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Permitting Setup: Workflow Tab

The Workflow tab allows you to add workflow steps to the permit type. You can add workflow steps to the Administrative, Review, or Final worklists so that they will be pre-populated on permits of this type. Keep in mind that workflow steps in the Administrative worklist can be performed throughout the life of the permit, while workflow steps in the Review worklist are applicable once permits of this permit type are in the technically complete state. Workflow steps in the Final worklist will be applicable once the permit has been issued and all required inspections have been completed on permits of this permit type.

Adding Workflow Steps to a Permit Type

  1. Click on Administration in the navigation menu, then select Permitting Setup.
  2. Click Permit Types.
  3. Select the permit type from the list.
  4. Click the Workflow tab.
  5. Select whether the workflow step should appear in the Administrative, Review, or Final worklist.
  6. Click Add. An additional row will appear.
  7. Begin typing or click the magnifying glass icon () to select the Step you would like to add to the permit type. The step will populate into the newly created row.
  8. Repeat this process to add any additional workflow steps.
  9. Click Save.

 

Workflow Step Options

  • Order: The display order determines the sequential order in which the workflow steps appear on permits of this permit type. Click the up arrow icon () to move the step to the top of the list.
  • Proc. Duration (Process Duration): Enter how many days it would take to complete this workflow step. This will populate a due date for the workflow step in the user's to do list as long as a due date calculation is selected. *Note: A value may autopopulate into this field if it was configured when creating the workflow step itself, however the value can be changed here if needed.
  • Cycle Duration: Enter the number of days the cycle should take to complete. This will recalculate the due date of subsequent cycles of a permit once the previous cycle has been completed.
  • Notif. Duration (Notification Duration): Enter the number of days before the workflow step is due that SmartGov should send the assigned user an email notification if they are subscribed to receive emails. The due date is determined by the value entered in the process duration field.
  • Est Hrs: Enter the expected number of hours to complete this workflow step.
  • Required: Select whether the step is Not Required, Required for Approval, or Required for Closure. *Note: The options available in this drop-down menu depend on the workflow list you have selected.
  • Due Date Calculation: The selection made here will determine how the due date is calculated. You can select whether the due date should be calculated based on the permit's process state or base workflow steps. The option selected will calculate the due date based on the date the permit moves to the selected status plus the number of days in the process duration field. *Note: If the step you are editing has a base step associated with it, you may only select Base Due Date or Base Completed Date for the Due Date Calculation.
    • None: This option will not list a due date on the workflow step, even if the process duration is filled in.
    • Selecting a process state in the drop-down menu will calculate the workflow step's due date based on the date the permit moves to the selected state plus the process duration.
      • For example, if the permit moves to Approved on 7/1 and the process duration is set to 3 days, the step will be due 7/4.
    • Base Due Date: If the workflow step is dependent on another step, this option will use the same due date of the base workflow step plus the process duration amount configured for the step.
      • For example, if Base Due Date is selected and the Base Step has a due date of 7/1 and a processing duration of 2 days, the Dependent Step will have a due date of 7/3.
    • Base Completed Date: If the workflow step is dependent on another step, this option will calculate the due date by when the base step is completed plus the process duration amount configured for the step.
      • For example, if Base Completed Date is selected and your Base Step is due on 7/15 but is completed on 7/10, the due date of the Dependent Step will be based off of the 7/10 completion date plus the processing duration.
  • Base Step(s): This column will show the base step that the current workflow step is dependent on.
  • Step Dependencies: Click the link icon () if this step should be dependent on another step, or if you would like to identify another step as dependent upon the currently selected workflow step.
    1. Click Add in the Base Steps section to add one or more workflow steps that must be completed before the currently selected workflow step can be completed.
    2. Click Add in the Dependent Steps section to add one or more workflow steps that cannot be completed before the currently selected workflow step is completed.
    3. Click Save.

     

     

  • Step Assignments: Click the assignments icon () if you would like to assign the workflow step to a User or Group. *Note: Once a permit of this permit type is created, this step will automatically be assigned to the User or Group selected.
    1. In the Assignments section, click the Add button.
    2. Select whether the AssignmentType is a User or Group.
    3. Begin typing the Assignee or click the magnifying glass icon () and select the appropriate user or group. *Note: We recommend assigning steps to Distribution Groups as this allows the jurisdiction to easily update the assignee configuration without having to update each individual step.
    4. Click Save.

     

     

  • Step Submittals: Click the submittals icon () to associate submittals that have been added to the permit type to this workflow step. *Note: This can also be done from the Submittals tab as long as the workflow steps that will be associated with the submittal have been added to the permit type.
    1. Click the Add button.
    2. Select the Submittal from the drop-down menu.
    3. Click Save.

     

     

  • Delete: Click the trash can icon () to remove a workflow step from the list. The workflow step will appear with a strike-through mark.
  • Click Workflow/Submittal Associations at the bottom of this tab to see which submittals are associated with workflow steps.