Working with Reports

Once a planning application is created, a corresponding report object is automatically created and is available in the planning application details. As agency staff, you generate a report from the report object, review, and print it for dispatch. Agency staff can also manually create ad hoc reports for an application.

Use the Reports page in the planning application details to view a list of all of the reports for the application, generate a report, manually create an ad hoc report, and view report details.

Here's how to get to the Reports page:

1. Click the Planning Applications tile on the agency springboard.

2. On the applications list page, click the row for the application you are working with.

3. In the left navigation panel of the application details, expand the Progress section.

4. Select the Reports menu item in the expanded section.

Security Details for Working with Reports

This section describes important security roles, requirements, or considerations specific to working with reports.

Primary Role	Access Description	Associated Job Roles and Abstract Roles
PSC Planning Reports Management All	Manage reports on planning applications assigned to anyone.	PSC System Administrator PSC Zoning Administrator
PSC Planning Reports Management Self	Manage reports on planning applications assigned to themselves.	PSC Associate Planner PSC Principal Planner

For more information on creating roles for Oracle Permitting and Licensing, see Creating Custom Roles for Oracle Permitting and Licensing.

For more information on all the predefined security data such as abstract roles, job roles, privileges and so on, see the Security Reference for Oracle Permitting and Licensing.

Viewing Reports

You can view the information and perform actions as described here:

Page Element	Description
Report Name	View the name of the report.
Report Type	View the type of report: Ad hoc - For more information about adding an ad hoc report, see the Creating an Ad Hoc Report section in this topic. System - Indicates that the report was added automatically based on agency setup.
Status	View the status of the report, such as these: Pending: The report object is created. In Progress: Details are entered in the report and saved. Generated: The report is generated and printed. Sent: The report has been sent to the concerned party. Received: The report was received by the concerned party.
Application Status	View the status of the application: Pending Submitted Accepted For more information about application statuses, see Viewing Application Status History.
Actions	Select from the available options, which are based on the status of the application. These options are available for reports in pending or in progress statuses: Generate Report Cancel Report Once the report has been generated, these actions are available: View Generated Report Update Generated Report Manage Attachments

Creating an Ad Hoc Report

To manually create an ad hoc report for an application:

1. Click the Planning Applications tile on the agency springboard.

2. On the applications list page, click the row for the application you are working with.

3. In the left navigation panel of the application details, expand the Progress section.

4. Select the Reports menu item in the expanded section.

5. On the Reports page, click the Add Report button.

6. On the new report drawer, select a report from the generated drop-down list. The report name, report ID, and category name are automatically populated. Click the Add Report button.

The new ad hoc report is now listed on the Reports page in a pending status.

Generating a Report

Here's how to generate a report:

1. Click the three-dot Actions menu button for the report, and select the Generate Report option.

2. On the Generate Report drawer, you can generate the report with the selected template or manually update the report before you generate it.

   • Selected template - Click the template button for the named report to preview the report in a new window. You can review the details, print the document, and send it to the applicant.

   • Edit Report Manually -

     Turn on the switch to download the system-generated report template, make changes to it outside the application, and upload one or more edited report files. Each uploaded report must be marked as either Draft or Final. You can mark multiple reports as Final, but at least one Final report is required before you can generate the report. Only Final reports are generated.

3. Click Cancel to close the window and return to the report at a later time. You can use the Continue button to access this page later.

4. Click Generate to generate the report.

   If multiple report files are marked as Final, all Final reports are generated. The report status changes to Generated and the generated reports are available as attachments.

Generated reports that are marked Public are added to the Attachments page for the planning application, where applicants can access them. Reports that aren't marked as public remain available only to agency staff. If multiple Final reports are generated, applicants can access each report that has been marked Public.

Conditions of approval reports and hearing timeline reports are examples of reports which can be accessed by the applicants from the Attachments page.

For more information about attachments, see Working with Application Attachments.

Note:

Only generated reports that are marked Public are added to the Attachments page for the planning application. Both system-generated reports and manually edited reports can be made available after they are marked as Final and Public.

Managing Public Reports

Use the Public setting to control which generated reports are available to applicants. Reports are private by default. To make a report available in the application the Attachments page, mark the report as Public. Only reports with an uploaded type of Final can be marked as public, and you can mark multiple Final reports for public viewing. If you later mark a public report as private, it is no longer available to applicants.

Viewing or Updating Generated Reports

You can review the details of the reports that are in the Generated or Sent status by clicking the three-dot Actions menu button for the report, and selecting an available option:

• View Generated Report - Select to open the Report Details drawer. The overview section shows the report name, status, category, report type, creation date, and generated date. The drawer also displays the columns, Edited (which indicates whether the report was manually edited or not), Uploaded Type (whether the report is in a draft or final version) or Public (whether it is available to applicants or not).

  The reports attachments section of the report details drawer displays a preview, link to open the PDF report, file size, report type, description, and actions. Example of an attachment can be a copy of the report that was sent to the applicant. You can also view details, preview, and download the report.

• Update Generated Report - Select to to view or update the report.

  Click Download Editable Report to download a generated report. After making your changes, upload one or more revised report files. The report grid displays whether each report was edited, whether it is marked as Draft or Final, and whether it is available for public viewing. Multiple Final reports are supported. You can mark Final reports as Public or Private after generation, and applicants can access only those reports that are marked Public.

• Manage Attachments - Select to add additional attachments to the generated report. Select an attachment type, such as Acknowledgement or Receipt. The attachment appears on the Reports tab on the Attachments page.

  You can upload multiple report files, mark Final reports for public viewing, and manage whether each report is available to applicants after generation.