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, status, and processor.
Use the sort buttons or filters at the top of each column to locate a specific submission. When using a filter, the list dynamically updates to display all submissions that match the entered value.
Click a row to view or edit details for that submission.
By default, new submissions appear on the Submissions Inbox page until they are assigned for processing. However, submissions can be configured to be automatically assigned and bypass the inbox on the Form Details page. For more information, see the Using the Inbox to Search for and Assign Submissions and Viewing and Editing Form Details pages.
Searching Submissions Using the Site Navigation Menu
When viewing a site, click the Submissions menu item to view submissions associated with the site, including applications, service requests, schedules, permit change forms, and complaint and incident forms. Click a row to view or edit details for that submission.
A Filter by status control at the top of the Submissions page allows for quick filtering of a site’s submissions. In some cases, additional buttons may be available:
Continue Draft: Opens a draft submission for editing by an external user with appropriate permissions or the internal user who created it.
View: Opens the submission in read-only mode.
View or Revise: Opens the submission for viewing or editing by an external user with appropriate permissions or the internal user who created it.
Delete: Deletes a draft submission.
Creating a Submission
Submissions are created through the processing of a form. To start a new form from a site navigation menu:
Click the Start a New Form menu item to open the Start New Form wizard.
Select one of the options to locate the desired form.
Click the Begin button next to the form to open the form instructions.
Click the Begin Form Entry button.
Complete all form fields, then click the FINALIZE SUBMISSION / Submit Form button.
Copying a Submission (External Users Only)
External users may also create a submission by copying an existing one. This option is only available if the form has been configured to support copying (for more information, see the Viewing and Editing Form Details page).
To copy a submission:
Locate the submission using the site navigation menu.
Open the More Actions menu (⋮) to the right of the submission and select the Copy Submission option.
Click the Select button for the site to which the submission should be copied. To copy the submission to a new site, click the Create New button, enter the new site name, and click the Continue button.
The submission is copied as a new draft on the selected site, and the form opens for editing. Fields configured to copy over will contain data from the original submission, and fields not configured will be empty.
Assigning a Submission from the Inbox
Refer to the Using the Inbox to Search for and Assign Submissions page.
Assigning Submissions to External Users
Refer to the Assigning Submissions to External Users page.
Revising a Submission
Active submissions may be revised and resubmitted, unless they are related to a permit in Issued status and the permit category is configured to prevent revisions after issuance.
When a revised submission is submitted, submission attributes, contacts, and the site address are refreshed.
Existing contacts are deleted and replaced with those on the revised submission. Contacts on related permits are not affected.
Processing a Submission
Processing a submission begins on the Submission Details page. For more information about the features available on this page, see the Viewing and Editing Submission Details page. Additional actions—such as requesting corrections, locking a submission for review, revising a submission, printing and downloading a submission, and making payments—can be accessed using the Manage Submission button in the right sidebar.
Closing a Submission
To close a submission, its status must be updated from In Process to one of the following statuses via the Update Status button in the right sidebar:
Cancelled: Closed by the processor for general reasons.
Completed: Fully processed and accepted by the processor.
Denied: Closed without full processing due to invalid criteria, incorrect data, or wrong permit type.
Rejected: Closed without full processing due to incomplete data.
Withdrawn: Closed at the applicant’s request.
When a new status is selected, built-in validation ensures key submission aspects are processed correctly. Once a submission is closed, only a user with elevated permissions can change its status. 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 detailing the reason for the change, such as “Withdrawn Due to No Authority” or “Request by Applicant.”
Status Change Effective Date: The date the status change takes effect.
Reason for Status Change: Comments explaining the rationale behind the status change.