Managing Transactions
View application data and statuses for permits and planning applications using the transactions list page. You can perform actions, such as paying fees and accessing detailed application information from here.
As agency staff, such as a permit technician or planning and zoning administrator, you can use the Transactions page to view a complete list of permit and planning applications submitted to your agency. Registered public users with application access view their list on the Applications page.
The Transactions page provides a summary of permits and planning applications to agency staff only. Here are some of the things agency staff can do on the Transactions page:
Manage application activity.
Create or resubmit permit and planning applications on behalf of applicants.
Cancel pending and payment pending applications on behalf of applicants.
Manually enter fee payments on behalf of applicants.
Copy an existing permit, planning application, or a pre-application into a new application.
Access details about permit and planning application activity.
View the conditions applied on the permit or planning applications, if any.
Agency staff can access the Transactions page by clicking the Permits or Planning Applications tile on the agency springboard. You can access the list page on a phone as well as on a laptop or desktop computer. The layout changes based on the device you are using.
Registered User View
From the registered user’s landing page, registered users can access the applications list by selecting Go to Applications from the quick actions drop-down list or by clicking the Applications tile on the landing page for registered users.
Registered users who have applied for a permit or submitted a planning application for themselves or as a representative for someone else, see only the applications that they are associated with on the Applications page. A logged in user can access all the applications for which the user is:
an applicant,
a contact with application access, or
the primary contact.
Using the Applications Page
Applicants can apply for a new permit or planning application and also view the details of their submitted applications on their Applications list page. Contacts with application access who were added to an application by the applicant or by the agency staff can access the application detail and pay the fees. Contacts also see the applications they applied for themselves.
For information about adding and removing contact users, see Adding Contacts to Applications
The payments banner at the top of the page displays information if there is a payment due for the submitted permit or planning applications. The payment due details include the total amount payable, the number of applications the user is associated with, and a Make a Payment button to pay for all or selected applications. Applicants and contacts can pay for all or selected applications. For more information, see Making Payments.
Users can make a payment for individual applications by using the Pay button, which is displayed on the application record row when there is a payment due. The Pay button is also available in the application details on the Fees and Payments page. For more information, see Working with Fees and Payments.
Elements on the Applications page are part of the several options available on the Transactions page, which is detailed in the next section.
Using the Transactions Page
Select the Permits, Parcel or Planning Applications tile on the agency springboard.
Click the link for the specific type of application you want to view:
Business Licenses: View a list of business license transactions.
Permits: View a list of permit applications.
Planning Applications: View a list of planning applications.
All: View a list showing all transaction types.
You can use these actions to display permits or planning applications:
Page Element
Description
Download
Click the download button to export the list to a .csv file.
Show All Statuses
Use this switch to filter the list based on transaction status:
If the switch is off, the list includes only active transactions.
This is the default setting if any active transactions exist.
If the switch is on, the list includes transactions in all statuses, including active, inactive, canceled and withdrawn applications.
This is the default setting if there aren’t any active transactions.
Search
Search by alphanumeric characters on the fields for permits or planning applications in the list. The permits or planning applications that meet the search criteria are displayed on the page.
When you search on dates, use this format: MM/DD/YYYY.
Search results display only the primary address for the permit or planning application. You can confirm the correct transaction by clicking the row for the permit or planning application and reviewing all of the associated addresses in the application details.
Filter By
Apply filters to display permits or planning applications that contain the selected parameter values in the list. Click the filter button to open the filter options, where you can define, modify, and save your own filters.
As a planner, you can also find the planning applications assigned to you or unassigned applications by selecting predefined filters, My Assigned Applications or Unassigned Applications, respectively.
Sort By
In the List View, you can use the Sort By button to arrange the permits or planning applications.
Here are some of the sorting options:
Application
Type
Status
Creation Date
Submission Date
Description
Applicant
Created By
Submitted By
Total Fees
Total Due
Expiration Date
List View
View the inventory of permits or planning applications in a list.
Grid View
In the Grid View, you can sort by selecting the column header. Some columns will have multiple sort fields. You can reset the sort order, by refreshing the page.
Map View
View the inventory of permits or planning applications on an interactive map.
The map view includes a left frame with a list of items and a right frame with a map that has markers to show the locations of the items on the list. You can click a list item to zoom to its marker on the map.
The search and filter options in the map view are the same options that you have in the list and grid views.
See Viewing Map Markers.
Managing Application Activity
Select the Permits or Planning Applications tile on the agency springboard.
You can go to a specific type of application on the Transactions page:
Business Licenses: View a list of business license transactions.
Permits: View a list of permit applications.
Planning Applications: View a list of planning applications.
All: View a list showing all transaction types.
Use the information on the Transactions page to manage applications created by public users.
Here are some of the information you can look at:
Page Element
Description
Application
View the application ID, application type, and status.
Review the application status, for example, Payment Pending, Submitted, Pending, Permit Issued, and so on.
Property
View parcel information.
Review the parcel information, including the street address, if available.
The transaction list displays only the primary address. You can review all of the addresses associated with the application in the details, which you access by clicking the application row.
You can sort the Property column based on property details, such as street, address, and city. You can also sort the Additional Information column on the basis of dates, such as creation, submission and expiration, as well as names of applicant, created by and submitted by users.
Description
View the description of the application entered on the application form or on the Overview page in the permit or planning application details.
Additional Information
Review the name of the person who created or submitted the application, and the corresponding date. For example, the application was Created by John Doe on 12/20/2018.
Review the permit or planning applicant’s name. This may not be the same as the person who created the request. For example, Applicant: John Doe.
View expiration notifications. For example, Expires in 1 day or Expired on 10/01/2019.
Planner
View the planner assigned to a planning application. This field appears only on the Planning Applications list.
Fees
Review the total fees that are applicable to the permit or planning application and a fee balance if the total has not been paid.
Select the Pay button in the Actions column to submit a payment on behalf of the applicant.
The Pay button takes agency staff to the Pay Fees page where you can initiate a full or partial payment for the application fees. The Pay button on the Applications page takes applicants and contacts with application access directly to the Checkout page. Only agency staff can initiate partial payments.
If the application status is Payment Pending, full payment is required. That is, fees that are due when you submit an application must be paid in full.
For more information about paying fees, see the Payment Flow Overview.
Select the Resubmit button to resubmit an application.
The application status is Pending Submit because there may be a problem initiating workflow. Click the Resubmit button to retry initiating workflow.
Resubmitting the application does not affect the fee calculations.
Select the Actions button for options:
Copy Application: Click to copy the details of the selected application to a new application.
Cancel Application: Click to cancel an application with a pending or payment pending status. The button appears only when the application has a pending status.
Note: This option is available only for applicants and agency staff.
Identifying Transactions Page Icons
The icons on the Transactions page help you identify application activity. Let’s look at the icons:
|
Icon |
Description |
|---|---|
 |
Indicates that there was an error during the submittal process and the application status is pending submittal. There may be a problem initiating workflow. Click the Resubmit button to retry initiating workflow. |
|
Indicates that the permit or planning application is part of one or more projects. For more information, see Viewing Project Summaries. |
 |
Indicates the planning application is classified as a pre-application. |
(Hold) 
(Lock) 
(Notice) |
Indicates that a condition has been placed on the application. If multiple conditions are applied, then the icon displays the most severe condition. Click the icon to see a list of all applicable conditions, including the condition name, severity, description, and when the condition was applied. Click a condition row to open the application's Conditions details page in a new window. A Lock condition enforces all rules to restrict permit and planning application activity associated with a license. A Hold condition indicates that one or more rules apply. And the Notice condition shows there's an issue but no restrictions. The agency sets up conditions. For more information about conditions, see Applying Conditions to Applications. |
Starting an Application
Here are two ways that you can start new applications for applicants from the Agency Springboard. Both options take you to the Apply page, where you can choose an application type to begin the application.
In the I Want To quick actions section, select Start an Application.
Select the Permits or Planning Applications tile.
Click Apply on the Transactions page.
For more information, see Choosing an Application Type.
For more information about filling out an application, see Completing an Application.
Updating an Application
As agency staff, you can update existing applications. Only agency staff can update applications that have already been submitted.
If an application has a pending status, the applicant can make updates to the application. When the applicant selects a pending permit or planning application on their Applications list page, the service directs them back to the application form.
Here’s how you update an existing application from the Agency Springboard:
Select the Permits or Planning Applications tile.
Click the row for the selected application to open the details.
Go to the page for the information of the existing application that you would like to update, using the links in the left navigation panel. The actions vary by your role and the specific page.
For more information, see Working with Permit Details.
Canceling a Pending Application
Agency staff and registered public users can cancel an application with a Pending or Payment Pending status on the Transactions page using the Cancel Application action button.
For more information about canceling a pending application, see Canceling an Application.
Entering Application Fee Payments
Applicants and contacts can pay their fees online by clicking the Make a Payment button on the registered user landing page or on their Applications page, which takes them to the Make a Payment page. They then select applications to pay and proceed to checkout. Applicants can also pay for an individual application from the Applications page or the application's Fees and Payments page.
Instead of going through the Make a Payment page, agency staff initiate a payment on behalf of the applicant using the Pay button for the application on the Transactions page as shown here:
Select the Permits or Planning Applications tile on the Agency Springboard.
Click the Pay button for the selected application with an outstanding fee balance.
The Pay button takes you to the Pay Fees page where you can initiate a full or partial payment and proceed to checkout in payment services.
For information about paying fees for an individual application from the application's Fees and Payments page, see Working with Fees and Payments.
Copying an Application
Applicants and agency staff can copy an existing application into a new application using the Copy Application action button on the Transactions page.
For more information, see Copying an Application.
Accessing Application Details
You can access application details from the Transactions page.
Select the Permits or Planning Applications tile on the Agency Springboard.
Click the row for the selected application on the Transactions page.
The Overview page for the application appears in the content pane of the details page.
For more information about the overview of permit details, see Viewing the Permit Summary.
For more information about the overview of planning application details, see Viewing the Planning Application Detail Overview.