Conditions fields details

The following tables describe fields that may be available when working with conditions.

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.

Conditions form default fields

Field	Description
Action by dept	The department responsible for following up on the condition status.
Action by user	The staff member responsible for following up on the condition status.
Additional information	Used for condition text if the body of your comment text exceeds the character limitations of the Short Comments and Long Comments fields. This unlimited text field supports the insertion of standard comments via the Standard Comments picker. It also supports HTML formatting so that text pasted into the field from another source retains its formatting. Note: This field is not searchable. However, your agency can configure the Conditions page to include ASI fields for users to enter important searchable words from the Additional Info field.
Applied by dept	The department responsible for applying the condition.
Applied by user	The staff member responsible for applying the condition.
Applied date	The date when the condition should be applied. The Applied date defaults to the current date in any of the following scenarios: You are adding a standard condition You are creating a new condition The condition is auto-assigned to a record
Condition name	A description of the condition. For example, “Outstanding Balance.”
Display notice	This field indicates whether or not to activate the “Include in Condition Notice” options. When a user accesses a record, the Condition Notice is visible in the condition status bar.
Effective date	The date when you want this condition to become effective.
Expiration date	The date when you want this condition to expire.
Group	The condition group, used to organize conditions into condition types.
Include in condition notice	Used to indicate items to be included in condition notices.
Long comments (4,000 char max)	Used for comments that exceed the character limit of the Short comments field, but not the 4,000 character limit of this field. This field is searchable. This field supports the insertion of standard comments via the Standard comments picker.
Object name	The type of object you are applying the condition to, such as Record, Inspection, Asset, Address, Parcel, etc.
Object value	The ID number or name of the object that the condition is applied to. If the applied object is an address, this field shows address-specific data.
Priority	The priority level of the condition.
Public display message	Text in this field displays in Accela IVR and Citizen Access in the condition notice or condition status bar for the public user. This text displays in place of Condition name and Short description values.
Resolution action	The actions or set of tasks the user should perform to resolve a condition.
Severity	The severity of the condition. Options may include Required, Lock, Hold, or Notice.
Short comments (2,000 char max)	Used for comments that do not exceed the 2,000 character limit for this field. This field is searchable. This field supports the insertion of standard comments via the Standard Comments picker. To expose the contents of this field to agency and public users, select Short comments for the Include in condition notice field.
Status	The condition status (Applied or Not Applied).
Status date	The date when the condition status is changed. The field defaults to the current date when the Status value changes.
Type	This is an agency-defined condition type.

Other condition field descriptions and actions

Field	Description
Condition name	The name or number used to identify the condition. When a user applies a condition, this is the Condition name they will select.
Condition type	The condition type is used to ensure that requirements are met before a record can proceed. For example, a “Planning” condition type could be used for conditions that apply only to objects in the planning review stage.
Display notice	Options are Yes or No. When you select Yes, the Include in condition notice options are activated. When a user accesses a record and this field is set to Yes, the user can see the condition notice in the condition status bar. If you set this to No, then the user does not see the condition notice in the condition status bar. However, the condition still applies to the record.
Include in condition notice	Used to indicate items to be included in condition notices.
Inheritable	This is a required field with No as the default. If this field is set to Yes, then when a child record is associated with a parent record, Civic Platform checks for inheritable conditions. If found, the inheritable conditions are copied to the child record with the status of Applied. If the parent record condition status is updated (status of Not Applied), then the child record condition status is not updated. If this field is set to No, then no conditions are copied or inherited by the child record when it is created from a parent record. This field is configured by your agency administrator. Contact them with any questions.
Long comments (4000 char max)	Used for a description of the condition and/or any comments to help identify the purpose of the condition.
Public display message	This field relates only to Accela IVR and Citizen Access. If text is entered into this field, then in IVR and Citizen Access: The text displays in the condition notice or condition status bar for the Condition Name for the citizen user. The Condition Name and Short Description will not display for the citizen user. If text is not entered into this field, then in IVR and Citizen Access: The Condition Name and/or Short Description displays in the citizen user Condition Notice. If Condition Name and Short Description are not selected, the Condition detail does not display in the Condition Notice for a citizen user.
Resolution action	Used to provide the actions or tasks the user follows to resolve the condition severity level.
Short comments (2000 char max)	Used for a brief description of the condition. The text may describe the situation that requires the condition to be applied. You can set these short comments to display when a user accesses a record with this condition applied to it. The comment displays in the condition status bar.
Severity	Used to indicate the severity of the condition. The levels are Lock, Hold, Notice, or Required. For an explanation of each severity level and accompanying restrictions, see Condition severity levels.
Status	Options are Enabled or Disabled. Enabled allows the Condition Name to be applied to the assigned application types when a user creates a new application. Disabling a condition type does not disable existing conditions of that type. It only prevents users from selecting that type when applying new conditions. The Condition Name is still available in the conditions list for the administrator to enable if needed.

Condition severity levels

Condition	Record Results	Reference Object Results
Lock	You cannot schedule or update inspections. You cannot add or edit reference objects. You cannot process fees or do cashiering functions. You cannot process workflow tasks. You cannot edit the record status, additional information, record-specific information, or renewal information.	You cannot edit or associate locked objects with any other records. You cannot edit objects associated with a locked object.
Hold	You cannot schedule or update inspections. You cannot process fees or do cashiering functions. You cannot process workflow tasks.	You cannot edit an object that has a Hold attached.
Notice	The Notice condition indicates special instructions to the person who completes the record. Notices do not inhibit the record process in any way.	The Notice condition lets you associate a notice with an object, such as an address, a parcel, or a professional. Civic Platform displays a pop-up window when you open the record or associated object.
Required	The Required condition is unique to workflow tasks. The user must complete an activity or field before proceeding to the next one.	The user can update the workflow only when the process validation is met.