The workflow system works in all parts of Community Development. It keeps track of comments from different people, like staff, special groups, or others inside or outside the agency. Each review step lets users add comments and say if they think an application should be approved or rejected. There is also a final review step. This lets one main group look at all the comments and make the final decision.
The Status area of a record shows every step taken from the start to the end of a record. It helps users quickly see where an application or approved permit, or project stands. This area makes it easy to check progress without looking through the whole system.
The workflow is used in most modules, but it is mainly used in the Permitting and Project systems. It helps send applications to the right departments for review and approval before they become permits or projects. This guide will show how the process works using the permitting system as an example.
Modifications
For some records, users with the right access can change the default routing. They can remove groups, departments, or users who do not need to review that record. This does not change the default settings for other records. Admins can also send the record to other stops using the record override feature. This feature only shows if the record is in pending or hold status. If a record is already approved, its routing cannot be changed.
Once an application is approved as a permit, users can no longer add anything to the workflow system by hand. From that point on, the system automatically tracks all activity. This includes scheduling and completing inspections, issuing certificates, and closing the permit.
Workflow Configuration
Workflow is set up when the system is first installed. Users with the right access can override the routing on the Status tab of a record if needed. During setup, project teams work with the customer to choose routing for each permit type or project use.
Approval Entity
This setup lets certain groups, departments, or users reject an application if they have the right access. If any of them mark the record as rejected, the review process stops. The whole application is then rejected.
Sequential Versus Simultaneous Routing
Some fields let you choose how the routing works. You can send the record to all review stops at the same time, or send it one step at a time. If you choose one at a time, each stop must approve the record before it moves to the next.
Deadlines
The system can track deadlines starting from when an application is submitted. At each review stop, an admin can set how much time is allowed to review the application. If the deadline passes, the system shows warnings using color-coded messages. There will also be alerts in the action items window on the dashboard.
Workflow Notifications
If the municipality turns on the email system, an email is sent to everyone in the workflow when a permit or project application is sent for review.
