Calendar (and related) fields

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.

Important: Because your Civic Platform installation has been configured to meet your agency’s specific requirements, some fields, functionality, and processes may differ from those described. Contact your agency administrator or help desk with questions.

Schedule inspections fields

The following fields may be available when scheduling inspections.

Field	Description
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 “Canceled.”

Pending inspections fields

The following fields may be available for pending inspections.

Field	Description
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.

Field	Description
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 Inspection calendars.
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.

Field	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.