Overview
The “submission overview” pages provide an interactive environment for processing submissions and collaborating with submitters. These pages replace the legacy submission view and detail screens.
Submitter Process
Submit Form: The submitter completes and submits a form.
View Submission: By logging into their account and selecting the relevant submission from the history tab, the submitter can access the submission overview screen. Here, they can view the submission details and its processing status.
Respond to Requests: Submitters can respond to correction requests, download their submission, and share it with other account holders.
Agency Process
Review Submission: Authorized staff members review the submission and perform workflow tasks according to the designed workflow.
Annotate and Request Corrections: Staff can annotate the submission and request corrections. This locks the submission, preventing any changes until the review is complete.
Complete Review: After defining all correction requests, staff use the “Complete Review” button to pass control back to the submitter, enabling them to make the necessary corrections. This collaborative process allows control to switch between the reviewer and the submitter.
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Multiple submission processors can be assigned to a submission through workflow task assignments.
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Each of these actions is described in greater detail in the following sections.
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To search for and select a submission, the user will navigate to the Submission Dashboard, select the desired search criteria, and select the submission in question. This is described in more detail in the following sections.
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Search for Submissions
To search for submissions, start by navigating to the Dashboard via the link at the top of the nFORM application. Once on the Submission Dashboard, you have multiple search options, categorized into two main approaches: 1) Quick Search and 2) Advanced Search.
Quick Search
The quick search allows you to find submissions using a general search field that scans most submission attributes (e.g., Submission Numbers, form names, submission descriptions) along with a few key attributes (e.g., Assignees, Organizations, and Only Active Submissions). The search results update in real time as soon as you modify any attribute.
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For example, if the user is looking for all active submissions assigned to them, they would simply select their username in the Assignee field and ensure the Only Active Submission filter is activated.
Advanced Search
To perform a more targeted and advanced search, the Advanced Search capabilities can be utilized by clicking the Advanced Search option.
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Click the Search button to run the search.
Search Result Column Selection
To aid in the searching process, the system provides users with the ability to select the column that will be displayed in the search results area. This selection is opened by clicking the Columns button at the top of the page.
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Based on an agency’s configuration, some columns options presented here may not be available in your installation. |
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To facilitate the review process, begin and complete review states are available for the form.
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Selecting theComplete Review button will stop the review process and disable the processing lock from the form. The processor will be asked if the submitter should be notified of the unlock and any correction requests.
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Modifying status is a simple but powerful task that is achieved by selecting the wrench icon in the status panel and selecting the appropriate state.
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Note that several states result in specific actions. For instance, selecting a final status will lock the submission down to both submitter and staff.
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Create Note
A submission processor can add notes to a submission at any time during processing, and these can be assigned at the form, section, or control level within the submission. Notes are for informational purposes only and do not indicate an error or issue.
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Visibility: Choose whether the note is visible to the submitter and internal staff, or only internal staff.
Attachments: Add files (like permits or notice templates) if needed.
Create Correction Request
When a staff member identifies a discrepancy that needs to be addressed, they can create a correction request for the submission. These requests can be created at the form, section, or control level.
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Click the "Complete Review" button.
Set due dates for each correction request.
Choose whether to notify the submitter by email.
The email will mention any correction requests.
Create Processing Issue
Processing issues help staff members address questions or concerns during submission review (e.g., verifying ownership or financial status). These issues are only visible internally and can be assigned to specific form areas.
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Processing issues have two statuses: opened or closed.
They can be assigned to a specific form, section, or control.
Add additional issues as needed throughout the review process.
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Completing Workflow Tasks
Workflow tasks are displayed at a summary level within the Summary portion of the Submission Overview screens and also within a dedicated processing screen.
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Individual Assignments Tab:
Choose a new person for each step you want to reassign.
Click "Assign" to make the changes.
Role Assignments Tab:
Reassign steps to entire roles (e.g., "Manager," "Analyst").
Click "Assign" to update all assignments based on those roles.
You can also reassign the "Responsible Person" for the whole submission this way.
Adjust Workflow Tasks
In some circumstances, the workflow tasks associated with a submission must be adjusted. This is possible by manipulating the workflow steps within the workflow designer and is accessed by selecting the Manage button shown at the top right of the Processing section.
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Upon selection, the user is taken to the processing step designer where the workflow steps can be customized for the submission. Once the user has finished adjusting workflow steps, selecting the Done button will return the user to the originating submission.
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Update Submission Information
High-level submission information (e.g., Reference #, Description, Responsible Person, etc.) can be edited/refined by clicking on the relevant submission attributes value field in the top section of the Summary screen and editing the attribute, inline.
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Assign Submission Responsible Person
The submission’s responsible person (e.g., permit writer, etc.) can be assigned/changed. This is achieved by selecting the manage button within the processing screen and selecting the new responsible person from the Responsible Person (note: this is the default label for this field) field in the Submission Identification area of the submission details page).
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Some forms and workflow processes support the ability for the processer to capture additional pre-configured data points. If this is the case for a submission, the data elements will be displayed on the Summary Screen in a specific Internal Data section. Addition or modification of the data is completed simply by clicking on the relevant internal data attributes value field and editing the attribute, inline.
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Payment processing information can be edited/refined. This is achieved by selecting the pencil icon within the Fees area of the Summary screen. The Edit Fees dialog will be presented.
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From the Edit Fees dialog, the user can adjust the Fee Category, manually enter a payment (negative value) or adjustment (negative value equates to a downward adjustment and positive value equates to an upward adjustment) in the Adjustments field and the Fee Status can be adjustment.
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An email can be sent to the submitter, including correction requests or notes. This is achieved by clicking on the Submitter’s name within the Submission Information at the top of the Summary screen. The Email External User dialog will be displayed. From this dialog, the user can select the correction requests and notes to include in the email by checking the checkbox to the left of the item. Clicking the Email User button will open the users native email client, including any selected items.
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Note: Total length of items that can be included in email may be limited based on your selected email client. Additionally, use of special characters in notes may cause issues when including them in emails.
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When your submission needs revisions, you'll receive a notification (usually an email). Here's how to address the feedback:
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Important: You won't be able to resubmit until all correction requests have been marked as complete.
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Having received a revised submission, the agency staff assigned will once again select the submission from their list of assigned submissions within their personal processing dashboard.
Compare Submissions
Staff members can begin by comparing different submission versions. This is done by selecting the desired revisions from the left-hand menu and choosing which versions to compare. This comparison highlights changes made, enabling reviewers to assess revisions more efficiently.
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Addressing Correction Requests
For each correction request addressed in the revised submission, staff must either:
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This process continues until the staff member is confident the submission meets all requirements or determines another round of revisions is needed. Corrected requests are individually reviewed by selecting them, which automatically takes the reviewer to the relevant section of the submission.
Reviewing and Approving Corrections
The reviewer can see how the submitter addressed the correction request, add comments, and then choose to Approve or Re-Open the request.
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If the correction is satisfactory, the reviewer can Approve the request and move on to the next one.
Other Processing
The processing staff may wish to perform other tasks such as creating new notations, completing workflow tasks, updating submission information, or recording internal processing data. These tasks can be accomplished using the same steps as is described in the Submission Processing section.
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Users have the ability to print a submission on paper. When printing the submission, the user will have the ability to select the contents (e.g., correction requests, notes, history, etc.) that will be included in the submission. This topic describes how to print the submission.
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The browser's native print dialog will be activated allow the user to establish the print settings and send the job to the printer.
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Users can download either the current version of a submission or the Copy of Record—a legally valid version reflecting the submission's original content. Downloads typically include a PDF version of the submission and can optionally include any non-confidential attachments. If attachments are included, the download will be packaged as a ZIP file.
To download, open the Submission Overview form and click the Download button. Then, select Download Submission, choose the desired content, and click Generate PDF. Your browser will then prompt you to download the file(s).
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To download the submission copy of record (as it was originally submitted), perform the following steps:
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