Maintaining Agencies

If you manage multiple agencies you might use these features, but if you do not have multi-agency responsibilities, you do not have access to add agencies, nor reason to do so. Agency administrators are not likely to need the functions explained in this section. Accela Services Implementation specialists are likely to use these functions to establish agency-level settings. Use these functions only if you deal with multiple agencies.

Topics

Adding an Agency

Best Practice Recommendation

Work with the Accela services team to incorporate best practices functionality into any new agency that you create.

This section describes how to:

  • Add an agency

  • Customize agency settings to improve the security and efficiency of your system.

  • Set an account disable time frame to disable accounts that are inactive and cluttering your system.

  • Set a password time‑out time frame to require users to change their password at regular intervals. Note: Account disable time frames and password time-out time frames set in the Civic Platform do not affect similar settings in Active Directory.

To add an agency

  1. Log in to a Civic Platform Super Agency.

  2. Go to Admin Tools > Agency Profile > Agency > Add.

    Civic Platform displays the Agency—Search page.



  3. Click Add.

    Civic Platform displays the Agency—Add page.



  4. Update the agency option details (see Table 1).

    Set permissions to Civic Platform Solution Modules for the agency you are creating. Select the Yes option to allow the agency access to the solution module and the No option to deny the agency access to the solution module.

  5. Click Save.

    Civic Platform creates the agency and saves your settings.

    Table 1. Agency Option Details
    AA Version Select the version of Civic Platform to set up for the new agency.
    Account Code If you selected Yes in the Enable Fee Audit Trail field, you can enter up to three Account Codes for invoice adjustment.
    Account Disable Time Frame Enter the number of days a user account can remain inactive before Civic Platform disables it. Enter this value as a non-negative integer.

    When the number of days since the user account’s Last Login Date is greater than the value in this field, Civic Platform disables the account. Agency administrators can select the Enable option for the Status field in a user profile to manually reactivate an account.

    Individual agency administrators can set time frames for individual users that override the agency setting. The default value is 90.
    Adhoc Multiple Agency Report Choose No if your agency does not allow an Adhoc Multiple Agency Report.

    Choose All if your agency allows all related agencies in an Adhoc Multiple Agency Report.

    Choose List if your agency allows specific agencies in an Adhoc Multiple Agency Report.
    Address 1 Enter the mailing address for the agency in the address fields.
    Address 2 Enter the mailing address for the agency in the address fields.
    Address With Street/Unit End Number Select Yes to enable the Street Start, Street End, Unit Start, and Unit End fields in user portlets.

    Select No to disable these fields.

    Agency Enter a description or the name of the agency.
    Agency Code Enter an agency code for the agency you are creating.
    APO Source Number Select the source number for the address, parcel, and owner (APO) data.

    If you are managing multiple agencies, and you want to enable several agencies to share the APO data among them, assign the sharing agencies with identical APO Source Number, and assign the other agencies with unique APO Source Numbers.

    Automatically adjust for daylight savings Select this option to have system time settings adjusted for daylight savings.
    City, State, ZIP Enter the City, State, and ZIP information.
    Commas in Numeric App and Task Specific Info Fields Select Yes to allow commas in a numeric type field for application-specific and task-specific information fields. If you select No, you can enter numbers only in these fields and an error message displays when a user enters a comma.
    Contact Line 1, Line 2 Enter contact information associated with your agency (usually the mailing address of the agency’s main office).
    Customized Application Number Select Yes to enable a customized application number mask. Select No to use Civic Platform default application numbering.

    The customized application number allows administrators to define an application numbering scheme which uses a mask that combines text and numbers with the sequence to create a unique application number that is easily recognizable.

    For example, you can create a mask pattern that combines the calendar year with the sequence number to create a unique application number.

    Customized Application Type Display Order Select Yes to sort the display order of application types in application pickers and drop‑down lists. Select No to use Civic Platform
    Customized Invoice Number Select Yes to enable a customized invoice number mask. Select No to use Civic Platform default application numbering.

    The customized invoice number allows administrators to define an invoice numbering scheme which uses a mask that combines text and numbers with the sequence to create a unique invoice number that is easily recognizable.

    For example, you can create that combines the module name, such as building or inspection, with the sequence number to create a unique invoice number.Use the Sequence Generator to customize the invoice number scheme. See the “Sequence Generator” section of the Accela Civic Platform Administrator Guide.

    Customized Receipt Number Select Yes to enable a customized receipt number mask. Select No to use Civic Platform default application numbering.

    The customized receipt number allows administrators to define an receipt numbering scheme which uses a mask that combines text and numbers with the sequence to create a unique receipt number that is easily recognizable.

    For example, you can create a mask pattern that combines the module name, such as building or inspection, with the sequence number to create a unique receipt number.
    Default Language If your implementation of Civic Platform supports internationalization, select a data language from the drop-down list. US English is the default data language setting.

    For information on installing language packs and configuring Civic Platform for internationalization, see the Accela Automation Internationalization Installation and Administrator Guide.

    About Internationalization: In Civic Platform administration portlets, you can choose to display data in either in the default system language, or use language for which the agency has installed a language pack. The data language is independent of the primary or preferred language.

    Email Hyperlink Select Yes to enable hyperlinks in emails.

    Select No to disable hyperlinks in emails.

    EMSE Logging Set this option to Yes to activate the log and the error messages that pop up when an EMSE script runs.
    Enable Application Name Select Yes to enable the application name to be part of the standard installation for the agency.

    The default value is No.

    The implementation team sets this option by running a database script during Civic Platform installation process.
    Enable Record Audit Log You can use audit logs to track activity in Civic Platform such as creating, updating, or deleting objects.

    Record/ASI/ASIT

    Select Yes to enable an audit log that tracks all activities that occur on a record. Civic Platform also tracks changes to application-specific information and ASI tables.

    Contact

    Select Yes to enable the reference contact log and the record (daily) contact log. These logs track reference and transactional contact changes. The reference contact log includes the following audit types: contact address, contact also known as, contact merge, and contact relationship.

    Checklist

    Select Yes to enable an audit log that tracks all the activity occurring on a checklist. For more information about using the checklist audit log, see the Audit Log chapter in the Accela Civic Platform Administrator Guide.

    Record Condition

    Select Yes to enable an audit log that tracks all activities relevant to conditions in a record, in a workflow, or in an inspection record. For more information about using the conditions audit log, see the Audit Log chapter in the Accela Civic Platform Administrator Guide.

    Reference Condition

    Select Yes to enable an audit log that tracks all activities for conditions applied to a reference component, such as address, parcel, owner, professional, or contact.

    Standard Condition

    Select Yes to enable an audit log that tracks all activities performed by administrators on conditions.

    Document

    Select Yes to enable an audit log that tracks document-related activities.

    Examination

    Select Yes to enable an audit log that tracks all activities that occur on the Examination portlet to a record.

    Asset

    Select Yes to enable an audit log that tracks all activities that occur on asset details, asset attributes and asset attribute tables.

    Workflow

    Select Yes to enable an audit log that tracks deleted workflow, deleted history workflow task, abnormal workflow changes (such as new ad hoc task, task activation / deactivation), and workflow task assignments.
    Find App Date Range Enter the number of days that Civic Platform should include in a default application search. This setting limits how many applications that a search returns. The default is 30 days but you can modify the number of days or specify a fixed date. The users can override this setting when searching for an application.
    Inspection Results 4.0 Multiple Result Screen Set this option to Yes to activate the screen that allows multiple inspections to display. When you set this optoin to No, only one inspection displays on the screen at a time.
    Inspection Scheduling; Activate Next Working Day Select Yes to allow Inspection Calendar users to schedule inspections for the next available working day when all the time blocks for the current date are unavailable.

    This setting only applies to the Inspection Calendar function in Civic Platform.

    Issue Permit After Fee Paid Select Yes to automatically issue permits after the citizen pays any fees associated with the permit. Select No to require manual permit issuance.
    Jurisdiction Enter the jurisdiction of the agency you are creating.
    List of Agencies If you select List for the adhoc multiple agency report option, enter the list of agencies to include in multiple agency reports. Place single quotes around each agency and separate them by commas.
    List of Agency Source Sequence If you select List for the adhoc multiple agency report option, enter the sequence of included agencies. Separate the sequence numbers by commas.
    Multi-Language Support If your implementation of Civic Platform supports other languages, select Yes. To enable configuring for internationalization, such as installing language packs and configuring Civic Platform, see the Accela Automation Internationalization Installation and Administrator Guide.
    Participate in Delegation Allows you to specify an agency’s participation in delegate user functionality in Accela-hosted environments. When you enable this setting, the current agency displays as a parent agency option in the Delegate User setting in V360 Admin.
    Password Change Select the By User option to allow users to change their own password when their previous password expires.

    Select By Administrator to require an administrator to change passwords.This field defaults to agency settings. If your agency allows users to change their passwords, Civic Platform automatically selects Allow Users. If your agency requires an administrator to change passwords, Civic Platform automatically selects Require Administrator.

    Password Time-out Time Frame Enter the number of days a user password can remain valid before Civic Platform requires a password change. Enter this value as a non-negative integer.

    Individual agency administrators can set time frames for individual users that override the agency setting.

    The default value is 90.

    Print Permit Style Select With Logo to print agency permits with your agency logo and Without Logo to print agency permits without your agency logo.
    Recalculate Invoiced Fee Select Yes to enable the recalculation of fees after you invoice them. Select No to disable the invoiced fee recalculation feature.
    Set ID Prefix Enter the format mask you want to place in front of the SET ID sequence. The default is blank. For an explanation of masks, see Masks for Sequenced Numbers.
    Special Handle Special handles are activation switches from previous releases. With few exceptions, you do not need to modify any information in this field.

    One exception is SH013, which activates the Final Inspection button on the Application Type window. For a list of special handles, consult with your Accela Services implementation specialist.

    Time Zone Select the time zone for the agency. Select or clear the box to indicate whether you want Civic Platform to automatically adjust for daylight savings.
    Enable Fee Audit Trail Select Yes to enable an audit trail for fees and fee calculation after you invoice a fee and after the citizen pays the fee. Select No to disable the fee audit trail feature.
    Use Department Name Select Yes to replace the organization levels (Service Provider/Agency/Bureau/Division/ Section/Group/Office) with the Department Name in all agency forms. Select No to display the complete organization structure.
    Workflow Assign Task Date From Default Value The default is 30 days from the current date in the Workflow Assignment page. You can change the task assignment date.

Editing an Agency

You can change the settings for an agency, in the rare event that you need to. For example, if your agency were to move your administrative office, or if your city administrator retires and you appoint a new contact person, you must update that information in the Agency Profile.

To edit an agency

  1. Select Administrator Tools > Agency Profile > Agency.

    Civic Platform displays the Agency—Search page.



  2. Enter search criteria in any or all of the fields to find the agency you want to work with.

  3. Click Submit.

    Civic Platform displays the Agency—Browse page.

  4. Click the red dot by the agency you want to work with.

    Civic Platform displays the Agency—Edit page.

  5. Update the fields as described in Agency Option Details.

  6. Select and clear the options on the form to define the available features of Civic Platform for the agency you are creating.

  7. Click Save.

    Civic Platform saves your changes.