Working with Notices

Once a case is created, a corresponding notice object is automatically created and access is made available in the Code Technician Worklist and in the case details. As agency staff, you generate a notice from the notice object, update the various details, review, edit, and print it for dispatch. Agency staff can also manually add ad hoc notices for a case using the Oracle Municipal Code Officer mobile application or from the desktop application.

You can access the notice record using any of the following navigations:

Notice of Violation and Notice of Citation tab:
Agency Springboard > Code Technician Worklist > Notice of Violation and Notice of Citation. The Generate or Continue option is available in the row. Click View More Details if you want to view the complete details.
Case Overview page:

Agency Springboard > Cases. Select the case you are working with. On the Overview page, scroll down to the Notices section. The Generate or Continue option is available in the row. Click View Details if you want to view the complete details.
Notices Page:
Agency Springboard > Cases. Select the case you are working with. Select Notices in the left navigation panel.

Viewing Notices

You view a list of notice records for the case citation and violation in the case detail pages.

The Notices page shows the list of all notices for the case – including the notices added from the mobile application. You can use the Search option to search for a notice based on its ID or name. View the information and perform actions as described here:

Page Element	Description
Notice ID	View the identifier of the notice.
Notice	View the generated name of the notice, based on the nature of violation.
Type	View the type of notice: Ad hoc System
Category	View the category of the notice.
Count	View the reference value that determines when the ad hoc notice must be applied.
Case Status	View the status of the case: Violation Citation
Status	View the status of the notice: Pending: Indicates that the notice object is created. In Progress: Indicates that details are entered in the notice and saved. Generated: Indicates that the notice is generated and printed. Sent: Indicates that the notice has been sent to the responsible party. Received: Indicates that the notice was received by the responsible party.
Notice Creation Date	View the date on which the notice was created.
Sent Date	View the date on which the notice was dispatched.
Tracking Number	View the tracking number associated with the shipment of the notice.
Actions	Select from available options, which are based on the status of the notice: Generate : Click to open the Generate Notice page and enter details to generate the notice. This option is available only for the notice records in Pending status. Continue: Click to open the Generate Notice page and complete the details of the previously saved notice. This option is available only for the notice records in In Progress status. Cancel: Click to cancel the notice.This option is available only for the notice records in Pending or In Progress status. See the section Canceling a Notice
	Click to open the Edit Notice Details page to enter additional details about the notice, such as tracking details. This option is available only for the notice records that are in Generated, Sent, or Received status.

Creating an Ad Hoc Notice

To manually create an ad hoc notice for a case:

Navigate to the notice record using one of the methods listed in the previous section.
Click the Add Notice button.
On the Add Notice page, use the Category field to select a category of the notice, which is set up by your agency in the Ad Hoc Associations section on the Notice and Report Group page.
Use the Select button on the notice record you want to add. You can use the Search option to search for and select the ad hoc notice subtype applicable for the case.
The Add Notice page closes and the Notices page now lists the new ad hoc notice record.

Generating a Notice

You can generate a notice from the Code Technician Worklist or from case details.

Navigate to the notice record using one of the methods listed in the previous section.
Click the Actions menu and then select the Generate button.
Note: This option is available only for the notice records in Pending status. If the status is in In Progress, you will see the Continue option. Use this option in case the notice was generated earlier and saved for later.

On the Generate Notice page, the top section shows notice information such as the name, issue type and subtype.

The middle section has the following page elements:

Page Element	Description
Notice	Displays the name of the notice. Before generating a notice, you can change the template of the notice. Click the Change Notice button next to the notice name to open the Change Notice Template modal page. Here, the available notice templates are listed. Click the Select button to change the notice template.
Do you want to edit the notice?	Turn on this switch to download and edit a generated notice.
Download and Edit	Click this button to download the generated notice in the rich text format (RTF) or in a portable document format (PDF).
Upload Edited Document	Click this button to re-upload an edited notice either as RTF or PDF.
Review and Print	Click this button to open the generated notice in a new window. You can review the details, print the document, and send it to the responsible party.

Note: The sections below for editing notice details and entering tracking details are displayed only when it is relevant to the notice.

Use the Edit Notice Details section for information on:

Verify Details: Enter the compliance date and a description about the violation or citation.
Responsible Party and Mailing Address: The section lists all the responsible parties related to the case. The notice will be sent to all the listed parties. To add a new responsible party, click the Add Responsible Party button. On the Add Responsible Party page, you can add a new record by entering the details or you can click the Select from Parcel Owners link to search and select an existing parcel owner record. For details, see Adding Responsible Parties.
Code Violations: Review the list of code violations. For a notice of violation, the list shows the violations that are in Open status. The notice of citation list shows all the violations in their current status.

Use the Enter Tracking Details section to enter the details of the notice shipment such as the carrier name, tracking number, and any comments.

Click Save Changes. You can close the window and return to the notice at a later time. You can use the Continue button to access this page later.
Click Complete on the Generate Notice page. The status of the notice record changes to Generated and the record is removed from the worklist. You can access the record on the Notices page, which lists all the notices records for the case.

Editing Notice Details

For notices that are in the Generated or Sent status, you can review and update the details.

Select Cases on the agency Springboard.
On the Cases page, click View More Details for the case you are working with.
Select Notices in the left navigation panel. Select a generated notice row that you want to update by clicking the View Details button.
On the Edit Notice Details page, the top section shows the notice details such as name, notice ID, status, type and the notice generated date. You can also see the name of the person who last updated the notice, and the date and time of the last update.

The Tracking Details section allows you to enter the details for sent date, carrier name, mailing cost, tracking number, and the received date.

The Attachments section allows you to add, view detail, download and delete attachments. Example of an attachment can be a copy of the report that was sent to the responsible party.

Note: The status of the notice changes when you enter the dates for the Sent Date or Received Date fields and save the page.

Canceling a Notice

You can cancel a notice when its status is Pending or In Progress. On the Notices page use the Cancel option from the Actions menu to cancel the notice. The notice status changes to Canceled, and the notice count value reduces by one if it’s a system generated notice.

Workflow Impact

When a Notice is canceled, a new task – Canceled Notice is created along with the existing open tasks related to the notice. Agency staff review the workflow tasks and take necessary actions such as closing the tasks manually.

Note: The citation object and fees associated with the notice remain unaltered when a notice is canceled.

See Using Workflow.