SECTION 3: Using the EPR System
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1 New User Log In SECTION 3: Using the EPR System After application submittal and fee payment, new users should follow these instructions to log in to the EPR system. Helpful Tip: Internet Explorer (IE) is the recommended web browser. Open the Avolve Getting Started: System Use Requirements guide for detailed instructions on how to disable pop-up blockers and install ProjectDox Components (Active X, and Silverlight). 1. When the permit application has been processed and applicable fees paid (see Section 2: Getting Started), a ProjectDox Review invitation will be sent to the address on file. Click the Project Access link located near the bottom of the . Page 10 October 2017
2 2. Enter your address and temporary password (provided in the invitation ) and click Login. 3. Type or paste the temporary password into the Password field and click Login. The password is case-sensitive and must be entered exactly as it was provided in the Enter the following required Password Security Information. a. New password (8-10 characters at least 1 number and 1 alpha character, casesensitive) b. Confirm new password c. Security question d. Security answer Page 11 October 2017
3 5. Enter Contact Information 6. Click Save Retain login, password and security question answer in a secure place. Return to this screen at any time by clicking on the Profile button. Page 12 October 2017
4 Existing User Log In After application submittal and fee payment, existing users should follow these instructions to log in to the EPR system. 1. When the permit application has been processed and applicable fees paid, a project invitation will be sent to the address on file similar to the image below. Click the Project Permit Access link located near the bottom of the Log in by entering the address and password. Click Login. Page 13 October 2017
5 Password Reset 1. Click the Forgot your password? link. Enter the address along with the first and last name used to create the account. 2. Click the Display security question button to see the security question. After the correct answer is submitted a new temporary password will be sent via . This temporary password must be changed after the first time it is used to log in. Application Submittal Building Permit applications can be submitted via or in person at the front counter. Helpful tip: First time using ProjectDox? Disable the Pop-up Blocker and install ActiveX, and Silverlight on your computer. The Avolve Getting Started: System Use Requirement guide provides detailed instructions to accomplish these steps. Helpful tip: Internet Explorer (IE) is the recommended web browser. Page 14 October 2017
6 Fee Payment Fees can be paid online or in person at the front counter. Uploading Plans Review the Standards, File Naming Conventions, and Best Practices in Section 1 before uploading files. Submittals will be rejected unless the following requirements are met: Using the correct File Naming Conventions; Maintaining the appropriate reserved space allowance; Submitting drawing files as:.pdf,.dwf,.dwg,.dgn, or.dwf; Submitting supporting documents as:.pdf,.doc,.docx,.xls,.xlsx,.ppt,.pptx,.pps,.ppsx,.jpg,.tif,.tff,.png,.img,.bmp,.txt,.vsd, or.rtf; Include a graphic scale on all drawing plans; and Include signature and seal of the architects and engineers, as required under Oregon Statutes and Oregon Administrative Rules. 1. After logging into the system the Project Info screen will load 2. Folders used to upload files Drawings folder: Single-page drawing files only Documents folder: Supporting documents (e.g., calculations or geotechnical reports) Helpful tip: Review the File Naming Conventions, located in Section 1 and rename your files before uploading. Once files are uploaded, they cannot be renamed, moved or deleted. Page 15 October 2017
7 3. Select the Drawings folder to upload plan drawings or the Documents folder to upload other project documents. Helpful tip: Using Silverlight will allow the selection of multiple files to batch upload. It also allows users to drag and drop files. Installing Silverlight 4.1 or higher is recommended to facilitate a more efficient upload of multiple files. Instructions for installing Silverlight can be found in the Avolve Getting Started: System Use Requirements Guide. www. microsoft.com/silverlight 4. Select Upload Files and click Browse to navigate to the file storage location. Helpful tip: If Silverlight is installed, follow instructions under 8 and 9. If Silverlight is not installed only single files can be selected and uploaded. Page 16 October 2017
8 5. Browse to the drawing files on the computer. Select or highlight the files you want to upload. Multiple files can be selected by using the Shift or Ctrl keys. Click Open. Helpful tip: Each upload is restricted to 100MB. Multiple uploads may be necessary to add all files to the project. 6. Click Upload to complete the upload process or select Add more files if additional files are needed. Page 17 October 2017
9 7. Once the files are copied to the upload window, click the Close button to return to the project screen. 8. The Drawings folder list will display thumbnail images of each file contained in the folder. Select [ ] to hide the thumbnail images if desired. Select View Folders to return to the Folder List. 9. Open the Documents folder and repeat the upload file process (steps 5 10) for all other supporting documentation. Page 18 October 2017
10 Completing a Task After any task is assigned, it must be completed in order to move the review forward in the process. 1. Select Workflow Portals button, in the upper right corner of the screen, to open the Task List. 2. Click the Task link to open the task. 3. Click OK to accept the task. 4. The Eform will open (sample shown below). Select one of two options: a. For some tasks, additional information or verification will be required. Check the appropriate boxes to enable the Task Completed button to activate. b. Save and Close: To continue the task at a later date, select the Save and Close button. c. Task Complete : Selecting this option will complete the upload process. No additional files can be uploaded at this time. Page 19 October 2017
11 5. The Eform will open in a new screen. Scroll to the bottom of the page and review any notes listed in the box under Task Instructions. 6. Click View Intake Checklist to view detail on items that need corrections. Page 20 October 2017
12 Respond to Checklist Items Helpful tip: In addition to uploading any new drawings, all Not Met items must contain a response explaining changes made on the drawings or a reason why no changes were made. 1. The following form will open in a separate window. Insert the current date and add responses where indicated below. Then select Save and Close. a. If multiple responses are made between review cycles to the same item, insert the most current date/response at the beginning (in front of) the previous comment 2. After the checklist items are addressed, log in, if not already logged in and open the project. a. Upload any corrected or missing items (see Step 2 Uploading Files). The name of all revised documents/drawings must match identically to the first submission. b. Select the Eform with your task assignment as shown below. Helpful tip: If the Eform is closed, you must initiate the Correction Complete task identified previously. 3. Place a check mark in the I have uploaded the corrected box and the Corrections Complete button will become active. Upon completion, the County will be notified that the files have been uploaded and the Prescreening process will continue. Page 21 October 2017
13 Corrections Required If changes or additional information is requested an from the County will be sent. Open the Task to see the change marks 3. The Eform will display three sections: Changemarks, Department Review, and Task Instructions. Page 22 October 2017
14 Changemarks 1. Scroll to the Changemarks section. 2. The drawing markups provide a complete correction package. Click on the link under Markup to open the Markups screen. This link indicates the discipline that responded. Helpful tip: Changemarks may be from the Building Department (Bldg), Current Planning (CP), Health & Human Services (HHS) or Clean Water Services (CWS). These groups are considered disciplines 3. Changemarks can also be viewed from the Drawings folder. Select the red exclamation to open Changemarks. Helpful tip: If a red exclamation mark is not present, no Changemarks exist on that drawing sheet. Page 23 October 2017
15 4. Check the box next to the discipline listed under Markup Name to review. If multiple disciplines appear, select the one of interest and click the View button. 5. All Changemarks will display in the upper right pane. 6. As Changemark are selected in A, the text in B will reflect the comment and the screen will automatically zoom to the corresponding redline on the drawing from each reviewer. Helpful tip: If you do not see any Changemarks on your drawings, you probably selected the drawing or drawing hotlink instead of the red exclamation point. Close the drawing and return to Step 2. Page 24 October 2017
16 Uploading Corrected Drawings and/or Documents 1. Update the drawings and/or documents as requested and cloud all changes. 2. Do not re-upload the entire project. 3. Only upload corrected drawings and/or documents as previously instructed in Step 2 Uploading Files of the User Guide. 4. Ensure revised drawings are uploaded in the Drawings folder and revised supporting documents to the Documents folder. Helpful tip: The name of all revised sheets must match identically to the first submission. 5. After uploading, look for a red V after the file name. If a red V is not visible, the file name did not match exactly to the initial upload and must be resubmitted. The red V will be followed by a number indicating how many versions of the file exist in the system. Page 25 October 2017
17 Respond to Changemark Items 1. Select Show All Changemarks for All Cycles to see previous comments. 2. Scroll down to the Changemarks section. Add the current date and responses to the Applicant Response column. All changes or comments related to the drawing must be documented in this area. 3. If multiple responses are made between review cycles to the same item, insert the most current date/response at the beginning (in front of) the previous comment 4. Select Save Changemarks Updates. NOTE: This example does not reflect multiple responses. Helpful tip: The following section should not be completed until your revised drawings and responses have been uploaded. 5. The Task Instruction section at the bottom of the Eform contains checkboxes that must be checked before you can complete the revised submittal process. Page 26 October 2017
18 6. When ready to complete the task and exit the Eform, select the Complete button. 7. Washington County is notified and the project will continue with Plan Review. a. If corrections are satisfactory the project will move to Step 5 File Check, QC Review. b. If corrections are not satisfactory, an notification will be sent requesting additional revisions. Download and Print Approved Plans Once the project has been approved by a Plan Reviewer and all fees paid in full, project plans will be electronically stamped by the County and made available for download. An notification will be sent. 1. After logging in and opening the project, click on the Approved Plan Set folder. Page 27 October 2017
19 2. Click on the box at the top left to select all files or select files individually by checking the box next to each file. 3. Click the Download icon ( ) to begin downloading your project plans. 4. A pop-up message similar to the one below will appear. Click OK. 5. Select Download Zip File. 6. Save the files on your computer. Files may also be printed, uploaded to a shared site, or ed a few at a time for others to view and print. 7. One complete set of approved plans must be kept on-site and available for the inspector(s) to view during the inspection process. Page 28 October 2017
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