Working with Submissions (Pre-2022.3 release archive)
- Will Rensmith (Unlicensed)
- Megan Sproul
- Will Rensmith
Searching Submissions
Submissions can be found in one of two ways:
via the Submissions - All page on the Home menu, or
via the Submissions page on the Site menu.
Recently Received Submissions
Recently received submissions typically first appear on the Submissions - Inbox page, where they can be viewed and assigned to a specific person for processing. Once a submission is assigned to a processor, it no longer appears on the Submission - Inbox page, and can instead be found on the Submissions - All page. Note that only applications, service requests, and complaints go to the Inbox; schedule form submissions do not.
Although non-schedule submissions go to the Inbox by default, they can be configured to bypass the Inbox, and instead be assigned directly to a processor. This option is configured on the form’s Form Details page.
Searching for Submissions on the Home Menu
On the Home menu, click the Submissions - All menu item. The submission search page is displayed, allowing for searching of submissions by various criteria such as site name, form type, submission status, and processor.
Click the Open button to view or edit the submission details for the selected submission.
Searching for Submissions on the Site Menu
On the Site menu, click the Submissions menu item. The Submissions list page is displayed.
On the Submissions list page, users are able to view all applicable submissions—including Applications, Service Requests, Schedules, Permit Change Forms, and Complaint and Incident Forms—associated with the currently-selected site.
Click the Open button to view or edit the submission details for the selected submission.
In some cases, additional buttons may be available:
Continue Draft - Allows continuing a previously started draft form. This button is available only to external users that have rights to access the submission or to internal users that created the submission.
View - Allows opening a previously submitted form for viewing only.
View or Revise - Allows opening a previously submitted form for viewing or revision. This button is available only to external users that have rights to access the submission, or to internal users that created the submission.
Delete - Allows for deletion of submissions in “Draft” status.
Located on the top of the Submissions list page are “filter by status” buttons that allow for quick sorting of a site's various submissions.
Creating a New Submission
Refer to page Searching and Beginning Forms.
Assigning a Submission from the Inbox
Refer to page Using the Inbox to Search and Assign Submissions.
Bulk Assigning Submissions with “Assignment Mode”
When viewing the Submissions page for a site as an external site administrator, you can assign users to forms by clicking the Assign Users to Submission button, available at the top right of the screen. This button is shown only for submissions that are not completed (i.e., this button is not displayed when filtering on "Completed" submissions). When clicked, this button navigates the user to the Assignment Mode page.
The Assignment Mode page lists the same submission records (with a more limited set of columns) but adds a selection checkbox column to assign users to selected forms.
To assign users to forms:
Click the checkbox on one or more submissions to assign (or select/deselect all records).
The Authorized Users field is displayed.
Select one or more users to assign to the forms.
Click Save.
Selected assignees for a submission replace any previously assigned users for the submission. To assign a non-schedule submission such as an application or permit change submission, the administrator must first start the form. This allows the form to display on the Submissions page with a status of Draft. This submission may then be assigned as needed.
Important: Selected assignees for a submission replace all previously assigned users for the submission.
Once the assignments have been made, the user may click Exit Assignment Mode to return to the standard Submission page.
On the Submission page, a “person” icon is displayed if the submission has been assigned. Hovering over the icon shows the user(s) currently assigned to the submission.
Processing a Submission
Processing a submission starts on the Application Details page, which allows for viewing and editing of submissions and all related components of the submission. For more information on specific functionality of the Application Details page, please see Viewing and Editing Submission Details. 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 Application Details page.
Closing a Submission
To close a submission, you must first update the status of the submission. You can change the status of the submission by clicking the Update Status button located in the sidebar of the Application Details page, as illustrated in the picture below.
The status of the submission needs to be updated from In Process to one of the following statuses:
Completed – Submissions with a status of Completed have been fully processed and accepted by the processor.
Denied – Submissions with a status of Denied have been closed without finalized processing due to reasons such as invalid criteria or data provided, an application for the wrong permit being submitted, or some other form of denial.
Rejected – Submissions with a status of Rejected have been closed without full processing due to incomplete data.
Withdrawn – Submissions with a status of Withdrawn have been closed by request of the applicant.
Cancelled – Submissions with a status of Cancelled have been closed by the processer for general reasons.
When a new status is selected, built-in validation rules are run to make sure crucial aspects of the submission are processed correctly. For example, all workflows and tasks must be marked Complete or Withdrawn before the status of the submission can be changed. Once the submission is closed, the status cannot be changed. Please see the Submission page for more information on statuses.