Set agency employee display

You can configure how the user name of an agency employee displays in Citizen Access; that is, whether you want to display the first and last names or the user initials. You can also determine if you want the email address available to public users in Citizen Access so public users can notify agency about the completion of a required application task. These features are particularly useful when tracking who makes changes to an inspection or workflow. Citizen Access notes any modifications as part of the history along with the identification information about the person who made them. For example, the software displays the user initials associated with the user that assigned an inspection to an inspector or rescheduled the inspection.

Define the display of user names or user initials

By default, the first and last names of agency employees display in Citizen Access. You can choose to display the user's initials instead, and can determine whether to display the initials for all or part of the users.

Set initials for a user

To display a user’s initials, you must first ensure the user name has initials set on the user profile. Otherwise, even if you enable the Display initials option (see Enable the Display Initials option), Citizen Access still displays the user full name, or displays the user ID if the user has no full name.

To set initials for a user

1. Navigate to Classic administration and select the Admin tools tab.
2. Choose User profile > Users.
3. Enter search criteria and select Submit to select an existing user.
4. Locate the Initials field and enter the user initials you want to display for the user.

   

   Note: See Enable the Display Initials option for information on configuring the display initials in ACA option.

5. Select Save to save your change.

Enable the Display Initials option

You can configure the display initials option for all users or selected users.

To enable the display initials for all users

1. Navigate to Global settings > Access and display settings in Citizen Access admin.

2. Select the Display users' initials check box.

3. Select Save.

To enable the display initials for selected users

1. Complete the following steps to disable the Display initials setting for all users.

   1. Navigate to Global settings > Access and display settings in Citizen Access Admin.

      Clear the Display users' initials check box, and select Save.

2. Navigate to Classic administration and select the Admin tools tab.

3. Select User profile > Users.

4. Enter search criteria and select the Submit button to select an existing user.

5. Select the Display initials in ACA check box, and select Save.

6. If you want to enable the Display initials setting for more users, repeat step 4 and step 5 above.

   Component	Web page	Section	Fields
   Workflow	Record detail	Process status	Assigned to, Action by
   Inspection	Inspection detail	Status	Updated by (or Last updated)
   		Status history	Inspector, Updated by
   		Result comments	Updated by
   	Food facility inspection detail	Previous inspections	Inspector
   	Record detail	Upcoming, Completed	Inspector
   		Completed	Inspector, Operator
   Condition	Pay fee due receipt, Renewal receipt, Shopping cart, Receipt, Record detail	Condition, Conditions of approval	Action by user, Action by user, Applied by user
   	Condition details	Conditions of approval detail	Action by user, Action by user, Applied by user
   Record	Facebook home	My shared list	Created by
   	Record home, Show record dialog accessed from Accela GIS, Collections detail	Record list	Created by
   	Fishing & hunting license sales folder > Customer details	Associated licenses	Created by
   AMCA	Inspection	Schedule or request an inspection, Completed, Status history	Inspector
   		Status	Resulted by
   		Status history, Result comments	Updated by
   	Workflow	Process status	Assigned to, Action by

Display user email addresses

Administrators can configure the ability to display an email address belonging to an agency user associated with the plan review process for a record in the record details area of Citizen Access. An agency may want to use this feature so citizens can notify the agency by email about the progress or completion of an action item related to a failed inspection.

The email address field on the user profile for the assigned person populates the contact email address displaying to public users on the workflow. For example, if Stan from the agency changed the status of the workflow, the email address defined in his user profile displays in the processing status section of the record details page in Citizen Access. Those public users associated with the record can click the email address hyperlink and make email communications with the agency about new developments for the record. For information on how to access the user profile to set an email address, refer to the “User Profile” section in the Accela Civic Platform Administrator Guide.

This feature may be implemented in two ways. One way is to display an email address for individual record set by agency. The other way is to define a standard feature, through the standard choice WORKFLOW_CONFIGS, so all records provide an email contact in the process status area of Citizen Access.

If your agency wants to implement this feature for all records at the agency, you must mark the check box associated with this feature in Citizen Access setup. This Citizen Access setting overrides any settings at the record level in Civic Platform.

If your agency prefers to customize which records display email addresses in Citizen Access and which ones do not, you must clear the check box associated with this feature in Citizen Access Setup. Then, administrators control which records display email addresses by marking a setting in the record workflow task details in Civic Platform.

To display email addresses to public users

1. Verify agency users have email addresses defined in their user profile. For information on how to set up a user profile, refer to the “User Profile” section in the Accela Civic Platform Administrator Guide.

2. Configure the standard choice WORKFLOW_CONFIGS by defining the values listed below.

   For complete information on configuring a standard choice, refer to the Accela Civic Platform Configuration Reference.

   Field name	Field description
   Type	Select System switch
   Value	ACA_ENABLE_WF_DISP_EMAIL This value determines the default setting for the email display option on the workflow task detail page in Civic Platform.
   Value description	Enter either Yes or No. Yes to display email in Citizen Access by default. No to hide email display in Citizen Access by default.

3. Set the agency email display setting in Citizen Access Setup to reflect the way you want to implement this feature. Select the check box to display emails on all records. Clear the check box to hide emails for all records by default and enable the ability to control the email display at each individual record level.

   1. Navigate to Civic Platform Administration.

   2. In the Setup screen, choose Citizen Access > Citizen Access Setup from the menu.

   3. Select a Module tab and go to the Module settings page.

   4. Go to the Workflow section of the page and select or clear the Display email address check box.

      

   5. Select Save.

4. If applicable, administrators and users can enable the display of email addresses at the record level. This setting is available based on the administrative agency email display setting as described in step.

   1. Find the application you want to work with.

      Navigate to the Building permit screen and select the Search button.

   2. Enter your search criteria in available fields. For a description of the fields, see the “Application Field Definitions” list in the “Applications” section in the Accela Civic Platform User Guide.

   3. Select the Workflow secondary tab.

   4. Locate the Display email address in ACA check box and mark it so this record provides a contact email address in the Process status section.

      

   5. Select Submit.