After this class, you will be able to:

Understand what a condition is and how they are utilized in the system

Know the types of objects that conditions can be applied

Understand the three-tiered hierarchy of conditions

Set up and apply a condition to a record or other applicable objects

Know the different severity levels associated with conditions and what they allow or limit

Identify the specific settings that are important to check or set when adding a condition

Able to use both reference and “on-the-fly” or custom conditions

5.4 Addressing Special Conditions

What is a condition?

A condition is a requirement applied to a record or reference data, that must be fulfilled in order to qualify for approval. Conditions have different severity levels that cause different restrictions.

Examples:

A lock condition is added to a record due to non-compliance at the job site.

A notice condition is added to a reference parcel because it is located in a historical district.

5.4 Addressing Special Conditions

What objects can have applied conditions?

Conditions can be applied to the following:

A record

Reference data Addresses Parcels Owners Contacts Licensed Professionals

** When a condition is applied to reference data, all existing and new records with association to that reference data, will also receive the condition.

5.4 Addressing Special Conditions

Condition severity

Conditions have severity levels assigned. The severity determines what restrictions are applied when a condition with a certain severity level is in place.

5.4 Addressing Special Conditions

Severity Record Results Reference Object Results

Notice The notice condition indicates special instructions to the person completing the application. Accela Automation displays a pop-up window when you open the application or any object associated with the application. Notices do not inhibit the application process in any way.

The notice condition lets you associate a message or notice with an object, such as an address, parcel, or professional. Accela Automation displays a pop-up window when you open the application or associated object.

Hold A hold condition restricts the addition of an activity to a case. For example:• You cannot schedule or update inspections.• You cannot process fees or do cashiering functions.• You cannot process workflow tasks.

You cannot edit an object that has a hold attached.

Required The required condition is unique to workflow tasks. It indicates that a certain activity or field must be completed before the user can proceed to the next activity in the application.

Lock A lock condition prevents users from performing certain operations on locked applications. For example:• You cannot schedule or update inspections.• You cannot add or edit reference objects.• You cannot process fees or do cashiering functions.• You cannot process workflow tasks.• You cannot edit the application status, additional information, application specific information, or renewal information.

A locked object cannot be edited and cannot be associated with any other applications. You cannot edit objects that are associated with a locked object.

Condition banners

Conditions display a colored banner on the record, based on the severity.

5.4 Addressing Special Conditions

Lock

Hold

Notice

Required

Standard Conditions vs. “on the fly” or custom conditionsThere are two different types of conditions. One type is standard and the other is custom. Each behave the same way but are just added in a different manner.

Standard Conditions

Pre-defined conditions that are configured by a system administrator Always available for use on a record or reference data in the system Should be used most often for consistency Can be adjusted as needed before submission

“On the Fly” or Custom Conditions

Should be used when standard conditions aren’t suitable Must use the existing condition groups and types that are pre-defined in the system

5.4 Addressing Special Conditions

Conditions visibility

Conditions can be set to display in ACA or V360.

The condition name and short comments can be set to display in the condition banner.

5.4 Addressing Special Conditions

Conditions hierarchy

Conditions have a hierarchy that includes: Group Type Condition description

5.4 Addressing Special Conditions

Managing conditions

Conditions on a recordStep 1: Determine if the condition comes from a reference object (parcel, address, etc.)

If Yes, should the condition be removed from the reference object and all other records?If Yes, go to Conditions on a reference object…If No, perform the following…

Locks & Holds Use the Unlock or Override buttons

Notices Change the condition status = Not Applied (Not Applied)

Conditions on a reference object Locks, Holds, & Notices

Change the condition status = Not Applied (Not Applied)

5.4 Addressing Special Conditions

Warnings and things to be aware of…

1.Severity setting

2.Changing the status of conditions on a record that are also on a reference object

3.Using Unlock / Override from the SPEAR form

5.4 Addressing Special Conditions