Examining Record Details

Application records can include any or all of the fields listed in Application Record Fields. The records might also contain additional sections to collect related data. The following sections might be available on your application record forms.

Tables in this section

Application Record Fields

The table below lists and defines fields that might be available as you work with records.

Table 1. Application Record Fields
Alt ID For agencies with applications that follow a unique numbering convention, agencies can configure the Alternate ID and apply it to applications along with the Record ID.

The Alternate ID value is auto-generated when you submit a new application. Users cannot modify the value.

Assigned Date The date that a department or individual receives an application assignment.
Assigned To Department The department responsible for the application.
Assigned to Staff The individual who is responsible for the application.
Channel Reported The incoming channel used by the applicant to submit the application. For example, the application might come through the mail, an email, a public Internet site, or a phone call.
Check Number If an applicant pays a fee with a check, this is the check number.
Certification Accepted For applications created in Citizen Access, this field displays whether public users agreed with the statement in the certification section of the application review page.

For more information about the statement in the certification section, see the "Page Flow Configuration" chapter in the Civic Platform Citizen Access Administrator Guide.

Certification Date For applications created in Citizen Access, this field displays the date when public users agreed with the statement in the certification section of the application review page.

For more information about the statement in the certification section, see the "Page Flow Configuration" chapter in the Civic Platform Citizen Access Administrator Guide.

Trust Account ID If an applicant pays a fee with a trust account, this is the trust account ID number.
City Enter the name of the city wherein the primary address is located.
Closed by Department The department responsible for closure from the drop-down list.
Closed by Staff Choose the name of the staff member who initiated the closure. Click the Current User link to enter your user name into the field.
Closed Date The closure date.
Completed by Department The department that completed the application requirements.
Completed by Staff The name of the staff member responsible for completing the application requirements. Click the Current User link to enter your user name into the field.
Contact Address Line 1, Line 2, and Line 3 The street address for the contact using the 3 address lines provided.
Contact Address City The city where the contact resides.
Contact Address State The state where the contact resides.
Contact Address Zip The postal ZIP code for the contact’s address.
Contact Address Country/Region The country or region where the contact resides.
Contact Email The email address of the primary contact associated with the application.
Contact FEIN The 9-digit Federal Employer ID Number of the primary contact on the record. For example, 12-3456789. You can configure Civic Platform to mask the FEIN value after saving the data so that only the last four digits display. Enable this field on the Record detail form by clicking the Organization button.
Contact First Name The first name of the primary contact associated with the application.
Contact Last Name The last name of the primary contact associated with the application.
Contact Middle Name The middle name of the primary contact associated with the application.
Contact Relationship The primary contact’s relationship to the application.
Contact SSN The 9-digit Social Security Number for the contact on the record. After saving the data, the SSN displays as ***-**-1234.
Contact Type When your agency administrator configures this field for display, you can select the type of primary contact you want to associate with the application. The contact type can be either an individual or an organization.

When you select theIndividual option, these fields become available: First Name, Middle Name, Last Name, SSN. These fields are no longer available: Organization Name, DBA/Trade Name, FEIN.

If you select the Organization option, reverse the enabled vs disabled fields.

Data Source If your agency uses the PERMITS Plus permitting system, use this drop-down menu to select a data source for your search. Select AA - Civic Platform to search Civic Platform records. Select P+ - Permits Plus to search PERMITS Plus APD records.
DBA/Trade Name The Licensed Professional’s business name.
Detailed Description A detailed description of the proposed work.
Direction The street direction designation of the primary address associated with the application. For example, choose “N” to indicate a north direction as in “North Broadway.”
Email The email address of the primary contact associated with the application.
Expiration Date The date when a license record expires.
Expiration Status The status of a license record.
First Issued Date The date of first issue.
First Name The first name of the primary contact associated with the application. This field supports wildcard searches (see Performing a Wildcard Search).
House # Alpha (end) The ending street number that makes up the address. You can enter alphanumeric characters in this field. For example, if the street number and street name is “10-23A WHITESTONE,” 23A is the ending street number.
House # Alpha (start) The beginning street number that makes up the address. You can enter alphanumeric characters in this field. For example, if the street number and street name is “10-23A WHITESTONE,” 10 is the beginning street number.
Initiated by Product This field is read-only and identifies the Civic Platform product area where the application is submitted.
Last Name The last name of the primary contact associated with the application. This field supports wildcard searches (see Performing a Wildcard Search).
Level # (end) The ending level number (floor number) that makes up the address within a complex, used to identify a floor or level of a multi-story building/sub-complex.
Level # (start) The beginning level number (floor number) that makes up the address within a complex, used to identify a floor or level of a multi-story building/sub-complex.
Level Prefix The prefix for the level numbers (floor numbers) that make up the address.
Legal Description The legal description of the parcel associated with the application. This field supports wildcard searches (see Performing a Wildcard Search).
Middle Name The middle name of the primary contact associated with the application.
Opened Date The date when Civic Platform creates the application record. Click the Calendar icon located next to the From and To fields to specify a date range. Civic Platform automatically enters the dates.
Opened Department The department responsible for creating the record. Click the Selection icon to choose a department.
Opened Staff The name of the individual responsible for creating the record. If you are responsible, click the Current User link.
Organization Name The name of the organization to which the primary contact belongs. This field supports wildcard search (see Performing a Wildcard Search).
Owner Name The primary owner associated with the application. This field supports wildcard search (see Performing a Wildcard Search).
Parcel Number The primary parcel number associated with the application. This field supports wildcard search (see Performing a Wildcard Search).
Permissions Indicates the level of access for the contact to the record in Citizen Access.

Full grants the contact full access to the record in the My Record list and the Record search result list in Citizen Access.

Schedule Inspections Only grants the contact read-only access to the record in the My Record list and the Record search result list in Citizen Access and allows the contact to schedule inspections.

Read grants the contact read-only access to the record in the My Record list and the Record search result list in Citizen Access.

None denies the contact access to the record in the My Record list and the Record search result list in Citizen Access.

Primary For an application, you can designate a primary Applicant, Address, Parcel, Owner, and Licensed Professional in each section. Set to Yes to specify the primary applicant, address, parcel, owner, or professional for the application. For example, you can specify a primary owner on an application if there are multiple owners. For each application there can be only one primary applicant, address, parcel, owner, or professional.

If, for example, an application has only one associated parcel, Civic Platform automatically designates it as the primary parcel.

To change a primary setting from “No” to “Yes,” you must first change the current primary designation.

In most other actions, Civic Platform also duplicates the primary setting information. For example, when you clone or copy the application (Daily > Application > Copy Application), Civic Platform also copies the parcel settings to the new application.

Priority The priority level assigned to the application.
Receipt Number If Civic Platform generates a receipt (payment or refund) for the current application, this is the receipt number.
Record Type The type of application. You cannot modify this field. The field lists the group, type, subtype, and category of the application type.
Record Description A brief description of the application. For example, if application is a building permit for a commercial shopping center, you can enter “Application for Bethesda Mall Building Permit.”
Record ID The Record ID identifies the application in Civic Platform. The ID is auto-generated when you submit a new application. You cannot modify this value.
Record Name A name that uniquely identifies the basic record and distinguishes it from other records in Civic Platform. For example, if the application is a building permit for a commercial shopping center, you might enter “Bethesda Mall.”
Record Type The type of application. You cannot modify this field..

This field displays the application type for the record. The following information displays: group, type, subtype, and category. You cannot modify this value.

When you perform an application search, you can select an application type from the group, type, subtype, and category drop-down list. The available application type options include all the application types that your agency administrator sets as enabled, or disabled yet searchable.
Relationship The primary contact’s relationship to this application. If you are searching for an application, use the drop-down list to choose a relationship. For example, choose “citizen.”
State The state of the primary address associated with the application.
Status The current status of the application. If you are updating application details, you can change this status. The agency defines the application status. For example, Pending, Opened, Closed, Assigned, Unassigned, and Complete.
Status Group The status group the application status belongs to.
Status Reason A reason that explains why the record displays a certain status.
Street # (Start/End) The street number(s) of the primary address associated with the application. If the primary address includes multiple street numbers (for example, a fourplex), you can use the Street # Start and Street # End fields to define the range of numbers. Agencies can configure the Street # Start and End fields to support range search (adding To-From fields), allowing users to search for one or multiple street numbers within a user-defined range.
Street Direction The street direction of the primary address associated with the application. For example, choose “N” to indicate a north direction as in “North Broadway.”
Street Name The street name of the primary address associated with the application. This field supports wildcard searches (see Performing a Wildcard Search).
Street Number The street number of the primary address associated with the application.
Street Suffix The street suffix of the primary address associated with the application.
Street Type The street type of the primary address associated with the application. For example, choose Street, Boulevard, or Lane.
Street Suffix (Direction) The street suffix which indicates the direction. For example, E, NE, and SW.
Unit Type The unit type designation of the primary address associated with the application. Enter the unit type of the location associated with the application. For example, enter CONDO, APT, or SUITE.
URL The URL to the record information stored in a third-party web application. If necessary, you can append the session variable $$ALTID$$ to the URL like this: http://www.bridgeview.gov/permitsystem?permitID=$$ALTID$$. The session variable retrieves the Alt ID of the record from the application intake form or the Record Detail portlet.
ZIP Code The postal code of the primary address associated with the application.

Applicant and Contact Fields

The table below lists and defines fields that might be available as you work with in the Contact section of an application form.

Table 2. Contact and Applicant Detail
Address/Street Address The contact’s address information. You can have up to three lines of address information.
City The city in which the contact resides.
Contact Type Select the Individual option if the contact is a person. Civic Platform activates the First Name, Last Name, Middle Name, and SSN fields, and deactivates the FEIN field.

Select the Organization option if the contact is a business or other entity. Civic Platform deactivates the First Name, Last Name, Middle Name, and SSN fields, and activates the FEIN field.

Country/Region The country or region in which the contact resides.
DBA/Trade Name This acronym stands for Doing Business As and refers to the contact’s preferred business or trade name. This field is only active when the Contact Type selected is Organization.
Email The contact’s email address.
Fax The contact’s fax number, with Country and Area ode.
FEIN This acronym stands for Federal Employer Identification Number. The government uses this number to identify a business for tax purposes. This field is only active when the Contact Type selected is Organization.
First Name The contact’s first name. This field is only active when the Contact Type selected is Individual.
Full Name The contact’s full name.
Last Name The contact’s last name. This field is only active when the Contact Type selected is Individual.
MI The contact’s middle initial. This field is only active when the Contact Type selected is Individual.
Notes Enter any additional information in this text field.
Notify contact with record update Indicates whether this contact should receive a notification when the application status changes. Choose Yes from the drop‑down list to notify and choose No to not notify.
Organization Name The organization to which the contact belongs. This field is only active when the Contact Type selected is Organization.
Permissions Indicates the level of access for the contact to the record in Citizen Access.

Full grants the contact full access to the record in the My Record list and the Record search result list in Citizen Access.

Schedule Inspections Only grants the contact read-only access to the record in the My Record list and the Record search result list in Citizen Access and allows the contact to schedule inspections.

Read grants the contact read-only access to the record in the My Record list and the Record search result list in Citizen Access.

None denies the contact access to the record in the My Record list and the Record search result list in Citizen Access.
Phone 2, Phone 3 Additional telephone numbers for the contact. Indicate primary, secondary, and tertiary numbers by using the Telephone, Phone 2, and Phone 3 fields.
PO Box The contact’s post office box number.
Preferred Channel Choose from this drop‑down list the method by which the contact prefers to receive notification; for example, by phone, email, fax, or postal mail.
Primary This drop‑down list indicates whether the contact is the primary contact for the application. Choose Yes to set as the primary contact and No to set as not the primary contact.
Relationship The contact’s relationship to the application; for example, applicant, or agent. Use the drop-down list to choose a contact relationship.
State The state in which the contact resides. Use the drop-down list to choose a state.
SSN The contact’s Social Security Number. This field is only active when the Contact Type selected is Individual.
Telephone The contact’s telephone number, including Country and Area codes.
Title The contact’s business title, for example President. This field is only active when the Contact Type selected is Individual.
Type The type of contact. Civic Platform uses contact types to group contacts with similar functions. Types might include Complainant, or Billing Contact. Use the drop-down list to choose a contact type.
Zip Code The contact’s zip code.

Record Summary Page Sections

The following table lists the sections that might display on the Record Summary page.

Table 3. Record Summary Page Selections
Application Summary Page Section Section Description
Adhoc Task Status This section displays the status of any ad hoc tasks associated with the application.
Record Comments This section displays record comments.
Record Detail Click the record detail link in this section to view the Record detail portlet.
Application Specific Info This section displays application-specific information about the selected record type.
Record Status Click the application status link to view the Application Status detail portlet.
Balance Click the balance amount to view the Payment detail portlet.
Condition Status Click a condition to view the associated Condition Detail and History portlets.
Contact Info This section displays the contact detail for record contacts.
Description of Work Click the description of work link in this section to view the Record detail portlet.
File Date This section displays the date the application was submitted. Click the link to view the Record detail portlet.
Inspections This section displays pending, scheduled, and resulted inspections associated with the record.

For more information on the Inspections section, see Viewing Inspections on the Summary Page.

Job Value Click the job value amount to view the Additional Information Form detail portlet.
Licensed Professional Info This section displays licensed professionals associated with the record.

Click the license number of a licensed professional to view the Professionals detail portlet.

Parcel No This section displays parcels associated with the record.

Click the parcel number to view the Parcel detail portlet.

Required Inspections This section displays inspections that must occur before Civic Platform accepts the application.
Structure This section displays structures associated with the record.
Total Fee Assessed This section displays the total amount of fees assessed to the record.

Click the total fee assessed link to view the Fee detail portlet.

Total Fee Invoiced This section displays the total amount of the fees invoiced to the record.

Click the total fee invoiced link to view the Payment detail portlet.

Tracking # This section displays the record tracking number.
Workflow Status This section displays the workflow tasks associated with the record.

The current application status link displays as a hyperlink. Click this link to the Workflow Task detail portlet.