Working with ASI Groups and Subgroups

Creating New ASI Fields

Use the procedure below to create custom ASI fields. When you create a new ASI group, you specify the group code, the name, and the first field you want to include in the group. You can set up other information about the field, including the field type and a default value. You can set up additional fields, change the order of fields in the group, and change any values when you edit the ASI group. When you make modifications to an ASI group, you have the option to include the display of the newly added group or field to existing records.

To create an application specific information group

  1. Go to Civic Platform Administration > Setup Portlet > AA Admin.
  2. Expand the appropriate module, then click the link for the record type you want to work with.

  3. Click Other Associations.

  4. Navigate to the Application Specific Info Group section.

  5. Click Create New Application Specific Info Group.

    Civic Platform displays the application specific Information—Add page.



  6. Complete the fields that display. For a description of the fields, see Table 1.

  7. Click Submit.

Searching for an ASI Group

To view or edit an existing application specific information group, you must first locate the group you want.

To search for an application specific information group

  1. Access the Classic Administration page (Accessing Classic Administration).

  2. Choose Application > App Specific Info.

    Civic Platform displays the application specific Information Search page.

  3. Complete these fields:

    Application Specific Info Group Code Enter the group code associated with the application specific information group you want. If you use V360, this group code is what defines the available fields for creating custom screens.
    Application Specific Info Subgroup Enter the code associated with the subgroup you want.

    Note:

    To see a list of all groups, click Submit without entering group details.


    Civic Platform displays the Application Specific Info—Browse page.



  4. Click the red dot beside the group you want.

    Civic Platform displays the Application Specific Info Group Code—Edit page.

Working with ASI Subgroups

For each application specific information group code, you can delete or arrange the display order of subgroups. You can create new subgroups, edit existing subgroups, and add them to the group code.

If your agency provides Citizen Access, you can perform ACA-specific configuration tasks including: designing the layout of information and instructional text, setting the display of a pageflow, and arranging the display order. You can do this through the Citizen Access Configuration for the ASI subgroup. For more information, see Designing ASI Layouts for Citizen Access.

Topics

Updating the Subgroup Display Order

You can update the display order of a subgroup.

To update the subgroup display order

  1. Locate the ASI group you want to work with. For instructions, see Searching for an ASI Group.

    Civic Platform displays the Application Specific Information Table-Edit and Manage Subgroups page.

  2. Enter the display order in the Display Order field.

    For example, if you want a subgroup to be first in the display order, enter 1.

  3. If you want to change the display order of a subgroup fields, click the red dot next to the subgroup you want to modify.

    Civic Platform displays the Application Specific Info Table page.

  4. Enter the display order in the Display Order field.

  5. Click Update.

    Civic Platform updates the display information.

Deleting a Subgroup from a Group Code

If you no longer need a subgroup associated with an application specific information group code, you can remove the subgroup.

To delete a subgroup from a group code

  1. Locate the ASI group you want to work with. For instructions, see Searching for an ASI Group.

  2. Select the Delete option next to each subgroup you want to remove.

  3. Click Submit.

Creating a New Subgroup for a Group Code

You can create a new subgroup for an existing application specific information group code.

To create a new subgroup for a group code

  1. Locate the ASI group you want to work with. For instructions, see Searching for an ASI Group.

  2. Click New.

    Civic Platform displays the Application Specific Info Group—Add page.

  3. Complete any fields that display. For a description of the fields, see Table 1.

  4. Click Submit.

    Civic Platform adds the new subgroup, and then displays the Application Specific Info page.

Adding an Existing Subgroup to a Group Code

You can search for an existing subgroup and add it to a group code.

To add an existing subgroup to a group code

  1. Locate the ASI group you want to work with. For instructions, see Searching for an ASI Group.

  2. Click Add.

    Civic Platform displays the Application Specific Info Group Code—Add page.

  3. Select the Group Code containing the existing subgroup you want to add.

    Civic Platform displays all of the subgroups associated with the group code you selected.

  4. In the Subgroups field, select the subgroup you want to add.

  5. Click Add.

    Civic Platform adds the selected subgroup to the group code you are working with.

  6. Click Update.

Editing a Subgroup

After you create an application specific information group, you might need to update a subgroup that belongs to the group. You can apply any changes you make to all subgroups. For information about applying or updating user access security permissions to a subgroup, see Setting Up Security Policies.

To edit a subgroup

  1. Search for the application specific information group with the subgroup that you want to edit. For instructions, see Searching for an ASI Group.

  2. Click the red dot beside the subgroup that you want to edit.

    Civic Platform displays the Application Specific Information page.



  3. Select whether to apply changes to this subgroup only or to all subgroups.

  4. Update the fields that display. For a description of the fields, see Table 1.

  5. Click Update.

    Table 1. Application Specific Information Group Fields
    ACA Configuration If your agency implements Citizen Access, click ACA Configuration to access the Application Specific Info Field - Edit page. Then complete the configurations to design the Citizen Access form display for the group. For more information, see Designing ASI Layouts for Citizen Access.
    ACA Displayable This option controls the ability for users to view application-specific information in Citizen Access. For example, users can view the property frontage information on a planning application.

    To allow users to have full or read only access to the application-specific information in Citizen Access, set ACA Displayable to Yes, and configure the ASI Security (Setting Up Security Policies) to full or read. Select No to hide the application-specific information.Use the Hidden option for expressions when the value from a field not displayed on the form becomes updated by the expression or the expression criteria uses the value.

    ACA Searchable This option controls the ability for users to search for the application-specific information in Citizen Access. For example, users can search for the property frontage information on a planning application.

    Select Yes to allow users to search by the application-specific information in Citizen Access. Select No to hide the application-specific information from the search form.

    There are four combinations of settings for the ACA Displayable and ACA Searchable options:

    If you select Yes for both options, the ASI field displays and is available for use in the search form.

    If you select Yes for ACA Displayable, but you select No for ACA Searchable, the ASI field displays as read only in the search form.

    If you select No for ACA Displayable and Yes for ACA Searchable, the ASI field does not display in the search form. This is not a best practice configuration.

    If you do not want the field to display in the search form, select No for both options. If you select No for both options, the ASI field does not display in the search form.

    Alternative ACA Label Enter a custom ASI field label to display to public users on web pages in Citizen Access, to enable the agency to ask questions to an applicant during the application intake process online. For example, you can change a field label from “Criminal History” to “Have you or any member of your immediate family, including spouse, children, parents, or siblings been convicted of a crime?”This field is available only when you are adding a field to an ASI subgroup.
    Application Spec Info Group Enter a unique code to identify the application specific information group that you are creating. If you are creating a subgroup for an existing group code, Civic Platform automatically populates this field with the group code that you are working with.

    This field is read-only when you are editing a subgroup or adding a field to an ASI group.

    Application Spec Info Subgroup Enter the name of the subgroup you are creating.

    This field is read-only when are editing a subgroup.

    Application Spec Info Subgroup Alias Enter the subgroup alias. The alias replaces the subgroup name in all the areas that the ASI subgroup displays to the users in Civic Platform, Citizen Access, and Mobile Office.
    Application Spec Info Table Choose the table group you want. You must create the table group before you can choose it. For more information, see Working with ASI Tables.
    Apply changes to all subgroups Choose this option if multiple groups contain the subgroup and you want to apply the changes to the subgroup in all groups.
    Apply changes to this subgroup only Choose this option if multiple groups contain the subgroup and you just want to apply the changes to the subgroup in current group.
    Default Value Enter a default value for the field. If you are adding an ASI group, this field defines the default value for the first field in your application specific information subgroup.
    Note:

    If you are setting up a drop-down list, you can add values to the drop-down list so that a user can choose from multiple values. For instructions, see Setting or Editing Drop-Down List Field Values.

    Display Len Specify the maximum number of characters that Civic Platform displays.
    Display New ASI on Existing Contacts Select Yes to apply the new ASI field to existing contacts. Select No to apply the new ASI field to new contacts only.
    Display New ASI on Existing Records Select Yes to apply the new ASI field to existing applications. Select No to apply the new ASI field to new applications only.

    If you cannot see the option, you must configure the related Standard Choice. Refer to the Accela Civic Platform Configuration Reference for additional information.

    Display new ASI on existing Education/Examination/Continuing Education Choose Yes to make the new user-defined field, table, or sub-group of user-defined fields available to existing education, examination and/or continuing education records in addition to being available for new records. Choose No to apply the new user-defined objects to new records only.
    Display Order Enter a number to determine the position of the field in a subgroup. If you are adding an ASI group, this field determines the position of the first field in your application specific information subgroup.

    For example, to display the field before any other fields, enter 1.

    Fee Indicator To use the field value in a fee calculation, enter the unique 5-digit code that you use to identify this application-specific variable in the fee formula. You must use a value between 10100 and 10599 and use the format displayed: $fixxxxx$For example, enter $fi10101$
    Field Type (or Type) Choose the type of field. If you are adding an ASI group, this field defines the type of the first field in your application specific information subgroup. For more information on field types, see Adding a Field to an ASI Group.

    If the field type is a drop-down list, click Edit to update, add, or delete values from the drop-down list. For instructions, see Setting or Editing Drop-Down List Field Values.

    Field Label (or 1st Field Label) Enter the label of the field. If you are adding an ASI group, this field defines the label for the first field in your application specific information subgroup.

    For example, if you want to prompt end-users to specify a date, enter the word Date.

    Group Display Order Enter a number to determine the position of this information group on the application specific Information section of an application in Daily Activities. For example, if you want this information group to display in the second position, enter 2.
    Justification Use the drop-down list to determine the justification of the field value. If you display Citizen Access in a Cyrillic font, which reads from the right side of the page to the left, you can specify a text justification that takes into consideration the font direction. The default setting uses left-alignment. If you cannot see any options, you must configure the related Standard Choice. For more information about the justification, see “Setting ASI Fields to Right Justification” in the Internationalization Installation and Administrator Guide.
    Location Query Select Yes to support populating the ASI fields with the map data from multiple GIS layers. Select No to allow populating the ASI fields only with the map data from the layer where the selected GIS object lies.
    Max Len Specify the maximum number of characters that the field accepts.
    Req for Fee Calc To require users to complete the Fee Calculation fields, click Yes or choose Yes from the drop-down list.

    Fields required for Fee Calculation display a visual indicator ($) on the permit application form. You can configure this feature with Function Identification 0242 Required for Fee Calculation.

    Required Flag (or Required) To require users to enter a value in this field, click Yes or choose Yes from the drop-down list.
    Searchable Flag (or Searchable) To let users search for applications based on this field, click Yes or choose Yes from the drop-down list.
    Status To let users see this group or this field in Civic Platform, click Enable or choose Enabled from the drop-down list; otherwise, click Disable or choose Disabled.
    Supervisor Edit Only Select Yes or choose Yes from the drop-down list to make this information read-only to non-supervisor users after a user creates an application. For instructions, see Limiting ASI Editing Rights.
    Unit or New Unit Enter any desired unit such as square feet, dollars, or miles that you want to attach to the field value. Choose from Standard Choices, or enter a new unit.
    Note:

    If you are editing an ASI subgroup, you cannot enter a new unit.