Working with Submissions
Searching Submissions
Submissions can be searched through global search or the navigation menu when viewing a site.
Searching Submissions Using Global Search
Click the global search field and select the Submissions topic to open the Submissions search page. For more information on global search and search pages, see the Search by Topic page.
The Submissions search page allows submissions to be searched by criteria such as site name, form type, submission status, and processor.
Click the Open button on any row to view or edit the submission details for the selected submission.
New Submissions
Depending on form configuration, recently received submissions typically appear on the Submissions - Inbox page, where they can be viewed and assigned for processing. Once assigned, the submission no longer appears in the Inbox and can instead be found on the Submissions search page.
Although submissions go to the Inbox by default, they can be configured to bypass the Inbox and be assigned directly to a processor. This option is configured on the form’s Form Details page.
Searching Submissions Using the Site Navigation Menu
When viewing a site, click the Submissions option in the navigation menu to view the site’s submissions. Click the Open button on any row to view or edit the submission details for the selected submission.
The Submissions search page lists all submissions associated with the selected site, including applications, service requests, schedules, permit change forms, and complaint and incident forms. A Filter by status control at the top of the Submissions search page allows for quick filtering of a site’s submissions.
In some cases, additional buttons may be available:
Continue Draft: Opens a draft form for editing. Available only to external users with permission to access the submission or to internal users who created it.
View: Opens a previously submitted form in read-only mode.
View or Revise: Opens a previously submitted form for viewing or editing. Available only to external users with permission to access the submission or to internal users who created it.
Delete: Deletes submissions in Draft status.
Creating a New Submission
New submissions are created through the processing of a form. To start a new form from a site navigation menu:
Click the Start New Form menu item to open the Start New Form wizard.
Click one of the options to locate the desired form.
Once the desired form is found, click the Begin button to open the Form Instructions page.
Click the Begin Form Entry button.
Complete all form fields.
Click the FINALIZE SUBMISSION / Submit Form button.
Creating a New Submission Using the Copy Submission Option (External Users Only)
External users may create a new submission by copying an existing submission. This option is only available if the form has been configured to support copying (see the Viewing and Editing Form Details page) and is only available to external users.
To copy a submission:
Click the Submissions topic in the site navigation menu to open the Submissions page.
For the desired submission, click the … button and select Copy Submission.
Select the site to which you want the submission copied and click the Select button. To copy the submission to a new site, click the Create New button, enter the new name, and click the Continue button.
The submission is copied as a new draft submission on the selected site, and the form is opened for editing. Fields that have been configured to copy over will contain data from the source submission; fields not configured for copying will be empty.
Assigning a Submission from the Inbox
Refer to the Using the Inbox to Search and Assign Submissions page.
Assigning External Users to Submissions
Refer to the Assigning Specific Submissions to External Users page.
Revising a Submission
Active submissions may be revised and resubmitted. The only exception is when a submission is related to a permit in Issued status and the permit category is configured to prevent revisions after issuance.
Submission Revision Data Updates
When a revised submission is submitted, the following information is refreshed from the latest submission version:
Submission Attributes: This includes fields such as Project Name, Submission Action Type, and Submission Comments.
Submission Contacts: Submission contacts are deleted and re-added; contacts on related permits are not updated.
Site Address: If the submission allows for updates to the submission’s related site address, the site address is updated.
No other information is updated.
Processing a Submission
Processing a submission starts on the Application Details page. For more information on the specific functionality of the Application Details page, see the Viewing and Editing Submission Details page. Other aspects of processing a submission, such as correction requests, locking a submission for review, revising a submission, printing and downloading a submission, and making payments, can be accessed via the Manage Submissions button, available in the right sidebar of the page.
Closing a Submission
To close a submission, the submission status must be updated from In Process to one of the following statuses. You can change the submission status by clicking the Update Status button located in the sidebar of the Application Details page.
Completed: Submissions with a Completed status have been fully processed and accepted by the processor.
Denied: Submissions with a Denied status have been closed without full processing due to reasons such as invalid criteria or data or an application for the wrong permit being submitted.
Rejected: Submissions with a Rejected status have been closed without full processing due to incomplete data.
Withdrawn: Submissions with a Withdrawn status have been closed at the request of the applicant.
Canceled: Submissions with a Canceled status have been closed by the processor for general reasons.
When a new status is selected, built-in validation rules are run to make sure key aspects of the submission are processed correctly. For example, before the status of a submission can be changed, all workflows and tasks must be marked Complete or Withdrawn. Once the submission is closed, the status cannot be changed. For more information on statuses, see the Submissions page.
Certain final statuses may be configured to require the following additional information:
Decision: A sub-status related to the status change, such as Withdrawn due to No Authority or Request by Applicant.
Status Change Effective Date: The date the status change becomes effective.
Reason for Status Change: Comments describing the reason for the status change.