Managing Plan Review Cycles
The plan coordinator manages the plan review cycle, which is a series of plan reviews for a permit or planning application completed by multiple reviewers.
You manage review cycles on the Plan Reviews page in the permit or planning application details. This topic discusses these review cycle tasks:
Add plan review cycles.
Add plan review due dates.
Cancel plan review cycles.
View the different plan review cycles.
Record time for plan reviews.
Access conditions of approvals for planning applications.
Your agency can conduct reviews that contain both manual cycles and electronic cycles using Bluebeam Studio™. For information about starting a Bluebeam Studio™ Session during a review cycle, see Working with Electronic Plan Reviews.
To access the Plan Reviews page for a transaction:
Select the Plan Reviews tile on the Agency Springboard.
Select a plan review row on the All Reviews, Open Reviews, or Unassigned Reviews tabs.
In the navigation panel of the permit or planning application details, select or .
Adding Plan Review Cycles
The first cycle of a plan review is automatically created when a permit technician or assigned planner moves the transaction into Plan Review status. If you manually create a plan review cycle before the Plan Review status, the system won't automatically create the cycle. You add subsequent cycles until the plan review is complete.
Review cycles can be added and updated in application statuses in addition to Plan Review as long as the permit or planning application isn't in a pre-submittal or terminal status. For more information, see Plan Review Overview.
On the Plan Reviews page, click the Add Review Cycle button to add a new plan review cycle.
This button is available only when all other plan review cycles for the transaction are complete or canceled.
On the Add Plan Review page, edit or enter the review cycle name.
If Enable Default of Plan Review Name is turned on for the agency, the default review cycle name is the name of the previous cycle. Otherwise, there is no default name. You can update the cycle name at any time on the Plan Review page.
Select Copy reviewers from most recent cycle if you want to copy the reviewers from the previous cycle, whether the previous cycle was manual or electronic.
If your agency integrates with Bluebeam Studio™, you have two additional options:
Click Copy Documents to copy documents from the previous cycle if the cycle was electronic.
Click Create Studio Session to start a Bluebeam Studio™ Session, which makes the new cycle electronic.
You can also start a Studio Session later, while the review cycle is in progress. For more information about working with an electronic plan review cycle, see Working with Electronic Plan Reviews.
Click the Add button.
The cycle must be canceled or completed before you can add another new plan review cycle. That is, you can have only one active plan review cycle at a time. The number of review cycles is shown in the Plan Reviews page header details, and you can switch between multiple cycles to view reviewer and decision details.
Adding Plan Review Due Dates
If you want to add a due date for a plan review cycle, click Edit next to the Due Date field and select a due date. If Enable Cascading Cycle Due Date is turned on for the agency, the due date you enter here is automatically entered for any reviewer due dates that are blank. Additionally, you can click the Copy Plan Review Cycle Due Date to Plan Reviewers button next to the Due Date field to overwrite all plan reviewer dates with the due date for the plan review cycle.
You can set up the system to send communications when cycle or reviewer due dates are approaching. For more information, see Setting Up Notifications for Plan Review Due Dates.
For more information on agency-level plan review options, see Setting Up Agency-Level Options for Permits and Setting Up Agency-Level Options for Planning Applications.
Canceling Plan Review Cycles
On the Plan Reviews page, click the Cancel Review Cycle button to cancel a plan review cycle that is active. This button is available when a manual plan review cycle has a status of In Progress or until an electronic plan review is finalized.
Your agency may require comments for review cycle cancellations.
Canceling a cycle sets the review cycle status to Canceled. After canceling, the cycle and review details are read-only. All active tasks associated with the plan review are canceled when the plan review cycle is canceled.
Viewing the Different Plan Review Cycles
You can switch between plan review cycles to view details for each cycle, including the Reviewers and Documents grids.
Click the Switch Cycle link in the plan review header details.
This link is available only when there are two or more plan review cycles.
On the Switch Cycle page, click the Select button for the cycle you would like to view.
The refreshed page shows the cycle header details and reviewers for the selected cycle.
Recording Time for Plan Reviews
Agency staff can use the Record Time section to record the time they spend on their plan reviews. For more information, see Adding Time Entries.
Accessing Conditions of Approval for Planning Applications
Click the Conditions of Approval link on the Plan Reviews page to access the Conditions of Approval page for the planning application. This link is available only for planning applications. For more information on conditions of approval, see Working with Conditions of Approval.