Use this guide to create and manage a contractor complaint in the system. Learn how to enter complaint details, link related records, and track progress during review and resolution. This process helps document issues and supports code enforcement from start to finish.
Instructions
Sign in to your site
Navigate to Code Enforcement, select Citizen Request & Concerns, and click Add Contractor Complaint:
On the pop-up screen, search for a business or contractor. Click Add next to a result to link it to the complaint:
Note:
If the business or contractor is not in the system, select Add Business or Contractor to add and associate them with the complaint.
On the Record tab, scroll down and fill out the Citizen Request & Concerns Details:
Location: Enter the location of the complaint
Record Description: Add a description of the complaint
Requestor Name: List the name of the person submitting the complaint. The defendant never sees this information
Email, Phone, Address: Add the email address, phone number, and physical address of the requester, if known
Record Type and Sub Type: Choose the type of record and applicable sub-category that best describes the violation
Note:
This field controls what department the complaint is routed to.
Assigned Inspector: Select an inspector from the list to assign to this record. This inspector does not always have to be the same one. It does not need to match the inspector assigned to an inspection record in the complaint's inspection tab. The assigned inspector will be notified by email. They will also get a notification on their dashboard. This field also controls the name and title that are printed on many forms, letters, and placards related to the record
Signatory Title: The signatory title drop-down list is used. This happens when the default title for the person signing needs to be changed. For example, it is often used when staff act for other staff
Entry Date: Will default to today's date, adjust as needed
Resolve By Date: Set a date for when the complaint will need to be resolved
Record Status: This field controls the process of the record
Assigned: Select if the complaint was assigned to an inspector in the field above
Closed: This status is used when an inspection or investigation is finished. It applies if no violation was found during the inspection. It also applies if the issue was solved before the inspector got there
Pending: Select if the complaint is just being filed and needs to be processed (investigated)
Violation Issued: Select to immediately close the complaint and link it directly to a new violation record.
Note:
Creating a violation record does not mean the violation has to be processed as a citation and/or court ticket. The Violation System is used to track all issues related to violations of codes. The system provides a quick link between the complaint and the violation record.
Visibility: Choose to make the complaint visible to the public or admin only
Violation Codes: This field can be used to reference a violation code
Note:
Any time the specific identification of a code is required, the user should create a violation record.
Click Save Record:
Fill out additional tabs, as needed:
Inspections: Create and manage inspections for the complaint
Contacts: Add contacts for the complaint
Documents: Upload documents and images related to the complaint
Only the following file types are allowed: JPG, PDF, PNG, GIF, TIF, DOC, DOCX, PPT, PPTX, XLS, XLSX, TXT, EML, MBOX, MSG, OGG, MP3, WMA, WAV, MP4, MKV, AVI, MPEG, WEBM, MOV
Status: View the status of the complaint
Additional Fields: This tab would show any custom fields for reference
Click Save Record to save any changes:
To print a record of the complaint, click Print Menu:
From the Print A Form or Letter screen, you can configure print options. Then select Print Letter:
