Creating and Managing a Plan Review
The Plan Review module is a feature within your application portal that helps you manage document revisions. It allows you to coordinate plan approvals with your reviewers and the applicant, all in one place, while keeping the process separate from the main application approval.
Key Features of the Plan Review Module
Unlimited Reviews: Create an unlimited number of plan reviews for a single application (e.g., Site Plans, Building Plans, Landscape, Lighting, etc.).
Collaborative: Bring all your reviewers (e.g., Zoning, Building) into a single, virtual space to collaborate and send comments.
Track Progress: Action timestamps show the progression of reviews, helping you identify where a review might be stuck.
Streamlined Communication: Easily upload documents and use messaging options to request revisions from the applicant.
How to Set Up a Basic Plan Review
This basic guide shows how to set up a plan review that is only between the coordinator (plan review creator) and the applicant.
Navigate to the Permit. Open the specific application or permit you want to start a plan review for.
Start a New Plan Review. In the "Plan Review" section under the application summary, click the + button to start a new review.
Configure the Review. The system will automatically pull in the applicant's email as a recipient. You will need to:
Add a Plan Review Name.
Add any other recipients (e.g., engineers, contractors).
Select which plans you'd like to review.
Click the Save Plan Review button at the bottom.
Submit Review Comments. To submit your feedback, click the blue "Edit" button under "Response."
Type or upload your comments in the comment box.
Select the "Changes Needed" status.
Check the "Response Needed" button if the applicant needs to submit a new planset.
Click the "Save Review" button to send your comments to the applicant and request a new set of plans.
Final Plan Approval. Once the plans are ready to be approved, mark the status as "Approved" and do not check the "Response Needed" box. When you click "Save Changes," the applicant will be notified that their plan review is complete.
Here's a video walkthrough of the basic process:
How to Set Up a Multi-Reviewer Plan Review
This guide is for a plan review in which you'd like to tie in other departments in addition to the coordinator and applicant.
Follow steps 1-3 from the "Basic Plan Review" guide.
Add Departments. After setting up the plan review, use the Reviewer selector on the right side of the screen to choose all departments that should review the plans.
Each user assigned to those departments will be notified and can review the plans, leave their own comments, and mark their review status as Approved or Changes Needed.
Finalize the Review. Once all departments have completed their reviews, THE COORDINATOR IS RESPONSIBLE FOR SENDING THE COMMENTS ON TO THE APPLICANT.
Complete the response box with all relevant feedback.
Check the "Response Needed" box if applicable.
Send the combined comments to the applicant.
Once the applicant submits a new plan set for cycle 2 it will automatically tie back in and notify all departments for them to re-review the plans.
For an overview of this process, check out this video:
We hope the Plan Review Feature helps cut confusion and streamline your process for reviewing documents. Let us know how it works for you, or if you have any suggestions to make it even better!
Happy Reviewing!