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:

Notices from the Case Overview page:

From the Permitting and Licensing homepage, click the Cases tile. Select the case you are working with. On the Overview page, scroll down and open the Communication expandable menu, and select Notices.
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.
Inspection page:

In the Oracle Municipal Code Officer Mobile application, you can access the Inspection page by selecting an inspection item on the Worklist page.

Note:
You can't edit notices when you are adding it from the Code Enforcement Inspection page. However, notices generated from the Case Overview page and the Code Technician Worklist can be reviewed and edited before printing. For more information, see Generating a Notice section in this topic.

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.
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.
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
Notice Creation Date	View the date on which the notice was created.
Generated Date	View the date on which the notice was generated.
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: Review Case and Notice Details: Click to open the Review Case and Notice Details drawer. This option is available only for the notice records in Pending status. Preview and Generate Notice: Click to open the Preview and Generate Notice drawer. 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 Notice: 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 Mark as Sent: Click to mark a notice as sent. This option is available only for the notice records in the Generated status. Update Tracking Details: For generated notices, click to open the update tracking details page. View Generated Notice: For generated notices, click to view the generated notice. There can be one or more generated notice files. You can open or download any file that has been generated. Update Generated Notice: For generated notices, click to make any updates to the generated notice. There can be one or more generated notice files. You can update any file that has been generated. You can mark Final files as Public or Private. A Final file can also be deleted as long as another Final file is available. Add Additional Attachments: For generated notices, click to add any additional attachments.

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 drawer, 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.

Editing Notice Details

You can review and update the notice details before generating it.

Click the Actions button on the notice row that you want to update. The available actions include, Review Case and Notice Details, Preview and Generate Notice, Mark as Sent, and Cancel Notice.

On the Review Case and Notice Details drawer, see the following elements:

Page Element	Description
Notice details section	Displays details such as notice template used, notice ID, category, notice created date, type and the count.
Change Notice Template button	Click the button to open the Notice Template popup window. Here, the available notice templates are listed. Select one and click Done to change the notice template.
Case details section	Displays the case details such as status, case ID, issue type and subtype, location, compliance date and issue description.
Citation details section	Displays the citation ID and due date.
Responsible Party and Mailing Address section	Displays search option and an Add button to add a new responsible party. On the Add responsible party popup window, you can add a new record by entering the details or you can click the Select from List dropdown menu to search and select an existing parcel owner record. For details, see Adding Responsible Parties. The grid below lists the responsible parties related to the case with their address and phone numbers. It also lists their status (whether active or inactive), type of associate (for example, applicant, business owner, tenant, property manager, lawyer, etc) or if they are the primary contact. Notices will be sent to all the listed parties. The Actions button on the row gives you the options to view and edit the responsible party details or change the status to inactive. Note: You cannot make a primary contact inactive from the row action menu.
Code References section	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. Click a row to open a Code violations popup window with the corrective actions.

Generating a Notice

You can generate a notice from the case details - Notices page, and Code Technician Worklist.

Note: Ad hoc notices can also be generated from the Code Enforcement Inspection page, but these cannot be reviewed or edited before printing.

Navigate to the notice record using one of the methods listed in the previous section.
Click the Actions menu and then select the Preview and Generate Notice button.

On the Preview and Generate Notice drawer, you can see the following elements.

Page Element	Description
Selected Template section	Displays the notice information such as the notice name, ID and count.
Mark as public switch	Indicates whether the notice file is available for public viewing. Files marked Yes are visible to the responsible party after the notice is generated. Files marked No remain hidden. Only Final files can be marked Public.
Preview Notice icon	Click the Preview Notice icon to preview the notice.
Edit notice switch	Turn on this switch to download the system-generated notice template, make changes to it outside the application, and upload one or more edited notice files. Any file that you upload is treated as an edited version of the notice. Uploaded notice files are private by default, but you can make Final files available for public viewing before generating the notice.
Download Notice button	Click this button to download the generated notice.
Edited Notices section	The Edited Notices grid displays every notice file associated with the notice generation process. You can have multiple edited files. The grid includes these columns: File Name Edited: Indicates whether the notice template was manually edited before generation: Yes means the template was downloaded, modified, and uploaded. No means the system-generated template was used without modification. Uploaded Type: Indicates whether the uploaded file is a Draft or Final version. Public: Indicates whether the file is available for viewing by the responsible party. Note: At least one notice file must always be marked as Final. Multiple files can be marked as Final. Notice generation isn't available until at least one Final file exists. A Draft file can't be marked Public. Files marked Public are available to the responsible party after the notice is generated.
Add Attachments	Click this button to re-upload one or more edited notices as attachments. Whenever an attachment is added it has to be marked as either a draft or final. You can upload multiple files marked as Final. Note: At least one file must always remain marked as Final before notice generation can continue.
Actions menu	Click the row actions menu to perform any of the following actions: View Details, Download, Preview, Delete, Mark as Final, Mark as Draft (when allowed), Mark as Public, Mark as Private. Note: Mark Public is available only for Final files. After a file is marked Public, the action changes to Mark Private. Selecting Mark Private displays a warning that the file will no longer be visible to the responsible party or applicant. A Draft file can't be marked Public.
Tracking Details section	Use the Update Tracking Details button to enter the details of the notice shipment, such as the sent date, carrier name, tracking number, and any comments. Note: Generating a notice after adding a sent date in the tracking details will not change the status of the notice. From the notice row, click the action Update Tracking Details to open the drawer and turn on the switch to mark the notice as sent.
Generate	There are two buttons to generate notice on the Preview and Generate Notice drawer: Generate and Generate and Send. If there are edited notices, these buttons are made active, only when a notice is marked as final. Notice generation is enabled only when at least one Final notice file exists. Multiple Final files can be generated in a single operation. Only Final files are included during generation. Files marked Public become available to the responsible party after generation. Click Generate to generate the notice. The notice record status changes to Generated, and the Sent Date on the Notice Details page remains blank. If multiple notice files are marked as Final, they are all generated. You can later mark the notice as sent from the Actions menu on the Notice Details page. When you mark the notice as sent, the Sent Date is recorded and the notice status changes to Sent. After the notice status changes to Generated, the notice is removed from the worklist. You can continue to access the notice from the Notices page, which lists all notices associated with the case.
Generate and Send	Click Generate and Send, to generate, as well as send a notice to the responsible party. Here, the status of the notice record changes to Sent. On the Notice Details page, you can see the Sent Date of the notice.

Click Save Changes. You can close the window and return to the notice at a later time.

Note:

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

Managing Public Notice Files

Use the Public setting to control which generated notice files are available to users outside your agency. Notice files are private by default. To make a notice available to the responsible party or applicant, mark the file as Public. Only files with an uploaded type of Final can be marked as public, and you can mark multiple Final files for public viewing. If you later mark a public file as private, it is no longer available to the responsible party.

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 in Code Enforcement.