

Figure 21: Asset List and Detail Portlet
A

Asset ID link. Click the link to the Asset ID of the asset you want to view.

B

Asset ID. The Asset ID displays at the top of the asset details portlet.

C

Record tabs. Data is organized in tabs. You can click any tab to see that data.

To view assets
1. Navigate to the Assets portlet and use Search to locate the asset record you want to view. Click the
asset ID link in the Asset ID column.
Civic Platform displays the asset details.
2. To update an asset, see Updating Asset Details.

Searching for an Asset
An agency may have thousands of assets. You can quickly filter your assets list by selecting your asset
group and asset type from the drop‑down menus in the Asset List portlet and clicking the Filter button. Or,
use a search to enter any information that you know about the asset.
Civic Platform allows you to search assets by asset details, asset addresses, associated work order
details, as well as rating types and attribute fields associated to your selected asset type. If you want to
view the list of fire hydrants around a school, you may begin your search by identifying the asset type as
Hydrant. Since you know the location of the school, you could enter the city, zip code, street, and any other
fields narrowing the search.
If you lack the asset detail information, but want to get all the assets that have due work orders in the next
week, you just enter the work order scheduling details and perform the asset search.
To search for an asset
1. Navigate to the Assets portlet.
Civic Platform displays the Asset list portlet.
2. To quickly filter your list, use the Asset Group, Asset Type, Asset ID, Attribute Name, and Attribute
Value drop‑down menus at the top of the page to filter the list of assets.

| Assets | 540

Select a value from one or more of the drop‑down lists and click Filter.
Civic Platform returns a list of assets that match your filter criteria.
3. To perform a search, click Search.
Civic Platform displays the Asset Search portlet.
The available search fields are a combination of asset detail fields, address fields and work order fields.
After you select an asset type, the rating types and attribute fields associated to the asset type also
display as search fields at the end of the page.
You can choose what fields to display and group the fields as necessary with the Edit View feature. For
more information on Edit View, See Editing Your View.
4. Complete any of the fields that display.
For a description of the asset detail fields, see Asset Fields.
For a description of the address fields, see Table 85: Address Fields.
For a description of the work order fields, see Work Order Fields.
5. After you enter all the desired search parameters, click Submit.
Civic Platform returns a list of all assets that match your search criteria.
If you specify some work order fields as the search criteria, Civic Platform returns a list of all assets that
associate with the specified work orders.

Updating Asset Details
You have the options to update asset details individually or as a group. If you select several assets and
request to update them as a group, you can only update the fields that are common to all the selected
asset types.
Topics
•

Updating a Single Asset

•

Updating Multiple Assets

Updating a Single Asset
You can update asset details as necessary. For example, update the last service date of a vehicle, or
modify the speed or capacity of a computer after its upgrade. You may also change the address of an
asset.
To update a single asset
1. Navigate to the Assets portlet and use Search to locate the asset record you want to update. Click the
asset ID link in the Asset ID column.
Civic Platform displays the asset details.
2. Click the Asset Detail tab.
3. Complete the fields with available data. See Asset Fields for field definitions.
4. Click Save.
Civic Platform saves your information and refreshes the asset list so that it reflects the changes.

| Assets | 541

Updating Multiple Assets
Occasionally, you may find that you need to update several assets with the same information. For
example, several streetlights, or a variety of assets in different parts of town may all be put into service on
the same day. Civic Platform allows you to save time and improve data accuracy by updating a group of
assets at once.
To update group asset details
1. Navigate to the Assets portlet and use Search to locate the assets that need to be updated (see
Searching for an Asset).
Civic Platform displays a list of assets matching your search criteria.
2. Select the assets you want to update. You may select assets of the same type, or of different types.
3. Hover your mouse on Menu to display a command menu, then select Group Update.

4. Complete the fields common to the selected asset types. Notice that when assets of the same type are
selected, such as a group of street lights, additional attributes or attribute tables display that are specific
to the asset type. For a description of the attributes and attribute tables, see Asset Fields.
5. Click Save.
Civic Platform saves your information and refreshes the asset list so that it reflects the changes.

Setting an Asset Display Image
Customize the asset detail view by setting a display image for an asset record. When you upload an image
of the asset, you can select that image file to display in the asset record. Users can view the asset’s image
in the asset record detail tab as well as in the linked asset detail view. This allows users to visually identify
assets and linked assets without leaving the asset detail view.
For information on uploading image files, see Attaching Files. For information on linked assets, see
Managing Linked Assets.
To set an asset display image
1. Navigate to the Assets portlet and locate the asset record you want to work with (see Searching for an
Asset).
Civic Platform displays a list of all of the assets currently assigned to you.
2. Click the asset ID link for the asset record for which you want to set a display image.
Civic Platform displays the asset details.
3. Click the Documents tab.
Civic Platform displays the Asset Documents.

| Assets | 542

4. Select the image you want to use as the display image.
5. Click Display Image.
Civic Platform changes the value of the Display Image column of the image file to Y and displays the
image in the Asset detail portlet.

The display image also appears in the linked assets detail portlet. The asset’s own display image is
visible by default in this portlet.

When a child or parent asset is selected from the linked asset navigation tree, the display image for the
linked asset appears in the linked asset detail portlet.

| Assets | 543

Printing an Asset
Asset details or an asset list can be printed using Civic Platform. For example, if someone submits an
application for a new building, they might need a list of all the water lines and other underground utilities on
the parcel. You can search for the assets on the parcel and then print the list. Or you might print the asset
details for a truck that needs repair so that you can provide the history and specifications to the mechanic.
To print an asset
1. Navigate to the Assets portlet and locate the asset record you work with. Click the asset ID link in the
Asset ID column.
Civic Platform displays the asset details.
2. To print the list of assets, click the Print button above the list.
3. To print asset details, click the Print button above the record tabs.
Civic Platform generates a PDF version of either the asset list or the asset details in a new browser
window.
4. Use your browser’s print command to print the asset.
Depending on what browser you use to view PDF files, you may have the option to save the application
PDF to your hard drive or send it as an email attachment.

Cloning an Asset
You can create one or more new assets by cloning an existing asset. Cloning is the act of creating a
duplicate application, asset, or service request using an existing application, asset, or service request as a
templa