A new record type called Code Authorization is now available for all jurisdictions using the Code Compliance module. You may start using the record type anytime! It was developed so that jurisdictions who manage certain authorizations through Code Compliance can record fees and payments, issue an authorization to the applicant, and track inspections. For example, Klamath County authorizes camping on personal property for 21 days. This record type allows the county to manage and track camping authorizations. The record type was designed to be very flexible across all jurisdictions by modifying the Authorization Type dropdown. Other possible use cases are authorizing garage sales, lemonade stands, or even short term rentals through Code Compliance.

Please contact the ePermitting Team to modify the Authorization Type dropdown by emailing [email protected].
 
Here are more helpful details about the Code Authorization record type:

• Intake
  • Parcel and Owner are required; Address is optional
  • Applicant is required
  • Authorization Type is required
  • You can also optionally add Internal Comments directly from the intake form.
• Custom Fields
  • The custom fields are very simple: Authorization Type, Start Date, End Date, and Description.
  • Start Date and End Date can be used if the authorization you are granting is only for a certain time period. These fields are optional.
• Conditions of Approval
  • Use Conditions of Approval to record any other details or requirements regarding the authorization you are granting. For example: For a Camping Authorization, you may describe the type of camping allowed and the number of people.
  • Important Note: Conditions of Approval will be printed on the Authorization Permit for added clarity. Be sure to use this as much as needed and take advantage of the formatting options available for COAs!
• Fees
  • Fees and payments can be recorded on the record. The Code fee schedule is selected by default. Please contact the ePermitting Team if you need new fees added to the Code fee schedule to manage Code Authorizations.
  • Important Note: No records within the Code Compliance module are available online, including Code Authorizations. So submitting an online payment is not available for your customers.
• Workflow
  • The workflow mimics trade permits in the Building module (Application Intake > Authorization Review > Authorization Issuance > Inspection Process > Close Out).
  • Workflow emails are available and can be used to communicate with your customers or with internal staff.
• Inspection
  • Inspections can be recorded on this record type, such as a Site Visit or Follow Up inspection.
  • Inspections can be resulted through the Oregon Inspector App.
  • Important Note: No records within the Code Compliance module are available online, including Code Authorizations. So your customers are unable to schedule or view inspections online. However, you can email your customer inspection results through the back office or via the Oregon Inspector App.
• Report – Code Authorization Permit
  • A Code Authorization Permit report is available to provide to your customer.
  • The report is automatically generated from workflow once the Authorization is issued.
  • The report can also be generated from the Record Summary tab.
  • The report will display the COAs on the record, along with any formatting.

You can now customize the invoice report to include payment directions. Here is an example:

If you're interested in customizing your agency's invoice report, submit a help desk ticket to [email protected].

In our continuous efforts to improve security, we will be enhancing Accela user security, which includes: Requiring more complex passwords as well as standardization for password timeout and account disable time frames.
 
Password Requirements
Beginning September 1st, new password requirements will go into effect. Passwords will now require:

• A minimum of 12 characters
• At least 1 upper-case letter (A,B,C..)
• At least 1 lower-case letter (a,b,c…)
• At least 1 number (0,1,2…)
• You may not use your USER ID as part of your password
• The following special characters are not allowed:   ‘, “, #
• You may not re-use your past five (5) passwords

 
*These changes will apply to ACA users as well
 
Six failed login attempts within 24 hours will result in your account being locked.

In addition to the password requirement changes listed above, we will be standardizing the password timeout (password required to be changed based on the last date it was changed) and account disable timeout (based on the user’s last login date when logging directly into an agency) time frames.

The Kayako knowledgebase article about "How to manually reset a password before it expires," can be found here: https://orepermittinghelp.kayako.com/article/224-manually-resetting-password.

Account Disable Timeout
Account disable timeout is the time period from the user’s last login date (when logging directly into the agency). The user’s last login date is not updated when a user delegates into an agency or when a user logs into the Oregon Inspector App (though we are working with our app developer to see if they might be able to change this setting).
 
As of September 1st, we will be setting the Account Disable Timeout to 365 days for all users with the exception of system users (these are users that are not actually logged into by an individual but are used for integrations such as the apps).  
 
If a user has not logged directly into any agencies where they have a user account within 365 days of the last time they logged directly into that agency, their account will become disabled.
 
If you are a DELEGATE USER (you log into OREGON and use the delegate dropdown to navigate to other cities and/or counties) or an inspector that generally only uses the Oregon Inspector App, please be aware, that in order to prevent your account from becoming disabled, you need to log directly into each of your agencies (must log into back office) at least once every 365 days.
 
Password Timeout
Password timeout timeframes will be set to 180 days for all users with the exception of system users (these are users that are not actually logged into by an individual but are used for integrations such as the apps).  
 
After Sept. 1, you will be prompted to change your password every 180 days (unless you’ve changed it sooner). If it’s been more than 180 days since your last password change as of September 1st, you will be prompted to change it before logging in.
 
If you are a DELEGATE USER, please be aware that passwords are set at the individual agency level (including OREGON) and you will need to log into each of your agencies directly to change the password, if you wish to use the same password in all of your agencies. If you update your OREGON password and then use the agency dropdown to switch to one of your delegate agencies, you will not be able to use the same password that you used for OREGON. You will need to log out of OREGON and log directly into the other agency(ies).
 
It is our recommendation that DELEGATE USERS and app users log directly into each of their agencies when updating their password(s), this will effectively also update the last login date for that agency so that their account will not become disabled.
 
*If you need help with your password or a disabled account, submit a ticket to [email protected]

You can now generate a single invoice across multiple records through a Set – see steps below!  The invoice will show the total outstanding balance for the entire Set, including a break down by record and by fee item.  It will ignore records in the Set that have a zero outstanding balance.  You also have the ability to email the invoice to your customers.

Steps:

1. Add the appropriate records to a Set.
2.  *IMPORTANT* Navigate to the Set tab > select a Set Type.  A new Set Type named Set Payment has been added to this list and can be selected but any of the other options will work too.  If a Set Type is not selected, you won’t see the invoice report in the next step.

    3. Navigate to the Set Member tab > place a check next to one record > hover over Reports > click Comprehensive Invoices for Set.

    ​4. The Invoice is ready to view/print/email.

Converge/Elavon – the credit card processing agent your jurisdiction uses for online (and potentially back office) ePermitting  transactions – has recently made us aware of a very important change process they require.

When and if the “Authorized Signer” – or person responsible for this account (Finance Manager or Director typically )–  changes for any participating agency – there is change process required by Converge/Elavon.  ePermitting provides the information and instructions from Converge/Elavon, when a  Finance Management Change Request form is filled out. This form is required because ePermitting has to make some updates and then we can also help ensure that your agency has the necessary information from Converge/Elavon.

Please be aware of this new requirement and process, failure to submit these changes with Converge/Elavon in particular, and in a timely manner, could potentially result in suspension of your agency’s credit card processing account.

The Financial Management Change Request form is available through the Kayako Knowledgebase at: https://orepermittinghelp.kayako.com/article/221-finance-management-change-request.

For jurisdictions using the Public Works module - a new service area for tracking Stormwater is now available, as of May 8, 2024!

Purpose:
Development brings with it more impervious surfaces that result in additional stormwater runoff that may require a permit be obtained from a local jurisdiction to comply with local post-construction quantity and/or quality treatment standards. The new Stormwater service area will allow jurisdictions to standardize their approach to regulating stormwater and more easily track those permits that don’t quite fit within the existing three service areas.

Changes you will see:

• A new checkbox named, "Includes Stormwater" under "01 General Information" / "Building Information"
• A new tab in the menu navigation named, "05 Stormwater" with several fields used to record the Stormwater permit details.
• Revised PW Permit that will display the Stormwater permit details and jurisdiction custom standard Stormwater permit language, if provided.

What we need from you:
Please submit a Kayako ticket by emailing [email protected] if you would like either of the following modified, based on the new Stormwater service area:

• Standard permit language that will appear on the PW Permit for Stormwater.  This language could include disclaimers, instructional text, County/State Code or Ordinance, policy statements, etc.
• Application Type dropdown list.

We hope that this new service area will assist you in your Public Works permitting!

Beginning Monday, Aug. 12, 2024, the following additional checks became effective and now prevents the C of O from being issued through workflow until resolved:

1. All related records are closed/finaled.
2. Valuation Calculator data is entered.

Both additions align the Certificate of Occupancy process with code requirements.  Feel free to reach out to the ePermitting Team by emailing [email protected] if you have any questions about this and we are glad to assist.