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 Fusion Applications Permitting and Licensing homepage, click the Code Enforcement 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. Update Generated Notice: For generated notices, click to make any updates to the generated notice. 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:

1. Navigate to the notice record using one of the methods listed in the previous section.

2. Click the Add Notice button.

3. 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.

4. 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.

5. 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.

1. 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.

2. 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.

1. Navigate to the notice record using one of the methods listed in the previous section.

2. Click the Actions menu and then select the Preview and Generate Notice 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.

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

   Page Element	Description
   Selected Template section	Displays the name of the notice information such as the name, ID and count.
   Preview Notice icon	Click the Preview Notice icon to preview the notice.
   Edit notice switch	Turn on this switch to download and edit a generated notice. After making the changes you can add the edited notice as an attachment.
   Download Notice button	Click this button to download the generated notice.
   Edited Notices section	Lists all the edited notices added as attachments.
   Add Attachments	Click this button to re-upload an edited notice as an attachment. Whenever an attachment is added it has to be marked as either a draft or final. Note: Until an edited notice is marked as Final, the generate buttons will remain disabled. You can only have one edited notice marked as Final. After editing and marking a notice as final, if you turn off the Edit notice switch, the edited notice will be retained but the Edit Notices grid will be hidden. The notice will revert to the system selected and unedited version.
   Actions menu	Click the row actions menu to perform any of the following actions: View Details, Download, Preview, Delete, Mark as Final.
   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 sitch 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. Click Generate to only generates a notice. Here, the status of the notice record changes to Generated, and the Sent Date on the Notice Details page remains blank. You can mark these notices as sent, from the Action menu on the Notice Details page. Once marked as sent, the sent date gets displayed on the Notice Details page and the notice status changes to Sent. When the status of a notice record changes to Generated, the record gets removed from the worklist. You can access the record on the Notices page, which lists all the notices records for 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.

4. 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.

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.