Managing Account Conditions

Conditions can be applied to a public user’s account or account profile to limit the user’s ability to submit applications or perform other activities. When the condition is marked as resolved, the restrictions are removed.

Agencies define the conditions that their staff can apply to accounts or account profiles. A condition’s rules control which activities are limited by the condition. These rules relate to objects such as addresses, parcels, transactions, and contractor licenses in addition to accounts. For information about these rules, see Setting Up Conditions.

A condition’s severity determines how the condition affects activities. This table describes each severity level.

Severity	Icon	Description
Lock		The user is prevented from completing any of the activities that are affected by account or profile conditions.
Hold		The agency user who applies the condition chooses which activities to prevent. You'll see warning messages only for the selected rules.
Notice		The user receives warning messages when attempting any of the activities that are affected by account or profile conditions.

Viewing Conditions and Condition Indicators

This example shows condition indicators on the Manage Account page.

To view active conditions for a public user account:

1. Select Public User > Public User Access.

   The Public User Access page displays lists summary information about public user accounts. If an account or the account profile has active conditions, the icon for the most severe condition appears before the user’s name.

2. Search for the desired user account and click the View More Details icon to view account details.

3. At the top of the page (just below the page title), review the severity icon and the name for the account’s most severe active condition, and see the total number of active conditions.

4. Click the All Conditions link to open a window with additional details.

   In addition to the condition name, severity, and applied date, the window includes the following information:

   Page Element	Description
   Account or Profile	Displays Account if the condition was applied to the overall account. Account-level conditions are enforced for the account profile. Displays the profile name if the condition was applied to the account profile.
   Display Message	Displays an agency-defined message with information about the condition.

5. Review any icons next to the account or profile name in the left frame.

   The icons indicate the highest level of severity of the active conditions for the account or profile.

6. (Agency staff only) Click the Conditions tab in the left frame.

   This tab is not visible to public users.

7. In the right frame, click the Account and Profiles links to toggle between a list of account-level conditions and profile-level conditions.

   These lists include resolved conditions as well as active conditions.

   The following procedures provide instructions for adding conditions, resolving conditions, and reviewing.

Adding Conditions

To add account and profile conditions:

1. Access the Manage Account page.

2. Click Conditions in the left frame.

3. In the right frame, click either Account or Profiles depending on whether you want to add the condition to the overall account or to the profile.

4. Click Apply Condition.

5. If this condition applies to the profile or person:

   1. Expand the Select One or More Profiles section.

   2. Select the Apply Condition check box for the profile that will be subject to the condition.

6. Enter the following condition information:

   Page Element	Description
   Condition Name	Select one of the conditions that the agency has defined. After you select a condition, the condition information is brought in as it was defined by your agency administrator. You can override the default rules, priority, description, and additional information to customize the condition.
   Display Message	Displays an informational message that also appears in the list of all active conditions for an account.
   Severity	Displays the severity of the selected condition: Lock: This severity suspends all operations and selects all condition rules for the condition. Hold: This severity enables agency staff to select the rules that apply to the condition. Notice: This severity functions as an alert and has no effect on operations.
   Condition Rules	Displays check boxes for indicating which actions are locked down. If a check box is not selected, the action is permitted. The check boxes are selected and read-only if the severity is Lock. They are hidden if the severity is Notice. If the condition severity is Hold, the selected check boxes are brought over from the condition definition. You must select at least one check box. The Prevent Application Progress check box is always visible because all conditions affect new applications. Check boxes for these condition rules are visible only if the Apply Conditions to Transactions switch is enabled. Prevent Application Progress Prevent Workflow Advancement Prevent Issue or Final Prevent Payment Prevent Inspection Schedule (applicable only to permits) Prevent Inspection Result (applicable only to permits) Prevent Final Inspection (applicable only to permits)
   Priority	Select High, Medium, or Low.
   Description	The default description comes from the condition definition, but you can change this description as needed.
   Additional Information	Enter any additional information or notes regarding the condition that you’re applying.

7. Use these fields to control the impact of the condition on transactions:

   Page Element	Description
   Apply Condition to Transactions	Applies the condition to new transactions that will be associated with the account or profile. You turn off the switch if you want the condition to be applied only to the transaction you're working with. When you enable this switch, the complete set of condition rule check boxes becomes visible in the Condition Rules section of the page. If the severity is Hold, you can accept the default selections or select which condition rules to apply. If this switch is not enabled, the only relevant condition rule (and the only visible condition rule check box) is Prevent Application Progress. The default setting for this switch comes from the condition definition, but you can change the setting.
   Include in-process transactions	This check box is visible only if the Apply Condition to Transactions switch is enabled. Select this check box to apply the condition to all active applications for this account or profile.
   View Impacted Transactions	Click this link to open a window that lists the in-process applications that will be impacted if you select the Include in-process transactions check box.

8. Click Save.

Resolving Conditions

To resolve a condition:

1. Access the Manage Account page.

2. Click Conditions in the left frame, then use the Account and Profiles links in the right frame to see lists of conditions.

   You need to expand the profile section to see the conditions. The title of the profile section includes the number of active conditions as well as the profile name.

   Note: You can also access condition lists by using the left frame to access the account or profile that has the condition, then clicking Conditions in the right frame.

3. Locate the condition to be resolved.

   The condition lists include both active and resolved conditions. Active conditions appear at the beginning of the list and have a status of Applied.

4. Click the Resolve button.

5. On the Resolve Condition page, enter a description of how the condition was resolved in the Resolution Action field. The Resolve conditions applied to transactions switch is turned on by default, which resolves the condition that was initially applied automatically to the transactions when this condition was created.

   You turn off the switch if you want to resolve this condition alone, without affecting the transactions associated with the parcel or address.

6. Use the View Impacted Transactions link to access a page that lists all impacted transactions within the selected parcel or associated with the selected address.

7. Click Save to apply the resolution and close the window.

   The resolved condition moves to the end of the condition list.

Viewing or Updating Condition Details

1. Access the Manage Account page.

2. Click Conditions in the left frame, then use the Account and Profiles links in the right frame to see lists of conditions.

   You need to expand the profile section to see the conditions. The title of the profile section includes the number of active conditions as well as the profile name.

   Note: You can also access condition lists by using the left frame to access the account or profile that has the condition, then clicking Conditions in the right frame.

3. Review summary information for conditions.

   Active conditions are listed before resolved conditions.

   In addition to the condition name, the severity, and the display message, the following information appears:

   Page Element	Description
   Applied Date	The date that the condition was added to the account or account profile.
   Status	Indicates if the condition is Active or Resolved.
   Priority	The agency-defined priority for the condition. The priority is part of the condition definition.
   Resolved Date	If the condition has been resolved, indicates the date that it was resolved.

4. Click the View More Details icon to open the Condition Details page.

   In addition to the fields that have already been described, this page also shows an Applied By field.

   If the condition has been resolved, the page also displays the these additional fields: Resolution Action, Resolved By, and Resolved Date.

   All fields are read-only except that if an active condition has a severity of Hold, the condition rule check boxes are editable.

5. Click Cancel to return to the Conditions page.