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:​

When a building record is in a status of ‘Ready to Issue’ and the ACA customer pays all fees, the record will auto-issue and the customer will receive an email of the permit.  Minimum requirements for this enhancement include that all invoiced fees are paid in full on the record (this means that no fees can remain in a status of ‘New’) and there is an owner indicated on the record. This is an optional feature and by default is ‘off’ for all agencies, unless requested. To  request this feature be turned ‘on’, first complete the required submittal found here: http://orepermittinghelp.kayako.com/Knowledgebase/Article/View/enable-auto-issuance-when-fees-paid-online and attach this submittal to a helpdesk ticket – submit to epermitshelp.BCD@dcbs.oregon.gov with a subject of Enable auto-issuance when fees paid online.  The agency will select which of the available record types they would like to use this feature for through the submittal form.

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

     8. All Modules: ​Owner field was added to the Record List in all OSM agencies.

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 date span for records to include in the report.

2. Module:

• ‘-All-‘ will include every payment received during the date span.  
• One or more modules will include only payments for records or POS transactions that occurred in the selected modules.  Note that if a set includes records from multiple modules and some of the records are not in the selected modules the set payment amount will not match the sum of the individual records listed in the set.

3. Account_code: 

• Options are ‘1’,’2’ or ‘3’.  For most jurisdictions use Account code 1 to get the General Ledger account code totals.  For jurisdictions that share fees with other entities running the report for Account code 3 may be helpful.

4. Account_id: 

• -All- is the default
• A specific general ledger account id can be entered so the report will show only that account.  If the account id has fees from multiple modules and some of the modules are not included the total will only include fees that are both in the modules and in the account id.

4. New “Fee Summary by Module” Report (Live June 28)
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 date span for records to include in the report.

2. Module:

• ‘-All-‘ will include every payment received during the date span.  
• One or more modules will include only payments for records or POS transactions that occurred in the selected modules.  Note that if a set includes records from multiple modules and some of the records are not in the selected modules the set payment amount will not match the sum of the individual records listed in the set.

3. Account_code: 

• Options are ‘1’,’2’ or ‘3’.  For most jurisdictions use Account code 1 to get the General Ledger account code totals.  For jurisdictions that share fees with other entities running the report for Account code 3 may be helpful.

4. Account_id: 

• -All- is the default
• A specific general ledger account id can be entered so the report will show only that account.  If the account id has fees from multiple modules and some of the modules are not included the total will only include fees that are both in the modules and in the account id.
  
  

5. New “C of SCs Issued” Report (Live June 29)
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.

• Inspection Type
• Inspection Date
  
  

8. New “Detailed Scheduled Inspection” Report (Live July 2)

• The report name has been updated to “Detailed Scheduled Inspection Report”.
• There are now three separate versions that will show the exact same information, but they are sorted differently. The three versions are:

                   o Detailed Scheduled Inspection Report by Address
                   o Detailed Scheduled Inspection Report by Discipline
                   o Detailed Scheduled Inspection Report by Insp Type

• All previous parameters have been removed and replaced with the following:

                   o Scheduled Inspection Date
                   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 agency contact information has been removed from the header with the exception of the agency logo.
• The username of who ran the report will now be displayed on the bottom left of the report header.
• The Lot/Block/Subdivision parcel information will now no longer individually display if it has no value
• In the “Request Info” section the field named “Inspection date” has been renamed “Scheduled date”.
• If the inspector name is empty it will now say “Not assigned” instead of remaining blank.
• Standard conditions are now an option to view. If this option is selected and there are no conditions a message “No conditions on record.” will be displayed.
• Pending inspections have been removed.
• CET and SDC fee schedules will no longer be shown. 
• The price of fees has been removed from the report. The report will now say “Unpaid balance” if there is a balance due or “Paid in full” if all fees have been paid.
• Related records are now an option to view. If this option is selected it will show records that are open at that same address.
• Due to the exceptionally long run-time of this report, the date range option has been removed and the report can now only be run for one specific day at a time.
• The owner has been added to the contacts when the “View Additional Contacts” option is selected.
• Only surcharge eligible fee items for both DEQ and Building will now be shown. All Public Works fees will be displayed.
  
  

9. New “Scheduled Inspections List” Report (Live July 10)
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:

1. Inspection Result – Batch
2. Inspection Result – Record
3. Mobile Inspection Result

The purpose of these reports is to provide a printed or digital copy of the result of the inspection or alternatively provide a printed copy for the inspector to take out into the field and leave at the job site. This report can be run as a batch by date range (Inspection Result – Batch report) or at the record level (Inspection Result – Record report). This can also be run on a single inspection; this can be done from inside the inspection itself using the “Mobile Inspection Result” report from the reports button.  Finally, the Mobile Inspection Result can also be sent from the Accela Inspector app as well to be e-mailed.

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:

• The current permit application status and date the application status was updated
• The review status, the date the review was started, the date the review status was updated, and the reviewer.

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:

• Removes users from previous department when they move departments.
• Accommodates an Engineering Department.
• Removes the user called “Delegate User Delegate User” that was available from the Building dropdown.
  
  

21. Corrected an Issue with Fees Being Assessed on DWL Records (Live July 26)
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:

• Record number
• Record type
• Record status
• Category of construction
• Description of work
• Owner
• Parcel
• Worksite address
• Date the contractor was added to the record
• Licensed professional
• License number
• License type
• Work being performed

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:

• the application type
• the parcel number and address (if available)
• the project name and work description
• the initiated date
• the application status and date the status was updated
• the workflow step, status,  date the status was updated, the  assigned planner and any work flow comments.

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:

• Shows all building-related review tasks with the following names:

                 o ​Building Review
                 o Electrical Review
                 o Fire Review
                 o Mechanical Review
                 o Plumbing Review

• Available for the whole Building module.

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: 

• Transactions Applied by Account – there is a group and sub-total for each account
• Transactions Applied by Module – there is a group and subtotal for each module and within each module there is a group and sub-total for each account
• Transactions Applied by Office – there is a group and subtotal for each office and within each office there is a group and sub-total for each account

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: 

• Payments Received by Payment Method – there is a group and a sub-total for each payment method
• Payments Received by Office – there is a group and subtotal for each office and within each office there is a group and sub-total for each payment method
• Payments Received by Module – there is a group and subtotal for each module and within each module there is a group and sub-total for each payment method
• Payments Received by Cashier – there is a group and subtotal for each cashier and within each cashier there is a group and sub-total for each payment method

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)

• The Payments Received by Module, Payments Received by Office, Payments Received by Cashier, and Payments Received by Payment Method reports have been updated.  
• The summary section of the report has been revised. 
• Here are the changes: 
• A note appears at the bottom of the summary reminding users that Void Payments, Refunds and Void Refund payment actions may be performed on Payments from days before the reporting period.
• If the parameter Separate_online is completed with ‘Yes’ the Payments Received by Module and Payments Received by Payment Method Summary section will have a total for Credit Card, but have subtotals for Credit Card – Online and Credit Card – Office (as applicable) for each payment action.

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.

• All three reports can be run for specific modules and/or offices.  
• Online payments can be separated from other credit card payments.  
• For those agencies that have offices, the No Office section indicates when payments/refunds/voids were processed but no choice was made in the office drop down.
• The Online office is available to filter for just payments processed through ACA.

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:

• Inspection Report

Planning Module:

• Plans-Plot Plans
• Plans-Other
• General Correspondence
• Notice
• Staff Report
• Internal Only
• Incomplete letter
• Comments & Submittals-Public
• Comments & Submittals – Agencies
• Evaluations and Drawings
• Appeal

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:

• Added search by ‘Custom Lists’ values
• Added search by a variety of Activity values
• Added search by ‘Set Name’ and ‘Set ID’

Licensing Module:

• Added search by ‘Custom Lists’ values
• Added search by a variety of Activity values
• Added search by ‘Set Name’ and ‘Set ID’

Onsite Module:

• Added search by ‘Custom Lists’ values

Planning Module:

• Added search by ‘Custom Lists’ values

PublicWorks Module:

• Added search by ‘Custom Lists’ values

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.

1. Corrected a typo in the Payment screen (Live Jan 5)
We corrected a typo that displays on the Payment screen when a user belongs to a user group that cannot process the payment using exceptional payment methods (Journal Entry, Billed, Credit Memo, Fee Waiver, or Write Off).

2. Removed ‘County’ field for Non-DEQ Onsite agencies (Live Jan 10)
Removed the “County” custom field in the Onsite module for all non-DEQ agencies.  This field was intended to be available only for DEQ agencies since they provide services for multiple counties.