ViewPoint Cloud Guide: Site Set Up. Building your Site from Start to Finish

Transcription

1 ViewPoint Cloud Guide: Site Set Up Building your Site from Start to Finish

2 This is the Settings section. Where permits/licenses processes are built, city employees are given access, and more. Users: Invite new users and assign privilege levels (administrator or employee). Groups: Create groups of users. Those groups can be assigned to workflow steps or record types. Categories & Record Types: Create basic groupings of your service offerings. Typically defined as the Departments and/or Offices that issue permits and licenses. Within each Record Type, build applications, workflows, documents, and fees. General: Build your front page, upload a logo, set up payment, and update your map. Inspection Types: Create and edit Inspection types. Those types can then be assigned to workflows. Activity Log: Keep track of all system activity. Filter by Users and/or Activity Date.

3 Part 1: Build your website

4 General Build your landing page, upload your city logo, and configure your payment settings. Upload your city s logo and enter in your city s name. Front Page: Add a cover photo, headline, and subheader (think of it as your tag line!). Payment Settings: In order to process permit fees, a Stripe account must be set up. The address entered here will be the center of the Map.

5 Edit: Click on any Category name to edit its Storefront page and to access it s assigned Record Types. Categories & Record Types The next stop in creating your permitting website. In this section, create categories, add department information, and more. Add a Category: Start here. Category Page Record Types: The types of permits or licenses that are available. Click on a name to access its forms, workflows, fees, etc. Storefront: Add/edit content about that will appear on the Category s page on the storefront.. Publish: Control who can access this category from the Storefront. Make the category visible on the storefront by clicking Publish. Upload a cover photo. This will appear on both the front page and the category s page.

6 Your site is ready! Once you ve set up your front page and created and published at least one category, your site is built and ready for the public. Front page: The cover photo, headline, and subheader. Categories: Are all listed along with their cover photo. Category Page: The name, cover photo, and text. Record Types: Record types within the category are also listed. Learn more on the next page.

7 Part 2: Create online permits

8 Record Types. Each Record Type includes a form, documents, and any number of workflows (application types). Record Types: The types of permits/licenses that are available. All are associated with a specific category. Click on a name to access its forms, workflows, etc. Where to begin: Create new Record Types and assign them to Categories here. More controls: Copy, delete and determine who can apply (Public, Private, or Disabled). We ll drill down further on the next page

9 Record Types: A Closer Look Settings: Edit the Record Name and Category, add content (help text, instructions, etc.). Choose to collect applicant and location information automatically. Allow records to be associated with Projects. Workflows: The specific processes to apply (ex. Residential New Construction or Commercial New Construction). Documents: Create permits, licenses, and other documents that are issued as part of the application process. Fees: Create fees pertaining to that Record Type. Publish: Control who can submit and who can view the applications. Form: Create and edit the application. Record Attributes: Automatically collect Applicant and Location information and associate the application to a Project. Storefront Page: Manage the content that appears on the Record Type s page in the storefront.

10 Record Types: A Closer Look Employee Access: Control which employee users can view, edit, and administer records in this Record Type. Additional Requirements: List all of the documents that are required along with a submitted application. The applicant will see this list prior to submitting their form.

11 This is the Form Builder, where permit and license applications are built. Reproduce your applications and forms with different field types and sections. Let s look at Sections first: Add a New Section: On the very bottom of the form. Then choose from Single or Multi Entry on the right. Edit the Form: Move the section up or down, or delete it. Edit Section: Change the label, add help text, choose to display to public or keep private (for internal use only), and add conditions for when the section appears.

12 Next up are Fields: Add A New Field: When the button is pushed, the six options on the right are available to select. Edit the Form: Move fields within its section or delete them. Edit Field: Edit the label, add help text, make it a required field, add conditions for when it appears on the form.

13 About Workflows. Workflows are the different paths or processes for applying and approval. There is no limit to the number of Workflows that can be created within a Record Type. All of the Workflows use the same form within the Record Type. Workflow Names: Click on the name to access the workflow. More controls: Edit the name or description, copy, delete and determine who can apply (Public, Private, or Disabled). Where to begin: Create new Workflows here. This is what a Workflow looks like: Steps: Click on any one to view more information. Rearrange them by clicking on the left and dragging. Delete: Click on the Trashcan to remove. More on Steps on the next page! Add A New Step: When the button is pushed, the six options on the right are available to select.

14 A closer look at Workflow Steps. When a new step is added, more options for creating that step appear on the right side of the page. With each option, you can customize the label, add help text, choose if the step happens after the previous step or concurrently, and assign users and/or groups. Below are examples of what the different steps options look like: Approval: The assigned user can Approve or Reject the application. Users and groups must be created in the Users or Groups section in order to assign them. Payment: Assign the fees that apply to this workflow. Fees must be created in the Fees tab first in order to assign them here. Inspection: Assign any number of inspection types. Allow the public to request and schedule their inspections. Inspection Types must be created in the Inspection Types section (found under Settings) in order to assign them here. Issue Document: Select one of the documents created in the Documents section. Print at Home and Expiration Dates are options. The document template must be created in the Document tab first in order to assign them here.

15 About Documents. Create and manage templates for your permits, licenses, certificates, and any other documentation that are issued as part of the permitting process. Documents created in this section can be assigned to any workflow in the Record Type. They are designed to automatically populate with information collected from the application such as applicant and owner information, and on the form. Current Documents: Access saved documents. Click on the document name to view and edit it. Where to begin: Enter the document name (ie. Electrical Permit), select one of the 4 options from the drop down menu, and click Add. More on editing Documents next!

16 Editing a Document: A Closer Look Settings: Edit the Name, Type, Orientation. Delete: Click here to delete the template. Print Preview: Get a sense of what the final product will look like. Save: Don t forget! Text Box: Type text directly in the box. Use the tool bar for further customization. QR Code: Added automatically to all documents. Links back to the record s page. Images: Include the city logo, seal, etc. anywhere on the document. Data Merge Tags: Use fields from the form, such as Description of Work, Contractor Name, etc. Copy the tag, including the curly brackets, and paste it in the text box.

17 About Fees. Create the fees that apply to the Record Type. Fee calculations can range from a very simple flat fee to a more complicated calculation based off of form fields (such as a per Fixture fee) or even conditional to selections on the form. Fees can also include minimums and maximums. Fee Labels: Click on the name to access the fee calculations. More controls: Edit the name or account number or delete the fee. Where to begin: Enter the label (and an optional Account Number) and click Create Fee. This is where fees are built: Calculations: All of the calculations are listed. Click to make edits. Delete: Click on the Trash can to delete the calculation. Add New: Start a new calculation here. Minimums & Maximums: Set them here. Updated November 11, 2016