Submissions
Overview
Submissions track the full life cycle of an application, complaint, schedule, permit change, or service request. Submission records are created when a draft form is started by a registered user or configured through a schedule. The registered user may be an external user or an internal user submitting on behalf of an external user.
Submission Versions
All submission records are assigned a version number. The initial submission of a form is Version 1. Each time a revision is submitted, the version number increases sequentially (Version 2, Version 3, Version 4, and so on).
To create a revision, open the submission record in nFORM, choose to begin a new revision, make the necessary edits to the form, then submit the revised version. An internal user must then update the submission record so the new version becomes the current version of the record.
Submission Statuses
Submission statuses are divided into three main categories—Draft, Active, or Closed—which drive system behavior. The specific statuses within each category are configurable, and some implementations may include additional statuses not listed below. At a minimum, the statuses listed below for the Draft and Active categories are required. Statuses in the Closed category can be modified, with the exception of Completed, which cannot be changed.
Status Category | Status | Description | Notes |
|---|---|---|---|
Draft | Not Started | A submission is expected, but the responsible party has not yet started a draft. | This status applies only to schedules. |
Draft | The form has been started but has not yet been submitted. |
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Preprocessing | The form has been submitted but has not yet been processed by the nCORE background task that determines the next status. | This status represents a short-lived interim state. After initial processing, the submission status changes to Received or, if the submission is configured to be automatically assigned to a specific workgroup or user, to In Process. | |
Payment Due | The submission requires payment before it can be submitted. | Once payment is received, the submission status changes to Received or, if the submission is configured to be automatically assigned to a specific workgroup or user, to In Process. | |
Received | The submission has been received and is awaiting assignment for processing. | Submissions in Received status appear in the Submissions Inbox. | |
Active | In Process | The submission has been assigned to an internal user for review and processing. |
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Locked for Review | The submission has been locked for editing by an internal user. | This status is automatically applied when an internal user clicks the Begin Review button for the submission. For more information, see the Submission Correction Request Process page. | |
On Hold | Processing of the submission has been paused. | For more information on holds, see the Submission Holds page. | |
Contested | A previously completed submission has been reopened because the associated permit was contested. | An alert banner appears on all associated permits notifying users that the submission record is in Contested status. Any associated nFORM submissions remain in Completed status. | |
Closed | Completed | The submission has been fully processed and accepted. |
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Withdrawn | The submission has been closed at the applicant’s request. |
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Denied | The submission has been closed without completing processing due to reasons such as invalid criteria or data, submission of an application for the wrong permit, or other forms of denial. |
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Rejected | The submission has been closed without completing processing due to incomplete data. |
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Only users with elevated permissions can change a submission from a Closed status to an Active status.
The Submission Target Statuses lookup page shows all available status transitions for submissions by form type. For more information, see the Submission Target Statuses page.
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