The Status tab helps move applications through the right departments. Each department reviews and approves the application. This must happen before it becomes a permit or project. Most modules have this feature, but it’s mainly used in the Permitting and Project systems. To learn more, view the Record Workflow & Collaboration Process article for more information.
The Status tab is used for several purposes. and has three main components: Routing Details, Override Routing, and Record Actions.
Manage Routing Details
Routing Details shows which departments are set to receive notifications when a record is created. Staff can also use this section to add notes or messages about the case. Several features are available in this area to help manage communication and tracking:
Users can enter a message/note maintained as part of the case management record.
Users can email the same message or note to others involved in the case. This includes the owner, applicant, occupant, contractor, or agency staff.
Users can turn the message or note they enter into a letter. They can add a date, address it, and print it as a PDF. This can be done all from the same screen.
Each department linked to the record has its own notes/message area in the Routing Details section. Users can write a note or message, email it to one or more departments, and use the message box to create a letter. This letter can be saved to the record and printed for mailing about the project. Each department’s record area is secure and has its own interface. If a user is not part of that department, they cannot add notes or messages. They will only have read-only access.
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Navigate to the module, click List, and select a record from the list:
Click Edit (Permitting & Project Systems only):
Select the Status tab:
Open the Routing Details tab and select a specific department:
Note:
Each department’s record area is secure and has its own user interface. If a user is not a member of the specific department, they will not be able to enter record notes/messages for that department. They will only have read-only access.
Configure fields as needed:
Send Email To: This area is used to select one or more departments or individuals to receive a copy of the message. This will be documented in the case record.
Status: Use the in-progress status when adding a note or asking someone for more information. If a department wants to approve or reject its part of the record, it can use the status tab. When the status changes to approved or rejected, the color of that department’s record area will update. Green means approved. Red means rejected. This helps staff quickly see which departments support or oppose the project or permit application.
Activity Type: This field is only for reference. It helps explain why the record was created. If a department approves or rejects the record, it does not change the final status. That only happens if the setup allows it. The final review authority is the department that can change the record’s actual status.
Canned Response List: The system lets customers create their own preset responses. These are replies they use often. When a customer selects one, it fills in the message box automatically.
Message: This field allows the user to enter record activity notes about the record. It is also used if the agency needs to send a letter concerning the record. The body of the letter will print the text entered in the message area. This field provides a text editor for when the verbiage in this field is used to populate the body of an outbound letter related to the record.
Click Save Notes/Send Message:
Override Routing
Workflow is set up when the system is first configured. However, users with the right permissions can change how a single record is routed.
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Navigate to the module, click List, and select a record from the list:
Click Edit (Permitting & Project Systems only):
Select the Status tab and click Override Routing:
Make adjustments as needed:
Approval Type: Select who has the final authority for approval
Approval Entity: Choose the group, department, or user who can reject an application. If this setting is turned on, any of them can reject the record. Once that happens, the review process stops, and the entire application is rejected.
Step Number: Decide how the record should move through the review process. You can send it to all review stops at the same time. Or, you can send it one step at a time, based on whether the last review approved it to continue.
Deadline: The system can track deadlines starting from when an application is submitted. At each review stop, an administrator can set how much time is allowed to review the application. If the deadline passes, the system shows warnings. These appear as color-coded entries and alerts in the action items window on the dashboard.
Action: Choose to delete or move an item up or down in the list
Select Groups, Departments, and Users as Approval Authorities/Steps for the Selected Route: Add groups, departments, or users to the routing
Notification emails: Check this box to send notification emails one step at a time. If you leave it unchecked, all groups in the route will get notified as soon as the record is created.
Click Save Routing Information:
View Record Actions
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Navigate to the module, click List, and select a record from the list:
Click Edit (Permitting & Project Systems only):
Select the Status tab and click Record Actions:
Click Details on an action item to view more information:
Click Resend to send the message again:
