Submission Corrections Request Process

Owned by John Kostakos
Last updated: Jul 05, 2023 by Megan Sproul
6 min read

Overview

The corrections request process is a streamlined way to allow internal users to quickly request corrections and have the external user submit those corrections, all within nVIRO. Notes can also be added and optionally shared with the external submitter.

Reviewing a Submission and Requesting Corrections (Agency Reviewer)

The corrections request process starts with the agency processor or reviewer. This describes the detailed process for conducting a submission review and requesting corrections.

  1. On the Submission Details page, click Manage Submission on the right sidebar.

  2. Click the Begin Review button: 


    Submission Overview Screen


    The submission status changes to Locked for Review. When a submission is locked, the submitter is prevented from revising the submission until the review is complete and the submission is unlocked.
    The submission displays as Locked for Review on the external user's Dashboard. The specific text displayed is configurable for each client. The default text associated with a locked submission is "The submission has been locked for review by the Agency Processor. You will be notified when the review is complete and of any next steps."

  3. Click the View Form button to begin reviewing the submission data.

  4. Next to any question or whole section, the processor is able to click the Create Issue/Note button.

 

Creating an Issue or Note on a Submission

Creating a 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. A note can be specified for display to the applicant (and internal staff) or for internal viewing only. Additionally, attachments (e.g., public notice template, statute list, etc.) can be added to a note.  

To create a Note, click the Create Issue/Note button and select Create Note from the menu.

Notes provide a means for communicating with the applicant or other internal staff on topics of relevance to the submission. Applicants cannot respond to these notes as they are intended for informational purposes. Notes that are created transcend submissions, so they remain visible as revisions are established.

Creating a Correction Request

When a staff member finds a discrepancy that must be addressed, they can create a correction request on the submission. This can be created at the form, section, or control level. If the processor has not yet clicked on the Begin Review button, when the first correction request is created, the submission will be locked to prevent the user from starting a revision while the staff member is working on the submission. To add a correction request, click the Create Issue/Note button and select Create Correction Request from the menu.

After the note or correction request is added, the correction request summary is displayed. The correction request/note can then be edited or deleted, if desired.

After all correction requests have been added, click the Complete Review button at the top of the page. A pop-up will appear to confirm, if any corrections have been added, that they will be sent to the external user for revision. The number shown will reflect all of the open correction requests.

The correction request has now been created. At this point, the submission will be put On Hold.

Performing Corrections (External User)

Upon logging into nVIRO, a notification shows on the external user’s Dashboard stating that a submission is on hold and that action is needed. An example notification is shown below:

  1. From the Dashboard, click Open next to the item that requires corrections.

  2. Click Revise Submission to begin the revision. The following message displays, asking the user to confirm they want to revise:

  3. The user will need to locate the section where corrections are needed. Alternatively, they can click the corrections request caption on the sidebar to automatically scroll to the section or question needing correction.

  4. Correct the data, as requested.

  5. After the correction has been made, click Mark Complete. The user is also able to add a comment for the agency reviewer.

  6. Once the last correction request has been completed, a message is displayed stating that the form is ready to be resubmitted.

  7. Review and submit the form.

Reviewing a Corrected Submission (Agency Reviewer)

The agency reviewer receives a notification that the revised form has been submitted.

  • For any non-schedule submissions (Application, Permit Change, Service Request, etc.), the form will automatically change to On Hold.

  • For Schedule submissions that require approval, the hold is automatically ended and the schedule submission status is set back to In Process.

  1. On the Submission Details page, click Manage Submission on the right sidebar.

  2. For non-schedule submissions, the user will simply click View Form. For a schedule submission, the user should click Begin Review to lock the submission, followed by View Form.

  3. Either close each issue using the Close button or add a comment further describing why the correction was insufficient using the Add Comment button:

  4. After processing all corrections, click the Complete Review button at the top of the page. If all corrections are approved, for non-schedule submissions, the status can either remain On Hold until the agency user adds an end hold date or the status can automatically go to In Process. This is now a configurable setting per form. The form submitter also receives a notification email stating that corrections are needed.

If additional corrections are needed, the process can be repeated as many times as necessary to achieve a complete submission.

Setting a form to automatically remain On Hold after all correction requests have been approved

When correction requests are added, the system will automatically add a hold to the submission of type "Correction Request for Electronic Submission" with a blank hold end date. In order to have the status of a submission remain On Hold until the agency reviewer adds a Hold End Date after all correction requests have been approved, this setting located in the Form Settings - Dates and Deadlines tab needs to be checked. Any form with this setting unchecked will automatically change to In Process after a correction request have been approved.

Note that this change only affects non-schedule forms (e.g. Applications, Service Requests, and Permit Change Forms). This is because schedule forms automatically revert from On Hold to In Process once a revised submission version is received.

 

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