Examining Calendar (and Related) Details

There are many detail forms and many entry fields that you might encounter as you work with calendars and scheduling. The following tables list and define the default fields available in the different interfaces you encounter.

Schedule Inspections Fields

The following fields may be available when scheduling inspections.

Table 1. Schedule Inspections Fields
Address This field automatically populates with the application’s address.
Alternate ID This field displays the alternate identification number for the application. If you click the link at the alternate ID of an application, a window pops up displaying the details for the application.
Assign to All Select values from Department and Inspectordrop-down lists to assign all the inspections to one inspector from a specific department.
Comment Display in ACA Activated when you select the Display Comment in ACA option. This is the type of user that can view the inspection results comments.
Department The department that includes the inspectors to which you want to assign inspections.
Desired Date The desired date for the inspection.
Desired Time The desired time for the inspection.
Display Comment in ACA Applies only to Citizen Access users. Indicates whether ACA users can view the inspection results comments.
Estimated End Time

Estimated Start Time

 These fields define the time period within which the inspector should arrive. The time period displays in the Estimated Arrival Time field in the inspection in Citizen Access, which enables the applicant to prepare for the inspector’s arrival.
GIS Area If the application for which you are scheduling an inspection has a parent application that is a project application, then the GIS Object ID of the parent application appears in this field.
Inspector The inspector to which you want to assign inspections. You can also click the Current User button to populate this field with the current user's name. When you select an inspector from this list, all the selected inspections display the staff member’s name in the Assign to Staff field.
Inspector Calendar The Inspector Calendar displays inspector schedules. For example, if Civic Platform associates Kate with three inspection calendars, then the Inspector Calendar displays a combined view of Kate’s inspection assignments for all three calendars.
Inspector List The inspector list displays the inspectors selected in the Assign to Staff drop-down list. The inspector calendar for each selected inspector displays next to the inspector list. The inspector that best matches the inspection(s) displays at the top of the list. Inspectors with enabled and configured inspection profiles display at the top of the list; inspectors without configured inspection profiles display at the bottom of the list. You can select only one inspector from this list.
Inspection List This list displays all the inspections selected for scheduling. Civic Platform lists inspections by schedule order. Civic Platform highlights the first inspection by default.
Inspection Sequence Number This field populates with the inspection sequence number. Sequence numbers are unique and incremental.
Inspection Type This field displays the type of inspection that you are scheduling.
Latitude The inspection location’s latitudinal coordinates.
Legend The Inspector Calendar Legend indicates the status of inspections on each inspector’s calendar: Blue - a scheduled inspection, Purple - an unscheduled inspection, White - available time, Gray - block out time, Orange - default calendar unit value.
Longitude The inspection location’s longitudinal coordinates.
Next Available Time Indicates whether to schedule the inspection for the next available calendar time. Civic Platform determines the next available time by using the calendar’s daily allocated units, scheduled inspections, and default block times. Your agency administrator determines the calendar daily allocated units and default block times. Default inspection block times are 8:00 am - 12:00 pm and 1:00 - 4:30 pm.
Next Available Time for Inspector Indicates whether to schedule the inspection for the selected inspector’s next available time.
Record ID The application identification number for which you are scheduling an inspection.
Record Type The application type for which you are scheduling an inspection.
Request Comment Comments about the new inspection. You may identify who requested the inspection, or any other important details.
Requestor The first, middle, and last name of the person who requested or scheduled the inspection, if other than the current user.
Requestor’s Phone Number The phone number for the person who requested the inspection.
Scheduled Date The date that the inspection is to take place.
Scheduled End Time The scheduled end time for the inspection. The end time you set for an inspection overrides the end time as calculated by the associated inspection calendar. When you modify the inspection end time, the inspection type unit value and the available inspector units update to reflect the change.
Scheduled Start Time The scheduled time to start the inspection.
Status This field indicates the current status of the inspection. If you are scheduling a new inspection, the status is “New.” If you cancel an inspection, the status is “Cancelled.”

Pending Inspections Fields

The following fields may be available for pending inspections.

Table 2. Pending Inspections Fields
Application No. The application number for which you want to request inspections.
Available Inspection Types This box displays the inspection types associated with the default inspection group for the application. If your agency sets up inspection flow or inspection milestones for the selected application, an icon displays that reflects the status of each inspection type.
Delete Use to delete selected inspection types
Existing Pending Inspections Current pending inspections for the selected application display in this list. If your agency sets up inspection flow or inspection milestones for the selected application, an icon displays that reflects the status of each inspection type. If you cannot schedule an inspection type in an inspection flow or a milestone process, the inspection type is grayed out. Only supervisors can schedule inspections outside of the inspection flow or the milestone order.
Inspection Group This displays all available inspection groups. The selected intake form’s default inspection group displays first in the list.
Pending Inspections Assigns the inspection types displayed in the Available Inspection Types list to the selected application. The status for all assigned inspections is Pending.
Pending Inspections List This list displays two types of inspections: existing pending inspections and inspection types selected from the Available Inspection Types list.
Schedule Inspections Displays the Schedule Inspections portlet for selected inspections. If you enable inspection flow, and you attempt to schedule inspections that do not belong to an inspection flow, an error message displays.
Selected Inspection Types Displays the inspection types selected from the Available Inspection Types box. If your agency sets up inspection flow or inspection milestones for the selected application, an icon displays that reflects the status of each inspection type.
Selected Records Displays the following information about the application for which you request inspections: application alternate ID, application name, short notes, and primary/first address.

Edit Inspection Fields

The following fields may be available when editing inspections.

Table 3. Edit Inspection Fields
Address The application’s address.
Alternate ID The record ID number.
Address The inspection location address.
Billable Indicates whether the agency can bill for time spent on an inspection.
Comment Display in ACA Activated when you select the Display Comment in ACA option. Specifies what type of user can view the inspection results comments. Choices include All ACA Users, Record Creator, and Record Creator & Licensed Professional.
Created by ACA This field displays “Yes” if the scheduled inspection originated in Citizen Access; otherwise, the field displays “No.”
Department The inspector’s department.
Display Comment in ACA Applies only to Citizen Access users. Indicates whether ACA users can view the inspection results comments.
Document Name Enter the title of the document you are attaching to the inspection.
EDMS Name The name of the electronic document management system. Use this field when attaching documents to an inspection. For more information, see Working with Documents.
End Mileage The mileage reading from the vehicle odometer after you complete the inspection.
End Time The time that the inspector completes the inspection.
File Name The filename and path for the document. Users can click Browse to locate the file on your computer. The document size may be up to 16MB.
GIS Area If the application with the scheduled inspection has a parent application that is a also project application, then the GIS Object ID of the parent application appears in this field.
Inspector The name of the inspector responsible for completing the inspection.
Inspection Date The date that you complete the inspection.
Inspection Sequence Number This field populates with the inspection sequence number. Sequence numbers are unique and incremental.
Inspection Time The time of day that you complete the inspection.
Inspection Type The type of inspection scheduled.
Latitude The inspection location’s latitudinal coordinates.
Longitude The inspection location’s longitudinal coordinates.
Record ID The application ID number for which the inspection is to occur.
Record Type The type of record for which the inspection is to occur.
Request AM/PM The time block for the scheduled inspection.
Request Comment Comments about the new inspection. You can identify who requested the inspection or enter other important details. You can also enter predefined comments by clicking the Standard Comments button.
Request Date Civic Platform automatically generates the request date when a user schedules and submits a new inspection.
Requestor’s Phone Number The phone number for the person who requested the inspection.
Request Time The time of the inspection request.
Scheduled Date The date when the inspection is to occur.
Scheduled Time The time when the inspection is to occur.
Status This field indicates the current status of the inspection. For example, Denied, Not Ready for Work, or Stop Work.
Submit AM/PM The time block for the scheduled inspection.
Submit Date The date the inspection was submitted.
Submit Time The time the inspection request was submitted.
Total Mileage The total number of miles required. Civic Platform does not calculate this value automatically.
Unit Nbr This is the inspections unit number. Unit values typically represent either the number of hours or the number of inspections.

What does Civic Platform use the Unit Number for?

You can set up inspections so that Civic Platform automatically assigns and schedules inspectors by using inspector profile information, which includes a maximum daily number of inspection units. An inspection unit may be the number of inspections, the number of hours, or another value.
Vehicle ID This is a number that identifies the vehicle used to complete the inspection, such as the license plate number or VIN.

Calendar Item Details

The following fields may be available when working with calendar items.

Table 4. Calendar Item Details
Label Description
All-Day Event Indicates whether the event occupies the entire calendar day.
Calendar Item The distinct name for the event that you want to schedule.
Comments Additional description or details about the event.
Date The day to schedule the event.
End Re-occurrence The date to end a recurring event. Blank when continuing an event indefinitely.
End Time The end time for the event.
Location Applies to meeting calendar type only. The location of the meeting.
Maximum Agenda Items Applies to meeting calendar type only. The maximum number of records you can review at the meeting.
Meeting Body Applies to meeting calendar type only. An individual or a group of people responsible for reviewing records in a public setting, such as planning commission or appeals board.
Meeting Calendar The name of the calendar that you want to use for the meeting. This field only appears when creating a meeting from the My Tasks, Task Management, and Records portlets.
Meeting Type Applies to meeting calendar type only. Indicates the type of meeting calendar. Civic Platform only displays those meeting types for which you have permission.
Meeting Status Applies to meeting calendar type only. This field only appears when you schedule an event on a meeting calendar. Determines the status of the meeting, such as Approved or Pending. The displayed values depend on the status group for the meeting type.
None For a one-time event without recurrence.
Reminder Specifies the number of days, before the meeting, to send out a reminder notification.
Repeat every day(s) To repeat an event every specified number of days.
Repeat every week(s) on To repeat an event every specified number of weeks on the specified day of the week.
Repeat every month(s) on To repeat an event every specified number of months on the specified day of the month.
Repeat every year(s) To repeat an event every specified number of years.
Responsible Person The responsible person organizes the meeting and assigns attendees. The responsible person defaults to the logged in user. You can also click the Current User link to select the currently logged in user.

The Responsible Person drop-down list displays the modules from which you can select a responsible person. When you select a module from the Responsible Person drop-down list, Civic Platform displays the users in that module that you can delegate as the responsible person.
Start Time The start time for the event.
Type The type of event. The types of events listed depend on the type of calendar for which you specify the details (meeting, agency holiday, user).

Block-out - The user calendar. Blocks out a time or day for which the agency cannot provide service.

Holiday - The user and agency holiday calendars. Choose this option to schedule a holiday. During holiday periods, users cannot make reservations or schedule inspections.

Weekend - The user and agency holiday calendars. Choose this option to schedule a weekend. During weekend periods, users cannot make reservations or schedule inspections.