Each module displays a list of the open records contained in the system. The data displayed will vary from module to module. However, the functionality of the list remains constant throughout all modules.
Definition of Open Records by Module
In general, open records are those that are not completed, rejected, or marked as abandoned. Below is a breakdown of what open records mean in each module:
Tax Parcels: All records are displayed
Permits, Projects, Planning, and Zoning Records: Any record with a status of open, pending, or approved is displayed
All Inspections: Any inspection with a status of open, pending, requested, to be canceled, or rescheduled will appear. This applies to all modules that use inspections
Note:
Requested, canceled, and rescheduled statuses are used with the Citizen Action Portal. This portal lets users request and manage inspections online.
Violations: Any record that shows a status other than closed or resolved.
Complaints: Any status marked as open or pending will appear. In the complaints module, if a violation-issued status is set, the complaint is closed. This means the issue is now handled by the violation system.
Search Records
The search feature built into each module is identical. The fields available to search will vary from module to module, but the process remains the same.
Sign in to your site
Navigate to Permitting System and select Search:
Choose to search all records or only the open records for the module:
Click the Open or Close Search Box button:
Use the search parameters for the module (differs depending on the module) by clicking on a category to expand. Then enter search criteria:
Note:
The system supports advanced searches using multiple fields at once. For example, a user can enter part of a property address, a few letters of an owner’s name, and choose specific violation types, statuses, and date ranges. This can be done all at the same time.
After entering the required search criteria, click the Generate Search Results button. The system will then show the results of your search:
Once the search is executed, the list of results will display:
Column Headers: Each column in the list has a header name, like Parcel # or Building ID. You can sort any column in ascending or descending order by clicking its name. The column name works like a toggle and changes the order based on what you need.
Details Column: The left column (Permit # in the example above) links out to the details for the record
To print, click on the PDF button or the CSV button to export the list of all the records that met the search criteria:
Note:
If the details of each record listed in the results need to be printed, click the Print Full button. Warning: This could result in a large volume of printed material.
Click Clear Search when done:
Note:
If you don’t clear your search, the system will use the same search criteria again. For example, if your first search shows 10 records, a second search will only check those 10 records. It will not search the full database.