Navigating the New User Interface

The new Civic Platform user interface provides a number of navigation options that you can use to find the pages you need so you can do your job. The topics listed below describe these options.

Topics

As with anything, the best way to familiarize yourself with the tools at your disposal is to try it out for yourself.

Switching Between Dashboards

The tasks dashboard displays by default when you log in or when you return to the home page. However, a maps dashboard is also available which offers a map-centric view.

A dashboard toggle lets you switch between the two dashboards. This toggle is located at the top of the main menu.



When this icon displays, the task dashboard is the current view.

When this icon displays, the maps dashboard is the current view.

To toggle between dashboards

  1. Click the dashboard toggle at the top of the main menu.

  2. Choose for the task dashboard.

  3. Choose for the map dashboard.

Using Search in the New Civic Platform User Interface

There are a number of ways to search for data in the new interface.

  • The global search tool in the main menu gives you the ability to locate the information you need. When you search on a word or phrase, the global search engine returns all records that contain the search criteria, regardless of the record type. Search results are sorted by record type, making it easier for you to find what you need. (See Performing a Global Search.)

  • Reference data lookups are available via the launchpad. When you select any of the reference data lookups, you can enter search criteria to locate the reference data you need. (See Performing a Reference Data Lookup.)

  • Individual page search functionality allows you to look for a particular record within the data set supported by the page you are on. (See Performing an Individual Page Search).

Performing a Global Search

Use the global search tool to find a record quickly.

To use global search

  1. Click the search button in the main menu.

  1. Enter search criteria. For example, enter a last name.

  2. Press Enter (or click Search).

    Search results display, with the results grouped by record type.




    Note:

    Search results are persistent for the duration of your work session. If you navigate to another space (for example, you click a record link to view that record), you can always click the search button at any point to return to the search results for the last search you performed. You can enter new search criteria at any time.


  3. To exit the search page, click the home page link (agency name) or any other space icon.

Performing a Reference Data Lookup

Reference data is data that is stored in the database as an individual data entity, rather than as part of a transactional record. Reference data can then be pulled from the database and used in multiple transactional records.

Example: You enter a reference address in the database. Someone in your agency creates a new building license application or adds a new work order for the address you entered. That user can look up the address in the reference database and retrieve the complete address from the database, while establishing a link with that address record. At any point in the future, you can open the reference address record and from that record, access/view all work orders, schedules, applications, and other types of activity for that address, thanks to that link.

To look up a reference object

  1. Click to access the launchpad.



  2. Click one of the reference links available on the launchpad.

  3. Enter search criteria and press Enter (or click Submit).

Performing an Individual Page Search

Many Automation pages give you the ability to search for particular records contained within that page. For example, you can open the Inspection page and search for all inspections completed by one individual in the month of April. Or you can open the Work Order page and search for work orders that are overdue and not completed.

If you see a Search button in the toolbar of a page, you can search for records.

To search for records on a page

  1. Use the launchpad to open the page you want to work in. If you already have the page pinned to your menu bar, you can click the pinned space icon.

  2. Click Search.

  3. Enter search criteria and press Enter (or click Submit).

Using the Launchpad

The launchpad is your one-stop access point for most pages you need to work with. The launchpad has several distinct parts, each of which presents you with a list of hyperlinks you can click to “launch” or access that object.

About Your Pages

The Your Pages area provides you with two alternatives for viewing and accessing page hyperlinks. You can toggle between the views by clicking the All Pages bar, which shifts from top to bottom, depending on which view displays:



  • The default view is a list of pages you have marked as ‘favorites.’



    To organize the order in which the favorites display, use the handle on each favorite to drag and drop it where you want it.

  • The alternate view, All Pages, is a list of all the pages that your user profile allows you to access, sorted by functionality.



    This list cannot be reorganized, but you can filter the list to find what you are looking for.

Finding a Page

You can scroll up and down the page views to find a page link, or you can apply a filter to locate a page quickly in the All Pages view.

To find a page by applying a filter

  1. Click to access the launchpad.

  2. Click All Pages at the bottom of the Your Pages section.

    The display changes to a list of all accessible pages, sorted by functionality.

  3. Enter the page name you want in the Filter list... box.

    As you enter each letter, the list of pages below the box adjusts to display those pages that match in full or in part what you are typing.

    In the example below, entering co displays a number of pages with “co” in their titles. Adding an additional n makes a big difference.



Defining a Page as a Favorite

The ability to mark pages as favorites enables you to set up the launchpad to suit your individual work requirements. The pages you mark as favorites are the first ones displayed whenever you open the launchpad. You can have as many favorite pages as you want, but remember: too many favorites may defeat the purpose. If you have too many favorites in your list, you can easily remove them the same way you added them.

To select or deselect a page as a favorite

  1. Click to access the launchpad.

  2. Click All Pages at the bottom of the Your Pages section.

    The display changes to a list of all accessible pages, sorted by functionality.

    A gold star means a page is currently marked as a favorite.

    A white star means a page is not marked as a favorite.

  3. Locate the page you want to select or deselect as a favorite.

  4. Click the star.

    The star color changes color (yellow to white, or white to yellow)

  5. Click All Pages at the top of the Your Pages section to return to the Favorites list.

  6. If you created a new favorite, you can use the handle on the new favorite to drag and drop it where you want it to appear.

Accessing Recent Records

The launchpad provides you with a list of recently visited applications and records. Records display in the order of when they were last accessed, most recent first.

You can click any record in the list to launch it in a new space.

If the recently visited list gets too long, you can clear the list. Be aware that, when you clear the list, the action is permanent.


Note:

You don’t need to rely on the list of recent records to access ongoing work. Open any record in a new space that you work with a lot, then pin that record to the spaces menu. It will remain pinned there until you unpin it. To access the record, click the pinned space in the menu


Accessing Reference Pages

The launchpad makes access to reference data easy. On the right edge of the launchpad is a series of links that enable you to look up reference data when you need it.



Click a link to display a lookup form where you can define the search criteria needed to locate the reference data you want to see.

Related Links

Working with Spaces

The spaces menu on the main menu gives you one-click access to any page you have open.

Viewing More Spaces

A total of 6 spaces display in the spaces menu at any one time, with the most recently opened space at the top.

If you have more than 6 spaces open (up to a maximum of 20), you can access them by clicking the More link at the bottom of the spaces menu.



The ‘more spaces’ panel displays the spaces that don’t fit on the menu. It also keeps a running count of the number of spaces you have open.

Pinning, Unpinning, and Closing Spaces

If you have certain pages you work with a lot, or if you have a record that you are having to return to frequently, you can open the record or page in a space and pin it to the spaces menu. Pinned spaced stay put until you unpin them.


Note:

Just because you pin a space does not mean that it will not be demoted down the spaces menu if you open other spaces.


To pin, unpin, or close a space

  1. Click the Space Options button on the space you want to work with.



  2. Select the action you want to perform from the menu of options: Pin, Unpin, or Close.

    If you pinned the space, a thumbtack image appears in the upper right-hand corner, which is your visual flag that this is a pinned space.

    If you unpinned the space, the thumbtack image disappears and the space can be closed.

    If you closed the space, it is removed from the spaces menu.

Interacting with the Task Dashboard

The tasks dashboard is your to-do list, calendar, and work tracking venue. It is also your home page, so it is always accessible (see Getting there).

You can interact with your tasks in both the card view and the list view. Each view has distinct benefits, and many users like to switch between views to take advantage of functionality that is unique to one view or the other.

The following sections discuss in more detail how you can use both views to work efficiently and effectively.

Using the Task List

The task list view gives you the ability to view many tasks at once in a table format. This can be very useful when you want to compare like values for differing tasks.

For example, you can quickly compare due dates of assignments in your queue, as shown in the image below.

Figure: Comparing Data in List View



If you have tasks with conditions, you can click the condition icons in the list view for more information, just as you would in the task card view. See Getting More Information About Conditions, Holds, Notices, and Locks.



By default only six tasks display when you first open the task list view. You can use the Load More... link at the bottom of the page to expand the task list in increments of six.

You can perform actions on one task or select multiple tasks and perform a batch action on them. The list of actions available for you to perform varies, depending on the type and quantity of tasks you want to perform an action upon.

For example, if you select a single document review task and click , the available actions you can perform on a document review task display.



If you select more than one task and then click Actions, the available actions include only those that you can apply to ALL selected tasks.



Getting the Most from Your Task Cards

Task cards provide a nice visual for browsing, but more importantly, they also provide a significant amount of relevant information and functionality that can help you plan your course of action to address your task.



Topics

Details You Can Glean from a Task Card

  • Priority. Some tasks have a priority flag. Find it in the upper left-hand corner.

  • Conditions, Holds, Notices, and Locks. The image above shows a lock condition on the document review task. Click any condition icon to view details about the condition.

  • Times/dates. Most tasks have a scheduled time/date, a due date, or other relevant date (such as the date of the last status change). This information displays in different locations on the card, depending on what type of task it is. For example, the document review task in the image above shows a last status update date of April 27. The activity task on the right shows a due date of July 3 and a start date of June 29.

  • Status. Some task types display the task status prominently on the task card. The document review task above shows the status along with the date that the status last changed. The activity task above shows the status immediately below the task card title.

  • Other Details. Task-centric details can tell you something about how you should interact with that task. Different task types offer different details.

Things You Can Do on a Task Card

  • You can open the task details in a new space (or a slide-out, depending on the type of task) by clicking the task name hyperlink.


    Note:

    If the task name displays in black text, you do not have permission to view the task details.


  • You can perform actions via the action slide-out. Which actions you can perform varies by task type.

  • You can access the record from which the task originated by clicking the record ID hyperlink.

  • You can access the primary contact details by clicking the primary contact hyperlink.

  • You can preview documents (doc review tasks only).

Getting More Information About Conditions, Holds, Notices, and Locks

When conditions, holds, notices, or locks are applicable to a task or to the record from which a task originates, you see one of these icons displayed prominently in the center of the task card.

indicates ‘required’ task (workflow tasks only).

indicates a lock condition (severity 1) is in place.

indicates a hold status (severity 2) is in place.

indicates a notice (special instruction) (severity 3) is available.

When you see one of these icons, you can click it to learn more about the reason it is in place.



If you need more information, expand the task action slide-out and click the record ID link to open the record in a new space.

The notice displays at the top of the page, but in more detail.



If you need even more detail than this, click View notice to open the condition details in a new window.

Looking at Task Card Examples

Task cards provide you with a number of useful details at a glance. They also provide you with one-click access to the record of origin. See the examples below to learn more about what data displays in the task cards.

Inspection Task Card



Document Review Task Card



Activity Task Card



Workflow Task Card



Meeting Task Card



Interacting with the Map Dashboard

See Geo-locating Records.