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Previously, the expiration letters for all modules showed all the inspection scheduling methods that are available for the public to use. However, some agencies, particularly for the Onsite module, have elected to not allow inspections to be scheduled by the public so this message was confusing. To address this scenario, we have allowed the display of the inspection scheduling methods to be optional for either Onsite, Planning, or the PublicWorks modules. If your jurisdiction does not allow inspection scheduling by the public, please submit a help desk ticket by emailing ePermitsHelp.BCD@dcbs.oregon.gov and we can remove this message on the expiration letters for you. Please note that the inspection scheduling methods will always be available for the Building module and cannot be removed.
Example of optional inspection scheduling methods on expiration letters: A new optional workflow email notification is now available for enhanced communication with your customers! For most Building workflows, under the Application Intake task, there is a new workflow status called Intake Requirements Needed. If this status is selected, an email will automatically be sent to the Applicant and any additional email recipients that you enter (an example of the email is shown below). The intent of this new status is to communicate more specifically to the applicant that additional intake requirements are needed before the application can be accepted and/or plan review can begin, as apart from using the Additional Info Needed status. The bonus part of this email is that it automatically includes the current balance on the record. Communicating additional requirements to the applicant, including paying outstanding plan review and/or other intake fees, is now made much easier with this simple status update. You can use this status at any time; no additional configuration is needed from our team.
Example email:
The Expiration Letter has been enhanced so that it can be generated for a single record. It is also now available from the Summary page. To generate an expiration letter, navigate to the Summary page > hover over Reports > click Expiration Letter: There are new required parameters. Depending on your selections, the report will generate different language.
Record Number = Enter the record number. Please note that single quotes are no longer needed. Letter Type = Application or Permit Contact Type = Applicant or Owner Module = select the appropriate module
You can use the record list filter named, "Records Assigned to Me - All" to track your assigned records. Additionally, there is a new report available through Report 1 under Workflow called, "Assigned Building Records" that can be used for tracking all assigned Building records.
8. All Modules: Owner field was added to the Record List in all OSM agencies.
![]() To see your current agency user group assignments, run the User Configuration report, located under Building Reports >Admin>User Configuration. Note: There are ePermitting staff and other scripted users that appear on the report that need to remain active for daily system functionally.
1. Added New Checkbox: “Work Being Performed in Floodplain” (Live May 3)
A new checkbox field was added called, “Work Being Performed in Floodplain”. 2. Revised “Inspection Trips Completed” Report (Live June 8) The “Inspection Trips Completed” report has been modified to include three new parameters: Module, Discipline (inspector discipline) and Inspector. The Module and Discipline parameters selected from drop down lists. One or more selection can be made for each drop down list. To make multiple selections – hold down the Control [CTRL] key and click to make your selections. The Inspector parameter allows the user to enter an inspector name (first name, space, last name). This report shows inspections events that were a trip. An inspection trip is defined to be an inspection that has status 'Insp Completed' with a Result of 'Accepted', 'Approved', 'Approved with Conditions' or 'Not Required' OR status must be 'Insp Cancelled' with a Result of 'Denied', 'Information Only', 'No Access' 'Not Ready', or 'Partial'. The report data is output as an Excel spreadsheet so that the user can sort the data as needed. 3. New “Fee Summary by Account” Report (Live June 27) The “Fee Summary by Account” report shows a list of each fee type and amount of funds applied to an account code. The list is sorted by account code. Parameters: 1. Start and End Dates:
The “Fee Summary by Module” report shows a list of each fee type and amount of funds applied to an account code. The list is grouped and sorted by module then account code. Parameters: 1. Start and End Dates:
The “C of SCs Issued” report lists Building records that have an application status of ‘Finaled’ and at least one copy of the Certificate of Satisfactory Completion report document attached. Records must have an application status date with in the reporting period dates. The report is designed to be output as an Excel spreadsheet. 6. New “Onsite C of SCs Issued” Report (Live June 29) The “Onsite C of SCs Issued” report lists Onsite records that have a workflow status of ‘CoSC Issued’. Records must have an workflow status date with in the reporting period dates. The report is designed to be output as an Excel spreadsheet. The report lists the type of permit application and the system type. 7. New “Inspection History” Report (Live July 2) The purpose of this report is to provide an overall view of the inspections that have been resulted, scheduled, or placed on a record. This report will exclude deleted inspections. There are two parameter options to select from. The report will sort first by one, and second by the other, depending on in which order they are selected in the prompt page.
o Detailed Scheduled Inspection Report by Discipline o Detailed Scheduled Inspection Report by Insp Type
o Select Discipline o Select Module o Select Inspector o View Conditions of Approval • Yes/No options o View Standard Conditions • Yes/No options o View Additional Contacts • Yes/No options o View Related Record Inspections • Yes/No options o View Related Records • Yes/No options
The purpose of this report is to provide a very simplistic scheduled inspection list that can be run either for all inspectors, multiple different inspectors, or simply one inspector alone. There is no date parameter option for this report and it will only pull inspections that are scheduled for the day that the report is being run. 10. Revised “Structural Exemption Certificate” Report (Live July 17) The “Structural Exemption Certificate” report will now automatically save a copy of the PDF to the Documents page on a record. 11. Revised “Work Site Result Request” Report (Live July 19) There are now three reports that are going to be replacing the “Work Site Result Report By Record” and “Work Site Result Report For Today reports”. They are as follows:
12. Revised “Invoice” Report (Live July 19) The new version of the invoice has a header that reflects the module that the record type is associated with. For POS transactions the invoice header is determined by the module that the user is using when doing the POS transaction. 13. Additional Records Table Now Requires “Description” (Live July 19) The Additional Records table that is used to automatically created additional related records now requires the “Description” column to populate the Description of Work for the new records. 14. New Onsite Permit Workflow Status “Pre-Cover Waived” (Live July 23) A new workflow status was added to Onsite Permit records called, “Pre-Cover Waived”. When selected, the workflow will advance to the next task, “Certificate of Satisfactory Completion”. 15. New “Open Records Review Status” Report (Live July 24) This report is available for the Building and Onsite modules. The report creates a spreadsheet that shows each open record . For each of these records:
16. Added “Allow Inspections Prior to Permit Issuance” to Public Works (Live July 25) The “Allow Inspections Prior to Permit Issuance” checkbox was added to the Public Works Tracking and Public Works Investigation records. 17. Added “Closed Date” to Public Works (Live July 25) The “Closed Date” field was added to the Public Works module records. It will automatically populate when the workflow closes. 18. Added “Work Category” to Public Works and Onsite (Live July 25) The “Work Category” column was added to the Professionals page for both the Public Works and Onsite modules. This column will automatically populate the work categories selected in the LP details screen. 19. Added “Due Date” to Workflow Task Assignment Screen (Live July 25) The “Due Date” field was added to the Workflow Task Assignment screen. 20. Revised Logic for Populating Workflow Emails Dropdowns (Live July 25) The logic for populating the workflow email dropdown values for internal staff has been revised with the following changes:
There was an issue for a short period of time when fees were not automatically assessed at intake on DWL records (Plan Review, Permit, State Surcharge). This was only happening for a few agencies. This is now corrected. 22. New “Work Performed by Contractor” Report (Live July 26) This report will pull in the work that is being performed by each contractor. This information can be found in the Professionals page (within the record) in the Work Category column. To add the work being done, this is achieved by clicking on the license number, and selecting Yes to the applicable radio buttons according to which work the contractor is performing at the job. The report provided will contain the following fields and data:
23. New “Planning Application Status” Report (Live July 27) This report shows Planning Tracking records that were initiated within the specified start and end date parameters. The report is output as a spreadsheet. Each planning tracking record shows:
24. Revised My Tasks Filter “Assigned Building Reviews” (Live July 31) The “Assigned Building Reviews” filter on the My Tasks pages was revised with the following changes:
o Electrical Review o Fire Review o Mechanical Review o Plumbing Review
25. Revised Subject Line for Emailed Reports (Live August 1) The subject line for emailed reports was revised to include the record number at the beginning. 26. Corrected Scripting for School CET Fees (Live August 1) There was an issue with the scripting that calculates the School CET fees where the Admin fee would include any Credited fees. This has been corrected for all agencies assessing School CET fees. 27. New “Inspection Type Search” Report (Live August 7) This report will allow you to search for any inspection type done within the date range selected from the parameter page. The report searches the inspection name for the value entered in the search parameter. So for example searching for “final” will pull in any inspections completed that contain the word “final” in the name within the date range provided. This will only show an inspection if it is considered an inspection trip. An inspection is considered a trip if the inspection status is Completed with a Result of Accepted, Approved, Approved with Conditions, or Not Required. Or if the inspection status is Cancelled with a Result of Denied, Information Only, No Access, Not Ready, or Partial. The report is automatically exported into MS Excel format. 1. Revised Transactions Applied Report (Live April 12) The reports have been rewritten because we have several jurisdictions that have multiple offices and/or use multiple Accela modules. There are 3 Transactions Applied reports:
Each Transactions Applied report can also be filtered by specific offices and modules. For jurisdictions that use account code 3 the reports can be run with account code 3 as well as account code 1. If your agency does not have offices and only uses one module, select ‘-All-‘ from the Offices and Module dropdowns and use Transactions Applied by Account to get the new versions of the old reports. The reports have been reorganized so that the summary appears first and the details follow. The header has been changed – the agency contact information has been replaced with the name, phone and email for the user that ran the report. 2. Revised Payments Received Report (Live April 12) There are 4 Payments Received reports:
To increase the flexibility of each Payment Received report, the user can select one or more payment methods, offices, or modules from drop down lists. Individual cashier names can be listed to generate a report of a cashier’s activity. Payments received through ACA can be filtered by using ‘Online’ for an office or ‘Public User’ for the cashier. If your agency does not have offices and only uses one module, select ‘-All-‘ from the Offices and Module dropdowns and use Payments Received by Method to get the new versions of the old reports. The reports have been reorganized so that the summary appears first and the details follow. The header has been changed – the agency contact information has been replaced with the name, phone and email for the user that ran the report. 3. Corrected Payments Received by Cashier, Office, Method, and Module (Live April 19)
4. New Report: Daily Acct Financial Summary (Live April 30)
The Daily Acct Financial Summary report is almost the same as the Daily Financial Summary, the report heading has changed and some of the titles for the columns have changed. 5. New Report: Daily Module Financial Summary (Live April 30) The Daily Module Financial Summary report creates a summary section for each module. 6. New Report: Daily Office Financial Summary (Live April 30) While the Daily Office Financial Summary creates a summary section for each office.
7. New custom list (custom table) for floodplain information (Live May 9) A new custom list/table has been added across modules to capture floodplain information. It is available to be added to most record types in the Building, Planning, Public Works and Onsite modules. In the near future we will be adding a custom field (checkbox) to Building record types to indicate that the work is being performed in the floodplain as well as a floodplain report. 1. Updated Transaction Receipt (Live March 6)
The Transaction Receipt was updated. Please see the Kayako Knowledgebase article for the new features: http://orepermittinghelp.kayako.com/Knowledgebase/Article/View/44/2/sample-reports-with-instructions 2. Corrected Onsite Permit Workflow (Live March 8) An error was displaying intermittently when updating the Onsite Permit workflow on any of the Review tasks. This error was corrected. 3. Corrected Cut Off Time for Canceling & Rescheduling Inspections Online (Live March 9) Previously, inspections could be Canceled or Rescheduled after the Same Day, 7:00 AM cut off time through Citizen Access. This has been corrected so that inspections cannot be scheduled, canceled, or rescheduled Same Day after 7:00 AM. 4. Corrected Building RV/Manufactured Home Parks Workflow (Live March 21) Previously on the RV/Manufactured Home Parks workflow, when the “Ready to Issue” status was selected, no tasks were left activated so users would have to use the Supervisor feature to activate the Permit Issuance task. This has been corrected where “Ready to Issue” will automatically activate the Permit Issuance task without using the Supervisor feature. 1. New Document Types for Building & Planning Modules (Live Feb 2)
The following document types have been added: Building Module:
2. Added ‘Inspection Seq #’ Field (Live Feb 6) The ‘Inspection Seq #’ field was added to the Inspection List, Record Inspection List, Inspection Detail for Supervisor, Inspection New Detail, and the Inspection Detail form. Each inspection is assigned an Inspection Sequence # value and it can help you troubleshoot inspection scheduling issues when it is matched up to entries in the Inspection Log. 3. Modified ‘Record Search’ Screen (Live Feb 7) The ‘Record Search’ screen has been modified for the following modules: Building Module:
4. Modified Standard Language for Onsite Reports (Live Feb 7) In the Onsite module, the standard language that automatically appears on the Site Evaluation and Authorization reports has been modified based on the request of DEQ. 5. Revised Default Email Language (Live Feb 15) When a report is generated and emailed from any of the OSM modules, there is default language in the body of the email. The language was more specific for the Building module but has been revised to be much more generic across all modules. |
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